1. Archivists' Toolkit - ECURE Presentation, 28 Feb. 20061 The Archivists’ Toolkit ECURE Presentation 28 Feb. 2006 Bradley Westbrook & Lee Mandell

2. Archivists' Toolkit - ECURE Presentation, 28 Feb. 20062 Overview Project objectives and overview Summary of application features Description of functional modules Application architecture and technology Demonstration example

3. Archivists' Toolkit - ECURE Presentation, 28 Feb. 20063 Project Objectives To build digital tools that will: Support archival processing in a manner that promotes efficiency and standardization Integrate key functions in the archival lifecycle: –Accessioning –Description –Subjects and name management –Location management Produce outputs such as EAD, EAC, METS, MARCXML and various administrative outputs Be deployable in a range of archival settings

4. Archivists' Toolkit - ECURE Presentation, 28 Feb. 20064 Project Team Brian Schottlaender, UCSD, Co-Principal Investigator Carol Mandel, NYU, Co-Principal Investigator Brad Westbrook, UCSD, Proj. Mgr & Spec Team Leader Lee Mandell, NYU, Design Team Mgr Jason Varghese, NYU, Programmer Kelcy Shepherd, FC, Analyst Brian Stevens, NYU, Analyst Luc Declerck, UCSD, and David Ackerman, NYU, Administrative Oversight

5. Archivists' Toolkit - ECURE Presentation, 28 Feb. 20065 Project Advisory Board Robin Chandler, CDL Michael Fox, MHS Merrilee Proffitt, RLG Richard Szary, Yale Guenter Waibel, RLG Beth Yakel, U Mich

6. Archivists' Toolkit - ECURE Presentation, 28 Feb. 20066 Project Partners Bates College Five Colleges: Amherst College Archives and Special Collections, Hampshire College Archives, Mount Holyoke College Archives and Special Collections, Smith College Archives & Sophia Smith Collection, & UMass-Amherst, Special Collections and Archives NYC: The American Museum of Natural History, The Brooklyn Museum of Art, Carnegie Hall, The Center for Jewish History, & Manhattan College NYU: Fales Library, Tamiment Library, University Archives UCSD: Mandeville Special Collections & SIO Archives

7. Archivists' Toolkit - ECURE Presentation, 28 Feb. 20067 First Year Accomplishments Functional Requirements Identified Application Specification Composed (http://archiviststoolkit.org/ATspecification/index.html)

8. Archivists' Toolkit - ECURE Presentation, 28 Feb. 20068 Goals for Second Year Build Prototype from AT Specification –Interface Design Compose User Documentation –User Manual –Application Help Module –Installation Scripts Test Application and Documentation –Functional Testing –Usability Testing Formulate Business Plan Release Tested Application (est. Nov. 2006)

9. Archivists' Toolkit - ECURE Presentation, 28 Feb. 20069 Application Features Output neutral data Modular Customizable Easy to use Secure Stand-alone or network Context-sensitive help Open source

10. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200610 Design Overview Administration/Project Management Ingest Accession Description (Resources, Surrogates) Names Subjects Location Search

11. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200611 Establish repository record Manage users Customize default fields, required fields, input forms Create project definitions Record Management / Tracking Application/Project Management

12. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200612 Ingest Module EAD version 2002 MARC XML parent records MARC XML controlled headings Accession data in delimited format

13. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200613 Accession Module Preliminary descriptive information Some collection management fields Descriptive and administrative outputs: –Accession record –Accession receipt –Acquisitions report –Processing reports –More…

14. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200614 Description Module Archival resources and surrogates Inputs based on DA:CS, ISAD(G) Outputs: EAD METS Dublin Core Collections guide MARC XML MODS Printed finding aids More…

15. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200615 Location Module For tracking “permanent” locations Accommodate a range of practice Outputs: –Location record –Shelf list –List of all locations for a resource

16. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200616 Names Module Authority control for names (personal, family, and corporate/conference) Includes fields for contact information, biographical/historical note Supports see also and see references Outputs: –Source record –Sources list –EAC record

17. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200617 Subject Module Basic authority control for subjects Can create records in advance or on an as-needed basis Outputs: –Repository subject guide

18. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200618 Search Module For moderated use in reference setting Features: –Search for resource by resource ID, title, creator, or subject –Search for resources, resource components, surrogates, and surrogate components by keywords in title –Search for locations by resource ID

19. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200619 Back End (database) Developed with mySQL Will work with many SQL databases both open source and commercial –Partial list: DB2, PostgreSQL, MySQL, Oracle, Sybase, Microsoft SQL Server, Informix, Ingres... Why SQL and not other technologies like xml and object databases? –Maturity of SQL databases –Likelihood of local IT departments having SQL expertise –Many existing open source projects to integrate into the projects.

20. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200620 Front End (Client) Needs: Cross platform (Mac OSX, Windows 98+, Linux), open source, sophisticated user interface capabilities Solution: Java desktop client –Many more user interface options than a web based client –Will run on any computer with Java 5 (1.5) installed Client and database can be installed on the same computer or on different computers. –Single machine configuration –Local network configuration –Wide area network configuration

21. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200621 Open Source SourceForge –Project will be listed by the end of the year. –Source code will be available in an early alpha version early next year for viewing only –When we enter beta testing we will be open to other developers joining the effort Anyone will be able to download the source code and use it as they wish. We hope a developer community will grow out of the project

22. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200622 A Live Demonstration

23. Archivists' Toolkit - ECURE Presentation, 28 Feb. 200623 http://archiviststoolkit.org/