Demonstration by Russell Palmer

• Museum professional?• Library professional?• Work at a library with a museum in it?• Work at a museum with a library in it?• There’s a museum on your campus• I need to get control of a collection, and

this seems like a good fit• Intrigued?• Other?

Welcome

Director of Digital Services• John HerbertMember Outreach• Lisa Larson

Developers and Sys Admin• Mark Cooper• Richard Millet• Blake Carver

Implementation & Training• Russell Palmer• Jennifer Bielewski

LYRASIS

LYRASIS

We’re one of the largest non-profit membership organizations North America serving archives,

libraries and museums.

Our mission is to help you achieve your mission.

We collaborate with information professionals and

offer our members savings, support, ideas and community.

Library

Museum

• “CollectionSpace is a free, open-source, web-based software application for the description, management, and dissemination of museum collections information. The CollectionSpace team and community is made up of museum professionals, software engineers, and interaction designers.”

CollectionSpace: Administration

• Users • Roles

Users

Roles and Permissions

Term List Management

CollectionSpace: User Interface overview

• My CollectionSpace • Create New• Find and Edit (Searching)• Relating records from advanced search

My CollectionSpace

Create New

Find and Edit

Advanced Search

Advanced search—add to record from search

Right sidebar

Records in CollectionSpace: An overview

• Record screens will always have these common features: – Top navigation bar—to take you to other functionality in

the system as needed– Edit/data entry screen-to add data to or edit a record– Tabs—enabled for all related records– Right side bar—all the contextual information for a

record

Special fields and interfaces

• Dates can be entered using the date pickers or calendars provided, or manually entered

• Leading zeros are not required for dates • Structured dates (double calendar icon) are date

entry fields tied to the Spectrum Core Structured Date Schema

• Dropdowns lead to controlled lists • Folding and unfolding sections

Number patterns

• May be assigned based on a preset pattern • May be entered free text

Predictive text

• Within a field, text will appear and you can choose from items that were already entered, for example, an authority

Creating records

• Create records – Cataloging Records – Procedural Records

• Linking records – Authorities

The edit screen

• Complete data model for a particular record type

Schema

• The Schema for each record type in CollectionSpace can be found here:

• http://tinyurl.com/py4w6n3

• Schema are based on the Spectrum* (UK) Standard

Cataloging records

• The compilation and maintenance of key information, formally identifying and describing objects. It may include information concerning the provenance of objects and also collections management documentation e.g. details of acquisition, conservation, exhibition and loan history, and location history

Object Hierarchies

• Broader object • Object component, within a cataloging record

Create New From Existing

• Available for procedural records• Create a new record from an existing record• Field data is replicated over to a new record • Relationships are NOT duplicated

• Example: creating cataloging records for multiple items with a lot of repetitive information

Secondary tabs

• The top of each record contains secondary tabs• The tab labeled “Current Record” on the far left is the Primary tab

for the record type you are editing• The tabs to the right of the Primary tab are Secondary tabs These

tabs may be used to view, create, and edit related records • Examples: • Create a Cataloging record related to an Acquisition• Create a Location and Movement record related to an Intake

Acquisitions records

• Documenting and managing the addition of objects and associated information to the collections of the organization and their possible accession to the permanent collections

Media Handling records

• Create Media Handling records• Upload media/paste URL there • Connect to existing record (cataloging,

acquisitions, etc.)

Location/Movement/Inventory Control

• Manage and document current and past locations of objects or groups of objects

• Note: These records can be “hard saved:” – Location/Movement/Inventory control records can be Hard Saved. Once a

record is Hard Saved, it becomes permanently read-only to all users. Data in the Hard Saved record cannot be changed, and related records cannot be added to or removed from the record

– To Hard Save a Location/Movement/Inventory control record, navigate to the desired record or create a new record, make sure the required fields are filled in, and click Save. A dialog will appear allowing the user to choose whether to cancel, Save, or Hard Save the record

Loan In

• Managing and documenting the borrowing of objects for which the organization is responsible for a specific period of time and for a specified purpose, normally exhibition/display, but including research, conservation, education or photography/publication.

Loan Out

• Documenting and managing the loan of objects to other organizations or individuals for a specific period of time and for a specific purpose, normally exhibition/display, but including research, conservation, photography and education

Intake

• The management and documentation of the receipt of objects and associated information which are not currently part of the collections. Any object which does not currently have an object number assigned by the receiving organization must be dealt with within this procedure

Object Exit

• An item is leaving the collection, is being sent to another organization, returning a loan, an item was destroyed, etc.

• The management of disposal (the transfer, or destruction of objects) and of de-accession (the formal sanctioning and documenting of the disposal)

Condition Check

• The management and documentation of information about the make up and condition of an object, and the recommendations for its use, treatment, and surrounding environment

Valuation Control

• The management of information relating to the financial valuations of individual objects and groups of objects, usually for insurance/indemnity purposes

Groups

• A group record acts as a “scratch pad” of sorts, for grouping objects or procedural records in one place to create an artificial gathering together of things.

Authorities

• Concept• Person• Storage location• Organization• Place• Work• Citation

Hierarchical authorities

Learn more/free demo site

• CollectionSpace– www.collectionspace.org

• Demo site – http://demo.collectionspace.org:8180/collectionspace/ui

/core/html/index.html

User documentation and other resources

• The CollectionSpace Wiki – http://tinyurl.com/nkoahhv

• User manual – http://tinyurl.com/qzsgdfq

• Mailing lists – http://test.collectionspace.org/mailing-lists/

• IRC Channel– irc.freenode.net/#collectionspace

• Extended examples and sample workflows: – http://tinyurl.com/lp44h43

Thank you!

Demonstration by Jennifer Bielewski

Welcome

Director of Digital Services• John HerbertMember Outreach• Lisa Larson

Developers and Sys Admin• Mark Cooper• Richard Millet• Blake Carver

Implementation & Training• Russell Palmer• Jennifer Bielewski

LYRASIS

LYRASIS

We’re one of the largest non-profit membership organizations North America serving archives,

libraries and museums.

Our mission is to help you achieve your mission.

We collaborate with information professionals and

offer our members savings, support, ideas and community.

• Public or • Academic Library• Archives• Museum • Special Library• Corporate Archives

ArchivesSpace: What is it?ArchivesSpace is an open-source web application built to manage descriptive information for archives, manuscripts, & digital objects. You can use ArchivesSpace to track incoming donations/transfers/purchases to the collection, maintain name and subject heading authorities, track the physical location of collection items and create finding aids for online access.

3 Core modules: Accessions, Resources, and Digital Objects

ArchivesSpace is Open Source

• Community driven• Membership

opportunities & involvement

• Community projects: Testing, documentation, reporting bugs, reporting wish list of functionality, coding and more.

• Try it! http://www.archivesspace.org/sandbox

FREE online information demos:• http://tinyurl.com/

lv9gem5

Unlock, Automate & Provide Access Finding Aids & Container list

LYRASIS Hosting Service Provides

• Disaster backup and recovery • 24x7 monitoring• Reliable hosting in a secure

data center• Expert training to get you

started quickly• Ongoing expert support• Extensive user guide and

“cheat sheets” • Ongoing system maintenance

and enhancements

You can focus on your collections and content rather than keeping the system running

Some of our customers

Admins

• Can set up users• Create new repositories• Modify and Customize

Data Entry forms

ArchivesSpace Staff Users TypesSystem Administrator: • All read/write and functional permissions for all repositories sharing the installation.Repository Manager: • All read/write and functional permissions for a single repository.Project Manager: • Read only permissions for repository and user records, all other read/write and functional

permissions for a single repositoryAdvanced Data Entry Staff:• No application or project management customization permissions. Unable to read or write

name contact informationArchivist• Can create/update event recordsBasic Data Entry Staff:• No application customization permissions. Unable to read or write name contact

information. Read only access to accession, digital object, name and subject records. Read/write permissions on resource and component description records.

Viewers• Can select a repository to browse & can view all unsuppressed records.

Manage Repository

• A repository is a “container” for groups of related archival materials (accessions, resources / finding aids, digital objects and so on). A repository will often describe the source of responsibility for the archive.

• ArchivesSpace displays a list of all the repositories on the system within your instance. LYRASIS will create a default Repository for you with your records.

Modify Data Entry Dropdowns

• Data entry forms

• Set defaults, add or delete values

More modulesIn addition to the 3 core modules, ArchivesSpace has records for:• Subjects (subject terms and subdivisions)• Agents (persons, families, or corporate

bodies that have a specified relationship such as source, creator, topic, rights owner to archival materials)

• Locations (where the physical item is stored)• Events (tracks work or actions on Archival

materials and records)• Classifications (define a hierarchical system

into which collections may be grouped)

AccessionsAccession records store information about the receipt of materials, which are typically unprocessed. An accession may be a single item or an aggregation of materials. It may be the beginning of a new resource or an accrual to an existing resource.

Browse Accessions

Creating Accessions

Resource

• A resource record details information about a specific group of archival materials frequently related by provenance (original ownership, custody or location of the materials). These records will typically have a high level of description for the collection as whole as well as a detailed inventory of elements within the collection.

Resources• Resource description can be hierarchical

and could be arranged in some fashion; perhaps a series

• Level of description may be terse or exhaustive. In some instances, description of a collection may be limited to its provenance and title; in other cases, it may include notes and other information. - In a finding aid or catalog record, the level of description2 typically begins with the collection as a whole, and it may include details about subordinate divisions, such as series, subseries, folders, or items.

• It’s possible to link agents, subjects and digital object and list the contents of storage containers

Spawn Accessions to a Resource Record

• An Accession record can be spawned to become a Resource

• ArchivesSpace automatically links the two records, and transfers specific information from the accession record to the resource record.

Note: Resource records can’t be spawned into other resource records. You have to create resource records

ResourcesCreate from an Accession or scratch

Linking Agents

• Agents identify persons, families, or corporate bodies, or software that have a specified relationship (such as source, creator, topic, rights owner) to archival materials or to an event.

• You can browse or create agents

• There are 3 fields to complete; relator is optional

• When creating an agent from scratch, you can add form of name, source, contact information, dates etc.

Agent Example

Linking Subjects

• Subjects describe the principal theme or topical contents of an item or group of materials as well as format characteristics.

• You can browse or create subjects

Adding Resource Components

Use Rapid Data Entry to addresource components quickly

Rapid Data Entry

Digital Objects• Digital object records are for both born-

digital and digitized materials. Digital objects can be linked to existing resource records.

• You can add the following as sub-records: – Basic Information – File Versions – Dates – Extents – Agent Links – Subjects – Notes – External Documents – Rights Statements – Collection Management – User Defined

Finding Aid • A tool that facilitates discovery of information

within a collection of records. - 2. A description of records that gives the repository physical and intellectual control over the materials and that assists users to gain access to and understand the materials.

• Finding aid1 includes a wide range of formats, including card indexes, calendars, guides, inventories, shelf and container lists, and registers. - Finding aid2 is a single document that places the materials in context by consolidating information about the collection, such as acquisition and processing; provenance, including administrative history or biographical note; scope of the collection, including size, subjects, media; organization and arrangement; and an inventory of the series and the folders.

Importing Data

• In ArchivesSpace you can import data from standardized records as well as comma-separated value data from spreadsheets, EAD, MARCXML, CSV

Importing

Refresh to view whether the file was successful

View a list of imported records

Public Interface

SearchingThere are basic and advanced search options:

“It’s absurdly simple to choose & use ArchivesSpace”--Purrlock

For additional information please visit us booth 2341More demos are

tomorrow and Sunday!

• Public or • Academic Library• Archives• Museum • Special Library• Corporate Archives

Welcome

Director of Digital Services• John HerbertMember Outreach• Lisa Larson

Developers and Sys Admin• Mark Cooper• Richard Millet• Blake Carver

Implementation & Training• Russell Palmer• Jennifer Bielewski

LYRASIS

LYRASIS

We’re one of the largest non-profit membership organizations North America serving archives,

libraries and museums.

Our mission is to help you achieve your mission.

We collaborate with information professionals and

offer our members savings, support, ideas and community.

What is Islandora comprised of?

Objects• All objects are made up of multiple

datastreams (content files and metadata files)

• Collection objects– Aggregate other collection or content objects– Have names but no MODS metadata

• Content objects– Images, audio, video, text, etc.– Have descriptive MODS metadata

• Best practice:– Collections contain collections or content, not

both

Content Models

• Sets of rules for conforming objects– What source files can be ingested– What derivative datastreams will be created– What metadata forms can be used– How the object will be displayed

• Current content models:– Collection, Basic Image, Large Image, PDF, Book,

Audio, Newspaper, Compound Object and Binary Object

– Video coming soon

Interfaces

Staff Roles & Permissions

Each staff user has username, password and role• Mediated Data Entry

– Can create new content objects– Can create and update metadata– Objects suppressed from public view until reviewed (inactive state)

• Data Entry Supervisor– Can create new content objects and create & update metadata– New objects not suppressed– Can view inactive queue and un-suppress inactive objects

– Can delete objects from repository• Collection Supervisor = same as Data Entry

Supervisor plus:– Can create, delete, manage collection objects

• Site administrator = same as Collection Supervisor plus– Can create new users and assign roles– Can configure some functions like embargo

Create a Collection

• Institutions can create different collections. You should at least have a root collection.

Collections in a collection

Content Creation• MARCXML Import• Objects Ingest

– Books–Newspapers–Compound objects– Images–Audio–Binary objects

Book and Newspaper Objects

Content Management

• Collection management– Migrate

members– Delete members– Share members

• 3 ways to delete– Set state– Delete from

storage– Delete from

collection• 3 ways to

suppress– IP Embargo– Inactive Queue– Object Viewing

Policy

<Special thanks!>

“It’s absurdly simple to choose & use Islandora”--Purrlock

For additional information please visit us booth 2341More demos are

tomorrow and Sunday!