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Providing Online Access to the HKUST University Archives: EAD to INNOPAC

Learn about the HKUST University Archives and their digital collections, as well as the EAD project and its impact on providing online access to the archives. Findings aids, catalog records, and encoding standards are discussed.

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Providing Online Access to the HKUST University Archives: EAD to INNOPAC

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  1. Providing Online Access to the HKUST University Archives: EAD to INNOPAC Sintra Tsang and K.T. Lam The Hong Kong University of Science and Technology 7th Annual Hong Kong Innovative Users Group Meeting 11-12 December 2006

  2. Outline • Part I • HKUST University Archives • Access to University Archives • Part II • EAD Project • EAD2III

  3. Part I. University Archives • HKUST University Archives • Mandate • The Formation Years • Retention Guidelines • Repository • Organization • Access to University Archives • Digital University Archives • Finding Aids • Bibliographic Records

  4. HKUST University Archives – Mandate • To collect and preserve “legally important” and “historically valuable” materials including official papers, publications and agreements; internal planning documents; and major committee reports for the entire university community.

  5. HKUST University Archives –The Formation Years • Mandate from the Founding President • Established in 1996 • 50+ visits and record surveys were conducted in the first year • Acquired 100+ linear feet of materials

  6. HKUST University Archives – Retention Guidelines

  7. HKUST University Archives – Retention Guidelines

  8. HKUST University Archives – Repository • 600+ linear feet (200 book shelves) of materials • Administration records, agreements, floor plans, etc. • Artifacts: architectural model • University publications • 35,000 photos and slides

  9. HKUST University Archives – Organization • 60+ Record Groups and subgroups

  10. HKUST University Archives – Organization

  11. Access to University Archives • Digital University Archives • PDF file of Individual document • Finding Aid / Archival Inventory • A document describing the materials in a record group or subgroup • Catalog Record • Bibliographic record of individual record group or subgroup

  12. Access to University Archives –Digital University Archives • http://archives.ust.hk/ • Scope • Database structure • Highlights • Impacts

  13. Digital University Archives -- Scope • Crucial administrative documents, e.g. • Senate meeting records • Committee / Task Force records • Publications • Newsletters • Academic calendar • Congregation program • Press releases • Etc.

  14. Digital University Archives -- Database Structure • Document title • Record group / series / folder • Originating office • Event date • Project investigator • Keywords • Access group and level

  15. Digital University Archives -- Highlights • 18,400 documents in 136 record series • Access control on restricted documents • Substantial customization to accommodate authentication • Provide staff, administrators and alumni convenient access to administrative documents and publications • Full-text • Chinese and English search • Internet access

  16. Digital University Archives -- Impacts • Positive feedbacks • Centralized database for all offices & departments • Eliminate duplicate effort in building individual database for administrative records • Encourage cooperation • Being recognized

  17. HKUST University Archives – Organization

  18. Access to University Archives –Finding Aid • A document describing a group of records originating from the same functional unit • Descriptive standard: Describing Archives: A Content Standard (DACS) • Encoding standard: Encoded Archival Description (EAD)

  19. Access to University Archives –Encoded Finding Aid

  20. Access to University Archives –Catalog Record • AACR Ch. 4 • Archives, Personal Papers, and Manuscripts : A Cataloging Manual (APPM)

  21. A mapping from DACS elements to EAD tags and MARC21 tags Source: http://www.archivists.org/publications/DACS_TableC5_Erratum.pdf

  22. A comparison of APPM, MARC, DACS and EAD e.g. Physical description area

  23. Access to University Archives – Summary 600+ linear feet of archival materials from 60+ offices

  24. Part II. EAD and EAD2III • EAD Project • Authoring Finding Aids in EAD XML schema • Publishing them to the Web • EAD2III • Web-based application to automatically loading bibliographic data in EAD XML files to INNOPAC

  25. EAD Project • Before 2005 - University Archives Findings Aids were created and maintained as static web pages • No standardization on metadata schema • No standardization on content description • Not interchangeable with other systems, such as Library Catalog

  26. EAD Project [2] • Mid 2003 - Systems and Archives staff began to evaluate the feasibility of using EAD’s XML-based schema to encode our finding aids • We evaluated: • EAD Cookbook 2002 for authoring and publishing finding aids [http://www.archivists.org/saagroups/ead/ead2002cookbookhelp.html] • XMetaL and NoteTab Pro for creating and editing XML files

  27. EAD Project [3] • January 2005 – Migrated the authoring and web publishing of University Archives Finding Aids to the EAD environment • Based on software library and tools provided by the EAD Cookbook 2002, with local customization on its XSLT files • Purchased NoteTab Pro software for use by Archives staff

  28. EAD Cookbook 2002 Library as seen in NoteTab Pro software- Note the EAD XML file in the editing window

  29. EAD Project [4] EAD Cookbook 2002 with NoteTab Pro: • Create or open an EAD XML file for editing • Parse and validate the XML file • Transform the XML file to HTML format • Post the HTML version of the Finding Aids to web server Example of transformation: • HTML version • XML version

  30. EAD Project [5] • The customized versions of the XSLT files are available for download from HKUST Library’s Resource Sharing Pool http://library.ust.hk/software/ead.html

  31. EAD2III • Bibliographic records are created on INNOPAC for each Record Groups in the University Archives • This cataloging effort is duplicating, because the bibliographic data is ready available in the EAD XML files created for the Finding Aids • In need of a program to automate the loading of EAD bibliographic data to INNOPAC

  32. EAD2III [2] • EAD2III was developed in November 2006 to serve the need • It is a web-based application that allows Archives staff to automatically: • extract the bibliographic data from an EAD XML file; • convert it into MARC (ISO 2709) format; and • load the MARC data stream to INNOPAC, via the “OCLC to INNOPAC Interactive Interface”

  33. EAD2III [3] • Interactive loading of record to INNOPAC is based on a technique we developed in 2003 for our Name Access Control Repository Project [http://library.ust.hk/info/nac/] • There was need to interactively convert a NAC record to authority record in MARC format and automatically load it to INNOPAC • EAD2III is Java-based, with Tomcat as servlet container, and XSLT

  34. EAD2III [4] • EAD2III Demonstration • Will turn EAD2III into open source software and make it available in the HKUST Library Resource Sharing Pool, if others are interested in • We will use EAD2III framework to create yet another project for interactively loading bibliographic records obtained from external sources to INNOPAC. Stay tuned.

  35. Thank You!

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