Using map interfaces to visualize and access archival resources Results of a survey of north american archives My name is TB, and I am an archivist at Western Archives. My research agenda is the existing and potential uses of mapping software and interfaces in providing access to, and visualizing, archival resources. By mapping software and interfaces, I do not necessarily refer to GIS software in all its full technical sophistication but any tool or layer that facilitates place, and specifically map, based access to these resources. My hypothesis is that there is a latent interest on the part of many archives patrons in such access. Tom Belton, Western Archives, GIS Day 15/11/2018

Archival resources Unique, unpublished, records of organizations and individuals created in the course of daily activity Correspondence (e.g. E-mail) Minutes of meetings Diaries Photographs For purposes of this study, could also include rare published items held in special collections Newspapers Maps Posters Postcards What do I mean by archival resources? Archival resources consist primarily of records created and accumulated by organizations and individuals in the course of daily activities. These accumulations are called fonds, groups, or collections, depending on which part of the world the archives is located in, but conceptually they are all the same things. Archival records are unique and irreplaceable. They are not published information resources in the traditional library sense; however, many rare published items such as old or small circulation newspapers, rare books, posters, maps, and so on can be lumped in with archival records for the purposes of a study such as this. Archival records have traditionally been seen as tangible, “hard copy” materials but increasingly they are accumulating in electronic form. Most of the records on this list are now created and maintained primarily as digital records. Tom Belton, Western Archives, GIS Day 15/11/2018

Archival resources Western Board of Governors’ Minutes, 1909-1915 Milly Harris Diary, 1904 Map of London, William Eyre, 1839 Postcard of First Methodist Church, 1914 These are a few examples of the sorts of records and documents that are found in archives. All are from Western Archives, but similar records will be found in archives or special collections across North America and beyond. Note that archival records can be textual as well as graphic, and a variety of other formats. Each of these forms part of a fonds or collection generally defined by their creators, but also sometimes by their formats. Each item exists in tangible form, but has been digitized and therefore can be mapped online. Moreover, note that most of these items can be associated with a place fairly easily. Tom Belton, Western Archives, GIS Day 15/11/2018

Access to archival resources Not mappable Direct access to physical item (in house) Mappable Direct access to digital surrogate (online) and associated metadata though online exhibit or archives catalogue Indirect access to description or descriptive inventory (finding aid) through online catalogue The traditional method of providing access to archival resources is in-house via the Archives Research, or Reading, Room. The irreplaceability and fragility of the materials makes this approach necessary. Archivists usually provide some sort of surrogate description of archival fonds or collections, generally referred to as a “finding aid” or “descriptive inventory”. This contains information about the records and the accumulating organization or individual. (This can also be provided in house (i.e. Not mappable)). By putting these finding aids, and selected records, online, the surrogates and their associated metadata, can be mapped. However, since the advent of the World Wide Web almost twenty years ago, archivists have understandably focused on providing this online content through the use of textual finding aids and online databases. My hypothesis is that mapping online surrogates of records and finding aids improves access for many patrons of archives who are searching for place-based information. Tom Belton, Western Archives, GIS Day 15/11/2018

Visualization and archival resources Use of software to render digital (including archival) collections in a fashion that highlights patterns Visualization includes maps, among other tools, such as timelines, which work well for archival resources. http://viewshare.org/about/screencast The increasing power and sophistication of Web resources and social media has allowed archivists to think of different, non-textual, ways of representing their holdings and associated metadata. Visualization applications can be used by researchers to render their results, but they can also be useful to archivists who wish to exhibit and provide access to their holdings through the use of a map interface. One example of a visualization tool that deliberately caters to cultural heritage institutions such as archives, libraries, and museums is “Viewshare” developed by the Library of Congress. Tom Belton, Western Archives, GIS Day 15/11/2018

Survey of archives in North America (1) Survey of 10 questions designed to determine the existing and potential uses of mapping software to access and/or visualize certain archival resources Key Questions: Whether or not archives has an online catalogue or database that provides access via a map interface Whether or not archives has online exhibits that provide visualizations of archival resources via a map interface Whether or not archives’ patrons benefit, or would benefit, from such map interfaces Which patrons would benefit the most from such map interfaces I undertook a survey in May and June of this year. I wanted first to survey archivists and special collections librarians as to their views of the existing and potential value of mapping interfaces to their institutions and patrons. Tom Belton, Western Archives, GIS Day 15/11/2018

Survey of archives in North America(2) Questions (cont’d) What are the obstacles to providing visualizations using a map interface? What are the tools used to provide map interfaces? What are the primary digital objects connected to maps? What are the purpose of providing access or visualizations via maps? I wanted to anticipate the presence of obstacles and objections to the use of mapping interfaces as well as find out more about settings where the obstacles had been overcome. The survey was structured to allow for both possibilities. Tom Belton, Western Archives, GIS Day 15/11/2018

Survey results Over half of respondents represented academic archives/special collections Around 75% of institutions neither provide access to catalogues/finding aids nor online exhibits via map interfaces By contrast, around 85% of respondents responded that patrons would benefit a great deal or somewhat from such interfaces Main barriers are insufficient resources and lack of technological expertise Respondents who use map interfaces favour use of photographs and other graphic resources to support community outreach Summary of results: vast majority of respondents were from academic archives/special collections. There is a disconnect between the reality that three quarters of respondents to not provide any form of map interface to their resources nor finding aids. This reflects the still prevalent notion that descriptions of archival records should be provided through the use of purely textual resources such as finding aids, and relatively static online exhibits. What really struck me was that, despite this reality, 85% of the respondents felt their patrons would benefit a great deal or somewhat; in particular, over half, 53%, felt that their patrons would benefit a great deal. The main barriers are not surprising given the small size and budgets of many smaller archives. Main items mapped are photographs and other graphic materials (i.e. Non-textual). Most of the tools being used are relatively simple collaboration tools such as Historypin, Viewshare, Flickr as well as mapping layers from Google Maps, Open Layers. Full blown GIS and DAM software has been used in a few instances. Tom Belton, Western Archives, GIS Day 15/11/2018

Conclusion Relatively simple standalone tools or tools embedded into larger systems are more likely to be used as there is little need for technological sophistication. The issue of resources needed to scan and upload digital objects and associated metadata requires more streamlined work processes. Patron needs should be identified more precisely i.e. Which resources, map functionality. Survey results seem to point to the use of simple tools and add-ons. Even where such tools are used, digitization and upload of archival resources and associated metadata requires a re-focusing of work processes. Not all such resources need to be mapped, but mapping can be integrated fairly easily into other processes. A key point is that geolocations are required for any kind of batch uploading. Pinning items to a map one at a time is straightforward, but not highly productive; patrons may require large amounts of resources be associated with a place, not just a sample. This leads me to my final conclusion that patron needs should be identified more precisely. Tom Belton, Western Archives, GIS Day 15/11/2018

Examples – Dalhousie University ASC http://findingaids.library.dal.ca/ Use of ArcGIS online service. Tom Belton, Western Archives, GIS Day 15/11/2018

Western Archives Historypin site https://www. historypin Tom Belton, Western Archives, GIS Day 15/11/2018