Total Archival Awareness: The University of Illinois Archives Holdings Database Midwest Archives Conference October 24, 2003 Christopher J. Prom Assistant University Archivist University of Illinois Archives

Introduction Much attention paid to EAD in past few years What to do with legacy systems Reengineering concept Our approach –Improve user services to improve archival awareness for users and staff –convert legacy systems to database –lay groundwork for EAD/ ISAD(G) compatible system

U of I Archives and legacy systems 5,362 record series; 18,694.8 cubic feet 3 part RG/SG/RS classification system “PARADIGM” mainframe system described in Bill Maher’s 1984 article Control cards (WordPerfect 5.1 for Dos) Location database (DOS R-Base) Supplementary finding aids (WordPerfect 5.1 for DOS) Separate accession register database (Access 97), administrative histories (WordPerfect 4.2?) No Catalog (MARC-AMC) records

Conversion Issues Technical –Lots of file formats/data structures –Related information did not interoperate in legacy system –Data not regularized Conceptual –Missing ISAD(G) mandated data elements –Cannot be converted directly to MARC or EAD –Need seamless integration with reference service –Need multilevel description to mirror’s university structure –Make expandable to include links to documents

Conversion Issues, cont. Reference/Use Patterns –Maher’s unpublished study (1989) Many separate user communities w/ distinct needs Satisfied in using off-line and printed finding aids –Reference card data Trend toward increased , off site use. –My usability study 2003 Provide both browse and search options Preserving context very important Keep finding aid design simple

Options MARC-AMC and/or EAD +’s: standards for archival descriptive data, full range of data elements -’s: encoding overhead, difficult display mechanism, no easy way to preserve relationships, no searching HTML +’s: universally accessible, easy to understand and implement -’s: requires constant updating, content linked to display, student training issues Relational Database +’s: preserve RG/SG system, easy to update, display flexible, needs minimal training, basis for further development -’s: cannot handle box and folder lists, uncertain development time

SQL Server (backend) Data and table definitions made here –Requires up front thought –Can add fields later, but change definitions for existing fields only with great care –data types and field values –Relationships between tables NOT an data entry or staff/user tool, for holding data only

MS Access (front end) Regularized and imported data Designed forms and subforms for ongoing updates Queries (useful for annual report data) Reports for printed location guide, control card, etc.

Locations Subjects Primary Key: RG/SG/RS #s Lookup Tables Main Descriptive Record

Input form: Six tables work together to make one record

Active Server Pages Use to make HTML output, search forms, etc. Think about desired layout Connecting to database Programming: ASP, VBScript, SQL Display--Begin simple, add refinements later Recommended resources –Articles from Library Hi Tech, others cited on handout –O’Reilly and Wrox Books on ASP and VBScript (not for beginners)

Linking to Finding Aids Can link to EAD, HTML, or PDF We use PDF—easy to convert—and EAD where judged appropriate Use Google site search goes deep into finding aids

Demonstration C:\My Web Sites\index.html –Browse by subject –Browse by unit –Search –Links to finding aids –Links to database from subject guides

Advantages of Database Approach Preserves context reasonably well Conversion relatively quick Display can be easily tweaked Input forms suited for students, others w little or no archival/cataloging training Improved reference service –Linking –Demand for photocopies and photos helps develop small revenue stream

Disadvantages of database approach Display not as flexible as EAD –Nested fields –Fonts and underlining –... but easier to change Some ISAD(G) elements currently not included Need fair amount of database programming experience Best suited for classic record group/subgroup system, but may not apply elsewhere Does not allow easy output of MARC-AMC

Future improvements Make ISAD(G) compatible by adding fields such as creator, administrative history, accruals, restrictions. Export EAD as exchange format (for top level first, then box listings) Other databases (Univ. History FAQ, Image database, linked to holdings records)

Don’t Be content to simply move paper functionality to web Undermine context/provenance of materials Include usability impediments such as frames, funny link colors Watch out for javascript bugs.

Do Partner with a systems office (if possible) Test on multiple browsers Know your users and their needs Optimize for Google crawler Pay attention to details in search algorithms For improved reference service: –Provide hard url for each output records (i.e. in scripting language, pass data via querystring, not form) –Provide link to an form on each page –Code referring page into messages submitted via form

Link Hard url in referrer page Shows service location off site, actual location on staff computers

Message: I received my B.S. in Ag/comm from U of I in Currently I'm working on my Ed.D. at Northern Illinois University in Adult Cont. Ed. I'm doing a research paper on the home extension program during the 1960's & 1970's and am interested in locating meeting notes, lesson plans, membership rosters, etc. especially for DeKalb or Whiteside Counties in Illinois. Please send me information about how I can find or view this information. I will be on campus on Sept. 27th. Thank you, xxxxxx Sender's Workstation: xxx.xx.xxx.xxx HTTP Referer page : 3&RS= &RS=821

Dear xxxx, There are several things you might want to browse before arriving on campus. If you follow these links, you will eventually get to a "finding aid" which is a PDF file which lists the folder titles in the boxes. Here is a link all of the materials which we have indexed under home economics extension: s+Extension&title=0&description=0&subject=1 Probably of most interest to you will be the department's subject file (this is the dept. chair's old files), which is fairly complete in the period you are dealing with. RS=5 etc., etc. Chris

Total Archival Awareness: The University of Illinois Archives Holdings Database Midwest Archives Conference October 24, 2003 Christopher J. Prom Assistant University Archivist University of Illinois Archives