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EMu and Archives Management at The Henry Ford: An Update

EMu and Archives Management at The Henry Ford: An Update. Brian Wilson KE EMu North America User Conference Winterthur Museum, Garden & Library 17 October 2013. Primary Workflows. Preservation. Arrangement. Access Use. Description. Acquisition. Selection. Inventory. Storage.

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EMu and Archives Management at The Henry Ford: An Update

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  1. EMu and Archives Managementat The Henry Ford: An Update Brian Wilson KE EMu North America User Conference Winterthur Museum, Garden & Library 17 October 2013

  2. Primary Workflows Preservation Arrangement Access \ Use Description Acquisition Selection Inventory Storage Archival Workflow Item Digitization Workflow Storage Imaging Selection Processing Acquisition Description Preservation Access \ Use

  3. Workflows and Archival Collection Hierarchy Accession Archival workflow Digitization workflow Collection Series I <c01> Archival workflow Series II <c01> File <c02> File <c02> Item <c03> Digitization workflow Item <c03> Multimedia Digitization workflow Multimedia

  4. Acquisition: Accession Lot Records

  5. Selection: Event Records

  6. Selection: Objects w/ and w/o Records

  7. Imaging • Three primary in-house sources • Museum photography (3D objects) • On-demand scanning (2D reflective and transparent) • Rapid imaging (2D reflective) • 5000-10,000 objects imaged per year • Nearly 20,000 objects on digital collections website • 2.5-3 : 1 ratio images to objects • 0.75 – 1.5 TB master file data volume • All three sources deliver access images to EMu • Manual and import methods for record creation and attachment

  8. Rapid Imaging: Multimedia Records and Imports • Spreadsheets to record image metadata • Data includes links to image files • Data exported as CSV • CSVs imported into EMu • MM records created w/ attached images

  9. Item Description: Metadata • In selected cases creating “Low-Res” records: • Increase rate of record production • Aggregate titles and subject terms • Fewer subject terms

  10. Item Description: Record Creation • Rapid Imaging using batch methods • - Templates and CSV • - Alone and in combination

  11. Archival Description: Record Structure and Creation Accession manual entry Collection (Single-Level) (Multi-Level) ead import or manual, template, or csv import Series I <c01> Series II <c01> File <c02> File <c02> Item <c03> template, csv import or manual Item <c03> Multimedia csv import or manual Parent/Child Attachment Multimedia

  12. Archival Description: Single-Level Record

  13. Archival Description: Multi-Level Records Series Sub-series File Item

  14. Archival Description: Relating Multi-Level Records Collection (parent) Link child to parent Series (child)

  15. Archival Description: Multi-Level Hierarchy

  16. Archival Description: Record Creation Methods • Manual data entry • Template and Ditto functions • CSV import • Create from Excel or similar • XML import • Encoded Archival Description or similar XML • XSLT provides mapping • Combinations of the above

  17. Archival Description: EAD Import Example Accession 232, World’s Fair Photographs series • 2100 lines of xml • 203 linked records EAD segment CMS Record Tree

  18. Archival Description: EAD Output EAD output concept tested • Goal to “round trip” EAD • Created catalog module XML report • Report run against collection record • XSLT file transforms report to valid EAD • Transform done external to EMu using Oxygen XML XSLT

  19. Storage: Locations for Physical Material Physical location scheme • Split physical from intellectual location • Similar to 3D object location scheme Current flat structure • 232 World's Fair Photographs.Box 1.Chicago World's Fair--No.1-15 Shift to Hierarchy • Benson Ford Research Center • Collections • A34.A6 • 64.167.232.0.B1 • 64.167.232.0.B1.F1

  20. Storage: Records for Shelf, Box and Folder Shelf (Location) Box (Holder) Folder (Holder)

  21. Storage: Digital Material Symbol Key • Files • Metadata • Network Storage Archival Storage AIP Preservation Files THF Network Boundary Ingest Preservation Actions DA Output SIP Original Files Scan Output Files on External Drive Or Workstation Preservation on ‘Parks’ DA Output Duke Data Accessioner Application (DA) Dissemination DIP Access Files CCO Metadata EMu THF Scanning Output File Pipeline Based on 31May2012; B. Wilson

  22. Item Access/Use: Access Points Kiosks Firewall Staff EMu Client Public EMu SQL EMu Web Mobile Site Web

  23. Archival Collection Access/Use: Access Points MARC Firewall EMu Public Staff PDF OCLC XTF

  24. Further Work: EMu • Development of revised tab and field arrangement • Use of markup in text fields • <list> for example • Linked fields redefined as free text • Acquisition, Author, Sponsor • Finish work on Locations and Holders • Incorporate into XML-out report and EAD XSLT • Hierarchy display tool sort order • Affects display and drag-drop • Manual work-around to allow data export

  25. Further Work: Internal • Data entry, data entry, data entry… • Clean up data, clean up data, clean up data… • Workflows and practices need modification • Record creation - who, what, when • Division of work between Registrars and Archives • Redesign of internal and public facing websites

  26. More Issues to Consider Changes to Key Archival Standards • Recently released update to DACS (2nd Ed) • Impending revisions to EAD schema (EAD3) Digital Preservation • Issues involving attachments • File format(s) • Storage of master as well as access copy • Backup / replication of EMu database • File storage, management and access

  27. Thank you. Brian Wilson Benson Ford Research Center The Henry Ford Dearborn, Michigan brianw@thehenryford.org @brilwil

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