Professional Documents
Culture Documents
LIBR256-11
Assignment #4
Jennifer Wormser-Martinez
Tim Trevathan
Spring 2009
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 2
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)
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 3
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
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
Thus, the present study adapted Rogers’ theory and examines how compatibility and complexity
Literature Review
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
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 5
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).
innovation theory. Her survey of early EAD implementers focused on the process of transition
decision process, when the innovation has finally lost its distinctive quality and its separate
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 6
identity as a new idea has disappeared. In this respect, Marshall’s study differs from Roger’s
“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
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
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 7
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
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
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
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
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
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
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 9
#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
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
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.,
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
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
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.
indicated that archivists selected these because of relative ease of use, accessibility, availability
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 11
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
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,
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
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 13
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
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
growth in personnel, the daily processing and reference services proceeded to get bogged
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. Once the
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 14
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
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
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 15
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
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
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.
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
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 16
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
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
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 17
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
records to staff and researchers so that the processing proves that the reference services we
Emerging trends
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
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
serials to WorldCat via the CONSER program. (Library & Archives Canada accessed April 15,
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
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 19
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
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
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.
enhances productivity across the full range of library workflows, from cataloging to resource
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
Conclusion
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 20
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
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
compatible environments.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 21
advent of the Web. Not surprisingly, the results have shown a preference for
almost ‘all digital perception in a short six years( Idaho Commission for Libraries,
2007, P. 58-87).
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,
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,
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
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
unified, programmatic approach is necessary so that libraries can have an effective footprint that
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).
• More than 1 billion Web users and 20 peta-bytes worth of searches are performed with
Google per day.
http://www.answers.com/topic/petabyte
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 23
• 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
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
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
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 24
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
(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
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,
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
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 25
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
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).
References
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 26
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 archive
Volume 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.
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 27
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.
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=)+%22Gettin
g+a+new+idea+adopted,+even+when+it+has+obvious+advantages,+is+often+very+diffi
cult...&source=bl&ots=DIWovIYl5W&sig=VdT-
7VAa6tfqhO0QtnLK4x3fDVY&hl=en&ei=cabwSe3LO6KktAO3w_HlCg&sa=X&oi=bo
ok_result&ct=result&resnum=2. P. 1).
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 28
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 and
Information Resources. January 2009. Retrieved April 20, 2009 from
www.clir.org/pubs/reports/spiro/spiro_Jan13.pdf.
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.
Appendix #1
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
Appendix #2
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 30
Zotero is funded by the Andrew W. Mellon Foundation, the Institute of Museum and
http://www.zotero.org/
• Home
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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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 31
Features
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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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 34
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 35
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 36
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 37
Left Column
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
Middle Column
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)
note
book
journal article
newspaper article
film
file
link to a file
these are just the most popular item types; other icons, for artwork, audio, etc. will appear if
they are added to your library
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 39
Right Column
takes you to the web address associated with the item (if there is one)
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
Notetaking
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 41
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.
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 42
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 43
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.
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 44
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
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 45
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This page provides links to services and tools for the archival community.
• 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
• Preserving My Heritage
[www.preservation.gc.ca/no-flashindex.html]
• Virtual Museum of Canada
[www.virtualmuseum.ca/]
OCLC WorldCat Benefits
Your content and online services are discovered by people at the Web's busiest sites—
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.
The WorldCat platform of library services lets you tap into metadata contributed by
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.
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.
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 50
personal. Genealogical resources are always in high demand, and WorldCat provides a
gateway to family histories and related materials in libraries and historical societies
No matter what people are searching for, when they're actually in the library or logged in
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
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.
Rare books, research articles, dissertations or microfilm: Chances are that if it's been
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
High hit rates and standards-based quality control means you'll quickly find or create
authoritative, accurate WorldCat records. Simple or expert interfaces, support for many
formats and languages, and vendor-partnership programs help create a tailored solution.
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.
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
Consortia of any size can assemble cataloging, search and resource-sharing services into
WorldCat and rewards your efforts with a larger Web audience once the metadata has
been harvested.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 52
Generate reports within OCLC Usage Statistics to see how patrons are using WorldCat
developing technology and standards that add efficiencies and speed access to
information.
Requirements
• Subscribe to the WorldCat database on the FirstSearch reference service and give
(Required for Web exposure of your holdings via WorldCat.org, Google, Yahoo! and
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.
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.
Citation Appendix #6
Other Citations used in the CLIR paper provided by Dr. Lisa Spiro’s Research
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 55
Works Cited
Author’s note: I have bookmarked over 200 Web pages relevant
to this study, including most of the resources below, at
http://www.diigo.com/user/lspiro/archival_too
l_study
http://www.diigo.com/user/lspiro/archival_tool_study
oftware_Review/introduction.html
http://www.lib.berkeley.edu/digicoll/bestpractices/ead_hist
ory.html
Works Cited
Author’s note: I have bookmarked over 200 Web pages relevant
to this study, including most of the resources below, at
http://www.diigo.com/user/lspiro/archival_tool_study
http://www.diigo.com/user/lspiro/archival_tool_study
Close
Get the best research tool on the web today, and free!
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 62
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 63
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-About
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 64
Manual for Developing a Baptist Archives - BWA Heritage and Identity Commission
more fromwww.bwa-baptist-heritage.org
more fromflickr.com
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PLEADE
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more fromxtf.wiki.sourceforge.net
more fromwww.ncecho.org
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
Tags: archival_tool_study on 2009-01-22 and saved by 2 people -All Annotations (0) -About
more fromwww.councilofnsarchives.ca
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 66
more fromclassic.archives.nd.edu
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What’s New: New Tool for Archivists & Librarians: EAD Finding Aid Creation Tool and
Repository
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 68
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
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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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.
more fromarchivegrid.org
more fromarchivalsoftware.pbwiki.com
more fromwww.eloquent-systems.com
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.
Archives & Museum Informatics: Museums and the Web 2007: Paper: Goodman, C., et al.,
OpenCollection Web-Based Collection Cataloguing and Access Software
Abstract
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.
more fromwww.archimuse.com
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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Vernon Systems - Collections Management Software for Museums, Galleries and other
Cultural Heritage Sites
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more fromwww.vernonsystems.com
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.
more fromwww.andornot.com
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 72
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
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.
more fromwiki.fluidproject.org
Contents
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 73
more fromwww.ica.org
more fromwww.nationalarchives.gov.uk
more fromwww.archivescanada.ca
more fromwww.navicasoft.com
more fromwww.rediscoverysoftware.com
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.
more fromwww.gallerysystems.com
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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.
more fromwww.willo.com
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 75
more fromwww.kesoftware.com
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.
more fromwww.idea-alm.com
more fromwww.elearning.ac.uk
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 76
more fromwww.ithaka.org
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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
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 77
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.
more fromwww.library.nd.edu
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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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 78
more fromwww.techsource.ala.org
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."
more fromwww.archimuse.com
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 79
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.
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.
more fromoai.grainger.uiuc.edu
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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 80
more fromblogs.lib.berkeley.edu
The Task Force has received an extension to complete all the items of its charge:
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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.
more fromarchives.chadwyck.com
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 81
Index of /archives/workpap
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http://jefferson.village.virginia.edu/eac
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more fromwww.heritagepreservation.org
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).
more fromwww.diglib.org
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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Association of Research Libraries: Task Force Meeting with Archival Community, Oct.
2004
more fromwww.arl.org
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 83
more fromwww.archivists.org
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.
more fromwww.columbia.edu
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.
more fromwww.pacsclsurvey.org
more fromwww.columbia.edu
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.
more fromwww2.hsp.org
more fromwww.lib.utexas.edu
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 85
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
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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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.
more fromwww.fcla.edu
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 86
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:
more fromwww.ncecho.org
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 87
Archives Hub
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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.
more fromwww.archiveshub.ac.uk
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 88
more fromwww.pleade.org
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eXist
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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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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 90
more frommextoolset.wiki.sourceforge.net
ACRL -
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 91
more frombentley.umich.edu
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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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 92
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.
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.
more fromsappertonhistory.ca
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.
more fromwww.cdlib.org
<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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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 93
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
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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
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 94
EAD: Encoded Archival Description Version 2002 Official Site (EAD Official Site, Library
of Congress)
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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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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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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 95
more fromwww.lib.berkeley.edu
more fromhul.harvard.edu
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.
more fromwww.jiscinfonet.ac.uk
Artifact as Inspiration: Using existing collections and management systems to inform and
create new narrative structures
more fromwww.archimuse.com
ASAE & The Center Store - Marketplace - ASAE & The Center for Association Leadership
by Thomas J. Orlowski
Member Price: $12.95
Nonmember Price: $20.00
Availability: 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)
more fromwww.asaecenter.org
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 97
Digital Curation Centre: Frequently Asked Questions about Open Source Software [OSS]
and Open Standards
more fromwww.dcc.ac.uk
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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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 98
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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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TASI: Advice | Delivering Digital Images | Systems for Managing Image Collections
more fromwww.tasi.ac.uk
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 99
more fromwww.archives.nysed.gov
TASI: Advice | Delivering Digital Images | Choosing a System for Managing your Image
Collection
more fromwww.tasi.ac.uk
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
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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.
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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.
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.
more fromwww.atlas-sys.com
ISAAR (CPF): International Standard Archival Authority Record for Corporate Bodies,
Persons, and Families, Second edition | International Council on Archives
more fromwww.ica.org
archon review
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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.
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 102
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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$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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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 103
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"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 fromaad.archives.gov
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x-ead provides a method for creating EAD (Encoded Archival Description) records without
having to know XML or use an XML program like XMetal.
more fromwww.lib.utah.edu
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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.
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OpenRfP: OpenRfP:Home
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de ree archiefsystemen.nl
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ADLIB Information Systems. Flexible Software for Archives, Museums and Libraries.
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more fromwww.adlibsoft.com
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 requirements including:
more fromwww.minisisinc.com
more fromwww.crxnet.com
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more fromwww.archiveshub.ac.uk
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.
more fromwww.bundesarchiv.de
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 107
more fromwww.oclc.org
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.
more fromwww.pleade.org
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/EAD
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 108
EAD (Encoded Archival Description) Help Pages-- Tools & Helper Files
SAA
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more fromwww.archivists.org
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more fromwww.cdlib.org
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more fromwww.eloquent-systems.com
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 109
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.
more fromarchives.chadwyck.com
A listing of over 5000 websites describing holdings of manuscripts, archives, rare books,
historical photographs, and other primary sources for the research scholar.
more fromwww.uidaho.edu
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more fromarchivemati.ca
The Ten Thousand Year Blog » Start your archival description Web engines with ICA-
AtoM
ICA-AtoM
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"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 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)."
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more fromwww.fivecolleges.edu
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Schwartz. Prom et al: Archon: A Unified Information Storage and Retrieval System for
Lone Archivists, Special Collections Librarians and Curators
Keywords: Archon, encoded archival description, archival information systems, databases, web
interfaces
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 112
more fromwww.criticalimprov.com
Current Status
The software is currently in development. The source code is publicly available to other software
developers for checkout under a GPL v2 license.
Formal Release
The 1.0 beta version of the ICA-AtoM software will be formally released, along with 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.
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more fromica-atom.org
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:
Minuses:
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 113
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OpenCollection
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more fromwww.opencollection.org
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more fromwww.museumsoftware.com
Archivists' Toolkit
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more fromwww.archiviststoolkit.org
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 114
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more fromwww.clearstorysystems.com
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more fromwww.artesia.com
Font Management and Digital Asset Management Software for Personal, Professional and
Corporate Environments.
more fromwww.extensis.com
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more fromwww.willo.com
KE Software EMu
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The Archivists' Toolkit: Testing and Implementation at Georgia Tech - 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 117
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more fromarchon.org
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.
more fromwww.gallerysystems.com
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 118
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more fromwww.cuadra.com
Association of Research Libraries :: Special Collections Task Force Final Status Report,
2006
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Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 119
more fromwww.oclc.org
more fromhangingtogether.org
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more from209.85.215.104
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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more fromoregonstate.edu
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 120
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more fromwww.archon.org
Descriptive access tools and mechanisms for archival and manuscript materials in the online environment 121
Archivists' Toolkit
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