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The Archivists’ Toolkit

Develop digital tools to streamline archival processing, integrate key functions, produce diverse outputs, and deploy in various archival settings.

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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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