LIBR256-11_EAD & Online Access Tools FINISHED_ Final __Black_PRNT_5!1!09

Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Final Term Paper

LIBR256-11

Assignment #4

Descriptive Access Tools and Mechanisms for Archival and Manuscript Materials in the Online Environment

Jennifer Wormser-Martinez

Archives & Manuscripts

Tim Trevathan

San Jose State University – M.L.I.S. Program

Spring 2009

Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Abstract

Encoded Archival Description (EAD) provides archival researchers with more in-depth content-

related and contextual information than was previously available anywhere but in the physical

repository. This has led to its use throughout the United States and in many other countries to

increase access to archival and manuscript collections. Furthermore, EAD is one means of

managing metadata that describe digital objects linked to archival finding aids. In spite of these

potential benefits, the archival community in the United States has embraced EAD slowly. This

paper deals with some of the newer, up-and coming mechanisms that are allowing access to a

wider audience for archives and manuscripts through the online environment (Kim & Yakel,

2005, P.1)

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Introduction

The growth of the Internet has increased the ability of archives and special collections to

provide ever more detailed information online. However, the ability to publish descriptions of

primary sources did not decrease the need for a new descriptive standard which would allow for

consistent display of and facilitate the exchange of searching for archival information across

different repositories. In response to this situation, the archival descriptive standard, Encoded

Archival Description (EAD), was developed in the early 1990’s. EAD is based on SGML/XML

structures yet incorporates and builds on current descriptive practices, such as MARC and the

structure of paper finding aids (Kiesling, 1997, pp.344-346). Therefore, EAD represents an

evolution of archival description firmly rooted in previous practices in the archival community.

Several case studies concerning EAD adoption and implementation have been published

since it was developed. Although these studies suggest that EAD has been widely adopted in the

archival community, there is little empirical evidence concerning which factors help or hinder

EAD adoption. Present studies address this issue and are based on quantitative analysis from a

survey of 399 archival institutions. It does not address other factors such as political will within

institutions to change, archivist and librarians natural tendency to embrace change or not as a

personality type or other human factors that relate to the ‘stereo-types’ included in the behavioral

profile of library and archival population personnel. The demographics of gender and general

nesting tendencies verses more testosterone related anthropological and social type ‘adventurer’

type extrovert personality traits might lead to the evolution of change in cultures and

organizations. The simple reality is; people and their ability to embrace change is everything

(Barabasi, A.L., 2003). [See Appendix #1]

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

The quantitative analysis in the aforementioned research is based on the theory of

diffusion of innovation proposed by (Rogers, E. M., 1995, P. 1). Rogers’ theory is extensive.

One aspect of his theory concerns the characteristics which influence the rate of adoption.

These are: relative advantage, compatibility, complexity, trial-ability and observe-ability.

This paper concentrates on two of the theories, compatibility and complexity and how they

impact the progress of change so far. According to Rogers, compatibility is the extent to

which an innovation is consistent with existing values, practices, or needs of the potential

adopters. He suggests that when an innovation is compatible, potential adopters will be more

likely to accept it. Rogers defines complexity as the degree to which an innovation is easy or

difficult to understand and use. He asserts that if an innovation is complex to learn and use,

potential adopters will be reluctant to embrace it. Compatibility and complexity were selected

because Rogers noted that in previous studies these two concepts have consistently explained

why some innovations were accepted and while others were rejected.

Since EAD is a new practice in the archival community, it is considered an innovation.

Thus, the present study adapted Rogers’ theory and examines how compatibility and complexity

affected the adoption of EAD in the archives surveyed.

Literature Review

Rogers (1995), a communication theorist and researcher, proposed a comprehensive

theoretical framework concerning how innovations spread through social systems over time, and

what characteristics of the innovation affected adoption. By adoption, Rogers meant “a decision

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

to make full use of an innovation as the best course of action available (Rogers 1995, p.37).” In

his book, he demonstrates how his theory can be applied to innovation in various fields, such as

public health, management, communication and sociology(Kim & Yakel, 2005, p. 1).

Although this study is the most extensive, it is not the first to apply Rogers’ theory to

EAD adoption. Two other studies of EAD based on the diffusion of innovation theory exist.

Tatem, (1998, pp. 155-169) applied the five characteristics of an innovation to analyze barriers

of EAD implementation. She explored the relative advantage of EAD, its compatibility with

existing archival practices, beliefs, complexity, trial-ability and observe-ability. She focuses on

the obstacles perceived by archivists as stated in electronic discussion lists, conference papers

and comments. She identifies the negative perceptions of EAD based on these five

characteristics. Tatem concluded that wide-scale adoption of EAD would not take place unless

the proponents of EAD were able to change the negative perceptions of EAD’s complexity and

usefulness. These implementation skills are associated more with information technology

specialist than library and archive specialist. Moreover, she argued that user-centered research on

EAD would be the best means for demonstrating advantages of this standard, yet research will

not overcome hesitancy to implement software, planning and technical skill solutions that

librarians and archivist may not have acquired (Kim & Yakel, 2005, p. 2).

Marshall, (2002, pp.35-55) conducted another study of EAD based on diffusion of

innovation theory. Her survey of early EAD implementers focused on the process of transition

from innovation to institutionalization, which Rogers identified as a sub-process of the

innovation-decision process in organizations. This sub-process is at the end of the innovation-

decision process, when the innovation has finally lost its distinctive quality and its separate

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

identity as a new idea has disappeared. In this respect, Marshall’s study differs from Roger’s

because the focus is on adoption, a middle stage of the innovation-decision process.

“We must bear in mind, then, that there is nothing more difficult and dangerous, or more doubtful of success, than an attempt to introduce a new order of things in any state. For the innovator has for enemies all those who derived advantages from the old order of things, whilst those who expect to be benefited by the new institutions will be but lukewarm defenders. This indifference arises in part from fear of their adversaries who were favored by the existing laws, and partly from the incredulity of men who have no faith in anything new that is not the result of well-established experience. Hence it is that, whenever the opponents of the new order of things have the opportunity to attack it, they will do it with the zeal of partisans, whilst the others defend it but feebly, so that it is dangerous to rely upon the latter.'' (Machiavelli, Niccolò. The Prince. http://www.bibliomania.com, Chapter 6).

The results of Marshall’s survey indicates that a majority of early implementers perceived

EAD as an institutional need since it enabled the creation of better access tools. Marshall noted,

however, that few institutions did anything in the way of user studies and they only had an

elementary grasp of the true costs of EAD implementation. Thus, the findings of the study also

emphasized these two important aspects for future research. As archives acquire collections,

arrange them, describe them, manage them, and make them publicly available, they produce data

in multiple formats, such as note cards, Word documents, Excel files, Access databases, XML

(EAD) finding aids, web pages, etc.  (Prom & Habing, 2002, pp. 171-180), suggests that some

archives use so many tools in creating this data that their workflow methods would make a good

subject for a Rube Goldberg cartoon.   As a result, archives replicate data and effort, struggle

with versioning control, uniform standards and face challenges finding and analyzing archival

information, thus creating difficulty making that information publicly available.  

Dr. Lisa Spiro of Rice University recently wrote a report for the Council on Library and

Information Resources (CLIR) (Spiro, L., 2008). By using archival management systems

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

mentioned in Dr. Spiro’s evaluation, such software tools such as Archon and Archivist’s Toolkit

archives can streamline the production of archival information, make it simpler to find

information and generate reports, enable non-professionals to more easily create archival

description, conform to archival standards and share information such as finding aids with the

public.  To help guide the archival community in selecting the appropriate archival management

system, working on that report led her to several insights:

1. If you want to know what features software users need, ask them.   In the course of

interviewing over 30 archivists and developers, she gained a greater understanding of key

criteria for archival management software including flexibility, conformity to standards,

support for an integrated workflow, ease of use, remote access (since archivists may do

initial work processing collections off site), customization capabilities, ability to import

and export data, etc.. This is the first step of any Information Technology Project,

gathering user specifications so that the user does not say at the end of the project “Why

did you give me what I ASKED FOR – NOT what I WANTED?” Beta testing with user

involvement in the early stages of development helps iron-out these types of mis-

communications.

2. There is no one-size-fits-all tool.  Some archives prefer to use open source software;

others are leery of open source, need a hosted solution, or require lots of support in

importing and exporting data, customizing the user interface, etc..   Some archives need a

way to publish archival information on the web; others want to export finding aids and

pull them into existing publishing tools. The amount of in-house expertise required may

require an information technology integrator to work with in-house requirements and

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

definitions and apply technical hardware and software solutions that best represent the

level of on-going involvement and funding of resources for technical staff that will be

required to support, maintain and upgrade the system in time. An online application that

is browser accessible and allows the vendor to do maintenance and upgrades along with

other integrated functions makes parts of this transition from non-technology user, to

user of a hosted online application an easier training task and fit.

3. Reports go out-of-date as soon as they are published.  Dr. Spiro’s idea is “Why not

release the report as a wiki so that the community can keep it current and relevant?” 

With the support of CLIR, Dr. Spiro created a wiki called Archival Software.  Right

now it more or less replicates the structure and content of her original report, but she

hopes that it evolves according to the needs of the community.   She invites members of

the archival community to update the information, add new sections, restructure the wiki,

and do whatever else makes it most useful (to date of this report – it looks as if the user

community either does not know of this wiki or has not contributed to it). The ability to

re-sort pertinent information, display meaningful data and enhance created new reports

are standard features of many applications that come off-the shelf today and are available

by online providers of software applications from software vendors.

If archival management systems integrate and streamline the archival workflow from

accessioning the collection, to describing it, to managing it, to making it publicly available,

what would an integrated research tool for the archives and manuscripts, special collections

and museums look like? Would such a tool even be desirable or possible, given the variation

in research practices? Dr. Spiro ’s first thought; Zotero Web-based software [See Appendix

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

#2] with add-ons for analyzing information (perhaps similar to the tools under development

by SEASR), authoring and sharing research  (like the Word plug-in or plug-ins for

multimedia authoring or Web 2.0 mashup creation, sharing via Internet Archive

collaboration). (Zotero is funded by the Andrew W. Mellon Foundation, the Institute of

Museum and Library Services, and the Alfred P. Sloan Foundation.

© Copyright 2009, Center for History and New Media).

4. On March 31, 2009 the Society of American Archivists (SAA) will offer a web seminar,

Archival Content Management Systems, which is based upon Dr. Spiro’s report.  The

webinar will examine the case for archival management systems, explore selection

criteria, and provide brief demonstrations of three systems. 

Brief History

Whether it is called “the elephant in the closet” (Mandel, 2004, pp. 106-113) or a “dirty

little secret” (Tabb, 2004, p. 123), hidden collections are becoming recognized as a major

problem for archives and special collections. As the Council on Library and Information

Resources (CLIR) stated in launching its Cataloging Hidden Special Collections and Archives

Program, “Libraries, archives, and cultural institutions hold millions of items that have never

been adequately described. These items are all but unknown to, and unused by, the scholars those

organizations aim to serve” (Spiro, 2008, P. 1). Reducing archival backlogs and exposing once-

hidden collections will likely require that archives revamp their workflows, but software can play

a role in making archives more efficient and their collections more visible (Bucciferro, A.,

Summer 2008, Vol. 40, No. 2).

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Encoded Archival Description (EAD), was developed in the early 1990's. EAD is based

on SGML/XML structures yet incorporates and builds on current descriptive practices, such as

MARC and the structure of paper finding aids (Kiesling, 1997, pp.344-354). Therefore, EAD

represents an evolution of archival description firmly rooted in previous practices in the archival

community. (Kim & Yakel, 2005, pp.1427 – 1437).

  Two other institutional surveys concerning EAD implementation exist. Minks and Curtis

(2002) conducted a large-scale survey targeting AMIGOS member libraries. The purpose of the

survey was to develop a best practice document for EAD implementation in small academic

libraries in the AMIGOS region. Their analysis of 100 surveys found that the typical EAD

implementation occurred at an institution of over 20,000 students, indicating that institutional

size or cost relating to size benefits might be a factor in implementation. Their analysis also

showed that although a majority of responding institutions were already involved in consortia

projects, they were interested in seeking more partnering opportunities for implementing EAD.

  While Minks and Curtis (2002) conducted the survey to gather information about overall

implementation of EAD, Roth (2001, Volume 41 Issue 1, pp. 418 – 426) focused on the current

deployment or delivery methods for EAD finding aids in order to identify best practices. He

defined the phrase 'deployment method' as "any electronic delivery system bringing EAD-

encoded finding aids to end-users via the Internet." He also examined how archivists perceived

the utilization of EAD finding aids and evaluated the basis of their perceptions.

  Roth's findings, based on data from 31 institutions, concerned deployment methods. He

indicated that archivists selected these because of relative ease of use, accessibility, availability

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

and affordability. The problems identified by respondents included not enough time or staff to

create and manage the finding aids and difficulty in learning the networking and programming

skills essential for setting up the software applications and middleware to deliver EAD finding

aids. This spoke to the need for an application to be ‘user friendly’, simple to learn and train on

(having youtube.com online training modules available 24/7 and access passwords for training

modules available to all staff as well as making time for joint user training sessions so

information from user experience can be shared). Roth also found that a single ideal deployment

method had not yet been developed, but that Systems Applications Online (SAO) are probably

the best route to go to shorten the learning curve and take away unnecessary technical

responsibilities from the end-user. In addition, since many of the deployment methods were no

longer supported, or had suspended sales, respondents believed it necessary to set forth more

sophisticated technologies for improving implementation of EAD finding aids by ways and

methods that minimize long-term expenses and ensure the long term viability of the vendor and

data put under a vendor in an ‘outsourced’ or aggregated platform ‘cloud’ type arrangement

environment.

Current developments

The underlying assumption of the California Heritage Digital Image Access Project is

that MARC collection-level cataloging records and standardized, electronic versions of

archival finding aids, used together in the network environment, can provide description,

access, and control of digitized images, thus responding to a pressing need in the library,

museum, and archival communities.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

The project demonstrates this by creating and testing a prototype digital image access

system, available on the Internet, based on the Standard Generalized Markup Language

(SGML) finding aid technology developed in the Berkeley Finding Aid Project. The project

also demonstrate the effectiveness of the advanced search and navigation tools which the

SGML encoded finding aids make it possible to use in the prototype access system. Most

importantly, the California Heritage Digital Image Access Project creates a rich new

resource for the scholars interested in California history and it will strive to serve as a

national model for state-based digital image archive projects.

1) The Project will develop its navigation tools in a client/server environment. ANSI/NISO Z39.50, a standard information retrieval protocol, will be used to facilitate client/server communications.

2) The Project will provide navigation tools that will allow users to move from USMARC collection- level records in the online catalog, to SGML-encoded finding aids, and, finally, to a rich database of 25,000 digital image surrogates of primary source materials documenting the California Heritage.

3) The images will be selected from the Manuscript and Pictorial Collections of The Bancroft Library, captured on 35mm film, and then scanned to Kodak Photo CD.

4) The 1024 x 1536 grey-scale images will be pulled from the Photo-CD's and placed on optical disk for use in demonstrating and evaluating the project's navigation tools.

5) Finding aids will be encoded using commercial SGML authoring tools.6) Patrons will use a graphical user interface (GUI) based client to search GLADIS,

Berkeley's online public access catalog (OPAC). 7) When the user encounters a collection-level record that has a related finding aid, they will

be able to retrieve the finding aid by clicking on a button. 8) The client will then launch an SGML browser that will allow the user to navigate through

the related finding aid. 9) Icons or in-line thumbnail images which represent full images, or groups of images, will

be included in the SGML browser display. (many online storage facilities are now charging institutions a fee, but Flicker, Google Picasso and Kodak all have online accessible sites that allow uploading pictures from digital form].

10) Clicking on the icon or in-line image will launch an image browser that provides for a full display of the related image or images.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

The performance of the prototype access system has been evaluated by several different

users groups selected from the foremost research institutions with notable collections at

California, Berkeley's collaborators in the RLG Digital Image Access Project. Graduate

students in two Berkeley graduate seminars, one in Information Management, one in the

Humanities and a group of regular patrons randomly selected in The Bancroft Library were

used to do the evaluation. The project evaluated whether SGML-based finding aids are an

effective way to control and provide access to digital images of pictorial material. It

evaluated the searching, navigation, pointing, linking-mapping issues and the control and

display capabilities. Finally, the project evaluated the degree to which browsing digitized

images can serve as an effective alternative to browsing original images.

Another best case example of digitization came as a result of the re-ordering of priorities

at the National Archives and Records Administration (NARA). This simple change took a

large analysis to come to a simple conclusion: it illustrates how significant progress can be

made by some simple management changes and allocation of human resources. NARA had a

backlog of over one million cubic feet, two million boxes and billions of pieces of paper.

This was only the cumulative total of records held by the National Archives and Records

Administration (NARA) received in two of their Washington, D.C. read facilities from 1995

to 2005. Due to a period of unprecedented growth in records and no substantial change in

growth in personnel, the daily processing and reference services proceeded to get bogged

down and severely back-logged.

In October 2006, this changed when the Office of Records Services in

Washington, D.C., adopted a new processing initiative aimed at alleviating that backlog.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Once the problem was realized (ten years later), and a new priority to catch-up on the

unprocessed records was made a goal by management, the re-allocation of personnel duties

had to be adjusted to allow normal reference services to be conducted as a separate job duty

than processing of records. By investigating the functions that each employee performed,

they were able to look at how to improve efficiency. Having a way to track progress of the

new goals was of utmost importance. Once staff members were engaged to provide feedback

and input, the delays in processing soon showed that interruptions in processing significantly

hampered productivity in achieving large processing requirements. Determining the amount

of work that would be required for each box, from minimal transfer into acid-free boxes or

folders and box descriptions and finding aids, to longer processing needs that require

research into materials to classify them by group or sub-group led to prioritization as part of

the intake process. The final analysis showed that 74 percent of the textual records were not

processed enough to allow researchers to be able to identify records of interest. Thirty-three

percent did not have the basic elements of titles or dates and 57 percent of NARA’s

Washington holding needed new boxes and labels as part of the re-processing required.

Working at the pace with the methods currently used [rotating employees through

different job responsibilities concurrently] would have required at least 4,000 employees to

catch-up on the load that existed, plus staying current with new incoming records. With 140

employees not even being near that number, it was decided that by focusing on the separation

of duties as reference providers and another group focusing on solely doing access review

and restriction processing. The number of staff members needed to continue excellent

reference service was calculated to be 39, leaving 101 ‘freed’ for processing duties alone.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

The formation of teams created a side benefit by making teams more collaborative. Thus in

planning the hallmarks of their initiative, they have ensured that there is the right mix of

knowledge and skills to get the job done and that the broadening of knowledge and skills of

less experienced staff enable them to be mentored to soften the blow of the "brain drain"

when experienced staff members retire. Once the accessioning team transfers new records to

NARA from other records centers, the team performs initial processing functions such as

record verification and determining proper location.

An Archival Research Catalog (ARC) team also had to be created. ARC, which is

NARA's online finding aid system, contains descriptions of series, file units, and other

sundry items. The ARC team creates ARC entries for newly processed series and puts them

into the online catalog, making them available to the public. The ARC team often completes

the final step of processing by creating the finding aid and appropriate research tools to

ensure access. Like most user systems of access, priority has to be established, and in

NARA’s case it is usually a demand issue of those receiving the highest use getting

processed first. Basic steps included housing and describing the records to the level

necessary for sufficient access recognition. This could include re-boxing records from large

boxes to smaller archival boxes, combining records into one series, and completing a basic

description including an informative title with dates, an arrangement statement, holdings

measurement information and a scope and content note. The processor then enters the

information into the ARC online catalog is thus completing most of what is needed for access

by researchers.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

The structure of the teams is geared toward being able to be done by an individual or in a

series of broken-down steps to create an assembly-line like process if multiple people are put

to work on a series of records. Once a series description goes into ARC, the whole world

will then be able to know what the records are and where they are located. Some high

reference records may require extensive attention to be put online for viewing access, such as

pictures, images or delicate items that cannot be handled multiple times. This could include

flattening tri-folded documents, removing moldy or broken bindings, or putting photographs

into polyester sleeves. Detailed descriptions may also be created, such as folder lists or even

item-level lists.

As a result of this effort, in October 2007, more than 25,000 series had been processed,

totaling more than 168,000 cubic feet, more than 10 percent of the backlog that was present.

Some of the examples of records that were caught-up and updated by staff from various team

units include more than 6,000 series from Records of the U.S. Army Continental Commands,

Record Group 393. These records are a rich source for the history of the American West and

attract a great deal of researcher interest. The staff also completed microfilming service

records of the U.S. Colored Troops and records from the Army of the Potomac during the

Civil War. Previously unarranged FBI case files are now arranged numerically under the

appropriate regional field office. The Office of Strategic Services personnel file, with an

alphabetical arrangement of more than 20,000 files, now takes less than 10 minutes to search

instead of an hour. Nearly a quarter million documents encompassing 2,000 cubic feet of

Navy technical reports are almost fully processed. Department of State records of consular

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

posts and embassies were once extremely cumbersome to use but are now fully accessible

with the creation of thousands of box lists and ARC descriptions documenting their contents.

Other records processed in 2007 came from the Department of Justice and several

modern military departments. Processing these types of records at this capacity is not easy.

Staff members have to work with records they may be unfamiliar with, and because they aim

to eliminate the backlog, expectations are much higher than before. The staff have risen to

the challenge. "Processing has taken a pivotal role in providing access to important historical

records," said one manager, "We anticipate that as more and more of the collections are

appropriately arranged and described, the processing initiative will prove to be of continuing

value." Finally, increasing online finding aids and resources allow for more virtual

research from off-site, a mandatory requirement for many internet users today.

"ARC allows for records description to be streamlined, and the finished product can

reach researchers a lot more quickly," explained archivist Joseph Schwarz. NARA’s ARC

online catalog descriptor and other online resources also promote the use of the Archives and

make it clearer to users what NARA does and what it has to offer the public for their hard-

earned tax dollars. Although the initiative was initially a difficult transition for the staff,

employees are no longer torn between providing reference service to customers and working

on processing projects because their focus has become more clearly defined as one or the

other. Having uninterrupted periods of processing time creates a more productive work-flow

and both reference and processing receive some priority now, where reference had utmost

priority before. "The processing initiative is bringing much better information about our

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

records to staff and researchers so that the processing proves that the reference services we

deliver improve as well."

Emerging trends

OCLC is a nonprofit, membership, computer library service and research organization

dedicated to the public purposes of furthering access to the world’s information and reducing

information costs. More than 71,000 libraries in 112 countries and territories around the world

use OCLC services to locate, acquire, catalog, lend and preserve library materials. Last month,

OCLC announced that it will expand the FirstSearch Base Package service to include

ArchiveGrid, CAMIO and AIster databases, as well as the new CONTENTdm Quick Start

digital management software, all at no additional charge to subscribers. These additions will

provide libraries and archives access to more digital resources that draw attention to libraries,

archives and special collections unique online presence, and provide the tools needed to expose

digital collections through WorldCat to the rest of the world.

Thirty years ago, OCLC signed its first international agreement when Koninklijke

Bibliotheek, the National Library of the Netherlands and obtained 400,000 records from

WorldCat for nine Dutch libraries. In 1985, the British Library became the first national library

outside the United States to begin contributing records to WorldCat when it started batch-loading

UKMARC records into WorldCat. And in the early 1970s, Library and Archives Canada (See

Appendix #3), at that time called the National Library of Canada, began adding records for

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

serials to WorldCat via the CONSER program. (Library & Archives Canada accessed April 15,

2009, opening web page).

Since then, 34 national libraries have begun adding digital images, national files and

bibliographies to WorldCat by both batch-loading and online contribution, exposing the richness

of their collections to the worldwide library, archives and special collections community. More

importantly, the groups are sharing information about their country’s cultural heritage, scientific

accomplishments and national identity with Web searchers from all parts of the globe through

WorldCat.org. Library of Congress bibliographic data is also widespread: ―Within WorldCat,

more holdings are attached to Library of Congress records Information Retrieval & Web/Library

2.0 than to records from other sources (Library of Congress Working Group on the Future of

Bibliographic Control, 2007, p. 1). WorldCat contains 76.2 million holdings from non-U.S.

national libraries all over the world. In addition, OCLC plans to load more than 250 million

records from national libraries and major institutions into WorldCat in the coming year.

The Library and Archives Canada website provides a selection of specialized resources and

links for archivists, librarians and publishers in an aggregated place.

Archives provides links to services and tools for the archival community.

Libraries provides links to services and tools for the library community.

Publishers provides links to Library and Archives Canada programs directed towards publishers.

WorldCat is a global network of library-management and user-facing services built upon

cooperatively-maintained databases of bibliographic and institutional metadata. WorldCat

enhances productivity across the full range of library workflows, from cataloging to resource

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

sharing to discovery and delivery—by intelligently reusing contributed data, and makes library

resources more visible on the Internet by distributing data across a growing number of partner

services and Web technologies. (See Appendix #5).

Conclusion

The aforementioned studies show that EAD adoption is related to prior acceptance of

standardized descriptive practices. Unfortunately, none have been universally accepted in the

archival community. Furthermore, EAD will not succeed if mechanisms to facilitate the

encoding and publication processes in smaller repositories are not more fully developed and

financially supported on a wider scale. In the end, these mechanisms may benefit all archives and

manuscript collections if they lessen the complexity of EAD, particularly the publication process.

EAD is in a critical period right now. It has the potential to become the standard for

creating detailed union databases pointing to primary sources, creating the type of resource in the

digital environment that archivists only dreamed of in the print environment. This would greatly

benefit the educational and scholarly research communities. If not, EAD may become a failed

innovation and archivists will need to continue the quest for access tools like MCAT.org that

increase the availability of archival and manuscript materials.

As noted earlier, institutional acceptance of change and human behavior of technological

change may present obstacles and may be too much of a challenge for certain personality types

that are resistant to change and embrace past or historical motif’s over future-oriented projects

and goals. Skills needed to be acquired by I.T. professionals as well as library and archive

personnel since technologies change quickly and evolving skills must be acquired with a

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

knowledge of what is transportable to different platforms of both hardware and software

compatible environments.

"Web scale" discovery and delivery of library and archive resources

OCLC has been long-time advocate of the use of technology to make

library collections more discoverable and manageable. It has consistently

investigated how people's relationships to information have evolved with

the advent of the Web. Not surprisingly, the results have shown a

preference for self-service on this global medium. The 2003 OCLC

membership report "Environmental Scan: Pattern Recognition" found that

most people, when asked to draw an association, still thought mainly of

"books" rather than electronic content and services that are increasingly

available in 2003 to an almost ‘all digital perception in a short six years(

Idaho Commission for Libraries, 2007, P. 58-87).

The follow-up report "Perceptions of Libraries and Information Resources" in 2005

determined users do not rely on Web-based library resources very often—nor do they

particularly equate libraries with the Web, but now only four short years later the opposite is true

(Marcum, D. B., 2006, p. 5-9).

The OCLC’s 2007 report on "Sharing, Privacy and Trust in Our Networked World"

found further that people did not perceive a role for libraries in the Web's new "social" universe,

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

where users promote themselves and share content within massive user communities. (Current

librarians largely agreed with that assessment and are seeing their obsolescence if not actively

involved in technology trends(www.ala.org/vote/councilor-at-large accessed via my personal

email on April 17, 2009).

Without a strategy, the Web's too big

The issue is scale. Many libraries and archive sites have set up individual Web presences.

Taken together in an un-aggregated form, these have not had the desired impact owing to the

sheer size of the Web landscape and scarce tactics for enabling library-service links in the

information environments where users congregate and information is aggregated. A more

unified, programmatic approach is necessary so that libraries can have an effective footprint that

extends to user publics notice.

As a worldwide union catalog, WorldCat has helped its contributing libraries give patrons

access to a much larger cooperative collection, achieving a scale that no single institution could

reach by itself. Now, WorldCat is building an even more expansive Web scale that takes this

behind-the-scenes content network and moves it outside the library environment into the all-

digital lives of today's information seekers and creators (OCLC Website. Accessed April 16,

2009).

How large is this public? Consider that every day :

More than 1 billion Web users and 20 peta-bytes worth of searches are performed with Google per day.

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http://www.answers.com/topic/petabyte

Petabytes in use (petabyte = 1,000 trillion bytes)

According to Kevin Kelly of the New York Times, "the entire works of humankind, from the beginning of recorded history, in all languages" would amount to 50 petabytes of data.[1] This amount is now tripling every 3 years.

AT&T has about 16 petabytes of data transferred through their networks each day.[2]

The Internet Archive contains about 3 petabytes of data, and is growing at the rate of about 100 terabytes per month as of March, 2009.[3][4]

Google processes about 20 petabytes of data per day.[5]

The 4 experiments in the Large Hadron Collider will produce about 15 petabytes of data per year, which will be distributed over the LHC Computing Grid.[6]

Facebook has just over 1 petabyte of users' photos stored, translating into roughly 10 billion photos.[7]

Isohunt has about 1.4 petabytes of files contained in torrents indexed globally.[8]

RapidShare stated in April 2008 that it had 5.4 petabytes of storage for users.[9]

Opera Software noted that in January 2009 its Opera Mini browser was processing more than 1 petabyte of data every month.[10]

EBay and Amazon.com are both visited by approximately 2 million shoppers per day world-wide.

Facebook grows by 250,000 user accounts daily.

The Web has many tools for putting knowledge in front of these users, and many more that

let them organize or add to a knowledge base. By using the tools strategically, WorldCat

pervasively distributes data about—and opens new pathways into—the catalogs, services and

reliable electronic content of its member institutions. Libraries, archives and special collections

are integrated into the wider Web experience, and a segment of this tremendous global traffic is

captured and connected to them.

If libraries, archives, special collections and museums are serious about making their

resources available to a wider audience and accessible to everyone who has access to an internet

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

connection, the correct human resources, software and hardware planning and people have to be

used. Going online and giving access is an expensive venture by itself. But when done in a non-

coordinated, un-planned, chaotic way, there is no real chance of long-term success. Ensuring that

management experience for correct human resource allocation is present is essential along with

the expertise and experience for information technology savvy skills that address library, archive

special collections and museum systems. The system must allow people to bring their own

functional expertise to the table to integrate their responsibilities and duties without expecting

everyone to have all of the necessary skills to complete all of the tasks immediately.

To the extent that people get trained and become proficient in these tasks, the cost of

mistakes and the errors of the ‘learning curve’ become less expensive. On-going interaction with

projects related to technology must be opened up to those with the most willingness to learn, the

most conducive to their background’s application to advancing and acceptance of technology

(they are not just going through the motions to keep their job) and realize the nature of growing

in career responsibilities to ensure a pathway to the next generation of technologies and skills

and a pathway to ensure the future of their career. The new job becomes more challenging and

rewarding as the needs of tomorrow’s information user are supplemented with information

retrieval experts versed in the usage of new technologies and intelligent methods of information

acquisition and retrieval.

Dr. Spiro is an excellent example of this. In the last 30 years in the I.T. field, many would

say her efforts were in the top 10 percent of the skills in determining the overall project plan,

methodologies of implementation, choice of technologies, weighing the cost of technologies and

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the human cost of training, maintenance and long-term funding. But a PhD should not be

required (and is not) to do most of the functions that Dr. Spiro performed as a ‘one-person team’

aggregating several functions that an I.T. organization would perform (e.g.; security, storage

management, performance, hardware selection, software selection etc.). The rarity of Dr. Spiro’s

skills show that in 2009, she still appears to have made the most progress and isolated the ideas

and methodology to create a path to success after nearly 19 years of EAD, computer, record and

archives planning research. Simply said, all of the research in the world doesn’t lead to action.

‘Analysis paralysis’ is the hallmark of academia; ‘must do’ and implement is the siren song of

competitiveness in business and information technology. There is no waiting in certain

industries and others are constantly catching up based on the level of risk to reward that the

technological benefits of that change offers to their competitiveness and successful operating

environment (or not) (Smollan, K. & Roy, O., 2006, pp. 143-158).

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

References

American Libraries Association Councilor’s at Large Personal Statements of Professional Concerns. Retrieved April 15, 2009 from www.ala.org/vote/councilor-at-large.

Barabasi, A. L., (2003). Linked: How Everything Is Connected to Everything Else and What It Means for Business, Science, and Everyday Life. Plume Books.

Bucciferro, A., (Summer 2008, Vol. 40, No. 2). Attacking the Backlog NARA Archivists Mobilize to Make Unprocessed Records Available to the Public. Retrieved April 1, 2009 from

http://www.archives.gov/publications/prologue/2008/summer/backlog.html.

Idaho Commission for Libraries, 325 W. State St., Boise, ID 93702 Retrieved April 22, 2009 from

http://libraries.idaho.gov.

http://libraries.idaho.gov/files/2007-digital-native-rpt.pdf.

Kiesling, K. (1997). EAD as an Archival Descriptive Standard. American Archivist, 60 (3): pp. 344-354.

Kim & Yakel (2005) Adoption and diffusion of encoded archival description Source.Journal of the American Society for Information Science and Technology archiveVolume 56, Issue 13 (November 2005), pp. 1427 – 1437.   Year of Publication: 2005 ISSN: 1532-2882 School of Information, University of Michigan, Ann Arbor, MI

Library of Congress Working Group on the Future of Bibliographic Control. (2007). Report on the Future of Bibliographic Control: Draft for Public Comment. Retrieved December 2, 2007, from http://www.loc.gov/bibliographic-future/news/lcwg-report-draft-11-30-07-final.pdf.

Library & Archives Canada Website Retrieved April 15, 2009, from http://www.collectionscanada.gc.ca/arch-lib-pub/index-e.html.

Machiavelli, Niccolò. The Prince. Retrieved April 21, 2009, from http://www.bibliomania.com. Chapter 6.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Mandel, C. (2004) Hidden Collections: The Elephant in the Closet. Fall 2004. RBM: A Journal of Rare Books, Manuscripts, and Cultural Heritage 5(2): pp. 106-113. Available at www.ala.org/ala/mgrps/divs/acrl/publications/rbm/backissuesvol5no2/mandel.pdf.

Marcum, D. B. (2006), The Future of Cataloging. Library Resources and Technical Services. ISSN 0024-2527, Jan. 2006. Volume 50, No. 1, pp. 5-9.

Marshall, J.A. (2002). The Impact of EAD Adoption on Archival Programs: A Pilot Survey of Early Implementers. Journal of Archival Organization, 1(1): pp .35-55.

Minks & Curtis (2002). The University of Tulsa Digitization Initiative: A Blueprint for EAD Implementation in the small Academic Library. www.amigos.org/files/ 2002 _blueprint.pdf .

OCLC Website. Retrieved April 16, 2009, from http://www.oclc.org/us/en/worldcat/web/default.htm.

Petabytes in use – Retrieved April 16, 2009 from http://www.answers.com/topic/petabyte.

Prom, Cole, Kaczmarek, Marty, Sandore & Shreeves. (2002). Now That we’ve Found the ‘Hidden Web’ What Can We Do With It? The Illinois Open Archives Initiative Metadata Harvesting Experience. Presented at the Museums and the Web 2002, Boston, Mass., April 18-20, 2002. Available at http://www.archimuse.com/mw2002/papers/cole/cole.html.

Prom, C. J., (2003). "Reengineering archival access through the OAI protocols." Library Hi Tech 21. pp.199-209.

Prom, C. J., (2002). "Does EAD play well with other metadata standards? Searching and retrieving EAD using the OAI protocols." Journal of Archival Organization 1:3. pp. 51-72.

Prom C. J. &. Habing, T.G., (2002). "Using the Open Archives Initiative protocols with EAD." in Proceedings of the 2nd Joint Conference on Digital Libraries, July 14-18, edited by Gary Marchionini and William Hersch. New York: Association for Computing Machinery, pp. 171-180.

Rogers, E. M. (1995) “Diffusion of Innovations”, Fourth Edition, Retrieved on April 30, 2009.http://books.google.com/books?id=v1ii4QsB7jIC&pg=PA1&lpg=PA1&dq=)+%22Getting+a+new+idea+adopted,+even+when+it+has+obvious+advantages,+is+often+very+difficult...&source=bl&ots=DIWovIYl5W&sig=VdT-7VAa6tfqhO0QtnLK4x3fDVY&hl=en&ei=cabwSe3LO6KktAO3w_HlCg&sa=X&oi=book_result&ct=result&resnum=2 . P. 1 ).

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Roth, J. M. (2001) Proceedings of the American Society for Information Science and Technology. Volume 41 Issue 1, pp. 418 – 426. Published Online: September, 22, 2005. doi.wiley.com/10.1002/meet.1450410149.

Shreeves, S.L. & Kirkham, C.M. (2004). Experiences of educators using a portal of aggregated metadata. Journal of Digital Information 5(3). Article No. 290, September 9, 2004. http://jodi.ecs.soton.ac.uk/Articles/v05/i03/Shreeves/.

Shreeves, S. L., Kaczmarek, J.S., and Cole, T. W.,(2003). "Harvesting cultural heritage metadata using the OAI protocol." Library Hi Tech 21. pp. 159-169.

Smollan, K. and Roy, O., (2006). Minds, hearts and deeds: Cognitive, affective and behavioral responses to change. Journal of Change Management, 6(2) pp. 143–158.

Spiro, L. (2008). Archival Management Software; A Report for the Council on Library andInformation Resources. January 2009. Retrieved April 20, 2009 from www. clir.org /pubs/reports/spiro/spiro_Jan13.pdf .

Tatem, J. M. (1998). EAD: Obstacles to Implementation, Opportunities for Understanding Encoded Archival Description. Archival Issues, 23(2), pp. 155-169.

Tabb, W. (Fall 2004). Wherefore Are These Things Hid? : A Report of a Survey Undertaken by the ARL Special Collections Task Force. RBM: A Journal of Rare Books, Manuscripts, and Cultural Heritage 5(2) pp.123-126. Retrieved April 11, 2009 from http://staging.ala.org/ala/mgrps/divs/acrl/acrlpubs/rbm/backissuesvol5no2/tabb.pdf.

*****NOTE******* Another subliminal cognitive perception that lends to inequality in research and writing is using ‘initials’ instead of full names in A.P.A. format. Men have so long dominated the research field that it is almost ‘assumed’ that a man must have written or researched a subject due to the ‘subjective’ vs. ‘objective’ arguments shown in behavioral studies like Kiesling’s and others. This creates somewhat of a un-written ‘bias’ towards women in not getting acknowledgement and acclaim for much of the research being done in the female dominated fields such as libraries, archives, museums and special collections.

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Appendix #1

Google Search: people and their ability to embrace change is everything

http://www.citeulike.org

Groups interested in: people and their ability to embrace change is everything

biodiversity conservation Global_bio-diversity_model living thing Climate Change ecoo-pe SITCRC Reading Lab Neurology Physical Therapy CRI Communities_of_Practice Vision Lab

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Appendix #2

Zotero is funded by the Andrew W. Mellon Foundation, the Institute of Museum and

Library Services, and the Alfred P. Sloan Foundation.

© Copyright 2009, Center for History and New Media

http://www.zotero.org/

The web now has a wrangler.Register | Find People | Login

Search Home Support Forums Blog

Zotero [zoh-TAIR-oh] is a free, easy-to-use Firefox extension to help you collect, manage, and cite your research sources. It lives right where you do your work—in the web browser itself.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Features Automatically capture citations Remotely back up and sync your library Store PDF's, images, and web pages Cite from within Word and Open Office Take rich-text notes in any language Wide variety of import/export options Free, open source, and extensible Collaborate with group libraries Organize with collections and tags

Access your library from anywhere Automatically grab metadata for PDF’s Use thousands of bibliographic styles Instantly search your PDF’s and notes Advanced search and data mining tools Interface available in over 30 languages Recommendation engine and RSS feeds

Latest version: 1.0.9 — maximum stability

Latest version: 1.5b2 — with sync and more

Which version should I use?Having trouble installing?

Minimum Requirements

Firefox 3.0 for Windows, Mac, or Linux

Zotero News New Support for Other Browsers! April 1, 2009 10 Reasons Your Institution Should Adopt Zotero March 27, 2009 Take A Zotero Survey And You Could Win An Amazon Gift Card March 11, 2009 more zotero news...

Produced by

Sponsors Home Blog

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Forums Developers Support Privacy Policy About Zotero

Zotero is funded by the Andrew W. Mellon Foundation, the Institute of Museum and Library Services, and the Alfred P. Sloan Foundation. © Copyright 2009, Center for History and New Media

http://www.zotero.org/support/quick_start_guide

Goodbye 3x5 cards, hello Zotero.Register | Find People | Login

Search Home Support Forums Blog

quick start guide You are here: start » quick start guide −Table of Contents

Introductory Screen casts The Zotero Pane When Zotero Senses Items on a Web Page The Three Columns of the Zotero Pane

o Left Column o Middle Column o Right Column

Note-taking Tags and the Tag Selector Box Exporting Items From Your Collection Archive the Web Going Further Quick Start Guides in Other Languages

Download a PDF version of this guide (0.8MB)

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Introductory Screencasts

The best way to get started with Zotero is to watch our Tour and Demo. Click the images below to start. For more screencasts take a look at our screencast tutorials.

The Zotero Pane

Zotero runs in your Firefox web browser, which must be open in order for you to access your research collection. You do not have to be online, however to use Zotero; features such as notes, search, organization will work perfectly well offline, although obviously you will not be able to view some online items in your collection or to acquire other online materials.

The Zotero pane contains your entire collection: bibliographic references and whole documents and files, your notes, and other items like images and snapshots of web pages.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Click the Zotero icon in the bottom right corner of your browser window to open your Zotero

window.

This brings up a pane with all of your citations, collections, and notes.

You can close Zotero by clicking on the X icon in the upper right of the Zotero pane or by clicking on the logo again. You can open or close the Zotero pane at any time from within Firefox. The Zotero pane does not have to be open for you to do “quick saves” of material you want to add to your research collection.

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When Zotero Senses Items on a Web Page

Perhaps the most important feature of Zotero is its ability to sense when you are looking at an item (or items) on a web page. For instance, if you are looking at the record for a book on an online library catalog, Zotero’s book icon will appear in Firefox’s location bar (at the top of the browser window, where the current web address, or URL, appears), like so:

Simply click on the book icon and Zotero will save all of the citation information about that book into your library. (The Zotero pane does not have to be open for this to work.) If you are looking at a group of items (e.g., a list of search results from Google Scholar or LexisNexis), a folder will appear. Clicking on the folder will produce a list of items with check boxes next to them; choose the ones you want to save and Zotero will do the rest.

If you are currently working in a specific collection (that is, a collection is highlighted in the left column rather than “My Library”), the references will be copied to that location as well as your overall library.

Zotero senses information through site translators. Zotero's translators should work with most library catalogs, some popular websites such as Amazon and the New York Times, and many gated databases. Just look for icons in the location bar. (For more information or for some sites to try out, see our Compatible Sites list.) The Zotero team will be adding support for additional sites over time. You need not check back here for these extra translators; they will be automatically added to your Zotero installation every so often.

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In many cases Zotero can automatically attach associated files, like images and PDF’s, to the items you capture. If you want Zotero to grab those associated files just check the “Automatically attach associated files and PDF’s when saving items” preference in the general tab of Zotero's preference pane.

The Three Columns of the Zotero Pane

The left column contains your full library (“My Library”) and your individual collections, which are subsets of “My Library”; the middle column shows the items in the collection that is highlighted in the left column; the right column shows information about the item that is selected in the middle column.

“My Library” holds all references, files, and notes you have saved, uploaded, downloaded, or written. To place these items into a specific collection, drag and drop them into the folder icon for that collection. Any collection can have an unlimited number of sub-collections or folders. You can also create saved searches that display all items that match criteria you define. To delete an item or collection, just highlight it and press the “delete” key. Right-clicking (or control-clicking on a Mac) on items and collections brings up a menu of other actions you can take.

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Left Column

add a new collection

manage your tags

import/export collections, change Zotero preferences, and view information about Zotero (including version and credits)

your Zotero library, which holds every item you have added

a collection (a subset of your library)

Middle Column

manually add an item

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

add this web page to your collection

add a link to this web page (this is like a bookmark, unlike adding the web page as a full item using , which can accept full citation information, multiple notes, and attachments)

take a snapshot of the current web page (snapshots can be dragged and dropped into any folder or item)

perform advanced searches

add a stand-alone note

note

book

journal article

newspaper article

film

file

link to a file

link to a web page

snapshot of a web page

these are just the most popular item types; other icons, for artwork, audio, etc. will appear if they are added to your library

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Right Column

toggle in and out of full screen mode

close the Zotero pane

takes you to the web address associated with the item (if there is one)

attempts to find an article or book in your local library (using OpenURL)

citation information, which you can edit by clicking on individual fields

notes you've taken on the item (notes are automatically saved as you type)

files, PDF’s, images, links, and snapshots of web pages you've attached to the item

tags you've given the item; Zotero may also automatically grab LC subject headings (for books) and keywords for articles

other items you've related to this item

open and close the Zotero pane

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Note-taking

Most users don’t just like to read and gather sources; they like to take notes on them. We’ve all got little scribbles in the margins of books, on post-its, and on notepads (real and virtual). Zotero makes it easy to keep all those annotations, jots, and notes all in one place, and all searchable. Click the screenshot below to watch a screencast about notes or read below.

Five icons appear at the top of the middle column in the Zotero column. The yellow square with a plus sign at far right is the “standalone note” icon. Click this button to create a new note and then type your note.

You can also take notes about individual items. To take a note about an individual item select the item and click the notes tab in the right column. Now you can click the “add” button to add notes.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Tags and the Tag Selector Box

Tagging is an easy way to categorize items by attaching descriptive words to them. You can tag your information with whatever relevant keyword or term you would like associated with that given item. These tags allow you to sift through your information in a personal way, by the categories that you deem relevant. Consider watching our screencast on Tags and the Tag Selector Box.

Tags Tag Selector Box

To add a tag to an item simply select the tags tab in the right column and hit the

button. Then type your tag. Once you have added the tag you will see it has also been added to the tag selector box in the left column.

Located in the bottom-left-hand corner of the Zotero pane, the tag selector adds an additional layer of information management to complement the collection and search systems. You can

toggle the tag selector in and out of view by clicking the the show/hide tag selector button ( ).The tag selector updates its inventory from tags you place on individual items in your Library. By clicking on any of the tags, you can filter the items within your Library, collections and saved searches by as many or as few tags as you like.

The tag selector defaults to showing all the tags on items in the current folder. When you click on a given tag, the center column updates to display only the items with that tag. You can select multiple tags to further focus the results in the center column or click on a tag again to deselect it. To quickly find a tag in the list, type part of its name in the Filter box; selected tags not matching what you type remain selected, allowing you to quickly find and select multiple items. It is also possible to click the “Deselect all” button to return the center column to displaying all the items in the selected folder.

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From this box you can also control the tags globally. By right-clicking on a tag (or Control-clicking on the Mac) you can choose to rename a tag across all items or delete it from all of the records it is attached to. You can also assign tags to multiple items at once by dragging items from the center column onto tags in the tag selector. This is where the “Display all tags” checkbox comes in handy: while the tag selector normally only shows you tags on items in the current view, clicking “Display all tags” causes tags not assigned to currently visible items to appear in gray. You can then drag items onto one of the gray tags to assign it to those items.

Note that some items that you save will come with tags already attached. If Zotero detects classification information or other metadata as part of a catalog record, it will, in some cases, extract that information as a tag. For example, OPAC (Online Public Access Catalog) record subject headings become Zotero tags. You can manage these automatic tags in the same way that you manage the tags you add manually.

Exporting Items From Your Collection

There are several ways to export items from your collection. Zotero can generate formatted bibliographies as rich text files, HTML files, or directly into Microsoft Word and Open Office through our MS Word and Open Office plugins. You can also drag and drop any of your items into any text field to generate fully formatted references. Using this method it is easy to export from Zotero to web tools like Google Docs. Zotero also allows you to export your collection to other bibliographic tools like Endnote or Refworks.

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Automatically add references in MS Word Automatically generate formatted

bibliographies Archive the Web

As you have already seen Zotero is a powerful tool for capturing and managing bibliographic information. But that's not all. Zotero is also a great tool for archiving and annotating entire web pages. Click the screenshots below to watch screencasts on archiving and annotating the web.

Archiving the Web Highlighting and Annotation

To archive a web page select the “Create New Item From Current Page” icon ( ). This will archive a copy of the page in your library. To see the page as it was on the day you captured it double click the snapshot icon( ) associated with the file.

You will also notice the annotation bar in the left hand corner of your screen.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Click the highlight icon to turn your cursor into a highlighter, then click and drag to highlight text. If you decide to undo your highlighting, you can click the un-highlight icon and select text to remove the highlighting.

To add sticky notes, click the add annotation icon. Now wherever you click on the page you will add a sticky note. You can hide the annotation by clicking on the collapse annotation speech bubble in the top right corner of the note. To resize the note, click the bottom right corner and drag. If you would like to delete a sticky, click the delete annotation box in the upper left corner of the note. To toggle all your annotations in and out of view, click the show and hide annotation buttons on the annotation toolbar.

Going Further

Now that you have a handle of the basics in Zotero you are ready to tackle any research project. You can learn more about Zotero from our documentation page and our screencast tutorials. If you still have questions take a look at our frequently asked questions page and if that doesn't answer your question search the Zotero forums. For up-to-the-minute news about Zotero, subscribe to the Zotero blog.

Quick Start Guides in Other Languages Dutch - Nederlands French - Français German - Deutsch Hungarian - Magyar Nyelv Japanese - 日本語

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Korean - 한국어 Polish - Polski Russian - Русский Slovenian - Slovenščina Spanish - Español

 quick_start_guide.txt · Last modified: 2009/04/06 09:56 by trevor

  Driven by DokuWiki

Home Blog Forums Developers Support Privacy Policy About Zotero

Zotero is funded by the Andrew W. Mellon Foundation, the Institute of Museum and Library Services, and the Alfred P. Sloan Foundation. © Copyright 2009, Center for History and New Media

Appendix #3 (from http://www.collectionscanada.gc.ca/archives/index-e.html)

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This page provides links to services and tools for the archival community.

LAC Contribution Program National Archival Development Program ( NADP )

Library and Archives Canada: Directory of Archivists Government Electronic Directory Services

[http://sage-geds.tpsgc-pwgsc.gc.ca/cgi-bin/direct500/eng/XEou%3dLAC-BAC%2co%3dGC%2cc%3dCA]

Canadian Archival Resources Archives Canada

[www.archivescanada.ca/] Association des archivistes de Québec (AAQ)  (in French only)

[www.archivistes.qc.ca/] Association of Canadian Archivists (ACA)

[http://archivists.ca/home/] Bureau of Canadian Archives (BCA)

[http://bca.archives.ca/] Canadian Council of Archives (CCA)

[www.cdncouncilarchives.ca/] Provincial and Territorial Archives Canadian Archival Resources on the Internet

[www.archivescanada.ca/car/menu.html] Association of Canadian Map Libraries and Archives (ACMLA)

[www.ssc.uwo.ca/assoc/acml/] Association of Records Managers and Administrators (ARMA)

[www.armacanada.org/] The AV Preservation Trust

[www.avtrust.ca/] Répertoire du patrimoine culturel du Québec

(in French only)[www.patrimoine-culturel.gouv.qc.ca/RPCQ/recherche.do?methode=afficher]

International Resources International Council of Archives (ICA)

[www.ica.org/] UNESCO Archives Portal

[www.unesco-ci.org/cgi-bin/portals/archives/page.cgi?d=1]

Association of Commonwealth Archivists and Records Managers (ACARM) [www.acarm.org/]

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Association of Moving Image Archivists (AMIA) [www.amianet.org/]

Association of Records Managers and Administrators (ARMA) [www.arma.org/]

Society of American Archivists (SAA) [www.archivists.org/]

Federal Government Heritage and Cultural Resources Canada Aviation Museum

[www.aviation.technomuses.ca/] Canada Science and Technology Museum

[www.sciencetech.technomuses.ca/english/index.cfm]

Canada's Digital Collections[http://collections.ic.gc.ca/]

Canadian Broadcasting Corporation [www.cbc.ca/]

Canadian Conservation Institute (CCI) [www.cci-icc.gc.ca/html/]

Canadian Heritage Information Network [www.chin.gc.ca/]

Canadian Museum of Civilization [www.civilization.ca/cmc/home/cmc-home]

Canadian Museum of Contemporary Photography [http://cmcp.gallery.ca/]

Canadian Museum of Nature [http://nature.ca/nature_e.cfm]

Canadian War Museum [www.warmuseum.ca/cwm/home/home]

National Air Photo Library [http://airphotos.nrcan.gc.ca/index_e.php]

National Capital Commission [www.canadascapital.gc.ca/bins/index.asp]

National Film Board of Canada [www.nfb.ca/]

National Gallery of Canada [http://national.gallery.ca/]

Preserving My Heritage [www.preservation.gc.ca/no-flashindex.html]

Virtual Museum of Canada [www.virtualmuseum.ca/]

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Social Tagging (About Social Tagging) RSS Feeds from LAC

Appendix #4 (from http://www.oclc.org/us/en/worldcat/about/default.htm)

OCLC WorldCat Benefits

People broadly searching the Web find your collection

Your content and online services are discovered by people at the Web's busiest sites—

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

including Google and Yahoo!—using the method they know: simple keywords. You pull

in new users and give existing ones a familiar way to reach you.

Reduce costs and increase productivity

The WorldCat platform of library services lets you tap into metadata contributed by

thousands of libraries worldwide, so your staff powers through cataloging, resource

sharing and other key processes.

Get back into the Web generation's info-toolbox

Internet users don't just search—they interact with what they find. WorldCat.org, the

open-Web destination for access to WorldCat, lets them build lists, contribute reviews

and spread information about library items all around the social Web.

Build up any collection

You dramatically increase the quantity and types of resources available to your users

through WorldCat Resource Sharing, the FirstSearch reference service and electronic

content subscriptions.

Better serve a culturally diverse community

Unicode support lets WorldCat accept and display cataloging data from most modern

languages. And non-English materials can easily be added to your shelves with ready-

made Language Sets or retrieved from other libraries via WorldCat Resource Sharing.

Support popular research segments

Your library becomes a powerhouse for research of any sort, be it professional or

personal. Genealogical resources are always in high demand, and WorldCat provides a

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

gateway to family histories and related materials in libraries and historical societies

around the world.

Users see your materials first

No matter what people are searching for, when they're actually in the library or logged in

remotely, items in your collection bubble to the top of the list.

No more jumping around reference interfaces

Users inside and outside your library search seamlessly, because WorldCat is linked from

and to your online catalog and link-resolving server, as well as other libraries' Z39.50

catalogs and the resources of many leading information services.

People know quickly if they've found the right thing

Cover art, reviews, excerpts and other rich evaluative information built into many

WorldCat records helps them determine if a book is relevant or worth their time.

People find the materials that are hard to find

Rare books, research articles, dissertations or microfilm: Chances are that if it's been

published, it's listed in WorldCat—with the libraries that have it.

Simplify display of titles in multiple formats

Information seekers don't wade through different records for versions of a popular title,

such as the movie, the audio book or translations. Varied expressions of a source work

are collapsed in a single WorldCat record display.

Fast, quality cataloging

High hit rates and standards-based quality control means you'll quickly find or create

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

authoritative, accurate WorldCat records. Simple or expert interfaces, support for many

formats and languages, and vendor-partnership programs help create a tailored solution.

Fill 95 percent or better of borrowing requests

The diverse materials of a 9,100-library network let you satisfy customers who don't care

where information lives, and your collection seems bigger than it is. Onsite users can

perform self-serve requests right from a reference interface, and they have materials in-

hand faster.

Analyze your collection again and again

WorldCat Collection Analysis allows you to see what's unique, missing and duplicative

in your holdings compared to other peer WorldCat libraries or those in your group. It's a

great application of data you've already put in WorldCat that saves the expense and

learning curve of do-it-yourself analyses.

Custom-build a group solution

Consortia of any size can assemble cataloging, search and resource-sharing services into

an all-in-one WorldCat system with unlimited use and subscription pricing.

Let the world see your special collections

The CONTENTdm management solution for digitizing materials catalogs a collection in

WorldCat and rewards your efforts with a larger Web audience once the metadata has

been harvested.

Get the data to support budgets and refine planning

Generate reports within OCLC Usage Statistics to see how patrons are using WorldCat

locally and traffic volume directed from WorldCat.org.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

A long history of technological advancement for libraries

WorldCat is the centerpiece of OCLC, a 30-year-old cooperative committed to

developing technology and standards that add efficiencies and speed access to

information.

Requirements

Contribute your library's holdings to WorldCat via WorldCat-enabled OCLC services

(see "Join WorldCat" for a list of applicable services)

Subscribe to the WorldCat database on the FirstSearch reference service and give

your onsite and remotely authenticated patrons full-featured access to WorldCat

(Required for Web exposure of your holdings via WorldCat.org, Google, Yahoo! and

other partner sites)

Appendix #5 (from http://www.oclc.org/us/en/worldcat/about/default.htm)

WorldCat.org: A platform and program for Web exposure

WorldCat.org is the focal point of OCLC's Web-scale strategy. Both a Web portal to the WorldCat catalog and a supporting program of data syndication that draws users from other popular Web destinations, it presents a common, relevant and compelling Web presence for libraries that promotes local content and value.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Access to library materials on a highly useful, usable and universal platformThe variety of services available on WorldCat.org and easy access to holdings for thousands of libraries encourages users to return to the site even as they move from one physical location to another.

Higher visibility on the most popular Web sitesPartnerships with key search engines such as Google, Google Books, Yahoo! Search and Windows Live Search—which index WorldCat data for popular and unique works—mean Web users see authoritative library content amongst search results for regular Web content.

More traffic to your online servicesCollectively, the utility of WorldCat.org is demonstrated by one key metric: click-throughs to participating libraries. More than 2 million users each month connect an average of 700,000 times to materials in local libraries.

Seamless delivery of materialsUsers don't want to search—they want to get to the information. On WorldCat.org, they can quickly localize their search for specific content and reach a local catalog record plus other fulfillment options. IP-authenticated users can link right to electronic full text, OpenURL resolvers and other local and group services.

A potent toolset for discoveryFunctionality embedded in the WorldCat.org interface helps people better find and evaluated materials, browse collections and perform research. They can:

Use a powerful advanced search, or search-result faceted refinement, to target specific items or a narrow range of materials

More quickly localize to a library with suggested locations based on IP-geo-mapping Obtain or export bibliographic citations for individual items and lists For any author or creative principal, explore that person's associations with specific

subject matter and other works and people via the WorldCat Identities profiling utility

A user-centric environment with social networking toolsWherever they go on the Web, people have come to expect "Amazon-like" features that let them create their own information experiences and rely upon the opinions and expertise of online peers. WorldCat.org joins their lineup of Web workspaces by letting them contribute relevant content such as ratings, reviews and lists of library-owned items. And users easily cross-link WorldCat.org content with accounts at social bookmarking Web sites such as Del.icio.us and Digg.

People can put WorldCat where they want itEasy-to-install plug-ins for browser toolbars and Facebook pages let Web users have access to WorldCat searching even when they're away from WorldCat.org. Also, any blogger, organization

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

or library can post the modular WorldCat search box to a site and share WorldCat with their online audience.

A system for managing and distributing institutional  metadataWeb-scale exposure of information that describes libraries—rather than the things they own—is achieved through the WorldCat Registry, a free service that lets any library centrally maintain and share data about its identity across common audiences such as vendors and consortia. (For participating libraries, Registry data also controls deep links to local services on the WorldCat.org platform).

Citation Appendix #6

Other Citations used in the CLIR paper provided by Dr. Lisa Spiro’s Research

Works CitedAuthor’s note: I have bookmarked over 200 Web pages relevantto this study, including most of the resources below, at

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

http://www.diigo.com/user/lspiro/archival_tool_study

http://www.diigo.com/user/lspiro/archival_tool_study

Archives Hub. 2008. Archives Hub: Creating and ManagingSpokes. Available athttp://www.archiveshub.ac.uk/arch/spokesnew.shtml

Archivists’ Toolkit. 2008. Features Matrix: Archivists’ Toolkit,Archon, and PastPerfect. Available athttp://www.archiviststoolkit.org/Comparison_of_Archival_Management_Software_3.pdf

Archon. October 2008. Archon™: Facilitating Access to SpecialCollections Project Update. Available atwww.archon.org/ArchonUpdateOct2008.pdf

Association of Research Libraries Special Collections TaskForce. 2006. Special Collections Task Force Final Status Report.Washington, D.C: Association of Research Libraries. Availableathttp://www.arl.org/rtl/speccoll/spcolltf/status0706.shtml

Baron, Robert. 1991. Choosing Museum CollectionManagement Software: The Systems Analysis. Available athttp://www.studiolo.org/MusComp/STATEMNT.htm

Bentley Historical Library, University of Michigan. n. d. MSWord 2000 EAD Templates and Macros. Available athttp://bentley.umich.edu/EAD/bhlfiles.php

Canadian Heritage Information Network. 2003. CollectionsManagement Software Review. Available athttp://www.chin.gc.ca/English/Collections_Management/Software_Review/introduction.html

Canadian Heritage Information Network. 2002. CollectionsManagement Software Selection. (Last modified April 27,2002.) Available athttp://www.chin.gc.ca/English/Collections_Management/S

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

oftware_Selection/index.html

Cole, Timothy, Joanne Kaczmarek, Paul Marty, Chris Prom,Beth Sandore, and Sarah Shreeves. 2002. Now That We’veFound the ‘Hidden Web’ What Can We Do With It? TheIllinois Open Archives Initiative Metadata HarvestingExperience. Presented at the Museums and the Web 2002,Boston, Mass., April 18-20, 2002. Available athttp://www.archimuse.com/mw2002/papers/cole/cole.html.Collections Trust. 2008. Software Survey—SPECTRUMPartners’ Systems. Available athttp://www.mda.org.uk/software

Council on Library and Information Resources. 2008.Cataloging Hidden Special Collections and Archives: Buildinga New Research Environment. Washington, DC: Council onLibrary and Information Resources. Available athttp://www.clir.org/activities/details/hiddencollections.html

de Catanzaro, Christine, Jody Lloyd Thompson, and KentWoynowski. 2007. Archivists’ Toolkit: Issues inImplementation. Presented at the GALILEO Users’ GroupMeeting, Fort Valley, Georgia, May 17, 2007. Available athttp://smartech.gatech.edu/handle/1853/14405

Dewhurst, Basil. 2001. Planning and Implementing aCollection Management System. Health and Medicine MuseumsNewsletter 20 (July). Available athttp://archive.amol.org.au/hmm/pdfs/hmm20.pdf

Di Bella, Christine. 2007. Philadelphia Area Consortium ofSpecial Collections Libraries (PACSCL) 30-month ConsortiaSurvey Initiative. Society of American Archivists ManuscriptRepositories Newsletter (Summer). Available athttp://www.archivists.org/saagroups/mss/summer2007.asp

Digital Publishing Group, UC Berkeley Library. n. d. EADHistory. Available athttp://www.lib.berkeley.edu/digicoll/bestpractices/ead_history.html

Florida Center for Library Automation. May 28, 2008.Sustaining & Growing The Opening Archives In FloridaProject: Report of Ad Hoc Project Advisory Group Meeting.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Available athttp://www.fcla.edu/dlini/OpeningArchives/advisoryGroupMeeting.pdf

Greene, Mark, and Dennis Meissner. 2005. More Product, LessProcess: Revamping Traditional Archival Processing.American Archivist 68(2): 208-263. Available athttp://archivists.metapress.com/content/c741823776k65863

Groot, Tamara, Peter Horsman, and Rob Mildren. November2003. OSARIS: Functional Requirements for ArchivalDescription and Retrieval Software. Paris: InternationalCouncil on Archives. Available atArchival Management Software 35http://www.archiefschool.nl/docs/Osaris%20Draft%20Requirements.pdf

Jones, Barbara. Hidden Collections, Scholarly Barriers. 2003.Association of Research Libraries Task Force on SpecialCollections. Available athttp://www.arl.org/bm~doc/hiddencollswhitepaperjun6.pdf.Lake, David, Russell F. Loiselle, and Debra Steidel Wall. 2003.Market Survey of Commercially Available Off-the-ShelfArchival Management Software. International Council onArchives. Available at http://www.ica.org/en/node/30064.Lakhan, Shaheen E., and Kavita Jhunjhunwala. 2008. OpenSource Software in Education. EDUCAUSE Quarterly 31(2): 32-40. Available athttp://connect.educause.edu/Library/EDUCAUSE+Quarterly/OpenSourceSoftwareinEduca/46592

Library of Congress Working Group on the Future ofBibliographic Control. 2008. On the Record: Report of theLibrary of Congress Working Group on the Future ofBibliographic Control. Available athttp://www.loc.gov/bibliographic-future/news/index.html

Mandel, Carol. Hidden Collections: The Elephant in theCloset. Fall 2004. RBM: A Journal of Rare Books, Manuscripts, andCultural Heritage 5(2): 106-113. Available atwww.ala.org/ala/mgrps/divs/acrl/publications/rbm/backissuesvol5no2/mandel.pdf

Mugie, Hade. May 2008. Survey of Archives Management

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Software. ICA-AtoM Project/Dutch Archiefschool.Office of Government Commerce. 2002. Open SourceSoftware: Guidance on Implementing UK Government Policy.Available athttp://www.ogc.gov.uk/documents/Open_Source_Software.Pdf

OSOR.EU. May 2008. EU: European Commission to increaseits use of Open Source. Available at:http://www.osor.eu/news/eu-european-commission-toincrease-its-use-of-open

Panitch, Judith M. 2001. Special Collections in ARL Libraries:Results of the 1998 Survey Sponsored by the ARL ResearchCollections Committee. Washington, D.C.: Association ofResearch Libraries. Available athttp://www.arl.org/rtl/speccoll/spcollres/.Lisa Spiro36

Perkes, Elizabeth. 2008. Creating Container Lists Using Exceland Word Merge Options. Available athttp://archives.state.ut.us/containerlist/containerlist.html

Prom, Christopher. 2007. Optimum Access? A Survey ofProcessing in College and University Archives. Draft ofchapter that later appeared in Christopher J. Prom and EllenD. Swain, eds., College and University Archives: Readings inTheory and Practice. Chicago: Society of American Archivists,2008. Draft available athttp://web.library.uiuc.edu/ahx/workpap/ChapterEight-Prom.pdf

Prom, Christopher J., and Thomas G. Habing. 2002. Using theOpen Archives Initiative protocols with EAD. In Proceedingsof the 2nd Joint Conference on Digital Libraries, 171-180. NewYork: Association for Computing Machinery.

Prom, Christopher J., Christopher A. Rishel, Scott W.Schwartz, and Kyle J. Fox. 2007. A Unified Platform forArchival Description and Access. In Proceedings of the 7thACM/IEEE-CS Joint Conference on Digital Libraries, 157-166.Vancouver, BC, Canada: Association for ComputingMachinery. Available athttp://portal.acm.org/citation.cfm?doid=1255175.1255205

Shreyer, Alice. 2007. University of Chicago Explores Library-

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Faculty Partnerships in Uncovering Hidden Collections. ARL:A Bimonthly Report 251 (April). Available athttp://www.arl.org/resources/pubs/br/br251.shtml

Smart, Christina. July 5, 2005. Choosing Open SourceSolutions. JISC e-Learning Focus. Available athttp://www.elearning.ac.uk/features/oss

Smith-Yoshimura, Karen, and Diane Cellentani. November 27,2007. RLG Programs Descriptive Metadata Practices SurveyResults: Data Supplement. Dublin, Ohio, OCLC Programs andResearch. Available athttp://www.oclc.org/programs/publications/reports/2007-04.pdf

Steele, Victoria. 2008. Exposing Hidden Collections: TheUCLA Experience. C&RL News 69(6). Available athttp://www.ala.org/ala/mgrps/divs/acrl/publications/crlnews/2008/jun/hiddencollections.cfm

Stefko, Katherine. 2007. Can You Get AT without IT?Implementing the Toolkit at a Small College Repository.Presented at panel, “Where are We ‘AT’? A Status Report onthe Archivists Toolkit.” SAA Annual Meeting 2007, Chicago,Ill., Aug. 28-Sept. 1, 2007. Available athttp://smartech.gatech.edu/handle/1853/16509

Archival Management Software37Stevens, Amanda. July 11, 2008. Midterm Report on SoftwareReview and Recommendations Project. Council of Nova ScotiaArchives

Tabb, Winston. Fall 2004. Wherefore Are These Things Hid?: AReport of a Survey Undertaken by the ARL Special CollectionsTask Force. RBM: A Journal of Rare Books, Manuscripts, andCultural Heritage 5(2): 123-126. Available athttp://staging.ala.org/ala/mgrps/divs/acrl/acrlpubs/rbm/backissuesvol5no2/tabb.pdf

TASI. 2007.TASI—Choosing a System for Managing YourImage Collection. Available athttp://www.tasi.ac.uk/advice/delivering/choose-ims.html

University of California, Berkeley. 2005. Berkeley WebTemplate CGI Script. Available at

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

http://sunsite3.berkeley.edu/ead/tools/template/

Utah State Archives. 2002. Encoded Archival DescriptionProject. Available athttp://historyresearch.utah.gov/inventories/ead.htm

Ven, K., J. Verelst, and H. Mannaert. 2008. Should You AdoptOpen Source Software? Software IEEE 25(3): 54-59.Whitlock, Natalie. March 1, 2001. The Security Implications ofOpen Source Software. IBM Developer Works. Available athttp://www.ibm.com/developerworks/linux/library/loss.Html

Wilson, James A. J. 2007 (updated 2 Sept. 2008). Benefits ofOpen Source Code. Text. Available at http://www.osswatch.ac.uk/resources/whoneedssource.xml

Wilson, James A. J. 2006. Open Source Maturity Model. Text.JISC OSS Watch. Available at http://www.osswatch.ac.uk/resources/osmm.xml

Wisser, Katherine M. 2005. EAD Tools Survey.http://www.archivists.org/saagroups/ead/EADToolsSurvey.pdf

Woodson Research Center. February 1, 2008. Wishlist forArchival Management Systems. Fondren Library, RiceUniversity.Yale University Library. 2003. Report to the Digital LibraryFederation. Available athttp://www.diglib.org/pubs/news04_01/yale.htm

Citation Appendix #7 Other works used from Lisa Spiro’s Research

299 cited works

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Works CitedAuthor’s note: I have bookmarked over 200 Web pages relevantto this study, including most of the resources below, athttp://www.diigo.com/user/lspiro/archival_tool_study

http://www.diigo.com/user/lspiro/archival_tool_study

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The Code4Lib Journal - Integrating Process Management with Archival Management Systems: Lessons Learned

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ISAAR(CPF): International Standard Archival Authority Record for Corporate Bodies, Persons, and Families, First edition (REPLACED 2004) | International Council on Archives

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Indiana University Digital Library Program | Services: Metadata--EAD Documentation

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project: Make Encoded Archival Description (proMEAD)

project: Make Encoded Archival Description (proMEAD)

Waar in het archiefbeheersysteem voornamelijk administratieve gegevens van het archief geregistreerd worden, is in de EAD ruimte om contextuele informatie op te nemen, inclusief uitgebreide bibliografische gegevens van de vormers en een getrapte indeling in rubrieken. Naast de klassieke verschijningsvorm van toegangen in boekvorm kan de EAD gebruikt worden om zoekmogelijkheden op een website te realiseren en archiefstukken kunnen online geraadpleegd en eventueel aangevraagd worden.

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Digital Library eXtension Service - Home

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EAD Application Guidelines for Version 1.0: Publishing EAD Documents

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more fromwww.loc.gov

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XML.com: XSLT, Browsers, and JavaScript

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Inmagic DB/Text Library Suite: Information Management Solution

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Archives Hub: Specification for Cheshire for Archives 3.0

EAD publishing option

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more fromwww.archiveshub.ac.uk

ALABI » Open Source Descriptive Tools Presentation

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Manual for Developing a Baptist Archives - BWA Heritage and Identity Commission

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more fromwww.bwa-baptist-heritage.org

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At the BAC making the archive on Flickr - Photo Sharing!

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The documentary archive workflow on Flickr - Photo Sharing!

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Archives Society of Alberta Newsletter Winter/Spring 2002

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more fromwww.archivesalberta.org

About the Bentley Library EAD Project

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more frombentley.umich.edu

Serving Up EAD: An Exploratory Study on the Deployment and Utilization of Encoded Archival Description Finding Aids

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EAD (Encoded Archival Description) Help Pages-- Implementor Listing

PLEADE

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SourceForge.net: xtf » home

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North Carolina ECHO, Exploring Cultural Heritage Online

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Council of Nova Scotia Archives Archives Management Software Review

Done in summer and fall of 2008, the CNSA Archives Management Software Review Report reviewed 6 software programs for managing the functions of accessioning and description. The CNSA is pleased to make this report available as a tool for archivists to evaluate software programs and make informed purchasing decisions

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<ead> Notre Dame EAD creation tool

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logiciel gestion archives recolement XML/EAD XML-EAD XMLEAD

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A Primer in Risk - 11/15/2008 - Library Journal

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Archives and Manuscripts (PSU)

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What’s New: New Tool for Archivists & Librarians: EAD Finding Aid Creation Tool and Repository

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OhioLINK EAD: Home

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UT Arlington Library Special Collections Manual

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Introduction to Archives (Research at the Getty)

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Museum and Archive Forms: Home

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Archives Faculty Research Projects/Working Papers | U. Illinois Archives

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EAD Central

New! This search engine currently assists researches in locating primary source materials at various repositories around the world. Archiv-opedia offers digital collections hosting and a service for the creation of online finding aids. Based on the submitted content, existing paper finding aids can be converted into EAD, or new finding aids can be written by a professional archivist describing the deposited collection in Encoded Archival Description (EAD) format to be hosted on Archiv-opedia's website. This service is specifically geared to aid the small repository, as well as those in the general public wishing to deposit digitized collections of their own historical materials--without giving up the originals. By making these collections available

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

online to researchers and historians, new materials and new historical information will come to light. Once online, the new collections and finding aids will be included in search engine results, joining collections held at large repositories around the world. Please contact admin1[@]archivopedia.com for more details

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ArchiveGrid -- Open the door to history

ArchiveGrid is an important destination for searching through historical documents, personal papers, and family histories held in archives around the world.

Thousands of libraries, museums, and archives have contributed nearly a million collection descriptions to ArchiveGrid. Researchers searching ArchiveGrid can learn about the many items in each of these collections, contact archives to arrange a visit to examine materials, and order copies.

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archival software / FrontPage

Wiki for CLIR archival tool study

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Eloquent Systems Inc. - Church Archives go Online

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HERA2 Collections - Welcome to HERA

HERA2 provides access to your collections *everywhere*.

HERA2 is a modern relational collections management database accessed through the web. HERA2 can integrate your collections of 3D objects, archives, photos, computer documents and make them all searchable.

HERA2 builds on 10 years experience with HERA, and input from hundreds of museum professionals.

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Archives & Museum Informatics: Museums and the Web 2007: Paper: Goodman, C., et al., OpenCollection Web-Based Collection Cataloguing and Access Software

Abstract

OpenCollection is an open source, Web-based collections management and access application created by Museum of the Moving Image and software developer Seth Kaufman for use by museums, libraries, and archives. The application supports the cataloguing of physical objects, media, and native digital content, and is designed to meet the needs of large heterogeneous collections that

1. have complex cataloging requirements, and2. require support for a range of metadata and media formats.

OpenCollection is a true Web application. All cataloguing, search, and administrative functions are accessible via the Internet, using standard Web browsers, and cataloguing and on-line access to collections information is easy, efficient, and inexpensive. OpenCollection is, to the Museum's knowledge, the first software of its kind. It represents an alternative to the expensive proprietary collections management software used by some of the country's largest museums and the ad-hoc collection databases that other institutions construct in lieu of appropriate software.

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more fromwww.archimuse.com

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Collections Trust - Software Survey - SPECTRUM Partners' Systems

SPECTRUM Partners are the only collection management software vendors who have a license for the commercial use of SPECTRUM with their products. Only SPECTRUM Partners are allowed to say they are SPECTRUM Compliant, after a formal testing process.

Both SPECTRUM and SPECTRUM Compliant are trade marks of the Collections Trust.

sc = System has undergone the formal process to confirm it is SPECTRUM Compliant (tm)

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AtomEnabled.org

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Open Archives Initiative

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more fromwww.openarchives.org

Product Information: Minaret

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Vernon Systems - Collections Management Software for Museums, Galleries and other Cultural Heritage Sites

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Archives Online - Andornot Add-ons - Andornot

Archives Online is an add-on to Inmagic DB/TextWorks for archival accessions and descriptions. It was originally developed in 1995 by the City of Richmond Archives, and has been since enhanced and expanded by Andornot. Archives Online uses the latest features of DB/TextWorks to deliver a professional new look, intuitive ease of use, and extensive help resources including on-screen help and complete sample databases. Mono-hierarchical thesauri for subject and name access points now come standard.

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Collections Mosaic Plus

Collections Mosaic Plus is a Collections Management system that is simple enough to use for anyone, affordable enough for everyone, sophisticated enough for the most discerning and flexible enough to suit collections of any size.Fully searchable data, with built-in and user-definable reports and data export functions. Pre-loaded with industry standard validation lists, but fully customizable by yourself.Free demonstration packs available.

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more from www.istechnology.com.au

CollectionSpace - Fluid Project Wiki

CollectionSpace is a collaborative effort to bring multiple institutions together with the common goal of providing a platform for a collections management system that a) delivers the core collections management functions needed by a variety of institutions, b) is an enabler for the

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emerging and dynamic set of new technology challenges and opportunities facing the cultural heritage community, and c) is an effective and affordable alternative to vendor offerings.

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Contents

The impact of computerization on archival finding aids: A ramp study

Table of contents (69 p.)

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The National Archives | Services for professionals | Records Management Capacity Assessment System (RMCAS) | Capacity resource detail

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more fromwww.nationalarchives.gov.uk

ICA Archival Automation Publications Now Available Online | International Council on Archives

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The National Archives: Market Survey of Commercially Available Off-the-Shelf Archival Management Software

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more fromwww.nationalarchives.gov.uk

ARCHIVES CANADA: archival suppliers

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Navica - Open Source Maturity Model (OSMM)

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Re: discovery Software Inc. - Collections Management Software

Re: discovery ProficioRe: discovery Proficio (a Latin word meaning "assist, help, aid, be of use" or "to make progress, advance) is the new release of Re: discovery Software's highly regarded collections management system for museums and archives.

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EmbARK by Gallery Systems

What is EmbARK?EmbARK is a user-friendly suite of software tools designed to catalog and manage collections. Whether you use Cataloguer or Collections Manager, you'll find that EmbARK’s solutions are the optimal way to maximize your collection. And with Web Kiosk and the new CD/DVD Authoring Tool, the virtual world can enjoy your collection too.

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more fromwww.gallerysystems.com

Questor On-Line: Collection Management Software

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MIMSY XG: The Next Generation in Collections Management Software

Now available, MIMSY XG is an innovative tool to maximize your collection's potential.

MIMSY XG is the most sophisticated museum system on the market. Using the suggestions of our clients and innovative new theories on interface design, MIMSY XG is the best Collections Management tool for use by registrars, curators, archivists, and other staff members.

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Museum Collection Management Software, KE EMu

KE EMu is a collections management system for all museumsfrom the small to the very large

Engineered to manage all types of collections, EMu is suited to:

* Cultural collections, Anthropology, Archaeology, Science and Technology.* Paintings, Drawings, Prints, Sculpture and 3-dimensional objects, Decorative Art, Performing Art, Photography, Textiles and Digital Objects.* Natural History collections, including Zoology, Earth Sciences, Palaeobiology, Botany, Horticulture and Physical Anthropology.* Special collections, Digital Assets, Historical Societies and Archives.

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IDEA-ALM.COM: Home Page

IDEA is the unique provider of integrated management solutions for Archives, Libraries and Museums (ALMs). Using IDEA's products enables ALMs to generate new global & internal services by preservation, management, and empowerment of their knowledge, culture, and information assets.

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JISC e-Learning Focus - Choosing Open Source Solutions

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Ithaka: OOSS Study Final Report

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ALA | A Comparison of Open Source XML Native Databases

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oss4lib | open source systems for libraries

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Open Source Software in Education (EDUCAUSE Quarterly) | EDUCAUSE CONNECT

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Open Source code Software in Libraries (Morgan)

This guide is an introduction to open source software in libraries, with descriptions of a variety of software packages and successful library projects. But before we get to the software itself, I want to describe the principles and techniques of open source software (OSS) and explain why I advocate the adoption of OSS in the implementation of library services and collections.

As you will see, there are many shared principles between OSS and librarianship, especially the free and equal access to information. Because of the freedom we gain with the use of OSS is it possible to have greater control over the ways computers function and therefore greater control over how libraries operate. Anybody who works with computers on a daily basis can contribute to OSS because things like information architecture, usability testing, documentation, and staffing are key skills required for successful projects, and these skills are inherent in the people who use computers as a primary tool in their work. The implementation of OSS in libraries represents a method for improving library services and collections.

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Should You Adopt Open Source Software?

Organizations have increasingly adopted open source software (OSS) as an essential part of their IT infrastructure. However, several reports and articles contain contradicting claims on the advantages and disadvantages of using OSS. This article describes how decision makers can interpret these reports. The authors performed a case study involving 10 Belgian organizations to support their conclusions from a review of the professional and academic literature. This article can provide decision makers with more insight into whether, when, and how to adopt OSS.

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Open Source Software for Libraries: DLF

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Emerald: Journal Issue - Library Hi Tech: Open Source Software in Libraries

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ALA Tech Source | Open-Source Software for Libraries

Open-Source Software for Libraries

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University of Illinois Open Archives Initiative Metadata Harvesting Project

The Library of the University of Illinois at Urbana-Champaign (UIUC) has created and implemented a suite of Open Archives Initiative (OAI)-based metadata harvesting services, search services, and tools designed to facilitate discovery and retrieval of certain classes of scholarly works, thereby making visible portions of the currently "hidden" Web of scholarly information resources. T

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MW2002: Papers: Now That We've Found the 'Hidden Web' What Can We Do With It? The Illinois Open Archives Initiative Metadata Harvesting Experience

"One of the more challenging aspects of implementing the OAI protocol is mapping from metadata schemas designed to describe collections of materials (e.g., an EAD Finding Aid record) to the DC metadata schema. Finding aids may describe as many as several thousand items or folders in an archive while DC has typically been used to describe individual items (e.g., books, photographs, letters, personal journals, audio files). Each EAD record includes metadata describing the entire collection and a "description of subordinate components" which lists the separate series, sub-series, folders and items found in the collection. Some EAD files reach hundreds of kilobytes, or even several megabytes, in size. The challenge is to allow the richness of such a large file to be exposed and made searchable alongside other records that describe a single item or a much smaller collection."

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Presentations and Publications - Illinois OAI Metadata Harvesting Project

Cole, Timothy W., Joanne Kaczmarek, Paul F. Marty, Christopher J. Prom, Beth Sandore, and Sarah L. Shreeves, "Now that we've found the ‘Hidden Web’ what can we do with it? The Illinois Open Archives Initiative Metadata Harvesting experience." in Museums and the Web 2002: Selected Papers from an International Conference, edited by David Bearman and Jennifer Trant. Pittsburgh, PA: Archives and Museum Informatics, pp. 63-72.

Prom, Christopher J., "Reengineering archival access through the OAI protocols." Library Hi Tech 21(2003):199-209.

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Prom, Christopher J. "Does EAD play well with other metadata standards? Searching and retrieving EAD using the OAI protocols." Journal of Archival Organization 1:3 (2002): 51-72.

Prom Christopher J. and Thomas G. Habing, "Using the Open Archives Initiative protocols with EAD." in Proceedings of the 2nd Joint Conference on Digital Libraries, July 14-18, 2002, edited by Gary Marchionini and William Hersch. New York: Association for Computing Machinery, pp. 171-180.

Shreeves, S.L. & Kirkham, C.M. (2004). Experiences of educators using a portal of aggregated metadata. Journal of Digital Information 5(3). Article No. 290, 2004-09-09. http://jodi.ecs.soton.ac.uk/Articles/v05/i03/Shreeves/.

Shreeves, Sarah L., Joanne S. Kaczmarek, and Timothy W. Cole, "Harvesting cultural heritage metadata using the OAI protocol." Library Hi Tech 21 (2003): 159-169.

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Bancroft Survey Project - Bancroft Survey Project

The Bancroft Survey Project began in February 2008. Funded by grants from the Andrew W. Mellon and the Rosalinde and Arthur Gilbert Foundations, the survey project is intended to be a simultaneously broad and in-depth survey of all manuscript holdings of the Bancroft Library, which has been collecting for over a century. Four archivists were hired to scour the collections for a three year term, during which they will review the vast myriad of manuscript materials and use a survey instrument designed to gather data on collection scope, subject categories, and physical condition. The survey archivists are Marjorie Bryer, Amy Croft, Dana Miller, and Elia Van Lith, and they are also the authors of this blog.

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Ohio LINK EAD Task Force

The Task Force has received an extension to complete all the items of its charge:

* Develop specification/template for EAD documents that may be contributed to OhioLINK. * Follow progress of DLXS (the EAD software) enhancement requests* Customize software toolkit for multi-institutional environment (e.g., in the context of EAD metadata and content, customize search options, and institutional branding)* Generate some marketing/training ideas* Educate members of the DMS committee on progress and findings

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C19: The Nineteenth Century Index: Archives USA: Search

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ArchivesUSA - About ArchivesUSA

ArchivesUSA is a current directory of over 5,500 repositories and more than 161,000 collections of primary source material across the United States. Using ArchivesUSA, researchers are able to read descriptions of a repository's holdings to determine whether a collection contains material useful to their work as well as find the information they need to contact the repository directly.

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Index of /archives/workpap

Chris prom's writings

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http://jefferson.village.virginia.edu/eac

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Heritage Health Index

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Contexts and Contributions: Building the Distributed Library

Martha L. Brogan's Contexts and Contributions: Building the Distributed Library is a major contribution to the Digital Library Federation's (DLF) suite of work that focuses on the Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH). With generous funding from the Institute of Museum and Library Services, DLF has harnessed deep OAI expertise from the University of Michigan, the University of Illinois at Urbana-Champaign, and Emory University to prototype "next-generation" OAI services informed by advisory panels of scholars and technical experts; to build registries of providers to aid in the creation of new OAI-based services; and to formulate best practices for sharable metadata that focus what we have learned collectively for innovative library services. The best practices work has received intellectual and practical support from our colleagues at the National Science Digital Library (NSDL), a service of the National Science Foundation (NSF).

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RLG's EAD Report Card

This Web application is the first automated program for checking the quality of your EAD encoding. Created by popular demand, the tool supplements RLG's award-winning RLG Best Practice Guidelines for Encoded Archival Description. Simply upload one of your finding aids for a quick checkup. The program will flag any discrepancies and cite the relevant guideline, so you can fix what you have wrong on the spot.

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RLG's EAD Best Practice Guidelines

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PastPerfect-Online: Powered by MWeb

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Association of Research Libraries: Task Force Meeting with Archival Community, Oct. 2004

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Society of American Archivists: PACSCL survey tool

The Philadelphia Area Consortium of Special Collections Libraries (PACSCL) recently completed the first year of work on its 30-month Consortia Survey Initiative. Funded by the Andrew W. Mellon Foundation, the PACSCL Consortia Survey Initiative is assessing

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

unprocessed and under processed archival collections at 22 of its member institutions. The three-member project staff, assisted by archivists, librarians and curators at the participating institutions, employ a survey methodology adapted from The Historical Society of Pennsylvania’s earlier Mellon-funded project, which uses quantitative and qualitative measures to assess the physical condition, housing, physical access, intellectual access, and research value of each collection. The data collected will be used to inform institutional and consortia priorities for processing, exhibits and other collections-related projects, as well as to improve intellectual access to the collections for researchers. To facilitate the latter goal, the project database, developed in Filemaker Pro, has capability for generating DACS-compliant collection-level MARC and EAD records, in addition to other types of output.

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more fromwww.archivists.org

Preservation Division Survey Tools

In 2003, Columbia University Libraries (CUL) received funds from the Andrew W. Mellon Foundation to carry out a one-year survey of unprocessed and under-processed archival collections. Using the model developed by the Historical Society of Pennsylvania (HSP), which includes extensive explanations of the access, condition, and value ratings, an effective workflow was planned in accordance with the design of the survey instrument, a Microsoft Access database.

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PACSCL Consortia Survey Initiative - Home

The Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Consortia Survey Initiative is a 30-month project funded by the Andrew W. Mellon Foundation to assess backlogged archival collections at 22 Philadelphia area libraries, archives, and museums.

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more fromwww.pacsclsurvey.org

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Columbia Special Collections Survey Tool

Columbia's database tool for evaluating collections

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About the Mellon Project - Historical Society of Pennsylvania

The Historical Society of Pennsylvania has undertaken, for the first time in its history, a comprehensive collections preservation and backlog processing needs analysis of its manuscript, graphics, and art and artifact collections. Thanks to a grant from the Andrew W. Mellon Foundation the project is now operating at full steam.

Over a two year period, Mellon project staff will evaluate everything from the condition of the material and the housing to the quality of the physical arrangement and intellectual access. For each collection, surveyors assign a Research Value Rating, which takes into account both the interest level of the collection and the quality of the documentation. The Society will use the Research Value Rating and other quantitative rankings to identify future cataloging and preservation priorities and to develop grants to funders for these purposes.

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TARO - Administrative Pages - How Do I...?

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About Five College Archives & Manuscript Collections

The finding aids included in this site are marked up in XML according to the Encoded Archival Description (EAD) standard. The site runs Cocoon publishing software that applies XSL style

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sheets for displaying the finding aids as HTML in any standard web browser. Lucene is the site's search engine. Both Cocoon and Lucene are open source software projects of The Apache Software Foundation.

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UL Staff Finding Aids In EAD

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Opening Archives

Archives Florida is a growing database of finding aids (guides and inventories) to collections held by archives in Florida. Any archive, library, historical society, museum or similar agency in Florida with archival collections is eligible to contribute finding aids to the Archives Florida database if the finding aids adhere to the Encoded Archival Description (EAD) standard and follow the Statewide EAD Best Practice Guidelines.

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Northwest Digital Archives - Northwest Digital Archives Tools

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Virginia Heritage: Admin Instructions

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more fromwww.lib.virginia.edu

NCEAD Tools

The NCEAD 2002 Tools are provided to expedite institutional adoption of the Encoded Archival Description 2002 standard. These tools were created by members of the Technical Working Group in collaboration with the NCEAD Best Practice Guidelines EAD 2002 2nd edition template established by the Standards Working Group. For access to the first edition of the Best Practice Guidelines EAD 2002, please check Archives. To download these files to your computer, it is strongly recommended that you use the following procedure:

* On your C:\ create a folder called "downloads"* From this page, move your mouse to the document you would like to download* Right click on the link and choose "Save target as"* A "Save As" window will appear to save the document where you last saved information. Be sure to select the "C:\downloads\ folder to save your downloaded documents. DO NOT RENAME the files.* Once the files are saved in the C:\downloads\ folder they are ready to be unzipped using WinZip or comparable program.* From the C:\downloads\ folder, cut and paste the files into the various locations in your C:\notetab\ directory as specified in "File Management for NCEAD" in the NCEAD Best Practice Guidelines 2nd Edition.

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Cheshire II Project Home Page

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Archives Hub

A national gateway to descriptions of archives in UK universities and colleges.

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The National Archives | Access to Archives

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Scottish Archive Network

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Research and Special Collections Available Locally - RASCAL Ireland

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Archives Hub: Data creation

You can create archival descriptions for the Archives Hub using a range of tools. There is an online template for creating descriptions in EAD 2002 - this is easy to use, and available to anyone.

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more fromwww.archiveshub.ac.uk

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PLEADE - EAD on the Web

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EAD Help Pages - EAD Implementation Overview

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Open Source Native XML Database

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rpbourret.com - Going native: Use cases for native XML databases

eXist

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WorldCat Collection Analysis [OCLC - Management Services and Systems]

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Digital Korans » Blog Archive » Midosa Editor for XML-Standards (MEX): EAD, EAC and METS Support for Digital Finding Aids

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SourceForge.net: mextoolset » home

EAd creation & publishing tool

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ACRL -

Exposing hidden collections: The UCLA experience

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more fromwww.ala.org

EAD Application Guidelines for Version 1.0: Authoring EAD Documents

[somewhat dated, but still useful]

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more fromwww.loc.gov

Encoded Archival Description (EAD) Project

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more fromhistoryresearch.utah.gov

ENCODING A "LEGACY" FINDING AID IN MICROSOFT WORD

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more fromwww.library.ucsb.edu

Bentley EAD templates and macros

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more frombentley.umich.edu

Digital Library Federation. Newsletter

Open Office/ EAD

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more fromwww.diglib.org

EAD Help Pages - Helper Files

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more fromwww.archivists.org

thesecretmirror.com » Blog Archive » The State of Open Source Archival Management Software

overview of open source archival mgt tools from Dec 2006

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ICA-AtoM Demonstration Application

his is a prototype website that is testing new technologies for developing online histories and web-based archival collections. The goal is to eventually develop a user-driven, online history and digital archive collection for the neighborhood of Sapperton.

This project is sponsored by Peter Van Garderen, a Sapperton resident. Peter's New Westminster-based company, Artefactual Systems Inc., specializes in open source technologies for archival institutions.

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This website is run using ICA-AtoM which is open source archival description software that Artefactual Systems is developing on behalf of the International Council on Archives.

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more fromsappertonhistory.ca

Inside CDL: Submitting and Editing Finding Aids

You can submit finding aids to the CDL via a process known as "ingest", using the voroEAD system. voroEAD is also used to preview and publish finding aids in the OAC.

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more fromwww.cdlib.org

oXygen XML Editor

<oXygen/> is a complete cross platform XML editor providing the tools for XML authoring, XML conversion, XML Schema, DTD, Relax NG and Schematron development, XPath, XSLT,

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more fromwww.oxygenxml.com

XMetaL - XML Content Authoring & Collaboration

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more fromna.justsystems.com

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MARC Records, Systems, and Tools (Network Development and MARC Standards Office, Library of Congress)

This category includes any software program that provides enhanced usability to MARC 21 records and systems. For example, conversion utilities and validation programs are included in this category. Free tools are indicated in the title of each listing.

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more fromwww.loc.gov

MarcEdit Homepage: Your Complete Free MARC Software

Marc creation tool

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more fromoregonstate.edu

Inside CDL: eXtensible Text Framework (XTF)

The CDL eXtensible Text Framework (XTF) is a flexible indexing and query tool that supports searching across collections of heterogeneous data and presents results in a highly configurable manner.

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more fromwww.cdlib.org

EAD (Encoded Archival Description) Help Pages

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more fromwww.archivists.org

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EAD: Encoded Archival Description Version 2002 Official Site (EAD Official Site, Library of Congress)

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more fromwww.loc.gov

Template Homepage

is a cgi web application that generates a user-defined HTML form template and then generates markup using the values filled in by users. The Template script is generic in that it is not limited to a specific output markup. Output may be in the form of METS, TEI, EAD, XML or SGML, even HTML or PDF. The HTML format of the form is also entirely user-configurable.

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more fromsunsite3.berkeley.edu

UC Berkeley EAD Toolkit

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more fromsunsite3.berkeley.edu

EAD and Databases: Perl and ADO on MS Windows

This is an old tutorial I wrote describing Perl's database functionality especially as applied to EAD. It is somewhat out of date now. It is geared exclusively toward EAD version 1.0 and SGML. As I have learned more and done this kind of programming many times I have learned better ways to do things but sadly have not had the time to update this tutorial. Many of the concepts should still prove useful and so this tutorial remains. I recommend especially the fundamentals section which should give users with perl experience and database experience a nice introduction on applying the first to the second.

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more fromsunsite3.berkeley.edu

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EAD History - Digital Publishing Group - UC Berkeley Library

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more fromwww.lib.berkeley.edu

Authoring Finding Aids: OASIS: Office for Information Systems

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more fromhul.harvard.edu

JISC infoNet - System Selection infoKit - Overview and Introduction

This infoKit offers a model approach to choosing a new software system. The model is a generic one applicable to any type of application and any scale of implementation. We identify components which are key to the approach and others which are optional and generally suitable only in very large scale or costly projects. The model was adapted by JISC infoNet from commercial selection models and has been used successfully by a number of institutions.

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more fromwww.jiscinfonet.ac.uk

AMOL - Software for CMS

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more from sector.amol.org.au

Artifact as Inspiration: Using existing collections and management systems to inform and create new narrative structures

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more fromwww.archimuse.com

AMOL - Planning and implementing a CMS

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more from sector.amol.org.au

ASAE & The Center Store - Marketplace - ASAE & The Center for Association Leadership

Smart Selection and Management of Association Computer Systems

by Thomas J. OrlowskiMember Price: $12.95Nonmember Price: $20.00Availability: In Stock

Add to Cart

Top ^

Description

Written for CEOs and senior staff specialists who work with computer experts. Here's the information you need to make the right technology decisions for your association. This common sense guide will help you wisely assess your organization's computer system needs, make sound purchasing decisions, and implement system changes. Topics include defining project scope and timetable, evaluating staff skills, working with consultants, selecting the system, and managing the project. (1995, 85 pages, soft cover)

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more fromwww.asaecenter.org

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Digital Curation Centre: Frequently Asked Questions about Open Source Software [OSS] and Open Standards

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more fromwww.dcc.ac.uk

Collections Management Software Selection

detailed guide to software selection from CHIN

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more fromwww.chin.gc.ca

Selecting and Managing IT Vendors

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more fromwww.techsoup.org

Technology Planning: Tech Soup

guidance on software selection for non-profits

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more fromwww.techsoup.org

Collections Management: CHIN

Learn about automated collections management systems and practices. Software reviews, selection guidance, and more...

Software reviews, software selection guidelines and course, cataloguing procedures, and related resources.

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more fromwww.chin.gc.ca

MOAC

Building on previous successful work in the areas of standards and online collections access, the new MOAC software tool, the Digital Asset Management Database (DAMD), has been developed as both a utilitarian tool and as a test case for exploring more general issues of content sharing and community tool development. This tool has two primary functions that can be used together or separately: it provides basic digital asset management for simple to complex media objects and it easily transforms collections information into an extensible variety of standards-based XML formats, such as METS and OAI, to allow even small organizations without technical staff to share their collections broadly and participate in building a national network of culture. DAMD was developed as an "open solution," built on FileMaker Pro software (8.5 or above) because of the broad base of installed users of FileMaker in the museum and arts communities. DAMD is available for free to cultural organizations. The tool, and its unique export/transform functions (detailed in the documentation), are open-ended, allowing organizations to customize the tool for themselves or the community to improve the tool for all.

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more frombampfa.berkeley.edu

OSS Watch - Benefits of Open Source Code

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more fromwww.oss-watch.ac.uk

TASI: Advice | Delivering Digital Images | Systems for Managing Image Collections

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more fromwww.tasi.ac.uk

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Guidelines for Choosing Records Management Software

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more fromwww.archives.nysed.gov

TASI: Advice | Delivering Digital Images | Choosing a System for Managing your Image Collection

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more fromwww.tasi.ac.uk

Robert A. Baron, Choosing Museum Collection Management Software: The Systems Analysis

To the reader: This paper, aimed at the non-technical museum professional, discusses issues germane to museums planning to commission a systems analysis. Here, the systems analysis documents collection management activities and serves as a precursor to creating or purchasing collection management software. This paper is presented largely in the form in which it was written in 1991, with only minor revisions.

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more fromwww.studiolo.org

Software vendor evaluation: Free Evaluation of Business Software Vendors

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more fromwww.software-evaluation.co.uk

Creating Container Lists Using Word & Excel (screen cast)

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

more from archives.state.ut.us

Mark Logic: The Leading XML Content Platform

MarkLogic Server, the industry’s leading XML content platform, includes a unique set of capabilities to store, aggregate, enrich, search, navigate, and dynamically deliver content. Designed and optimized for handling XML content, MarkLogic Server is simply unmatched in its ability to maximize your information assets, at the highest levels of performance and scalability.

Tags: xml, database, archival_tool_study on 2008-07-03 and saved by 5 people -All Annotations (0) -About

more fromwww.marklogic.com

What is Tabularium? (Australian archival mgt sys built on Access)

Tabularium (the name is Latin for a record office or registry) is a collection management system for archives. It is designed primarily for small archives operations but is scalable to larger environments.

Technically, Tabularium is a Microsoft Access database application, that is, a collection of tables, queries, on-screen forms and reports tied into a coherent system.

Please note that Tabularium is not a standalone software product: you need Microsoft Access to run it. Tabularium Version 2 requires Access 2000 or later.

Tabularium can be used to implement either the Australian 'series system', using the essential elements of classic practice using that system, or the ‘record group system’ as described in international standards for archival description. Tabularium complies with these standards.

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more from tabularium.records.nsw.gov.au

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Atlas Systems, Inc. - Aeon

Aeon is special collections circulation and request management software designed by special collections librarians. Aeon improves user service and maximizes staff efficiency while providing unparalleled item tracking, security and statistics.

Aeon enables your users to place item requests directly from your online catalog and finding aids and to monitor them in a personalized web-based account. The Aeon staff client permits your staff to manage every step of every transaction, from shelf to user and back again, with full control and ease.

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more fromwww.atlas-sys.com

ISAAR (CPF): International Standard Archival Authority Record for Corporate Bodies, Persons, and Families, Second edition | International Council on Archives

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more fromwww.ica.org

Free software tools for archivists | Emerging Technology Trends | ZDNet.com

archon review

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more fromblogs.zdnet.com

Society of American Archivists: DACS

Describing Archives: A Content Standard (DACS) was officially approved by the Society of American Archivists as an SAA standard in 2004, following review by its Standards Committee, its Technical Subcommittee for Descriptive Standards, and by the general archival community.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

DACS is an output-neutral set of rules for describing archives, personal papers, and manuscript collections, and can be applied to all material types. It is the US implementation of international standards (i.e., ISAD (G) and ISAAR (CPF)) for the description of archival materials and their creators.

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more fromwww.archivists.org

MATC Winners 2007 — Mellon Award for Technology Collaboration

$100,000 to the American Museum of the Moving Image (Astoria, NY: www.movingimage.us) for the development and release of the OpenCollection museum collection management system (www.opencollection.org).

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more frommatc.mellon.org

Heritrix - Home Page

Heritrix is the Internet Archive's open-source, extensible, web-scale, archival-quality web crawler project.

Heritrix (sometimes spelled heretrix, or misspelled or missaid as heratrix/heritix/ heretix/heratix) is an archaic word for heiress (woman who inherits). Since our crawler seeks to collect and preserve the digital artifacts of our culture for the benefit of future researchers and generations, this name seemed apt.

Tags: crawler, spider, opensource, archival_tool_study on 2008-07-02 and saved by 24 people -All Annotations (1) -About

more fromcrawler.archive.org

Developing Archival Metrics

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more fromwww.si.umich.edu

1Expand

2005 RLG International Archival Gateways Meeting

"RLG Archival Resources is now the largest database of archival information in the United States outside the federal government. There is now an increasing interest in finding the best means for supporting more global research. RLG is eager to foster continuing development of worldwide access systems and in making sure that enhancements to Archival Resources allow for interoperability with other archival access systems."

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more fromdigitalarchive.oclc.org

NARA - AAD - Main Page Archival database of National ArchivesTags: archival_tool_study on 2008-07-01 and saved by 40 people -All Annotations (0) -About more fromaad.archives.gov1Expand Archival and Records Projects Grant Announcement Another hidden collections programTags: archival_tool_study on 2008-07-01 -All Annotations (0) -About more fromwww.archives.gov Marriott Library | Digital Collections: X-EAD x-ead provides a method for creating EAD (Encoded Archival Description) records without having to know XML or use an XML program like XMetal.Tags: archival_tool_study on 2008-07-01 -All Annotations (0) -About more fromwww.lib.utah.edu SAA: Glossary of Archival and Records Terminology Tags: archival_tool_study on 2008-06-20 and saved by 4 people -All Annotations (0) -About more fromwww.archivists.org SourceForge.net: MEX MEX applies the international standards EAD, EAC and METS to edit structured Internet presentations of online finding aids including digital reproductions. The tools include eclipse with configuration sets for typical settings in archival practice.Tags: archival_tool_study on 2008-06-20 -All Annotations (0) -About more fromsourceforge.net Inside CDL: OAC EAD Web Templates Tags: archival_tool_study on 2008-06-20 and saved by 3 people -All Annotations (0) -About more fromwww.cdlib.org OpenRfP: OpenRfP:Home Tags: archival_tool_study on 2008-06-19 -All Annotations (0) -About more fromwww.ringgold.com Collections Management Software Review Canadian Software guide (focused on museums, but still relevant)Tags: archival_tool_study on 2008-06-19 -All Annotations (0) -About more fromwww.chin.gc.ca de ree archiefsystemen.nl Dutch archival management toolTags: archival_tool_study on 2008-06-19 -All Annotations (0) -About more fromwww.de-ree.nl ADLIB Information Systems. Flexible Software for Archives, Museums and Libraries. Tags: archival_tool_study on 2008-06-19 and saved by 2 people -All Annotations (0) -About more fromwww.adlibsoft.com MINISIS Inc. - M2A The M2A Application was developed in conjunction with the Archives of Ontario, as there was no existing archival management application that fit their specific needs. Together, MINISIS and the Archives of Ontario created M2A, to meet the Archives

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

requirements including:

* Complete archival description and control management* ISAD(G), RAD and EAD compliant* Compatible with government or private sector records management* In-built hierarchical structures to handle multilevel description* Images database* Web enabled searching over all databases* 100% customization of the application through the use of the SMA toolkit* Connectivity to other modules such as client registration, reproduction ordering and tracking* Multimedia management including digital images, maps, photographs videos with supporting text* Records circulation/tracking module in development* Space management application also under developmentTags: archival_tool_study on 2008-06-18 -All Annotations (0) -About more fromwww.minisisinc.com Calm for Archives Tags: archival_tool_study on 2008-06-16 -All Annotations (0) -About more fromwww.crxnet.com Archives Hub EAD 2002 Online Template web form for creating EADTags: archival_tool_study on 2008-06-13 and saved by 2 people -All Annotations (0) -About more fromwww.archiveshub.ac.uk Encoded Archival Description (EAD) Validator and XSL Transformer Tags: archival_tool_study on 2008-06-12 -All Annotations (0) -About more fromgood-ead.fcla.edu Projekt <daofind> With the support of the Andrew W. Mellon Foundation, New York, the first Bundesarchiv <daofind> Project developed a new and innovative prototype software for web presentations of textual archives. The project showed the feasability of the idea how to group images of archival units into digital objects and how to link these digital objects to descriptive information contained in online finding aids.

The grant proposalTags: archival_tool_study on 2008-06-10 -All Annotations (0) -About more fromwww.bundesarchiv.de At a glance [OCLC - ArchiveGrid] Tags: archival_tool_study on 2008-06-09 -All Annotations (0) -About more fromwww.oclc.org PLEADE - EAD on the Web PLEADE is an open source search engine and browser for archival finding aids encoded in XML/EAD. Based on the SDX platform, it is a very flexible Web application. The current release of PLEADE is v2.0.Tags: archival_tool_study on 2008-06-09 -All Annotations (0) -About more fromwww.pleade.org SourceForge.net: PLEADE : EAD for the Web PLEADE is a free woftware for searching and viewing archival finding aids in XML/EAD // PLEADE est un logiciel libre pour consulter et chercher des instruments de recherche archivistiques en format XML/EADTags: archival_tool_study on 2008-06-09 -All Annotations (0) -About more fromsourceforge.net Mark A. Matienzo » SAA2007 Description Expo Tags: archival_tool_study on 2008-06-09 -All Annotations (0) -About more frommatienzo.org EAD (Encoded Archival Description) Help Pages-- Tools & Helper Files SAATags: archival_tool_study on 2008-06-09 and saved by 2 people -All Annotations (0) -About more fromwww.archivists.org EAD Help Pages - EAD 2002 Cookbook Tags:

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

archival_tool_study on 2008-06-09 and saved by 3 people -All Annotations (0) -About more fromwww.archivists.org Inside CDL: EAD Toolkit Tags: archival_tool_study on 2008-06-09 and saved by 3 people -All Annotations (0) -About more fromwww.cdlib.org INDI » What Is INDI? Tags: archival_tool_study on 2008-06-09 -All Annotations (0) -About more fromwww.lib.byu.edu Eloquent Systems Inc. - Archives Management (AMS) Tags: archival_tool_study on 2008-06-06 -All Annotations (0) -About more fromwww.eloquent-systems.com ArchivesUSA - Submitting Repository and Collection Information to ArchivesUSA ArchivesUSA is continuously seeking new and updated information to keep its growing database of over 5,500 repositories and more than 161,000 collections as current and accurate as possible. We encourage repositories to contribute new or updated repository and collection information. There is absolutely no charge or obligation associated with submitting information to ArchivesUSA. Information collected will be included in future updates of ArchivesUSA and become available to researchers worldwide.Tags: archival_tool_study, repositories on 2008-06-05 -All Annotations (0) -About more fromarchives.chadwyck.com Repositories of Primary Sources A listing of over 5000 websites describing holdings of manuscripts, archives, rare books, historical photographs, and other primary sources for the research scholar. Tags: repositories, primarysources, archival_tool_study, literary_research_course on 2008-06-05 and saved by 35 people -All Annotations (2) -About more fromwww.uidaho.edu ArchivesZ: Visualizing Archival Collections ArchivesZ is a prototype for an information visualization tool designed to support search, understanding and exploration of archival and manuscript collections. It seeks to address one of the major challenges facing those who work with archival records - the need to understand the scope and quantity of available records. Since archival collections are unique, vary dramatically in record quantity and are organized based on the records creators it can be a great challenge for users to gain perspective concerning the available records across multiple collections.Tags: archival_tool_study, visualization, search on 2008-06-01 -All Annotations (0) -About more fromarchivesz.com archivematica — digital archives consulting and research Tags: archival_tool_study on 2008-05-29 and saved by 2 people -All Annotations (0) -About more fromarchivemati.ca The Ten Thousand Year Blog » Start your archival description Web engines with ICA-AtoM ICA-AtoMTags: archival_tool_study on 2008-05-29 -All Annotations (0) -About more fromwww.davidmattison.ca ICA-AtoM Goes Provincial "I was in Victoria, BC yesterday to give a demonstration and presentation on the ICA-AtoM software project at the Archives Association of British Columbia (AABC) conference. It was also the first opportunity to announce the BCAUL pilot project that Artefactual Systems will carry out in partnership with the AABC, Library and Archives of Canada, Simon Fraser University Archives and University of Victoria Archives. The software and migration project were well received. Archivists are excited about the prospect of an open-source alternative to manage their descriptions and put their collections online.

The BCAUL pilot project will implement an ISAD-to-RAD crosswalk, test migration of data from the current BCAUL database, remote data-entry directly into the BCAUL database via the ICA-AtoM web forms (UVic Archives), EAD XML import of archival

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descriptions from an alternate system into the BCAUL database (SFU Archives), and development of an archival description harvesting features (sponsored by the Library and Archives of Canada)."Tags: archival_tool_study on 2008-05-29 -All Annotations (0) -About more fromarchivemati.ca Five Colleges, Incorporated: Archival Toolkit Tags: AT, archival_tool_study on 2008-05-29 -All Annotations (0) -About more fromwww.fivecolleges.edu Archivists Toolkit « Alone in the Archives Tags: AT, archival_tool_study on 2008-05-29 -All Annotations (0) -About more fromlcb48.wordpress.com Purdue University Libraries, Archives and Special Collections Archive site powered by Archon--lots of customizationTags: archon, archival_tool_study on 2008-05-27 and saved by 2 people -All Annotations (0) -About more fromwww4.lib.purdue.edu Schwartz. Prom et al: Archon: A Unified Information Storage and Retrieval System for Lone Archivists, Special Collections Librarians and Curators The University of Illinois developed an open-source collections management software program and in August 2006 began making it freely available to archivists, curators, and special collections librarians. This program gives those with limited technological resources and knowledge the ability to easily mount a variety of on-line access tools to their historical collections using ISAD(G)1 and DACS2-compliant standards for description. Archon was created with robust interoperability using a single web-based platform for the management of collections of documents and artifacts held by archives, museums and libraries. It was developed as a “plug and play” application for easy installation on any web server or on any web hosting service. It uses common web-browser input mechanisms and SQL data storage to produce dynamic data output in the form of searchable collections websites, MARC bibliographic records (Smiraglia 1990), EAD finding aids (Pitti 268-293), and long-term preservation TXT data files. The article discusses the design concepts that lead to the University of Illinois’ creation of Archon, the challenges faced by the archives community when providing descriptive access to large bodies of historical papers and records, and describes Archon’s public and administrative interfaces as well as future plans for additional developments to this software program.

Keywords: Archon, encoded archival description, archival information systems, databases, web interfaces

Tags: archon, archival_tool_study on 2008-05-27 -All Annotations (0) -About more fromwww.criticalimprov.com ICA-Atom: Open Source Archival Description Software ICA-AtoM is web-based archival description software that is based on International Council on Archives (ICA) standards. 'AtoM' is an acronymn for 'Access to Memory'. ICA-AtoM is multi-lingual and supports multi-repository collections.

Current StatusThe software is currently in development. The source code is publicly available to other software developers for checkout under a GPL v2 license.Formal ReleaseThe 1.0 beta version of the ICA-AtoM software will be formally released, along with

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training material and workshops, at the ICA Congress in July 2008. After that time, an end-user version will be available for download from this website.Tags: archival_tool_study on 2008-05-27 and saved by 6 people -All Annotations (0) -About more fromica-atom.org Archon: Importing MaRC Records « Kansas Archives As an experiment, I tried importing a file of MaRC records from our online catalog into Archon. The process was straightforward, but the results were not as good as I hoped.

The test file contained 233 records, describing collections at a variety of levels ranging from a single-page letter to a 3000-box record group. Both official governmental records and personal papers were included, but not any printed material or maps.

Pluses:

* Easy-to-follow instructions made it a quick process* Fast way to add at least minimal records to the system

Minuses:

* Only certain subfields were imported, leading to truncated entries* Duplicated titles and/or classifications prevented many records from being imported* Records without field 245|a were not imported* Not all of the notes and subject headings transferred* Error messages did not clearly specify the problems and the culprit recordsTags: archon, archival_tool_study on 2008-05-27 -All Annotations (0) -About more fromkansasarchives.wordpress.com OpenCollection OpenCollection is a full-featured collections management and online access application for museums, archives and digital collections. It is designed to handle large, heterogeneous collections that have complex cataloguing requirements and require support for a variety of metadata standards and media formats. Unlike most other collections management applications, OpenCollection is completely web-based. All cataloging, search and administrative functions are accessed using common web-browser software, untying users from specific operating systems and making cataloguing by distributed teams and online access to collections information simple, efficient and inexpensive.Tags: archival_tool_study on 2008-05-23 and saved by 5 people -All Annotations (1) -About more fromwww.opencollection.org PastPerfect Museum Software Tags: archival_tool_study on 2008-05-23 and saved by 3 people -All Annotations (0) -About more fromwww.museumsoftware.com Archivists' Toolkit Tags: archival_tool_study, AT on 2008-05-23 and saved by 5 people -All Annotations (0) -About more fromwww.archiviststoolkit.org Digital Asset Management Solutions and Software: ClearStory Systems Tags: archival_tool_study on 2008-05-22 and saved by 2 people -All Annotations (0) -About more fromwww.clearstorysystems.com Artesia | The Open Text Digital Media Group Tags: archival_tool_study on 2008-05-22 and saved by 5 people -All Annotations (1) -About more fromwww.artesia.com Font Management and Digital Asset Management Software for Personal, Professional and Corporate Environments. Tags: archival_tool_study on 2008-05-22 -All Annotations (0) -About

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

more fromwww.extensis.com Willoughby: Museum Collections Management and Museum Software Products and Services Tags: archival_tool_study on 2008-05-22 and saved by 3 people -All Annotations (0) -About more fromwww.willo.com KE Software EMu Tags: archival_tool_study on 2008-05-22 -All Annotations (0) -About more fromwww.kesoftware.com ‹ Previous 101 - 200 of 229 Next › List 20 50 100 Notation: * = Private bookmark and comment|… = Clipping [?] | … = Public highlight [?]Lisa Spiro's Related TagsSelected tags archival_tool_study

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The Archivists' Toolkit: Testing and Implementation at Georgia Tech - Georgia Tech's Institutional Repository

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Archivists' Toolkit Workshop - Georgia Tech's Institutional Repository

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Where Are We "AT"? A Status Report on the Archivists Toolkit - Georgia Tech's Institutional Repository

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Archivists' Toolkit: Introduction - Georgia Tech's Institutional Repository

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Archivists' Toolkit: Issues in Implementation - Georgia Tech's Institutional Repository

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An Update on the Archivist's Toolkit - Georgia Tech's Institutional Repository

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The Archon Archives

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The Museum System (TMS) by Gallery Systems

TMS is the cultural sector’s leading collection management system. Developed in partnership with museum professionals, TMS streamlines the way you capture, manage and access your collection information. Daily activities such as cataloguing, media tracking, and coordinating exhibitions, have never been easier.

Tags: archival_tool_study on 2008-05-21 -All Annotations (0) -About

more fromwww.gallerysystems.com

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

Cuadra STAR Products: Archives Management, Collection Management, Knowledge Management, Library Automation

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Association of Research Libraries :: Special Collections Task Force Final Status Report, 2006

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Association of Research Libraries :: Exposing Hidden Collections: 2003 Conference Summary

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Quiescit anima libris: Archives Deathmatch

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library technology issues: AT at saa

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Metadata Tools Forum - May 8, 2008 [OCLC]

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hangingtogether.org » Blog Archive » Approaches to metadata creation: Our survey results!

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hangingtogether.org » Blog Archive » Approaches to Metadata Creation: Survey says…

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RLG Programs Descriptive Metadata Practices Survey Results: Data Supplement

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MarcEdit -- By Terry Reese: MarcEdit Features

MarcEdit 5.1 represents the most advanced MarcEditing tool available. In addition to the traditional MARC editing functions, MarcEdit now includes an XML API and native Z39.50 client.

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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment

MODS Editor :: Brown University Library

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My Adventures in Getting Data into the ArchivistsToolkit | code4lib

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library technology issues: more archivist toolkit: version 1.1 demonstration

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AT vs Archon « Alone in the Archives

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Archon: The Simple Archival Information System

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Archivists' Toolkit

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Archivists Toolkit Sandbox (version 1.1)

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Archivist Toolkit UG-L Info Page

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HUL: Archivists' Toolkit Working Group (ATWG)

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RIT Archivist Chooses the Archivists’ Toolkit « Kansas Archives

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ARCHON, Archivists’ Toolkit, or ICA AtoM? « Kansas Archives

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