where are we “at”? a status report on the archivists toolkit presenters: brad westbrook kate...
TRANSCRIPT
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Where Are We “AT”? A Status Report on the Archivists Toolkit
Presenters:
Brad Westbrook Kate Bowers
Jody Lloyd Thompson Katherine Stefko
SAA Annual Meeting, 2007
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Project Update
Bradley Westbrook
AT Project Manager
UC, San Diego
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Overview
Project Update– Application Overview– Phase 1 Summary
• Product Uptake– Downloads– User survey
• Support Services
– Phase 2 Objectives– Release 1.1 & Features
8/30/2007 AT for SAA Annual Meeting 3
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Application Overview
• Open source, relational database application to support archival processing and production of access instruments
• Promote data standardization– Based on DACS, ISARR (CPF)– Exports EAD, MARCXML, MODS, DC
• Promote efficiency– Integrate range of archival functions– Repurpose data—multiple outputs from data recorded– Automate encoding and reporting
• Lower training costs
8/30/2007 AT for SAA Annual Meeting 4
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Phase 1 Summary
• Started June 15, 2004 & concluded 31 January 2007
• Key objectives targeted were:
– Recording accession, description, and location information for resources, as well as name and subject authorities, and
– Exporting EAD 2002, MARCXML, METS (MODS / DC), and 30 different administrative and descriptive reports, such as acquisition statistics, accession records, shelf lists, subject guides, etc.;
– With support for importing legacy data in EAD, MARCXML, and, for accessions, tab-delimited formats; customizing the interface; managing a broad range of user types; and
– implementation as a stand-alone or networked application.
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Beta Testing
• Application thoroughly tested by AT specification team from April to July 2006
• Programmatically tested by 60 testers at 21 institutions over 14 week period in fall of 2006
• Institutions included: Arizona State, Bundesarchiv, Georgia Tech, Getty Research Institute, Harvard, Nationaal Archief, NYU, Princeton, Michigan, UCSD, U Mass, U Texas (complete list and report at: http://archiviststoolkit.org/AT1Testing/betaTest/index.html)
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1.0 Release & Uptake
• Version 1.0 of the AT was released on December 17, 2006• 1,130 unique downloads in 72 countries and territories as of July 25
– United States 752– Spain 48– Canada 43– United Kingdom 34– France 15– Italy 15– Brazil 14– Portugal 13– Mexico 12– Germany 9– Australia 8
• No attempt made to count downloads of AT 1.1 beta
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Implementation
• 36 respondents to a survey conducted Feb. 19-March 9, 2007 among ATUG-l members
• 60% installed AT as a network app, while 48% installed as a stand alone
• 80% installed the AT as a test app, while 35% installed as production app
• 32 respondents reported using MySQL as a backend, while one brave soul reported using MS SQLServer
• 94 % installed the client on a Windows machine, 14% on a Linux machine, and 11% on a MAC machine
• For network installations, 60% installed on a Windows server, 30% on a Linux server, 5% on a MAC server, a small percentage on other servers.
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Support Services
• ATUG-l (Archivists’ Toolkit User Group)• Nearly 500 members at mid-August• Subscribe: http://mailman.ucsd.edu/mailman/listinfo/atug-l• Archives: http://mailman.ucsd.edu/pipermail/atug-l/
• Software Issues / Bug Management• Over 1000 bugs, feature requests, documentation issues
reported by mid-August• Internal Reporting Device• Issue list:
https://jira.nyu.edu:8443/jira/secure/Dashboard.jspa
• Both ATUG-l messages and issue reports contributed to design revision
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Phase 2
• Began February 1, 2007• Objectives
– Refine performance of version 1.0 by identifying and removing bugs, enriching records and functionality, and supporting batch import and export processes
– Introduce new functionality to support user registration / use tracking, rights management, appraisal, and interoperability of the AT with digital repository systems
– Develop business plan with consultant for nurturing and sustaining the application beyond the phase 2 grant period
• Staffing
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1.1 Release & Features
• Enhanced Records– Accession– Repository
• New Processes– Import of XML encoded accesion data– Batch import for EADs– Batch export for EADS and MARCXML– EAD import / export based on EAD schema
• Support for MS SQLServer and Oracle backends• Bug fixes
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Features of Next Major Release
• ETA Early 2008• Key Refinements
– Auto-fill / sticky values – Promote digital objects to primary module– Thumbnail representation of digital files– Rewrite drag & drop function– Revise name and subject modules
• New Module– Appraisal
• And--fix identified bugs
8/30/2007 AT for SAA Annual Meeting 12
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AT Project: www.archiviststoolkit.org
Staff Email address: [email protected]
AT Sandboxes: http://www.archiviststoolkit.org/sandbox.htmlhttp://archiviststoolkit.org/publicBeta/index.html
Archivists’ Toolkit User Group:Subscription: http://mailman.ucsd.edu/mailman/listinfo/atug-lArchives: http://mailman.ucsd.edu/pipermail/atug-l/
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Society of American Archivists
Annual Meeting, August 30, 2007
Jody Lloyd Thompson
Implementing the AT: Working with Staff, Students, and IT
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Overview
• Brief look at AT
• Working with staff and student assistants
• Working with IT
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Brief look at AT
• Accessions module
• Resource module
• Other features
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Working with staff & student assistants
• Manage staff & student access
• Create user manuals for staff and students
• Improve training for staff & students
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Manage staff & student access
• Access class– Superuser (5)– Application manager (4)– Project manager (3)– Advanced data entry staff (2)– Beginning data entry staff (1)– Reference staff (0)
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Working with staff & student assistants
• Manage staff & student access
• Create user manuals for staff and students
• Improve training for staff & students
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Impact on staff
• Improved functions in the Archives– Reference services – Donor tracking– Workflow
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Impact on staff
• Improved functions in the Archives:– Reference services – Donor tracking– Workflow
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Impact on staff
• Improved functions in the Archives:– Reference services – Donor tracking– Workflow
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Working with IT
• Establish good communication with IT– Create a Wiki
• Create production and test instances
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Working with IT
• Establish good communication with IT– Create a Wiki
• Create production and test instances
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Working with IT
• Install AT
• Import legacy accession records– Completed at Georgia Tech
• Import/export EAD-encoded finding aids– On-hold at Georgia Tech until data import
function has been refined.
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Thank you
Jody Lloyd Thompson
Georgia Institute of Technology
404-894-9626
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Big Scale, Little Scale: Consortium vs Multiple
Implementations of the AT at Harvard
Kate BowersHarvard University ArchivesSAA Conference, August 2007
Copyright 2007
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Big Scale, Little Scale: Consortium vs Multiple
Implementations of the AT at Harvard
al
Kate BowersHarvard University ArchivesSAA Conference, August 2007
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Scalability
•Part-timers / 1 collection•25+ FTE / thousands•100,000+ feet overall?
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AT Working Group
1. with library IT, to test installation and scalability of AT
2. further investigate AT functionality and develop recommendations for Harvard-specific development
3. recommend administrative rights (security) and functionality to be centrally controlled
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AT Working Group
4. investigate issues of importing legacy data (collection management as well as descriptive data)
5. investigate the diversity of workflows, processes, and procedures in Harvard archival repositories and determine how well the AT accommodates them
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Using the latest information technology...
[Grace Hopper working on the development of the MARC I computer, 8/4/1944] (UAV 605.270.1.2p (U-822))
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AT Working Group
1. with library IT, to test installation and scalability of AT• Oracle installation up and running• 12 repositories / 25-ish total at Harvard• 75 user accounts, about 40 people• Want to ingest about 75-100K MARC records
and 2000+ EAD finding aids
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Working closely with colleagues...
“Some new data on the weight of a crowd of people” (HUK 363p (Fig. 8)) Original photo, used as illustration in the Harvard Engineering Journal (vol. 4, 1905-1906).
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AT Working Group
2. further investigate AT functionality and develop recommendations for Harvard-specific development• Interface with Harvard library catalogs (ILS,
archival inventories, images)• Add functionality for ease-of-use (to be fully
identified in wide-scale testing)
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Central / distributed administration and security levels ...
Plan showing Position of Reading Room [central portion of blueprint, ca. 1895] (UAIII 50.28.95.5 (1)) Plan for library addition that was never built.
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AT Working Group
3. recommend administrative rights (security) and functionality to be centrally controlled• Central AT administration will be level 5• Each repository will have a level 4 liaison• Below that, details to be worked out in wide-
scale end-user testing• Are the remaining 4 levels enough?
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Pull in legacy data...
[Tug of War Team, photograph, 1888] (HUPSF Tug o' War (6)) The ’88 worn by all of them probably means that they are a class team.
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AT Working Group
4. investigate issues of ingesting legacy data (collection management as well as descriptive data)• Have not successfully sent a finding aid on a
round-trip from, and back to, our local system• We know we will want central support for
ingest of accession data
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Investigate the diversity of workflows ...
Harvard College Library Department of Classification and Cataloging [flow chart, May 1936] (UAIII 50.20.36.15) 1936 backlog: 160,000 monographs
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AT Working Group
5. investigate the diversity of workflows, processes, & procedures in Harvard archival repositories and determine how well the AT accommodates them• Needs wide-scale end-user testing• Working Group members have already
identified some issues in their own repositories
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AT Working Group
6.6. Report the cost of central supportReport the cost of central support7.7. Identify the benefits, particularly cost Identify the benefits, particularly cost
savingssavings
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Division of labor (not final!)
Consortium Responsibilities : Central• Create and manage the database (.25 FTE “IT”
guy)• Create central "Super user" with highest security
level• Create “stub” records for repositories
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Consortium Responsibilities : Central• Identify and train liaison for each repository• Create user accounts for these liaisons: second-highest security level
• Create a “pseudo user” for each repository, thus central administration can act as if it were a staffer in the repository
Division of labor (not final!)
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Consortium Responsibilities : CentralAt Harvard, but maybe not everywhere:
• Batch import EAD instances• Batch import MARC records
Division of labor (not final!)
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Consortium Responsibilities: Distributed• Liaison in repository creates all other users with
security levels 0-3 • Any configuring that is possible for repositories,
rather than centrally
Division of labor (not final!)
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Dual responsibilities(needs central support, but will also requires input from repository personnel)
• Ingest/mapping of legacy accession data• Ingest/mapping of holdings data (boxes & locations)• Ingest/mapping of patron data• Configuring the application centrally (consensus)• Centralized training end-users?
Division of labor (not final!)
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Conclusions?
• Wide-scale end-user testing September-October 2007
• Mid-term project report late September• Final report to senior administration
November-ish
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The end
http://isites.harvard.edu/icb/icb.do?keyword=k15469
• Bugs• Wish lists• Conclusions• Continuing questions
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Can you get AT without IT? Implementing the Toolkit at a small college repository
Katherine StefkoEdmund S. Muskie Archives and Special Collections LibraryBates College
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Archives Overview
3 FTE 100+ mss. collections, 1,500
l.f. of College records, 14,000 rare books
Papers of Edmund S. Muskie, ca. 3000 l.f.
Est. 2000 with merger of two departments
No dedicated IT staff or support
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Technical Underbelly Installed v. 1 and 1.1 (beta)
as networked app for testing and implementation
MYSQL backend on a Windows server
Moving to Linux backend to support secure connection
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Accessions Module Fully implemented Tracking new accessions Adding legacy paper accession
records as time permits Imported all electronic legacy
accession data
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Importing Legacy Accessions Tab delimited text (or XML) Low barrier ingest process Import can be slowed by:
Incomplete legacy data Out-of-date documentation
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Description Module Implementation on hold Tested adding new records Consolidated legacy data and
started data clean up Developed and tested migration
strategy Wrote script to extract EAD
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Decision Factors Legacy data and AT divergences Bugs Application limitations
Multiple user access to collections No global search and replace
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IT Needs Installation and upgrades of application Clean up of legacy descriptive data Extracting EAD from current database Formulating and testing descriptive
data migration strategy Potential customizations? Developing style sheets and XML
database for online delivering our EAD finding aids
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It’s not just a database…It’s a work style Encourages/enforces
compliance to professional standards and best practices
Changes to policies and procedures
Workflow--more time on input, less on reporting and retrieval
Flexibility vs. functionality
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It’s not just a project,It’s a process.. Active user community that is
contributing to the application’s development
Major improvements between v. 1 and v. 1.1
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Get Involved Join the
community Contribute
feedback and helper apps