Archon: Facilitating Access to Special Collections RBMS Preconference Los Angeles, CA June 25, 2008 Chris Prom Assistant University Archivist University of Illinois at Urbana-Champaign

From Christopher J. Prom, “Optimum Access?: Processing in College and University Archives,” College and University Archives: Readings in Theory and Practice (Chicago: SAA Press, 2008).

*Cited from Christopher J. Prom, “Optimum Access?: Processing in College and University Archives,” College and University Archives: Readings in Theory and Practice (Chicago: SAA Press, 2008). Online “Access,” Backlogs and Description Online Access –“average” institution makes descriptive information at any level of completeness available online for only 50% of its processed collections and for 15% of its unprocessed collections (n=91) 43% of total volume at 68 repositories is unprocessed. For 12 of these 68, more than 80% unprocessed (volume wise)* MARC and EAD-encoding repositories have statistically significant higher backlogs* Smaller repositories have higher backlogs* UIUC early experience with EAD, cataloging, and databases (recent Nugent project).

SAS Research Project Standards-based (ISAD-G, DACS, EAD) Easy to install and configure Low or no training Web-based Unified and integrated description and access platforms Google-friendly (Nichols Carr, Atlantic, July 2008). Improve (or at least not harm) processing rates Usable in wide variety of circumstances/repositories

The SAS Vision

History and Readings 2004 Internal Research Proposal Version 1.0 Fall 2006 Version 1.1 Spring 2007 –adds digital library –Add integrated help system Version 2.0 Winter 2008 –major rewrite, security improvements –Added multilingual support for staff interface Version 2.1: April 2008 –accession manager –Improved usability (finding aid search) –data handling efficiencies Version 2.2: August 2008 –digital library improvements (thumbnails) –XHTML and web accessibility compliance

Archon might be for you if... want web-based software (only requires a browser on client computers) need an integrated description/access platform can meet web and database system requirements want output flexibility –Intuitive search (results ordered by category) –Browse (creator, title, subject, classification (function or record group), digital object title) –EAD and MARC export can live with limited set of EAD elements below ‘collection’ level do not use semantic (document centric) tagging – Herman Melville ’s most famous work, Moby Dick or the Whale...

Requirements, Installation, etc. Uses the most widely-supported web technologies –Any web server running PHP 5.0 or higher –A blank MySQL or MSSQL database with network connection –Recommend LAMP (Linux, Apache, MySQL, PHP) Open source (University of Illinois/NCSA License) Installation –define database name, login, pswd, webserver address, upload directory or FTP site Backup –typically handled automatically via database server –Backup tools Downloads, Manual, and User Forums at

Database Server (MySQL & MSSQL supported) Database Module (database abstraction layer translates queries to specific syntax) queries responses Application Programming Interface (PHP 5.0 scripts, objects, functions, SQL queries) Administrative Interface (collects data) Public Interface (Themes and output templates. Templates use objects returned by API) System Architecture Package System simplifies development Themes defines layout, fonts, etc. Most developers insulated from, database, SQL queries, and complex API functions.

Public Interface Flexibility

Archon’s Public Interface: Archon’s Public Interface: Allow users to search collection descriptions and digital content simultaneously within a single repository or across multiple repositories Browse Functions Search Results Search Box

Repositories that utilize provenance-based descriptive practices can group collections by a common creator, agency, or function. Archon dynamically generates provenance-based lists directly in the public interface. “Click” Browse by Record Grp Records for School of Chemical Sciences

Search Box Lists: Search Box Lists: Provides users the ability to narrow searches to specific content found across different collections (e.g., John Philip Sousa’s Washington Post March)

Collection-level descriptive records: furnish preliminary information about specific collections (i.e., scope, size and arrangement). The most important data is delivered ‘above the fold’ Related information is loaded in the background and accessible through the links Links to associated digital content are automatically created. Digital content may be stored directly in the Archon database or in other digital content systems Link to full finding aid Google-friendly metadata

Full Finding Aid (Inventory, Register, Box List) Navigation bar remains static when scrolling Search limited to this finding aid

Digital Archives Pages

Archon’s “Administrative Interface”: Once logged in, a series of “pencil icons” appear next to certain data elements in the public interface. They provide direct access to editable content for that specific record in the administrative interface

Collections manager

User and User Group Managers

Subjects and Authority Control: Subjects and Authority Control: Applying a controlled term or creator authority to a collection or digital content item is managed through the subject and creator areas in the records. The box automatically filters for terms as they are typed until the appropriate one is displayed. They are linked or unlinked by using the arrows or double-clicking the term.

“Content Manager”: “Content Manager”: Enables the creation of series, sub-series, folder and item-level content descriptions for collections (and for marking physical containers or divisions). Once descriptive information has been added, it is automatically displayed in the public interface Hierarchy Folder description

Top Portion of EAD Output for John Van Fossen Papers and Memorabilia

Top Portion of MARC Output for John Van Fossen Papers and Memorabilia

Importing Records

Version 2.2 (July 2008) Improved default theme. XHTML. Section 508 compliance (accessibility). Improved digital library interface (Optional) public access to information regarding unprocessed holdings Multilingual support for public interface Numerous small usability enhancements Link to development server

Screenshot

Archon: The Movie

Some current or planned production implementations S. Illinois Carbondale Purdue Brandeis Iowa State William and Mary Florida State U of North Florida U of West Florida University of Houston Wheaton College Bethel College, KS San Diego State Southern Baptist Theological Seminary Valdosta State Chattahoochee Valley Research Center Missouri Historical Society

Future Plans Illinois is committed to supporting base code and providing virtual space for the community Currently developing preservation assessment module. Enhanced creator support (EAC-CPF) Mellon Collaborative Tech grant nominee (for community support and development) Long term — enhance digital library to support complex objects and electronic records

Archon: Facilitating Access to Special Collections RBMS Preconference Los Angeles, CA June 25, 2008 Chris Prom Assistant University Archivist University of Illinois at Urbana-Champaign