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The Long Road
    to Archivists’ Toolkit:
      Finding the Right
Archival Management System


    Syracuse University Archives
            March 2012
Why Do We Need New Archival
   Management Software?
Multiple databases are serving
different functions:

     Box inventories
     Accessions
     Audio-visual materials
     Dissertations & masters theses
     Scanned images
     Loans
     Etc.
3 different types of databases:
     Versatile
     MS Access
     FileMaker Pro
….and a bunch of paper files:

     Donor and collection information
     Correspondence
     Reference tracking
Current collections database
   is just not cutting it.
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
Our Sad Attempt
to Kick-Start this Baby
How did we get started??

2009 SAA webinar:
Archival Content Management Systems
And then we waited
a year…
Can We Get a Push Here,
 Please?.....Somebody?
SU Information Technology
Services Support

Enterprise Process Support Project Managers
assigned to help us.
Figuring out
What in Heck We’re Doing
Developed a Project Plan
    overview of project
    objectives
    target dates
    other parameters
Examined Archives’ workflow

What happens when materials are donated?

What information goes in which database or
paper file?
The Long Road to Archivists' Toolkit
Identified what our current databases do well
and do not do well (or at all)


Example:
-Versatile is great at space management.
-Versatile does not provide much collection management.
The Long Road to Archivists' Toolkit
Specifications
• Collection management             • Data sharing

• Accession                         • Integration

• Track retrievals & loans          • Allows import from legacy systems

• Full text & keyword searching     • Security

• Space management                  • Reporting

• Donor tracking                    • Overall ease of use/navigation

• Research management               • System requirements

• Auto-generate numbers             • Export data to create finding aids

• Accessibility                     • Cost
Archival Software
  Gets Swanky
Gathered together a pool of candidates:
ArchivalWare DLS
CALM
Cuadra Star
Eloquent
Minisis, Inc.
Archivists Toolkit
Archon
Tabularium
CollectiveAccess
Initial review:
     Size, history and maturity
     Platform
     Specifications


Made a short list.
Attended demos by vendors and
played in sandboxes

Cuadra Star

Eloquent

Minisis
Why Nothing was Right
What about our staff members who are less tech-
savvy? Will they be comfortable using this
software?
What about our staff members who are less tech-
savvy? Will they be comfortable using this
software?

Do any of us feel comfortable using this software?
What about our staff members who are less tech-
savvy? Will they be comfortable using this
software?

Do any of us feel comfortable using this software?

Is anyone else feeling overwhelmed by this
software?
What about our staff members who are less tech-
savvy? Will they be comfortable using this
software?

Do any of us feel comfortable using this software?

Is anyone else feeling overwhelmed by this
software?

Seriously, doesn’t this feel like overkill?
What about our staff members who are less tech-
savvy? Will they be comfortable using this
software?

Do any of us feel comfortable using this software?

Is anyone else feeling overwhelmed by this
software?

Seriously, doesn’t this feel like overkill?

We won’t use even half the fields and we’d have to
pay how much?
Maybe the Cheap Stuff
Will Work Out After All
FileMaker Pro

Archivists’ Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
Embracing
  Open Source Software
(and freaking out a little)
Cleaning up our act (data)
The Long Road to Archivists' Toolkit
Cleaning up our act (data)

Re-orienting how we think about the
collections, boxes, and folders
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
The Long Road to Archivists' Toolkit
Cleaning up our act (data)

Re-orienting how we think about the
collections, boxes, and folders

Re-thinking old processes
Helpful Resources

Archival Management Software:
A Report for the Council on Library and
Information Resources (January 2009)
by Lisa Spiro
http://www.clir.org/pubs/reports/spiro/


Wiki: http://archivalsoftware.pbworks.com
Stressed about archival software?
Go to cuteoverload.com and breathe in the cute.
All cute images are from cuteoverload.com

Father Time image is from
The National Library of Wales,
http://www.flickr.com/photos/llgc/
QUESTIONS? EMAIL ME!

MEG MASON
MAMASO02@SYR.EDU

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The Long Road to Archivists' Toolkit

  • 1. The Long Road to Archivists’ Toolkit: Finding the Right Archival Management System Syracuse University Archives March 2012
  • 2. Why Do We Need New Archival Management Software?
  • 3. Multiple databases are serving different functions: Box inventories Accessions Audio-visual materials Dissertations & masters theses Scanned images Loans Etc.
  • 4. 3 different types of databases: Versatile MS Access FileMaker Pro
  • 5. ….and a bunch of paper files: Donor and collection information Correspondence Reference tracking
  • 6. Current collections database is just not cutting it.
  • 9. Our Sad Attempt to Kick-Start this Baby
  • 10. How did we get started?? 2009 SAA webinar: Archival Content Management Systems
  • 11. And then we waited a year…
  • 12. Can We Get a Push Here, Please?.....Somebody?
  • 13. SU Information Technology Services Support Enterprise Process Support Project Managers assigned to help us.
  • 14. Figuring out What in Heck We’re Doing
  • 15. Developed a Project Plan overview of project objectives target dates other parameters
  • 16. Examined Archives’ workflow What happens when materials are donated? What information goes in which database or paper file?
  • 18. Identified what our current databases do well and do not do well (or at all) Example: -Versatile is great at space management. -Versatile does not provide much collection management.
  • 20. Specifications • Collection management • Data sharing • Accession • Integration • Track retrievals & loans • Allows import from legacy systems • Full text & keyword searching • Security • Space management • Reporting • Donor tracking • Overall ease of use/navigation • Research management • System requirements • Auto-generate numbers • Export data to create finding aids • Accessibility • Cost
  • 21. Archival Software Gets Swanky
  • 22. Gathered together a pool of candidates: ArchivalWare DLS CALM Cuadra Star Eloquent Minisis, Inc. Archivists Toolkit Archon Tabularium CollectiveAccess
  • 23. Initial review: Size, history and maturity Platform Specifications Made a short list.
  • 24. Attended demos by vendors and played in sandboxes Cuadra Star Eloquent Minisis
  • 26. What about our staff members who are less tech- savvy? Will they be comfortable using this software?
  • 27. What about our staff members who are less tech- savvy? Will they be comfortable using this software? Do any of us feel comfortable using this software?
  • 28. What about our staff members who are less tech- savvy? Will they be comfortable using this software? Do any of us feel comfortable using this software? Is anyone else feeling overwhelmed by this software?
  • 29. What about our staff members who are less tech- savvy? Will they be comfortable using this software? Do any of us feel comfortable using this software? Is anyone else feeling overwhelmed by this software? Seriously, doesn’t this feel like overkill?
  • 30. What about our staff members who are less tech- savvy? Will they be comfortable using this software? Do any of us feel comfortable using this software? Is anyone else feeling overwhelmed by this software? Seriously, doesn’t this feel like overkill? We won’t use even half the fields and we’d have to pay how much?
  • 31. Maybe the Cheap Stuff Will Work Out After All
  • 36. Embracing Open Source Software (and freaking out a little)
  • 37. Cleaning up our act (data)
  • 39. Cleaning up our act (data) Re-orienting how we think about the collections, boxes, and folders
  • 44. Cleaning up our act (data) Re-orienting how we think about the collections, boxes, and folders Re-thinking old processes
  • 45. Helpful Resources Archival Management Software: A Report for the Council on Library and Information Resources (January 2009) by Lisa Spiro http://www.clir.org/pubs/reports/spiro/ Wiki: http://archivalsoftware.pbworks.com
  • 46. Stressed about archival software? Go to cuteoverload.com and breathe in the cute.
  • 47. All cute images are from cuteoverload.com Father Time image is from The National Library of Wales, http://www.flickr.com/photos/llgc/
  • 48. QUESTIONS? EMAIL ME! MEG MASON MAMASO02@SYR.EDU