Cataloguing and Data Sharing: Getting the Most Out of Archives Management Software Joanna Rae Ellen Bazeley-White British Antarctic Survey High Cross, Madingley Road Cambridge, CB3 0ET Introduction This poster outlines the work of a project to develop Modes Complete cataloguing software to meet the needs of archivists wanting to make use of shared data portals. The latest version of the software (XML based and already popular in the museum world) provides excellent tools for managing mixed collections in environments where packages such as CALM and Adlib are not appropriate. Led by archivists from the British Antarctic Survey and Scott Polar Research Institute, working with Modes developers, the aim is to capitalise on the low-cost/high functionality of Modes Complete, whilst enabling one-click data exchange with other systems and data portals such as the Archives Hub. Project Partners British Antarctic Survey Archives Service - Scott Polar Research Institute – Modes User Association – Working with a small group of archives services interested in the development For more information: A selection of records from the archives The Challenges Completed Agree sub-set of the standard Modes Complete XML data elements for archival descriptions In Progress Map the elements to ISAD(G), Archives Hub, EAD, INSPIRE Create standard data entry templates & example records (for different levels and types of document) Develop ability to browse by archival hierarchy Develop Open Linked Data To Do Create one-click export for bulk upload to Archives Hub (already exists for export of museum data to the Culture Grid) Start a specialist user group for archivists – an liaison group exists Create standard views and reports Screen shot showing export method for exchange with Culture Grid Limited financial resources for archive software Mixed collections - advantages of using a single cataloguing system Compliance with a variety of descriptive standards e.g. ISAD, EAD, ISO19115, Spectrum Increasing need to exchange data with a variety of other systems for different purposes and provide open linked data Archive descriptions for Archives Hub Science data descriptions for data management portals Easy, quick data entry and searching/browsing functions Easy access to digital objects - images, documents, video, audio files Access external and in-house term lists and validation rules to standardise data entry Online public access to database Modes complete meets most of these and is already used by British Antarctic Survey and Scott Polar Research Institute. Culture Grid – Already Only a Click Away from any Modes Database The Culture Grid is the museum world’s equivalent of the Archives Hub. A standard Modes report (an XSLT style sheet) takes data from predetermined ‘fields’ in the database and embeds them in an xml document, structured to present the data as required for import to the Grid. The resulting file is ed. The same methodology will export data to the Archives Hub – development to be started soon. Project Targets and Progress Photograph and map catalogue entries with linked image - shown enlarged on split screen Scott Polar Research Institute New hierarchical navigation view. Under development – test data! Can be linked to the data entry screen for reference when entering data Existing Modes hierarchical browse view