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Introduction to Kelli Babcock, Digital Initiatives Librarian Emily Sommers, Digital Records Archivist January 26th, 2018 University of Toronto Archives & University of Toronto Archives & Records Management Services Records Management

  1. Introduction to Kelli Babcock, Digital Initiatives Librarian Emily Sommers, Digital Records Archivist January 26th, 2018 University of Toronto Archives & University of Toronto Archives & Records Management Services Records Management Services http://utarms.library.utoronto.ca http://utarms.library.utoronto.ca Information Technology Services Information Technology Services http://its.library.utoronto.ca http://its.library.utoronto.ca

  2. Workshop - download materials ● Finding aid examples: https://goo.gl/R5vQeW ● Slides University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

  3. Workshop Outline ● About AtoM ● Why use AtoM? ● AtoM at the University of Toronto Libraries ● Demo: How to use AtoM to describe archival materials

  4. Learning Outcomes Understand what AtoM is ● Understand why U of T uses AtoM ● Be familiar with: ● ○ The AtoM user interface ○ How to create an archival description ○ Generating a PDF finding aid from an archival description ○ Creating and editing a repository record ○ AtoM general settings ○ Managing Users, Groups, and Permissions ○ Working with static pages and menu items

  5. Danielle Robichaud, Sara Allain (2017). No, we can't just script it: and other refrains from (tired) archival data migrators . http://hdl.handle.net/10012/12535

  7. Life Pre-AtoM Archival Typewritten Databases Management Finding Aids Software PDF Finding Aids HTML/EAD

  8. What is AtoM? Access to Memory ● First developed in 2007 by Artefactual Systems (New Westminster, B.C.), ● in collaboration with the International Council on Archives (ICA) ICA-AtoM vs AtoM ● 1.xx - ICA-AtoM ○ 2.xx - AtoM ○ Open Source ● A-GPL Version 3 licence - software ○ Creative Commons Attribution - ShareAlike 3.0 unported licence - ○ documentation Web based ● Interaction with the software is done through an internet browser ○

  9. About AtoM: Technical Overview AtoM consists of 1. Web pages HTML, CSS, JavaScript ○ 2. Web server i.e. NGINX or Apache ○ 3. CODE: PHP, Symfony, Elasticsearch, Gearman 4. Database MySQL ○ https://www.accesstomemory.org/en/docs/2.4/user-manual/overview/intro/

  10. About AtoM: Open source model Community-driven ● Users’ discussion forum ● Roadmap of new features ● Institutions can: ○ Sponsor features ■ Contribute code ■ https://wiki.accesstomemory.org/Releases/Roadmap

  11. Standards-based Repositories International Standard for Describing Institutions with Archival Holdings ( ISDIAH ) ● Authority records International Standard Archival Authority Records (Corporate bodies, persons, and families) ● ( ISAAR-CPF ) Archival descriptions Rules for Archival Description ( RAD) ● General International Standard Archival Description ( ISAD(G) ) ● Describing Archives: A Content Standard ( DACS ) ● Dublin Core Metadata Element Set, Version 1.1 ● Metadata Object Description Schema ( MODS ) ●

  12. Why use AtoM? University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

  13. AtoM at U of T ● Context ● U of T requirements ● Discover Archives University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

  14. Context In 2014, UTARMS identified the need for an integrated ● system for archival description because... Previously - descriptions were entered and accessed in ● many different places: InMagic DBTextworks Accessions database (also ○ acting as descriptive database) Finding aids (Word documents) ○ Online fonds listing in HTML on website ○ SIRSI (UTL catalogue) ○ Special media databases (in-house use only) ○ Subject guides and indexes (reading room only) ○

  15. Context Inconsistent descriptive practices ● Systems don’t speak to one another ● Many systems hidden from researchers ● Limits access to our holdings (can’t search across holdings at ● the file or series level) Inefficient use of staff time ● repeating description in multiple places ○ doing searches for researchers they could do themselves ○ extra time spent finding records ○ Cannot manage descriptions of large ingests of born-digital ● records

  16. U of T Requirements 1. Collaborative work flows 2. Standards based 3. Support the discovery of archives 4. Interoperable 5. Configurable 6. Community

  17. U of T Requirements Requirements AtoM Collaborative work flows Web based ; multi-department Standards based Built-in standards compliance w/web forms; RAD, ISAD(G), EAD, Dublin Core, MODS (can export MODS and crosswalk to MARC) Discovery Search/Browse; multi-lingual; hierarchical Interoperable Import / export friendly ; OAI-PMH; API feed Configurable Open source; community development Community Used across Canada with integration of international standards

  18. Why AtoM? UTL Needs AtoM Collaborative work flows Web based ; multi-department University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services Information Technology Services http://its.library.utoronto.ca http://its.library.utoronto.ca

  19. Why AtoM? UTL Needs AtoM Standards based Built-in standards compliance w/web forms; RAD, ISAD(G), EAD, Dublin Core, MODS (can export MODS and crosswalk to MARC) University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services Information Technology Services http://its.library.utoronto.ca http://its.library.utoronto.ca

  20. Why AtoM? UTL Needs AtoM Discovery Search/Browse; multi-lingual; hierarchical University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services Information Technology Services http://its.library.utoronto.ca http://its.library.utoronto.ca

  21. Why AtoM? UTL Needs AtoM Interoperable Import / export friendly ; OAI-PMH; API feed Configurable Open source; community development Community Used across Canada with integration of international standards University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

  22. Discover Archives : https://discoverarchives.library.utoronto.ca/

  23. Challenges ● Institutional buy-in Change can be hard! ○ Must be able to justify the importance of archival descriptive ○ software (vs. OPAC, MS Access DB, etc.) Open-source = open-ended development ○ Must always keep an eye on new releases for improved ■ functionality All desired functionalities are not there straight out-of-the box ■

  24. Challenges A multi-repository environment requires careful thinking about implementation and true collaboration Different archives have different ● Descriptive needs and practices ○ Staff time ○ Expertise ○ Investment in the project ○ Main challenge: balancing consistency and autonomy ● Ensuring everyone’s records are easily retrievable ○ Sharing authority records ○ Decisions on access points ○ Decisions on descriptive standards to use ○

  25. Challenges ● Legacy finding aids / metadata Unstructured data (i.e. Word documents) ○ Inconsistencies, typos, outdated standards and formats ○ Initial migration can be time-consuming ○ ● IT support Backups, updates, customization ○

  26. Challenges ● Documentation Tracking bugs, ○ workarounds, templates / customizations Don’t just email ○ your colleagues when issues arise! JIRA : issue tracking tool

  27. Demo of U of T’s Discover Archives University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

  28. Workshop - download materials ● Finding aid examples: https://goo.gl/R5vQeW ● Slides University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

  29. Workshop Go to https://demo.accesstomemory.org/ ● Login with demo@example.com ● Password = demo University of Toronto Archives & Records Management Services http://utarms.library.utoronto.ca Information Technology Services http://its.library.utoronto.ca

  30. Workflow example (1) Archival description Microsoft Word in AtoM Finding Aid CSV spreadsheet of finding aid data (e.g. file listings) Attach PDF of Microsoft Word Finding Aid

  31. Workflow example (2) Generate a PDF finding Enter descriptions aid from the archival through the user description entered in interface AtoM Publish archival description

  32. Other examples of AtoM Dalhousie University Archives ● Beaton Institute, Cape Breton University ● Mennonite Archival Image Database ● City of Vancouver Archives ● Oregon Historical Society Digital Collections ● World Bank Group Archives ● State Records Office of Western Australia ● Archeion, Ontario’s Archival Information Network ●

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