1. Implementing PTFS ArchivalWare at York St John University: a project under the JISC Repositories Start-up and Enhancement (SUE) strand Helen Westmancoat Lauren Shipley York St John University | www.yorksj.ac.uk

2. Background to the project Choosing the software Implementation Demonstration – flexibility, interoperability, customisation Future developments

3. York St John University | www.yorksj.ac.uk Background Small HE institution – located in the centre of York, c. 5600 students Collaborating for Creativity (C4C) Centre for Excellence in Teaching and Learning JISC Funding granted September 2007 – YSJ DigiRep

4. York St John University | www.yorksj.ac.uk Background - Pilot project

5. York St John University | www.yorksj.ac.uk Background - Pilot project Arts & Health Tanka: Art & Writing Dance & Diversity Public Service Announcement Creativity in Theology c.21 Interpretations of Renaissance Texts Sympathetic Vibration

6. York St John University | www.yorksj.ac.uk Background - Pilot project Arts & Health Tanka: Art & Writing Dance & Diversity Public Service Announcement Creativity in Theology c.21 Interpretations of Renaissance Texts Sympathetic Vibration Stills Video Text Audio

7. York St John University | www.yorksj.ac.uk Sample images Plus videos, theses, research papers, exam papers, items from our Victorian Childrens’ books collection and from the newly acquired Theatre Royal archive Background

8. York St John University | www.yorksj.ac.uk We were looking for a solution that could interoperate with our other systems, allowed us to be flexible with the kinds of materials we could accommodate, had an interface we could customise easily… Choosing the software

9. York St John University | www.yorksj.ac.uk Choosing the software Plan was to implement Hyperion Enter PTFS (Europe) and ArchivalWare MIDESS software comparisons - http://ludos.leeds.ac.uk/midess/MIDES S%20workpackage%202%20- %20Functional%20and%20Technical% 20Requirements%20Specification.pdf

10. York St John University | www.yorksj.ac.uk Choosing the software

11. York St John University | www.yorksj.ac.uk Choosing the software SaaS option Host ourselves Sustainability Customisation

12. York St John University | www.yorksj.ac.uk Implementation 2 day project workshop 2 days training Configuration

13. York St John University | www.yorksj.ac.uk We were looking for a solution that could interoperate with our other systems, allowed us to be flexible with the kinds of materials we could accommodate, had an interface we could customise easily…

14. York St John University | www.yorksj.ac.uk Flexibility Multimedia – handles sound files, different kinds of movie files, photographs and full text Different collections, or libraries, allow you to split discrete collections logically Powerful user management can be used to restrict access to collections Browse hierarchy imposes logical organisation to information Web-based, with the flexibility of that medium

15. York St John University | www.yorksj.ac.uk Flexibility The software’s flexibility will allow us to use it as: the back-end store for an e-zine about Enquiry- based learning a traditional institutional repository for theses and dissertations and other research a showcase for C4C and ALPS CETL project outcomes a discovery tool for special library collections (including Victorian children’s books and an archive of theatrical paraphernalia)

16. York St John University | www.yorksj.ac.uk Interoperability every item in the archive has a unique ID, allowing it to be referenced from outside the archive OAI-PMH (Open Access Initiative – Protocol for Metadata Harvesting) is in-built Dublin Core (the default metadata schema) maps to MARC21 relatively well Web-based

17. York St John University | www.yorksj.ac.uk Interoperability The software allows us to: build web front ends to act as gateways into different parts of the archive link directly to items from the library catalogue (with or without the context of their metadata) by using the 856 field link to items from within the virtual learning environment, by using the item’s unique ID to construct a static URL search the archive from external search engines, such as Google Scholar, Intute Repository Search or OAIster (via the Open Archives Initiative)

18. York St John University | www.yorksj.ac.uk Customisation Web-based, so edits can be made using HTML and CSS – configurable files include welcome.html Internal configuration – pick lists, libraries, search preferences, visible fields, etc.

19. York St John University | www.yorksj.ac.uk Customisation This arrangement means we can: build an accompanying website for archive-related resources that can be identified visually with the archive itself – stamp our identity on to the archive configure the internal structure and layout of the archive to best suit the needs of our users and the types of collections we’re storing

20. York St John University | www.yorksj.ac.uk Future developments Adding new collections - Women’s voices Using archive for e-zine Digitisation of other materials – Theatre Royal archive, Rees-Williams Victorian Children’s book collection Official launch of archive Set up user group

21. York St John University | www.yorksj.ac.uk Contact us Helen Westmancoat, Deputy University Librarian h.westmancoat@yorksj.ac.ukh.westmancoat@yorksj.ac.uk Lauren Shipley, Digital Archive Development Coordinator l.shipley@yorksj.ac.uk l.shipley@yorksj.ac.uk Project blog - http://ysjdigirep.blogspot.com/ Digital suppository repository: easing the passage from hard copy to electronic Lottie Alexander, Academic Liaison Librarian