Archivists' Toolkit - SAA Annual Meeting, August 20, 2005 Archivists’ Toolkit Towards Streamlined...
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Transcript of Archivists' Toolkit - SAA Annual Meeting, August 20, 2005 Archivists’ Toolkit Towards Streamlined...
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Archivists’ Toolkit Towards Streamlined Archival Workflow
Lee MandellKelcy ShepherdBrian Stevens
Brad Westbrook
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Overview• Project Update
– Project Objective and Staff– First year efforts– Goals for second year– Prospects beyond the grant period
• AT Software Specification– Specification Framework– Specification Modules– Application architecture and technology– Demonstration example
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Project Objectives• Digital tools to support archival processing in a manner
that promotes efficiency and standardization
• Focus on core archives functions of accessioning, resource description, subject and name management and application, and resource location
• Support outputs such as EAD, EAC, METS, and various administrative reports
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Project Team• Brian Schottlaender, UCSD, Co-Principal Investigator
• Carol Mandel, NYU, Co-Principal Investigator
• Brad Westbrook, Proj. Mgr & Spec Team Leader
• Lee Mandell, NYU, Design Team Mgr
• Kelcy Shepherd, Analyst
• Brian Stevens, Analyst
• Luc Declerck, UCSD, and David Ackerman, NYU, Administrative Oversight
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Project Advisory Board
• Robin Chandler, CDL
• Michael Fox, MHS
• Merrilee Proffitt, RLG
• Richard Szary, Yale
• Guenter Waibel, RLG
• Beth Yakel, U Mich
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Project Partners• Bates College
• Five Colleges: Amherst College Archives and Special Collections, Hampshire College Archives, Mount Holyoke College Archives and Special Collections, Smith College Archives & Sophia Smith Collection, & UMass-Amherst, Special Collections and Archives
• NYC: The American Museum of Natural History, The Brooklyn Museum of Art, Carnegie Hall, The Center for Jewish History, & Manhattan College
• NYU: Fales Library, Tamiment Library, University Archives
• UCSD: Mandeville Special Collections & SIO Archives
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
First Year Accomplishments
• Functional Requirements Identified
• Application Specification Composed
• Design Team Manager Hired
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Goals for Second Year• Build Prototype from AT Specification
– Interface Design• Compose User Documentation
– User Manual– Application Help Module– Installation Scripts
• Test Application and Documentation– Functional Testing– Usability Testing
• Formulate Business Plan• Release Tested Application
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Prospects Beyond the Grant Period
• Modular Design Architecture in Open Source Software
• Possible Extensions include
– More Robust Collection Management Module– Additional Tools to Support Ingest of Local Data– Extended Digital Object (Surrogate) Module– User Registration / Resource Use Module
• Shared Development
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Application OverviewBrian Stevens
New York University
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
– General Description– Product context– Software system– Context diagram– Application diagram– Software system attributes– Installation requirements– Performance requirements– Design constraints– Other requirements– User characteristics– Task list– Data flow diagram– Data dictionary
Pieces Included in the Specification Overview
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
General Description
• Problem Statement
• Purpose of the Software Specification
• Scope of the Archivists’ Toolkit
• Glossary
• Data Dictionary
• References
• Acknowledgements
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
The Toolkit Functions
• integrate key functions in the archival descriptive cycle
• ingest extant metadata about collections in the form of EAD finding aids and MARC records
• use a relational database management system with Java Swing client user interface
• be deployable in a range of archival repositories
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Design Overview•Administration/Project Management
•Ingest
•Accession
•Location
•Names
•Subjects
•Audit
•Search
•Description
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Task List
• Prerequisites• Installation• Application / Project Management• Manage Records• Audit Trail• Record Navigation• Generate Report• Search Database
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Application Software System
• Software system attributes
• Installation requirements
• Performance requirements
• Design constraints
• Other requirements
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Ingest
DescriptionAccessionName table
(creators, donors, personal name subjects, executors)
Subject table(topical, genre, and
geographic subject terms)
Location
Audit Tracking
Help Search
Toolkit Context Diagram
Entry InterfaceSystem
Administration Interface
Search interface
=
See next page for outputs
Application=hexagonModules=rectangles (shadow indicates primary modules)Screen Output=circlePaper Output=rounded squareInterface=triangle
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
accessions description
Administrative/project
management
search
On-screen search output
name
subject
location
Data entry
audit
Set defaults
Audit output
Adminstative settings
Permissions
entry entry
Search audit
entry
entry
entry
project parameters
Reference
Log in
Administrative in orange
Data entry in purple
Reference in yellow
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Functional ModulesKelcy Shepherd
Five Colleges
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
• Establish repository record
• Manage users
• Customize default fields, required fields, input forms
• Create project definitions
Application/Project Management
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Ingest Module• EAD version 1.0 and
2002 (XML)
• MARC XML
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Accession Module• Preliminary descriptive information
• Some collection management fields
• Descriptive and administrative outputs:– Accession record– Accession receipt– Acquisitions report– Processing reports– More…
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Description Module
• Archival resources and surrogates
• Inputs based on DACS, ISAD(G)
• Outputs:•EAD•METS•Dublin Core•Collections guide
•MARC XML•MODS•Printed finding aids•More…
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Location Module
• For tracking “permanent” locations
• Accommodate a range of practice
• Outputs:– Location record– Shelf list– List of all locations for a resource
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Names Module• Authority control for names (personal, family,
and corporate/conference)• Includes fields for contact information,
biographical/historical note• Supports see also and see references• Outputs:
– Source record– Sources list– EAC record
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Subject Module
• Basic authority control for subjects
• Can create records in advance or on an as-needed basis
• Outputs:– Repository subject guide
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
• Uniquely identifies each record
• Allows repository to track creation and editing of records
Audit Tracking
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Search Module• For moderated use in reference setting
• Features:– Search for resource by resource ID, title,
creator, or subject– Search for resources, resource components,
surrogates, and surrogate components by keywords in title
– Search for locations by resource ID
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Archivists’ Toolkit:
Application Architecture and Technology
Lee Mandell, Design Team Manager
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Back End (database)
• Developed with mySQL• Will work with many SQL databases both open
source and commercial– Partial list: DB2, PostgreSQL, MySQL, Oracle, Sybase, Microsoft
SQL Server, Informix, Ingres ...
• Why SQL and not other technologies like xml and object databases?– Maturity of SQL databases– Likelihood of local IT departments having SQL expertise– Many existing open source projects to integrate into the
projects.
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Front End (Client)
• Needs: Cross platform (Mac OSX, Windows 98+, Linux), open source, sophisticated user interface capabilities
• Solution: Java desktop client– Many more user interface options than a web based client– Will run on any computer with Java 5 (1.5) installed
• Client and database can be installed on the same computer or on different computers.– Single machine configuration– Local network configuration– Wide area network configuration
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
Open Source
• SourceForge– Project will be listed by the end of the year.– Source code will be available in an early alpha
version early next year for viewing only– When we enter beta testing we will be open to other
developers joining the effort
• Anyone will be able to download the source code and use it as they wish.
• We hope a developer community will grow out of the project
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
The Great Divideor in technical terms
The Paradigm Mismatch
JavaObject Oriented
Programming Language
SQLRelational Database
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
HibernateA persistence layer
• An open source project to bridge the differences between Java and relational databases
• Saves us from rolling our own• Allows easy swapping of back end
databases
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
A Live Demonstration
Archivists' Toolkit - SAA Annual Meeting, August 20, 2005
http://archiviststoolkit.org/