Archive Management System Project Update Cambridge Archivists' Group meeting  Introduce self and explain secondment for 18 months. Part of my role is to represent the participants and data owners who choose to participate in the AMS, successor to Janus. Provide update on project. First a big thank you for your patience! Very grateful for ongoing expressions of interest and support in the Archive Management System project and the work to set up a successor to Janus and Cantab. Both have served us well, exceeding all expectations in terms of longevity and cost, but it is time for a replacement. Intend to communicate regularly- roughly once a month or more- but please get in touch any time you need information etc. Also plan to add updates to the UL’s Special Collections blog so that there is somewhere for you to refer to. Natalie Adams, Systems Archivist, April 2019

Momentum is building! Where are we right now? Momentum is building Recap- We have FUNDING from the University (fantastic recognition of values of our collections to research), SUPPORT and PEOPLE: Katrina Dean (Senior Responsible Office) Natalie Adams (Systems Archivist) and Technical developer (in recruitment). Senior Users’ Group: Jacky Cox and Patricia McGuire. We have the resources to get the job done.

Decision to use Archives Space ArchivesSpace and Atom evaluated according to their capabilities: Scored against a set of >50 functional requirements devised in consultation with the archival community in Cambridge Scored against a set of technical requirements for implementation and 'Business As Usual' for the UL. Decision to use ArchivesSpace. Not a criticism of those who have chosen to use other systems. Recap to explain basis of decision. The Cambridge archival community developed a list of AMS system functional requirements, facilitated by Ken Chad  (June 2016-Feb 2017).  ArchivesSpace and AToM were sent the requirements to respond to Archivists tested the systems (March 2017-July 2017) and results compiled.  Archivists across Cambridge were invited to demonstrations of the systems in Summer 2018.   To finalise the evaluation of the systems, taking account of the written response, system trial and demonstrations a small group of Archivists (including the AMS Project Sponsor and Senior Users on the Project Board) were invited to formally score and evaluate the two systems against more than 50 requirements in January 2019. A thorough technical evaluation: this used established criteria recommended by the Software Sustainability Institute to assess how the systems could be supported within the UL plus their sustainability and compatibility with the University's technical infrastructure.  Looked at things like the age of the code, frequency of updates.   AS scored higher on both evaluations, however important to acknowledge reservations of the community and do our best to meet them

Next steps? Discovery layer Data migration Customising ArchivesSpace Cost model Customising ArchivesSpace Data migration Discovery layer Next steps: what are we working on now? Working on cost models- recognise that this is important to you and many of you have indicated it will determine what level you will choose to participate with the AMS. Data entry customising Planning data migration Discovery layer- gathering thoughts about this

What can the AMS Project do for you? A supported system for cataloguing, making your collections discoverable and for management of your collection.  Help with data migration to ArchivesSpace and with creation of new data.  Increased discoverability of collections and digital versions of them. Easy cross-searching with data about other collections to facilitate and support collaboration. Convenience for researchers. Greater potential- new functions like linking to digital objects or digital images of collections. Attract new collections and new sources of funding. Support for the University's mission to support research in the UK and globally. What can the AMS Project do for you? What can the AMS do for you?   The UL AMS project is an exciting opportunity which we hope could offer several significant benefits to your archive:-  ·         A stable and supported AMS system for cataloguing using international standards, for making your collections discoverable and for management of your collection.   ·         Assistance with data migration to ArchivesSpace and with creation of new data.   ·         Increased discoverability of collections and digital versions of them.  ·         Easy cross-searching with data about other collections to facilitate and support collaboration.  ·         Convenience for researchers - data about collections held in Cambridge available in one place.  ·         Greater potential- eg through new functions such as linking to digital objects or digital images of collections.  ·         An AMS system to underpin efforts to attract new collections and new sources of funding.  ·         Support for the University's mission to support research in the UK and globally.    We're hoping that many of you will wish to participate fully in the AMS project, just as you have with the Janus and Cantab initiatives up to now. Some of you have indicated that full participation in the AMS project may not suit your needs and we appreciate that the cost may have an impact on your decision.

What are your choices? Option 1 Option 2 Option 3 Archive Management System wholly supported by UL Option 1 Host ArchivesSpace in your own institution Option 2 Participate in the discovery layer Option 3 The choice is: Option 1, where your system (and data) are wholly supported by the UL, Option 2- choose the same AMS but host it locally within your institution (or pay 3rd party) Option 3- share publishing and discovery services. You can change your mind at any stage! We hope that many of you who expressed reservations about AS will remember that we’re using that feedback to customise AS now, hopefully reduce obstacles to participation.  

Natalie Adams na207@cam.ac.uk Please get in touch- let us know if anything has changed- if you’re having problems keeping Cantab running for example. It would be helpful to have your input into what will be important for you- both in a system to catalogue your collections and in the discovery layer.