York St John University | yorksj.ac.uk

1. Implementing PTFS ArchivalWare at York St John University: a project under the JISC Repositories Start-up and Enhancement (SUE) strand Helen Westmancoat Lauren Shipley York St John University |www.yorksj.ac.uk

2. Background to the project Choosing the software Implementation Demonstration – flexibility, interoperability, customisation Future developments York St John University |www.yorksj.ac.uk

3. Background • Small HE institution – located in the centre of York, c. 5600 students • Collaborating for Creativity (C4C) Centre for Excellence in Teaching and Learning • JISC Funding granted September 2007 – YSJ DigiRep York St John University |www.yorksj.ac.uk

4. Background - Pilot project York St John University |www.yorksj.ac.uk

5. Arts & Health c.21 Interpretations of Renaissance Texts Creativity in Theology Dance & Diversity Public Service Announcement Tanka: Art & Writing Sympathetic Vibration Background - Pilot project York St John University |www.yorksj.ac.uk

6. Arts & Health c.21 Interpretations of Renaissance Texts Stills Video Text Audio Creativity in Theology Dance & Diversity Public Service Announcement Tanka: Art & Writing Sympathetic Vibration Background - Pilot project York St John University |www.yorksj.ac.uk

7. Background Sample images Plus videos, theses, research papers, exam papers, items from our Victorian Childrens’ books collection and from the newly acquired Theatre Royal archive York St John University |www.yorksj.ac.uk

8. Choosing the software We were looking for a solution that could interoperate with our other systems, allowed us to be flexible with the kinds of materials we could accommodate, had an interface we could customise easily… York St John University |www.yorksj.ac.uk

9. Choosing the software • Plan was to implement Hyperion • Enter PTFS (Europe) and ArchivalWare • MIDESS software comparisons - http://ludos.leeds.ac.uk/midess/MIDESS%20workpackage%202%20-%20Functional%20and%20Technical%20Requirements%20Specification.pdf York St John University |www.yorksj.ac.uk

10. Choosing the software York St John University |www.yorksj.ac.uk

11. Choosing the software • SaaS option • Host ourselves • Sustainability • Customisation York St John University |www.yorksj.ac.uk

12. Implementation • 2 day project workshop • 2 days training • Configuration York St John University |www.yorksj.ac.uk

13. We were looking for a solution that could interoperate with our other systems, allowed us to be flexible with the kinds of materials we could accommodate, had an interface we could customise easily… York St John University |www.yorksj.ac.uk

14. Flexibility • Multimedia – handles sound files, different kinds of movie files, photographs and full text • Different collections, or libraries, allow you to split discrete collections logically • Powerful user management can be used to restrict access to collections • Browse hierarchy imposes logical organisation to information • Web-based, with the flexibility of that medium York St John University |www.yorksj.ac.uk

15. Flexibility • The software’s flexibility will allow us to use it as: • the back-end store for an e-zine aboutEnquiry-based learning • a traditional institutional repository for theses and dissertations and other research • a showcase for C4C and ALPS CETL project outcomes • a discovery tool for special library collections (including Victorian children’s books and an archive of theatrical paraphernalia) York St John University |www.yorksj.ac.uk

16. Interoperability • every item in the archive has a unique ID, allowing it to be referenced from outside the archive • OAI-PMH (Open Access Initiative – Protocol for Metadata Harvesting) is in-built • Dublin Core (the default metadata schema) maps to MARC21 relatively well • Web-based York St John University |www.yorksj.ac.uk

17. Interoperability • The software allows us to: • build web front ends to act as gateways into different parts of the archive • link directly to items from the library catalogue (with or without the context of their metadata) by using the 856 field • link to items from within the virtual learning environment, by using the item’s unique ID to construct a static URL • search the archive from external search engines, such as Google Scholar, Intute Repository Search or OAIster (via the Open Archives Initiative) York St John University |www.yorksj.ac.uk

18. Customisation • Web-based, so edits can be made using HTML and CSS – configurable files include welcome.html • Internal configuration – pick lists, libraries, search preferences, visible fields, etc. York St John University |www.yorksj.ac.uk

19. Customisation • This arrangement means we can: • build an accompanying website for archive-related resources that can be identified visually with the archive itself – stamp our identity on to the archive • configure the internal structure and layout of the archive to best suit the needs of our users and the types of collections we’re storing York St John University |www.yorksj.ac.uk

20. Future developments • Adding new collections- Women’s voices • Using archive for e-zine • Digitisation of other materials – Theatre Royal archive, Rees-Williams Victorian Children’s book collection • Official launch of archive • Set up user group York St John University |www.yorksj.ac.uk

21. Contact us • Helen Westmancoat, Deputy University Librarian h.westmancoat@yorksj.ac.uk • Lauren Shipley, Digital Archive Development Coordinator l.shipley@yorksj.ac.uk • Project blog - http://ysjdigirep.blogspot.com/ • Digital suppository repository: easing the passage from hard copy to electronicLottie Alexander, Academic Liaison Librarian York St John University |www.yorksj.ac.uk