the long road to archivists' toolkit
DESCRIPTION
Finding the Right Archival Collections Management System, Syracuse University ArchivesTRANSCRIPT
The Long Road to Archivists’ Toolkit:
Finding the Right Archival Management System
Syracuse University Archives
March 2012
Why Do We Need New Archival Management Software?
Multiple databases are servingdifferent functions:
Box inventoriesAccessionsAudio-visual materialsDissertations & masters thesesScanned imagesLoansEtc.
3 different types of databases:
VersatileMS AccessFileMaker Pro
….and a bunch of paper files:
Donor and collection information
CorrespondenceReference tracking
Current collections database
is just not cutting it.
Our Sad Attempt to Kick-Start this Baby
How did we get started??
2009 SAA webinar: Archival Content Management Systems
And then we waited a year…
Can We Get a Push Here, Please?.....Somebody?
SU Information TechnologyServices Support
Enterprise Process Support Project Managers assigned to help us.
Figuring out What in Heck We’re
Doing
Developed a Project Plan
overview of projectobjectivestarget dates other parameters
Examined Archives’ workflow
What happens when materials are donated?
What information goes in which database or paper file?
Identified what our current databases do well and do not do well (or at all)
Example:
-Versatile is great at space management.
-Versatile does not provide much collection management.
Specifications• Collection management • Accession • Track retrievals & loans • Full text & keyword searching • Space management • Donor tracking • Research management • Auto-generate numbers • Accessibility
• Data sharing
• Integration • Allows import from legacy systems • Security • Reporting • Overall ease of use/navigation • System requirements • Export data to create finding aids • Cost
Archival Software Gets Swanky
Gathered together a pool of candidates:
ArchivalWare DLS CALM Cuadra StarEloquent Minisis, Inc. Archivists Toolkit Archon Tabularium CollectiveAccess
Initial review:
Size, history and maturityPlatformSpecifications
Made a short list.
Attended demos by vendors and played in sandboxes
Cuadra Star
Eloquent
Minisis
Why Nothing was Right
What about our staff members who are less tech-savvy? Will they be comfortable using this software?
What about our staff members who are less tech-savvy? Will they be comfortable using this software?
Do any of us feel comfortable using this software?
What about our staff members who are less tech-savvy? Will they be comfortable using this software?
Do any of us feel comfortable using this software? Is anyone else feeling overwhelmed by this software?
What about our staff members who are less tech-savvy? Will they be comfortable using this software?
Do any of us feel comfortable using this software? Is anyone else feeling overwhelmed by this software? Seriously, doesn’t this feel like overkill?
What about our staff members who are less tech-savvy? Will they be comfortable using this software?
Do any of us feel comfortable using this software? Is anyone else feeling overwhelmed by this software? Seriously, doesn’t this feel like overkill? We won’t use even half the fields and we’d have to pay how much?
Maybe the Cheap Stuff Will Work Out After All
FileMaker Pro
Archivists’ Toolkit
Embracing Open Source Software
(and freaking out a little)
Cleaning up our act (data)
Cleaning up our act (data) Re-orienting how we think about the collections, boxes, and folders
Cleaning up our act (data) Re-orienting how we think about the collections, boxes, and folders Re-thinking old processes
Helpful Resources
Archival Management Software: A Report for the Council on Library and Information Resources (January 2009) by Lisa Spiro http://www.clir.org/pubs/reports/spiro/
Wiki: http://archivalsoftware.pbworks.com
Stressed about archival software? Go to cuteoverload.com and breathe in the cute.
All cute images are from cuteoverload.com
Father Time image is from The National Library of Wales, http://www.flickr.com/photos/llgc/
