1. Implementing Archivists’ Toolkit (AT) in UGA Special Collections Esther Giezendanner (Cataloging), Abby Griner (Russell Library), Sheila McAlister (Digital Library of Georgia), and Kat Shirley (Russell Library) Sponsored by the Professional Development and Research Committee

2. What is Archivists’ Toolkit? Archivists’ Toolkit (AT) is an open source database that supports description and management of archival materials AT consists of 4 sections: Names, Subjects, Accessions, and Resources

3. What are UGA Special Collections doing with Archivists’ Toolkit? Track incoming donations/transfers/purchases to the collection Maintain name and subject heading authorities Tracking the physical location of collection items within the department Creating finding aids for online access

4. Managing the Russell’s Accessions Accessioning: “process whereby the custody of archival material is transferred to the repository” Accessions numbers comprised of two parts – year received and accession sequence (2009.01, 2009.02) Prior to Archivists’ Toolkit the Russell managed incoming material with the accession registers and an Access database

5. Accessions Module

10. Cataloging Hargrett manuscripts for addition to Archivist’s Toolkit Esther Giezendanner

11. At the beginning of the project: Hargrett has ~3200 manuscript collections Some had MARC records from the GAMMA project Many with a data sheet only- no finding aid or MARC records Not in Archivist’s toolkit

12. Workflow A tracking document is updated throughout Check Hargrett files Create MARC record in OCLC Import to GIL and assign location codes Enter OCLC# in spreadsheet for Sheila Consult Chuck on questions

13. Data collection Based on accession folders Additional checklist

14. MARC record Similar to books: – Descriptive – Subject Differences – Variety of information – Sources We’re only doing regular cataloging!

15. OCLC

16. Move to GIL

18. Challenges and progress Volume Sources – Hargrett – outside

19. Turn it over to Sheila! Update spreadsheet, entering OCLC numbers for easy access!

20. Hargrett Library AT Project Sheila McAlister Associate Director, DLG mcalists@uga.edu

21. Project Overview MARC cataloging of collections Ingest of MARC records into AT Ingest of name authority records Outsourcing of box and folder lists Ingest of skeleton EAD

22. MARC cataloging Cooperative project with Cataloging Department, DLG, Hargrett Checklist Hargrett staff overview Tracking through wikiwiki

23. Ingest of MARC records Download MARCXML Toolkit from LCMARCXML Toolkit Set up file export preferences in OCLCexport preferences Download binary MARC from OCLC Convert to MARC21slim XMLMARC21slim XML Ingest into AT Add extent number and type Clean up

24. OCLC Preferences

25. MARC XML Conversion

26. MARC Ingest Issues Must delete file.mrc after each conversion Can only load one record at a time Can only ingest collection-level records (not series-level) Resource record can be merged, but duplication of SHs

27. MARC Ingest Issues (2) Name authority merging/updating required Reordering of subject strings Merging of name subdivisions

28. Ingest NAME records No current import of authority records Backdoor method (import dummy accession record) Convert DLG NAME records to AT format for ingest

29. DLG’s NAME database DLG’s name authority control database, http://purl.galileo.usg.edu/name/ http://purl.galileo.usg.edu/name/ Exports xml authority records through xml gateway http://dlgmaint.galib.uga.edu/cgi- bin/name.cgi?userid=ultimate_xml&query=pj %3Acrdl%20and%20anpe:* (results) http://dlgmaint.galib.uga.edu/cgi- bin/name.cgi?userid=ultimate_xml&query=pj %3Acrdl%20and%20anpe:* results

30. Ingest Create dummy recorddummy record Strip out unneeded elements and translate to AT accession schema (see appendix “Preparing XML Accession Files” for field names) Load in Delete dummy accession record

31. Issues with authority ingest No real ingest currently exists NAME not as granular as MARC Unable to pre-load alternative name forms Upcoming version will have greater name authority functionality

32. Outsourcing Specs – Use modified DLG EAD specs (based on OAC) – No info – Only high-level element filled in sample sample Scan/mark-up box folder lists – Reflect levels –

33. Finalizing Finding Aids Upon vendor return, quality control Imported into AT Hooks onto already existing MARC record Export complete EAD file for XTF ingest

34. XTF: What Is It and Why is Russell Library Using it? Richard B. Russell Library for Political Research and Studies University of Georgia Libraries adamsabi@uga.edu Abby R. Griner

35. What is XTF? eXtensible Text Framework “flexible indexing and query tool that supports searching across collections of heterogeneous data and presents results in a highly configurable manner” http://xtf.wiki.sourceforge.net/

36. System architecture (simplistic and linear)

37. How is Russell using it? As a full-text searchable database to display finding aids for our open archival collections and selected accessions In the future...to display online exhibits with digital objects

38. Why is Russell using XTF? Finding aids encoded for XTF can easily be imported into AT Open source (Free as in kittens NOT beer) Extremely customizable Displays a variety of file types (xml, html, jpg, txt, pdf)‏ Does not require developer to have an extensive programming background Full text search within XTF AND in Google

39. Other Archives Using XTF California Digital Library uses “XTF as a building block for new services and has used it to replace a number of systems previously used for text searching (i.e., DLXS, Greenstone, DynaWeb)”: http://oac.cdlib.org/search.findingaid.html http://www.calisphere.universityofcalifornia.edu/ http://oac.cdlib.org/search.findingaid.html http://www.calisphere.universityofcalifornia.edu/ OhioLINK (consortium of Ohio libraries) http://ead.ohiolink.edu/xtf-ead/ http://ead.ohiolink.edu/xtf-ead/ Digital Library of Georgia http://redandblack.libs.uga.edu/xtf/browse/1915.html http://redandblack.libs.uga.edu/xtf/browse/1915.html

40. What You Can Expect to See: Over 100 of Russell Library's collections (box and folder lists included) available for public access Soft launch (“beta”) – 1 st week of June 2009 Hard launch – August 2009 Be on the lookout: http://russelldoc.galib.uga.edu/russell/ http://russelldoc.galib.uga.edu/russell/