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The Archivists’ Toolkit

The Archivists’ Toolkit. Lee Mandell Kelcy Shepherd Brad Westbrook MCN Presentation Nov. 3, 2005. Overview. Project Summary and Update Project Objective and Staff First year efforts Goals for second year Prospects beyond the grant period AT Software Specification Overview of features

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The Archivists’ Toolkit

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  1. The Archivists’ Toolkit Lee Mandell Kelcy Shepherd Brad Westbrook MCN Presentation Nov. 3, 2005

  2. Overview • Project Summary and Update • Project Objective and Staff • First year efforts • Goals for second year • Prospects beyond the grant period • AT Software Specification • Overview of features • Functional modules • Application architecture and technology • Demonstration example Archivists' Toolkit - MCN Presentation, November 3, 2005

  3. Project Objectives To build digital tools that will: • Support archival processing in a manner that promotes efficiency and standardization • Integrate key functions in the archival lifecycle: • Accessioning • Description • Subjects and name management • Location management • Produce outputs such as EAD, EAC, METS, MARCXML and various administrative outputs • Be deployable in a range of archival settings Archivists' Toolkit - MCN Presentation, November 3, 2005

  4. Project Team • Brian Schottlaender, UCSD, Co-Principal Investigator • Carol Mandel, NYU, Co-Principal Investigator • Brad Westbrook, Proj. Mgr & Spec Team Leader • Lee Mandell, NYU, Design Team Mgr • Jason Varghese, NYU, Programmer • Kelcy Shepherd, Analyst • Brian Stevens, Analyst • Luc Declerck, UCSD, and David Ackerman, NYU, Administrative Oversight Archivists' Toolkit - MCN Presentation, November 3, 2005

  5. Project Advisory Board • Robin Chandler, CDL • Michael Fox, MHS • Merrilee Proffitt, RLG • Richard Szary, Yale • Guenter Waibel, RLG • Beth Yakel, U Mich Archivists' Toolkit - MCN Presentation, November 3, 2005

  6. Archivists' Toolkit - MCN Presentation, November 3, 2005

  7. Archivists' Toolkit - MCN Presentation, November 3, 2005

  8. Goals for Second Year • Build Prototype from AT Specification • Interface Design • Compose User Documentation • User Manual • Application Help Module • Installation Scripts • Test Application and Documentation • Functional Testing • Usability Testing • Formulate Business Plan • Release Tested Application Archivists' Toolkit - MCN Presentation, November 3, 2005

  9. Prospects Beyond the Grant Period • Modular Design Architecture in Open Source Software • Possible Extensions include • More Robust Collection Management Module • Additional Tools to Support Ingest of Local Data • Extended Digital Object Module • User Registration / Resource Use Module • Shared Development Archivists' Toolkit - MCN Presentation, November 3, 2005

  10. Application Features • Output neutral data • Modular • Customizable • Easy to use • Secure • Stand-alone or multi-user network • Context-sensitive help • Open source Archivists' Toolkit - MCN Presentation, November 3, 2005

  11. Design Overview • Administration/Project Management • Ingest • Accession • Description • Location • Names • Subjects • Search • Audit Tracking Archivists' Toolkit - MCN Presentation, November 3, 2005

  12. Application/Project Management • Establish repository record • Manage users • Customize default fields, required fields, input forms • Create project definitions Archivists' Toolkit - MCN Presentation, November 3, 2005

  13. Ingest Module • EAD version 1.0 and 2002 (XML) • MARC XML Archivists' Toolkit - MCN Presentation, November 3, 2005

  14. Accession Module • Preliminary descriptive information • Some collection management fields • Descriptive and administrative outputs: • Accession record • Accession receipt • Acquisitions report • Processing reports • More… Archivists' Toolkit - MCN Presentation, November 3, 2005

  15. Description Module • Archival resources and digital objects • Inputs based on DACS, ISAD(G) • Outputs: • Collections guide • Printed finding aids • Administrative reports • More… • EAD • METS • MARC XML • MODS • Dublin Core • •PREMIS Archivists' Toolkit - MCN Presentation, November 3, 2005

  16. Location Module • For tracking “permanent” locations • Accommodate a range of practice • Outputs: • Location record • Shelf list • List of all locations for a resource Archivists' Toolkit - MCN Presentation, November 3, 2005

  17. Names Module • Authority control for names (personal, family, and corporate/conference) • Includes fields for contact information, biographical/historical note • Supports see also and see references • Outputs: • Source record • Sources list • EAC record Archivists' Toolkit - MCN Presentation, November 3, 2005

  18. Subject Module • Basic authority control for subjects • Can create records in advance or on an as-needed basis • Outputs: • Repository subject guide Archivists' Toolkit - MCN Presentation, November 3, 2005

  19. Search Module • For moderated use in reference setting • Features: • Search for resource by resource ID, title, creator, or subject • Search for resources, resource components, surrogates, and surrogate components by keywords in title • Search for locations by resource ID Archivists' Toolkit - MCN Presentation, November 3, 2005

  20. Record Tracking • Uniquely identifies each record • Allows repository to track creation and editing of records Archivists' Toolkit - MCN Presentation, November 3, 2005

  21. Archivists’ Toolkit: Application Architecture and Technology Lee Mandell, Design Team Manager

  22. Back End (database) • Developed with mySQL • Will work with many SQL databases both open source and commercial • Partial list: DB2, PostgreSQL, MySQL, Oracle, Sybase, Microsoft SQL Server, Informix, Ingres ... • Why SQL and not other technologies like xml and object databases? • Maturity of SQL databases • Likelihood of local IT departments having SQL expertise • Many existing open source projects to integrate into the projects. Archivists' Toolkit - MCN Presentation, November 3, 2005

  23. Front End (Client) • Needs: Cross platform (Mac OSX, Windows 98+, Linux), open source, sophisticated user interface capabilities • Solution: Java desktop client • Many more user interface options than a web based client • Will run on any computer with Java 5 (1.5) installed • Client and database can be installed on the same computer or on different computers. • Single machine configuration • Local network configuration • Wide area network configuration Archivists' Toolkit - MCN Presentation, November 3, 2005

  24. Open Source • SourceForge • Project will be listed by the end of the year. • Source code will be available in an early alpha version early next year for viewing only • When we enter beta testing we will be open to other developers joining the effort • Anyone will be able to download the source code and use it as they wish. • We hope a developer community will grow out of the project Archivists' Toolkit - MCN Presentation, November 3, 2005

  25. The Great Divideor in technical termsThe Paradigm Mismatch Java Object Oriented Programming Language SQL Relational Database Archivists' Toolkit - MCN Presentation, November 3, 2005

  26. HibernateA persistence layer • An open source project to bridge the differences between Java and relational databases • Saves us from rolling our own • Allows easy swapping of back end databases Archivists' Toolkit - MCN Presentation, November 3, 2005

  27. A Live Demonstration Archivists' Toolkit - MCN Presentation, November 3, 2005

  28. http://archiviststoolkit.org/

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