providing online access to the hkust university archives: ead to innopac sintra tsang and k.t. lam...
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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 InnovativeUsers Group Meeting 11-12 December 2006
Outline
Part I– HKUST University Archives– Access to University Archives
Part II– EAD Project– EAD2III
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
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.
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
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
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
Access to University Archives –Digital University Archives
http://archives.ust.hk/ Scope Database structure Highlights Impacts
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.
Digital University Archives -- Database Structure
Document title Record group / series / folder Originating office Event date Project investigator Keywords Access group and level
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
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
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)
Access to University Archives –Catalog Record
AACR Ch. 4 Archives, Personal Papers, and Manuscripts : A Cataloging Manual (APPM)
A mapping from DACS elements to EAD tags and MARC21 tags
Source: http://www.archivists.org/publications/DACS_TableC5_Erratum.pdf
A comparison of APPM, MARC, DACS and EAD
Descriptive standard Encoding standard
Catalog record
APPM -- 1.5B1
Textual materials: 16.21 linear feet
Electronic records: 6.3 megabytes
MARC -- tag 300
300 |3Textual materials: |a16.21 |flinear feet
300 |3Electronic records: |a6.3 |fmegabytes
Finding aid
DACS -- 2.5.8
16.21 linear feet of textual materials, 6.3 megabytes of electronic records
EAD -- <extent>
<extent>16.21 linear feet</extent> of <genreform>textual materials, </genreform>
<extent>6.3 megabytes</extent> of <genreform>electronic records</genreform>
e.g. Physical description area
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
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
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
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
EAD Cookbook 2002 Library as seen in NoteTab Pro software- Note the EAD XML file in the editing window
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
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
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
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”
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
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.