archeion workshops, march 2012
DESCRIPTION
Slides presented at Archeion workshops in March 2012.TRANSCRIPT
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Archeion Workshop
Amanda HillArcheion Coordinator
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ARCHEION
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Archeion
• Ontario’s archive information network• Established in 1999• Holds over 8,000 fonds- and collection-level
descriptions from more than 70 institutions across Ontario
• One of a network of provincial systems feeding in to ArchivesCanada
• Major upgrade in 2011 with a move of all existing information to ICA-AtoM software
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Old ARCHEION combined creator information with fonds description
Information about
records
Information about
creator(s)Archival description
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Institutional information held elsewhere
Information about
records
Information about
creator(s)Archival institutions
Held in ARCHEION
Held on AAO site
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New Archeion’s structure
Online display
Archival institutions
Record creatorsArchival descriptions
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Standards-based records
• ISDIAH – International Standard for Describing Institutions with Archival Holdings
• RAD – Rules for Archival Description
• ISAAR-CPF – International Standard for Archival Authority Records - Corporate, Personal, Family
Archival institutions
Archival descriptions
Record creators
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Easy to update
Archival institutions
Archival descriptions
Record creators
All these records can be edited by
Archeion contributors
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CREATING ARCHEION RECORDS: INSTITUTIONAL INFORMATION
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Institution records (ISDIAH)
• Minimal records at the moment– Name of institution– Contact details
• Can hold a lot of quite detailed information:– Opening hours– Accessibility – Collecting policy…
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Form-based data entry
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Click on headings to open section
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CREATING ARCHEION RECORDS: AUTHORITY RECORDS
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Authority records (ISAAR-CPF)
• Records describing people, organizations, families who created records or were the subject of them
• Created using Biographical sketch/Administrative history fields from existing ARCHEION records
• Can hold additional information, allowed for by the ISAAR-CPF standard
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Check existing authority files
• Import from ARCHEION usually worked fine, but occasional issues
• If there was more than one creator associated with a fonds, the biographical/admin information might have been linked with the wrong one
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Authority file import issues
• Biographical information was overwritten if a name appears more than once– Not a problem within a single repository– Can be an issue if an archive creator is represented in more
than one repository– Or if records for a single individual exist in both English and
French versions
• Check your own descriptions for anomalies– Original EAD records from the old system have been retained
and information can be retrieved from them, if needed
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Creating new authority files
• Log in to Archeion
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Authority record editing screen
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Mandatory fields
• Type of entity– Corporate body, Family or Person
• Authorized form of name• Dates of existence– Put dates here rather than in the name field
• Description identifier– Leave this blank unless you have a local identifier
for name authority files
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Other important fields
• Other forms of name– E.g. maiden names, pseudonyms
• History– Narrative (equivalent to RAD Biographical
Sketch/Administrative History)• Language– Record the language of the authority file
• Source– Record any printed or online sources used in creating
the authority record
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Relationships
• Separate authority files can be linked to more than one archival description, saving duplication of information
Record creator
Archival description
Archival description
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Relationships between creators
• Links can also be made between authority files
Organization
Organization
Person
Family
Member of
Predecessor of
Founder
of
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Categories of relationship
• Hierarchical– Superior/subordinate, owner of/owned by
• Temporal– Over time, e.g. predecessor/successor
• Family• Associative– Any other sort of relationship between entities
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Links between authority files
• A link between two authority records can be made in either record
• Once established, the link will automatically appear in the other file
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Tips for authority files
• Check that the person/family/organization isn’t already in the system before you start creating one
• You can edit existing authority records, even if you did not create them, but you can’t delete them– Think of the authority files as a community resource– Don’t get too possessive about them
• We don’t want any Wikipedia-style editing wars
• Once you click ‘Create’, the authority file record is live on the Archeion website and visible to Google, even if you have marked it as a draft
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CREATING ARCHEION RECORDS: ARCHIVAL DESCRIPTIONS
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Archival descriptions
• Form is designed to reflect the fields in the Rules for Archival Description
• ‘Archeion for Archivists’ manual acts as a RAD-refresher for the fields required by Archeion
• It is easier to create authority files for creators of archives before you start on the archival description
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Mandatory fields
• Title proper
• Level of description
• Repository
• Name of creator
• Date
• Physical description
• Scope and content
• Language (of materials)
• Restrictions on access
• Finding aids
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Creation fields
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Creation fields
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Dates of creation area
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Access points
• Archeion now has a place-name gazetteer and a list of (very general) subject headings
• Start typing a place name or subject and choose it from the drop-down list to add it to your description
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Publishing descriptions
• Possible rights in relation to archival descriptions:– Create– Edit– Delete– Publish
• You will generally only have the right to edit, create, delete and publish your own institution’s descriptions
• Rights are customizable for each user of Archeion• Your institution must be an institutional member of
the Archives Association of Ontario
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Tips
• You do not have to complete your description in one sitting
• Save your work at any time by clicking the 'Create' button at the bottom of the editing window (it then becomes a ‘Save’ button)
• An archival description is not visible to the public (or to search engines) until you change its status from ‘draft’ to ‘published’
• You can edit your description at any time, before or after publication, to correct it or add new information
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More tips
• Be concise• Put key information at the start of longer text
fields, particularly:– History of person/family/corporate body– Scope and content
• Remember you are writing for a global audience– The reader is (probably) not in your building
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In your first sentence…
• Include the name, birth and death dates, major occupation, and geographical area of the creator(s) in the biographical sketch/ administrative history.– Adam Lindsay Webb (b. 1879) was a physician who
practised in Brighton, Ontario.
• Give a single sentence overview in the scope and content note.– Fonds consists of photocopies of records created and
received by A.L. Webb, primarily relating to his medical practice.
Remember world-wide context…
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Pitfalls
• Be careful when linking your description to your institution and to creators
• It’s easy to accidentally create a new institution or a new creator if you don’t click on the existing one
• Just type a few characters, not the whole name, then click on the name in the list
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Adding lower levels of description
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Display of lower levels
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Information needed at lower levels
• You don’t need to add:– Repository– Creator (unless different
from top level)– Custodial history– Finding aids– (anything which is the same
for the whole fonds)
• You do need:– Title– Dates of creation– Physical description– Scope and content
• Some details are inherited from the fonds or collection description
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Adding digital objects
• Digital materials can be added to archival descriptions at any level– You might want an image at fonds- or collection-level
to represent the whole group of records– Or you could associate a digital object from a
description of an item
• You can either upload objects to Archeion (cost implication) or link to objects hosted elsewhere (free)
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Adding digital objects
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Adding digital objects
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Costs
• Artefactual will provide hosting space for digital objects
• AAO will pay for 1 gigabyte of storage space for institutional members
• Any additional space will be paid for by institutions to Artefactual
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DEMO
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