Collection Management Systems

Evaluation accessioning finding aids EAD support migration long-term use (wide support system over time) clean interface on the front end and back simplified usability compatible with latest technologies (including future technology) easy authority control easy installation and setup

Collection Management Systems ArchivesSpace CollectiveAccess ICA-AtoM Eloquent Archives Cuadra STAR

ArchivesSpace | PROS + Built-in public interface for finding aids directly from the ArchiveSpace system Supports exports of EAD, MARCXML, MODS, METS, EAC-CPF and DC Repository manager can configure the plugin to provide access to selected resource data in the formats of EAD, MARCXML, and HTML and PDF conversions of the EAD Repository manager can configure the plugin to provide access to digital object data in the formats of Dublin Core, MODS, and METS Can fully replace Archivists’ Toolkit functionalities

ArchivesSpace | PROS + Uses some Archivists’ Toolkit and Archon features and plugins Controlled value lists Clear accession management Supports imports of CVS Authority control (for people, corporate bodies, families, subjects, classifications, software) Archival description (drag and drop user interface)

ArchivesSpace | PROS + Metadata management for digital objects Good public interface Strong migration capabilities (esp. Archivists’ Toolkit and Archon) Easy to use and maintain

ArchivesSpace | CONS - Poor support Lacks instructions Reported clunky interface Uncertain defining properties May lack long-term use with digital assets like other CMS Design lacks customizability

CollectiveAccess | PROS + Drupal compatibility with content Much easier to use than most CMS Classification (change fields) Dynamic data Strong visual display Customized step up for accessioning items

CollectiveAccess | PROS + Easy to customize Catalog and track collection artifacts Track accession records Authority control Clean interface Compatible to any browser

CollectiveAccess | PROS + Integrated features and tools (Library Congress, Getty, etc.) Extensive plugins Easy to generate finding aids Exports finding aids to PDF or other spreadsheet formats Supports EAD and DACS exportation

CollectiveAccess | PROS + Uses Dublin Core, PBCore, VRA Core and other standards Flexible coding for other customizations Resolution for media Digital asset (media and content) compatible Multilevel description Open-source

CollectiveAccess | CONS - Limited guides Limited documentation Initial taxonomy descriptions Not primarily intended as an archives management tool (often used between archives and museums as a digital collection) Fair amount of configuration and set up DACS configuration Troubleshooting with finding aids

ICA-AtoM | PROS + Standards in exports and data mapping of EAD, EAC, SKOS, DC, MODS, etc. Clean interface Wide user support Consistently upgraded Stand-alone image records More controlled finding aids

ICA-AtoM | PROS + Flexibility of metadata User-friendly for researchers EAD finding aid support VRA core for image records Instructions and online guide (including Wiki)

ICA-AtoM | PROS + Accessible web-base tools Direct access to record-level information Contextual navigation for larger collections Accession module for workflow Web-based

ICA-AtoM | CONS - Problems in importing XML files Difficulty with migrating old accession numbers (however, new releases fixing this issue) External software or storage for preservation methods Web-based

ICA-AtoM | CONS - Errors in functionality Security issues (old version issue) Taxonomy glitches Authenticated user relationships to Accession records

Eloquent Archives | PROS + Easy to use Allows immediate descriptions Easy workflow Some customization Data mapping

Eloquent Archives | PROS + Expansive features Fair migration Linking media content to descriptive items Accomplish standard archive processes Fair communication and support Affordable

Eloquent Archives | CONS - Lacks guides Compatibility issues Limited documentation Weak navigation and searchability Some difficulties importing and exporting

Eloquent Archives | CONS - Lacks some basic functionality for defining information Finding Aid Exports (EAD) Internal architecture Reported to “becoming outdated”

Cuadra STAR| PROS + Great support (immediate responses and community based) On-site preservation of data Clean searchability (keyword or browse) Easy accessioning and processing functions

Cuadra STAR| PROS + Accommodates diverse types of media content (.pdf, .jpg, .mp3, .wav, etc.) Hierarchy of series levels Various options for descriptions Easier to generate EAD

Cuadra STAR| PROS + Uses DACS, EAD, MARC, ISAD (g), and Dublin Core standards Administrative interface and authoritative features Upload files directly to the catalog Customization Removes repetitive efforts for information

Cuadra STAR| CONS - Finding aid difficulties with XML (Exporting EADS) Hierarchy usability Specific software limitations Display navigation Reported to “be outdated”