A centre of expertise in digital information management UKOLN is supported by: Tap into Bath: using collection descriptions in a local context Ann Chapman and Bridget Robinson Collection Description Focus

A centre of expertise in digital information management Overview Collection Description Focus What is a collection? What is collection-level description? Why use collection descriptions? The Tap into Bath project

A centre of expertise in digital information management Collection Description Focus Part of UKOLN, based at Univ. Bath Funded by –JISC (- higher and further education) –MLA (formerly Re:source - public sector) –British Library Works to –Develop consensus within user community –Disseminate information and good practice –Support implementers

A centre of expertise in digital information management Focus activities Presentations and articles Series of briefing papers and case studies Website and newsletter Workshops, briefing days Online tutorial Development of metadata schema Point of contact, advice

A centre of expertise in digital information management What is a collection? A collection is an aggregation of items, e.g. –natural objects: fossils, mineral samples… –created objects: artefacts, documents, records.. –digital resources: documents, images, multimedia objects, data, software… –digital surrogates of physical objects: documents, images… –metadata: catalogue records, item descriptions, collection-level descriptions (!)…

A centre of expertise in digital information management What is a collection? Criteria for aggregation –By location –By type/form of item) –By nature of item content –By provenance or source/ownership of item Any number of items Permanent or temporary Discrete or distributed Created with intent / purpose

A centre of expertise in digital information management What is collection-level description? Metadata is structured data about resources Older forms of metadata –Card catalogues, paper inventories, archival finding aids –Directories and yearbooks New forms of metadata –Library OPACs – MARC format –Archival descriptions – EAD and ISAD(G) –Museum documentation - Spectrum –Community information – MARC format –Collection descriptions – CLD schema

A centre of expertise in digital information management What is collection-level description? CLD schema = sets of data elements about: –The collection –Agents connected with the collection –Location of the collection –Associated resources –Relationships of the above entities Implementations –Usually hold descriptions in a relational database –Have a specific focus –May extend or limit the metadata elements used

A centre of expertise in digital information management Why collection description? Enable collection provider to –disclose information about collections to users Enable user to –discover/locate collections –select collections to explore/search on basis of summary description –compare collections as broadly similar objects (even where items are heterogeneous) –understand conditions of access and use –interpret collections

A centre of expertise in digital information management Collection of physical objects Collection of metadata records Collection of books Collection of digital items Database of CLDs CLDs provide high- level “map” of landscape for user, researcher, visitor….

A centre of expertise in digital information management AIM25 – archives within the M25 Archives Hub Cecilia - music Collections Navigator – NHM Cornucopia - museums Crossroads – pottery in West Midlands Who’s using Collection Description?

A centre of expertise in digital information management Who’s using Collection Description? EnrichUK.net – NOF funded digitisation ITAM: MIMAS Collection Description Revealweb: visually impaired people The Science & Culture website SCONE – Scottish collections

A centre of expertise in digital information management Tap into Bath Joint project –Collection Description Focus (expertise and advise) –University of Bath Library (hosting database,) –Collections held in the Bath area (information) Aims –Introduce concept of collection description to information professionals in the Bath area –Produce a comprehensive resource for the Bath area –Pilot project for local collection description databases –Record the project in a case study paper

A centre of expertise in digital information management Museum of East Asian Art (1) Title: Museum of East Asian Art Description: A fine collection of Chinese, Japanese, Korean and Southeast Asian artefacts. Particularly notable are the ‘Ordos’ bronzes, bamboo carvings and Chinese jade. Strength: East Asian art. Audience: general public, specialist researchers Phys.char.: artefacts Size: 500+ items

A centre of expertise in digital information management Museum of East Asian Art (2) Access control: general public during admission hours Access conditions: Open all year except Christmas and New Year. Mon-Sat 10am-5pm, Sun 12 noon – 5pm. Admission charges. Pre-booking service for groups. Introductory video in 6 languages. Gallery guides and children’s worksheets. Library and study area. Object identification and enquiry service. Audio guides for visually impaired, induction loop, access to all floors.

A centre of expertise in digital information management Museum of East Asian Art (3) Location: 12 Bennett Street, Bath BA1 2QL Legal status: Privately owned collection Custodial history: Collection owned/donated by B.E. Owner: Brian McElney O.B.E. Owner biography: B.E. is a retired solicitor who practised in Hong Kong for over 35 years

A centre of expertise in digital information management Museum of East Asian Art (4) Subject: Decorative arts - Asia Subject: Jade Subject: Ordos (Mongolian people) Subject: Bamboo carvings Subject: Oriental antiquities Subject: Ceramics Subject: Brian McElney O.B.E.

A centre of expertise in digital information management Downside Abbey Archive (1) Title: Downside Abbey Archive Description: The archive of Downside Abbey, a community of Benedictine monks serving parishes in Somerset, Worcestershire and Suffolk, and its school for boys aged Strength: History of Downside Abbey and school Audience: Phys. char.: documents Size: xx items

A centre of expertise in digital information management Downside Abbey Archive (2) Access control: Requests for access considered Access conditions: By arrangement. Location: Stratton-on-the-Fosse, Bath BA3 4RH Legal status: Privately owned collection Custodial history.: Owner: Downside Abbey community Owner history: Community settled at Downside in 1814.

A centre of expertise in digital information management Downside Abbey Archive (3) Subject: Benedictine monasteries Subject: Monastic and religious life. Subject: Downside, England, St. Gregory’s Abbey Subject: Abbeys – England – Downside - History

A centre of expertise in digital information management Royal National Hospital for Rheumatic Diseases (1) Title: Royal National Hospital for Rheumatic Diseases Description: Specialist national hospital founded in 1738 and opened in Original buildings designed by John Wood. The collection includes oil paintings and a selection of hospital records and other archive material. Strength: Medical and clinical history – local, national interest Audience: Researchers Phys.char.: documents, artefacts Size: 3 oil paintings, unspecified number of documents Associated collection: Bath City Archive - RNHRD archive

A centre of expertise in digital information management Royal National Hospital for Rheumatic Diseases (2) Access control: Researchers Access conditions: By appointment. Location: Upper Borough Walls, Bath BA1 1RL Legal status: NHS collection Custodial history: Most of the archival material is now held in the Bath City Archive. Owner: RNHRD NHS Trust Owner history: Became an NHS Trust in 1993.

A centre of expertise in digital information management Royal National Hospital for Rheumatic Diseases (3) Subject: Rheumatic diseases Subject: Hospital records Subject: John Wood (architect) Subject: William Hoare (artist) Subject: Dr William Oliver Subject: Dr. Jeremiah Peirce

A centre of expertise in digital information management Collection Description Focus Visit our website at: CD FocusUniversity of Bath Bridget Robinson Alison Baud Ann Chapman Isobel Stark