implementing archivists’ toolkit (at) in uga special collections esther giezendanner (cataloging),...
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Implementing Archivists’ Toolkit (AT) in UGA Special Collections
Esther Giezendanner (Cataloging), Abby Griner (Russell Library), Sheila McAlister (Digital Library of Georgia), and
Kat Shirley (Russell Library)
Sponsored by the Professional Development and Research Committee
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What is Archivists’ Toolkit?
Archivists’ Toolkit (AT) is an open source database that supports description and management of archival materials
AT consists of 4 sections: Names, Subjects, Accessions, and Resources
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What are UGA Special Collections doing with Archivists’ Toolkit?
Track incoming donations/transfers/purchases to the collection
Maintain name and subject heading authorities
Tracking the physical location of collection items within the department
Creating finding aids for online access
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Managing the Russell’s Accessions
Accessioning: “process whereby the custody of archival material is transferred to the repository”
Accessions numbers comprised of two parts – year received and accession sequence (2009.01, 2009.02)
Prior to Archivists’ Toolkit the Russell managed incoming material with the accession registers and an Access database
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Accessions Module
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Cataloging Hargrett manuscripts for addition to Archivist’s Toolkit
Esther Giezendanner
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At the beginning of the project:
Hargrett has ~3200 manuscript collections Some had MARC records from the GAMMA
project Many with a data sheet only- no finding aid or
MARC records Not in Archivist’s toolkit
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Workflow
A tracking document is updated throughout
Check Hargrett files
Create MARC record in OCLC
Import to GIL and assign
location codes Enter OCLC# in spreadsheet
for SheilaConsult Chuck
on questions
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Data collection
Based on accession folders Additional checklist
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MARC record
Similar to books:– Descriptive– Subject
Differences– Variety of information– Sources
We’re only doing regular cataloging!
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OCLC
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Move to GIL
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Challenges and progress
Volume Sources
– Hargrett– outside
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Turn it over to Sheila!
Update spreadsheet, entering OCLC numbers for easy access!
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Project Overview
MARC cataloging of collections Ingest of MARC records into AT Ingest of name authority records Outsourcing of box and folder lists Ingest of skeleton EAD
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MARC cataloging
Cooperative project with Cataloging Department, DLG, Hargrett
Checklist Hargrett staff overview Tracking through wiki
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Ingest of MARC records
Download MARCXML Toolkit from LC Set up file export preferences in OCLC Download binary MARC from OCLC Convert to MARC21slim XML Ingest into AT Add extent number and type Clean up
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OCLC Preferences
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MARC XML Conversion
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MARC Ingest Issues
Must delete file.mrc after each conversion Can only load one record at a time Can only ingest collection-level records (not
series-level) Resource record can be merged, but
duplication of SHs
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MARC Ingest Issues (2)
Name authority merging/updating required Reordering of subject strings Merging of name subdivisions
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Ingest NAME records
No current import of authority records Backdoor method (import dummy accession
record) Convert DLG NAME records to AT format for
ingest
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DLG’s NAME database
DLG’s name authority control database, http://purl.galileo.usg.edu/name/
Exports xml authority records through xml gateway
http://dlgmaint.galib.uga.edu/cgi-bin/name.cgi?userid=ultimate_xml&query=pj%3Acrdl%20and%20anpe:* (results)
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Ingest
Create dummy record Strip out unneeded elements and translate to
AT accession schema (see appendix “Preparing XML Accession Files” for field names)
Load in Delete dummy accession record
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Issues with authority ingest
No real ingest currently exists NAME not as granular as MARC Unable to pre-load alternative name forms Upcoming version will have greater name
authority functionality
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Outsourcing
Specs– Use modified DLG EAD specs (based on OAC)– No <eadheader> info– Only high-level <did> element filled in <unitid>
sample Scan/mark-up box folder lists
– Reflect <c0x> levels– <unittitle>– <unitdate>
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Finalizing Finding Aids
Upon vendor return, quality control Imported into AT Hooks onto already existing MARC record Export complete EAD file for XTF ingest
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XTF: What Is It and Why is Russell Library Using it?
Richard B. Russell Library for Political Research and Studies
University of Georgia Libraries
Abby R. Griner
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What is XTF?
eXtensible Text Framework“flexible indexing and query tool that
supports searching across collections of heterogeneous data and presents results in a highly configurable manner”
http://xtf.wiki.sourceforge.net/
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System architecture (simplistic and linear)
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How is Russell using it?
As a full-text searchable database to display finding aids for our open archival collections and selected accessions
In the future...to display online exhibits with digital objects
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Why is Russell using XTF?
Finding aids encoded for XTF can easily be imported into AT
Open source (Free as in kittens NOT beer) Extremely customizable Displays a variety of file types (xml, html, jpg, txt,
pdf) Does not require developer to have an extensive
programming background Full text search within XTF AND in Google
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Other Archives Using XTF
California Digital Library uses “XTF as a building block for new services and has used it to replace a number of systems previously used for text searching (i.e., DLXS, Greenstone, DynaWeb)”:http://oac.cdlib.org/search.findingaid.htmlhttp://www.calisphere.universityofcalifornia.edu/
OhioLINK (consortium of Ohio libraries)http://ead.ohiolink.edu/xtf-ead/
Digital Library of Georgiahttp://redandblack.libs.uga.edu/xtf/browse/1915.html
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What You Can Expect to See:
Over 100 of Russell Library's collections (box and folder lists included) available for public access
Soft launch (“beta”) – 1st week of June 2009 Hard launch – August 2009 Be on the lookout:
http://russelldoc.galib.uga.edu/russell/