Introduction to Kelli Babcock, Digital Initiatives Librarian Emily - - PowerPoint PPT Presentation

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Introduction to Kelli Babcock, Digital Initiatives Librarian Emily - - PowerPoint PPT Presentation

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Introduction to Kelli Babcock, Digital Initiatives Librarian Emily Sommers, Digital Records Archivist January 26th, 2018 University of Toronto Archives & University of Toronto Archives & Records Management Services Records Management

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University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

Introduction to

Kelli Babcock, Digital Initiatives Librarian Emily Sommers, Digital Records Archivist

January 26th, 2018

University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

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University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

Workshop - download materials

  • Finding aid examples: https://goo.gl/R5vQeW
  • Slides
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Workshop Outline

  • About AtoM
  • Why use AtoM?
  • AtoM at the University of Toronto Libraries
  • Demo: How to use AtoM to describe archival materials
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Learning Outcomes

  • Understand what AtoM is
  • Understand why U of T uses AtoM
  • Be familiar with:

○ The AtoM user interface ○ How to create an archival description ○ Generating a PDF finding aid from an archival description ○ Creating and editing a repository record ○ AtoM general settings ○ Managing Users, Groups, and Permissions ○ Working with static pages and menu items

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Danielle Robichaud, Sara Allain (2017). No, we can't just script it: and other refrains from (tired) archival data migrators. http://hdl.handle.net/10012/12535

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Life Pre-AtoM

Typewritten Finding Aids PDF Finding Aids Databases HTML/EAD Archival Management Software

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What is AtoM?

  • Access to Memory
  • First developed in 2007 by Artefactual Systems (New Westminster, B.C.),

in collaboration with the International Council on Archives (ICA)

  • ICA-AtoM vs AtoM

○ 1.xx - ICA-AtoM ○ 2.xx - AtoM

  • Open Source

○ A-GPL Version 3 licence - software ○ Creative Commons Attribution - ShareAlike 3.0 unported licence - documentation

  • Web based

○ Interaction with the software is done through an internet browser

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About AtoM: Technical Overview

https://www.accesstomemory.org/en/docs/2.4/user-manual/overview/intro/

AtoM consists of 1. Web pages ○ HTML, CSS, JavaScript 2. Web server ○ i.e. NGINX or Apache 3. CODE: PHP, Symfony, Elasticsearch, Gearman 4. Database ○ MySQL

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About AtoM: Open source model

  • Community-driven
  • Users’ discussion forum
  • Roadmap of new features

○ Institutions can: ■ Sponsor features ■ Contribute code

https://wiki.accesstomemory.org/Releases/Roadmap

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Standards-based

Repositories

  • International Standard for Describing Institutions with Archival Holdings (ISDIAH)

Authority records

  • International Standard Archival Authority Records (Corporate bodies, persons, and families)

(ISAAR-CPF) Archival descriptions

  • Rules for Archival Description (RAD)
  • General International Standard Archival Description (ISAD(G))
  • Describing Archives: A Content Standard (DACS)
  • Dublin Core Metadata Element Set, Version 1.1
  • Metadata Object Description Schema (MODS)
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University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

Why use AtoM?

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University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

AtoM at U of T

  • Context
  • U of T requirements
  • Discover Archives
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Context

  • In 2014, UTARMS identified the need for an integrated

system for archival description because...

  • Previously - descriptions were entered and accessed in

many different places: ○ InMagic DBTextworks Accessions database (also acting as descriptive database) ○ Finding aids (Word documents) ○ Online fonds listing in HTML on website ○ SIRSI (UTL catalogue) ○ Special media databases (in-house use only) ○ Subject guides and indexes (reading room only)

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  • Inconsistent descriptive practices
  • Systems don’t speak to one another
  • Many systems hidden from researchers
  • Limits access to our holdings (can’t search across holdings at

the file or series level)

  • Inefficient use of staff time

○ repeating description in multiple places ○ doing searches for researchers they could do themselves ○ extra time spent finding records

  • Cannot manage descriptions of large ingests of born-digital

records

Context

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U of T Requirements

1. Collaborative work flows 2. Standards based 3. Support the discovery of archives 4. Interoperable 5. Configurable 6. Community

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U of T Requirements

Requirements AtoM

Collaborative work flows Web based ; multi-department Standards based Built-in standards compliance w/web forms; RAD, ISAD(G), EAD, Dublin Core, MODS (can export MODS and crosswalk to MARC) Discovery Search/Browse; multi-lingual; hierarchical Interoperable Import / export friendly ; OAI-PMH; API feed Configurable Open source; community development Community Used across Canada with integration of international standards

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Information Technology Services http://its.library.utoronto.ca

Information Technology Services http://its.library.utoronto.ca

Why AtoM?

UTL Needs AtoM

Collaborative work flows Web based ; multi-department

University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca

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Information Technology Services http://its.library.utoronto.ca

Information Technology Services http://its.library.utoronto.ca

Why AtoM?

University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca

UTL Needs AtoM

Standards based Built-in standards compliance w/web forms; RAD, ISAD(G), EAD, Dublin Core, MODS (can export MODS and crosswalk to MARC)

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Information Technology Services http://its.library.utoronto.ca

Information Technology Services http://its.library.utoronto.ca

Why AtoM?

University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca

UTL Needs AtoM

Discovery Search/Browse; multi-lingual; hierarchical

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University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

Why AtoM?

UTL Needs AtoM

Interoperable Import / export friendly ; OAI-PMH; API feed Configurable Open source; community development Community Used across Canada with integration of international standards

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Discover Archives: https://discoverarchives.library.utoronto.ca/

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Challenges

  • Institutional buy-in

○ Change can be hard! ○ Must be able to justify the importance of archival descriptive software (vs. OPAC, MS Access DB, etc.) ○ Open-source = open-ended development ■ Must always keep an eye on new releases for improved functionality ■ All desired functionalities are not there straight out-of-the box

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A multi-repository environment requires careful thinking about implementation and true collaboration

  • Different archives have different

○ Descriptive needs and practices ○ Staff time ○ Expertise ○ Investment in the project

  • Main challenge: balancing consistency and autonomy

○ Ensuring everyone’s records are easily retrievable ○ Sharing authority records ○ Decisions on access points ○ Decisions on descriptive standards to use

Challenges

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  • Legacy finding aids / metadata

○ Unstructured data (i.e. Word documents) ○ Inconsistencies, typos, outdated standards and formats ○ Initial migration can be time-consuming

  • IT support

○ Backups, updates, customization

Challenges

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Challenges

  • Documentation

○ Tracking bugs, workarounds, templates / customizations ○ Don’t just email your colleagues when issues arise! JIRA : issue tracking tool

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University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

Demo of U of T’s Discover Archives

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University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

Workshop - download materials

  • Finding aid examples: https://goo.gl/R5vQeW
  • Slides
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University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

Workshop Go to https://demo.accesstomemory.org/

  • Login with demo@example.com
  • Password = demo
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Workflow example (1)

Microsoft Word Finding Aid CSV spreadsheet of finding aid data (e.g. file listings) Archival description in AtoM Attach PDF of Microsoft Word Finding Aid

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Workflow example (2)

Enter descriptions through the user interface Publish archival description Generate a PDF finding aid from the archival description entered in AtoM

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Other examples of AtoM

  • Dalhousie University Archives
  • Beaton Institute, Cape Breton University
  • Mennonite Archival Image Database
  • City of Vancouver Archives
  • Oregon Historical Society Digital Collections
  • World Bank Group Archives
  • State Records Office of Western Australia
  • Archeion, Ontario’s Archival Information Network
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University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

Questions?

Kelli Babcock - kelli.babcock@utoronto.ca Emily Sommers - e.sommers@utoronto.ca

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University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

Learn more about AtoM

Documentation: https://www.accesstomemory.org/en/docs/latest AtoM User Forum: https://groups.google.com/forum/#!forum/ica-atom-users YouTube video tutorials