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Convergence of PracticeMerging library, archive, and
museum collections management within EMu
KE EMu User Conference, 17 October 2012
Pooja Budhraja, Brian Wilson – The Henry Ford
• Dedicated in 1929; opened to public in 1933
• Five primary units:• Museum and Village• Imax Theater and Assembly Plant Tour• Benson Ford Research Center
• Houses the Archives and Library
• 1.5M onsite visitors per year • 1200-1500 employees and 650 volunteers• $50M yearly operating budget
Archives and Library• 9 FT and 4 PT staff; 6-10 volunteers• 2500 onsite researchers per year• 2500 remote reference requests per year
History and Operation
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Collections
Museum and Village• Rosa Parks Bus; Wright Cycle Shop
Archives• Over 18,000 cu. ft. (6400 linear ft.)• Ford Motor Co. records, 1903-1950s• Henry Ford personal papers• Trade Catalog collection• Institutional records
Library• Over 43,000 book titles• Over 2000 periodical titles• Open to public; non-circulating
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Making Connections
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Working Together
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Digital LAM Project
• Three Phases• Establish broad “wants/needs”• Create/import archival description within EMu• Revise delivery interfaces
• Representation from Program Management, Registrars, IT, and Archives
• Place archival items in collection context• Reduce initial amount of individual description required
• Provide information about collections without digitized content• Enable public search across store of archival description• Increase velocity of digitization
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EMuEMu
Internal Users External Users
Fire
wal
l
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Progress to Date
• Converted 900+ hardcopy inventories to pdf format• Work done under prior external grant
• Established core project team• Implemented EMu Test environment• Created local Archivists’ Toolkit instance• Constructed Metadata and Field cross-walks
• In process of resolving shared fields
• Tested EAD import and XSLT• Modified EAD template and customized XSLT
• Begun creation of example archival collection in EMu
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Record Structure and EAD Import
Accession
Collection
Series I <c01>
Series II <c01>
File <c02>
File <c02>
Item <c03>
Item <c03>
Multimedia
Multimedia
csv import
template or csv import
ead import
manual
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Parent/ChildAttachment
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Accession 232, World’s Fair Photograph series
• Created using EAD import, record templates, and csv file imports
• 5516 records• Collection level: 1• Component level: 202• Item level: 1771• Multimedia: 3542
• Not fully digitized (~40%)• Complete archival description
Accession 232, World’s Fair Photograph series
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Ford Motor Company Records StructureFMC Collection
Photographs RG
Engineering Photographic
Photographic Department
Accession 232, World’s Fair series
General series
Industrial Relations RG
FMC Archives
RG No. 2 through No. 19
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Plant Construction series
Renovated Assembly Plants series
Northern MI Operations series
Ford Rotunda series
Ford News Bureau series
Photographic Library series
Photographs RG:
• 16 accessions
• ~ 500,000 photographs
• ~ 1M digital images
What We Are Finding
• Differing professional practices
• Local practices of The Henry Ford
• EMu practices and implementation
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Differing Professional Practices
• Archival provenance, context, and collection• Description at an aggregate level – “Are things findable?”• Granularization of data – removal of context
• Terminology – common / disparate terms• Archival hierarchy - Similar to Village/Districts/Buildings/Rooms?• Location – Intellectual and physical• EAD and CDWA (metadata) relative to DACS and CCO (description)
• Archivist use of multiple date ranges for single entity• Example: Inclusive and Bulk Date ranges for collection
• Differing EAD best practices• <unitdate> within <unittitle> or separated
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Local Practices of The Henry Ford
• Terminology and Meaning• “Item-Level Cataloging”• Content versus Structure – Defining title field versus form of title
• Object ID requirement for object records• Application to archival intellectual-level components• Added “-X” suffix to collection ID for <c>’s
• Location• Granularity of data – Collection shelf range and/or specific box/folder
• ObjectType field• Defines item or catalog record? Or both?
• Using cross-walks to define “shared” fields• Title defined in Main Title field as concat of <unittitle> and <unitdate>• Extent written to Measurements tab • Dates captured on Creation/Date tab
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Date Example:Ford Motorsports Records, 1957-1968 (bulk 1963-1967)
Bulk dates entered as additional dates here to commonize with Registrars practice.
[EAD] Component tabCreation/Date tab
Inclusive dates only written to fields here.
EMu Practices and Implementation
• Handling of multiple date ranges for single item/entity• No bulk date field(s)
• Lack of container field• Writing box/folder data to Physical Facet field temporarily
• Function of Archives “Tree”• Visibility; drag/drop; position control
• Subject / Controlled Access term import• Tied to Parties Module; creation of duplicate records
• Other Parties Module fields• Accession, Finding Aid Author, Revision By, etc.
• Duplicate fields across multiple tabs• Suppress/hide three of seven tabs• Mixing of data about collection and data about collection description
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What’s Next
Short Term• Continue build-out of sample archival collection within EMu
• Focus on resolving shared fields such as Title and Date• Develop output formats
• Finding aid form and EAD XML• Handling of Library collection data – Discovery not management
• Reuse/transform/import existing MARC record data• Use of Related Objects to connect collections and items
Long Term• Public and internal facing website redesigns• Explore potential use of narratives module
• Collection level description (scope, bioghist, etc.)• Review of item-level metadata
• Can we define a “light” record for publication?
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Contact:
Thank You.
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Pooja BudhrajaDatabase ManagerThe Henry Fordpoojab@thehenryford.org
Brian WilsonDigital Processing ArchivistArchives and Library, The Henry Fordbrianw@thehenryford.orgtwitter: @brilwil
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