Ala cspace aspace rep services demo 2015

Demonstration by Russell Palmer

• Museum professional?
• Library professional?
• Work at a library with a museum in it?
• Work at a museum with a library in it?
• There’s a museum on your campus
• I need to get control of a collection, and this
seems like a good fit
• Intrigued?
• Other?

Welcome
Director of Digital Services
• John Herbert
Member Outreach
• Lisa Larson
Developers and Sys Admin
• Mark Cooper
• Richard Millet
• Blake Carver
Implementation & Training
• Russell Palmer
• Jennifer Bielewski

LYRASIS
We’re one of the largest non-profit membership
organizations North America serving archives, libraries and
museums.
Our mission is to help you achieve your mission.
We collaborate with information professionals and offer our
members savings, support, ideas and community.

• “CollectionSpace is a free, open-source, web-based software application for
the description, management, and dissemination of museum collections
information. The CollectionSpace team and community is made up of
museum professionals, software engineers, and interaction designers.”

CollectionSpace: Administration
• Users
• Roles

CollectionSpace: User Interface overview
• My CollectionSpace
• Create New
• Find and Edit (Searching)
• Relating records from advanced search

Advanced search—add to record from
search

Records in CollectionSpace: An overview
• Record screens will always have these common features:
– Top navigation bar—to take you to other functionality in the
system as needed
– Edit/data entry screen-to add data to or edit a record
– Tabs—enabled for all related records
– Right side bar—all the contextual information for a record

Special fields and interfaces
• Dates can be entered using the date pickers or calendars
provided, or manually entered
• Leading zeros are not required for dates
• Structured dates (double calendar icon) are date entry
fields tied to the Spectrum Core Structured Date Schema
• Dropdowns lead to controlled lists
• Folding and unfolding sections

Number patterns
• May be assigned based on a preset pattern
• May be entered free text

Predictive text
• Within a field, text will appear and you can choose from
items that were already entered, for example, an authority

Creating records
• Create records
– Cataloging Records
– Procedural Records
• Linking records
– Authorities

The edit screen
• Complete data model for a particular record type

Schema
• The Schema for each record type in CollectionSpace can
be found here:
• http://tinyurl.com/py4w6n3
• Schema are based on the Spectrum* (UK) Standard

Cataloging records
• The compilation and maintenance of key information,
formally identifying and describing objects. It may include
information concerning the provenance of objects and
also collections management documentation e.g. details
of acquisition, conservation, exhibition and loan history,
and location history

Object Hierarchies
• Broader object
• Object component, within a cataloging record

Create New From Existing
• Available for procedural records
• Create a new record from an existing record
• Field data is replicated over to a new record
• Relationships are NOT duplicated
• Example: creating cataloging records for multiple items
with a lot of repetitive information

Secondary tabs
• The top of each record contains secondary tabs
• The tab labeled “Current Record” on the far left is the Primary tab for the
record type you are editing
• The tabs to the right of the Primary tab are Secondary tabs These tabs may
be used to view, create, and edit related records
• Examples:
• Create a Cataloging record related to an Acquisition
• Create a Location and Movement record related to an Intake

Acquisitions records
• Documenting and managing the addition of objects and
associated information to the collections of the
organization and their possible accession to the
permanent collections

Media Handling records
• Create Media Handling records
• Upload media/paste URL there
• Connect to existing record (cataloging, acquisitions, etc.)

Location/Movement/Inventory Control
• Manage and document current and past locations of
objects or groups of objects
• Note: These records can be “hard saved:”
– Location/Movement/Inventory control records can be Hard Saved. Once a record is Hard
Saved, it becomes permanently read-only to all users. Data in the Hard Saved record
cannot be changed, and related records cannot be added to or removed from the record
– To Hard Save a Location/Movement/Inventory control record, navigate to the desired
record or create a new record, make sure the required fields are filled in, and click Save.
A dialog will appear allowing the user to choose whether to cancel, Save, or Hard Save
the record

Loan In
• Managing and documenting the borrowing of objects for
which the organization is responsible for a specific period
of time and for a specified purpose, normally
exhibition/display, but including research, conservation,
education or photography/publication.

Loan Out
• Documenting and managing the loan of objects to other
organizations or individuals for a specific period of time
and for a specific purpose, normally exhibition/display, but
including research, conservation, photography and
education

Intake
• The management and documentation of the receipt of
objects and associated information which are not currently
part of the collections. Any object which does not currently
have an object number assigned by the receiving
organization must be dealt with within this procedure

Object Exit
• An item is leaving the collection, is being sent to another
organization, returning a loan, an item was destroyed, etc.
• The management of disposal (the transfer, or destruction of
objects) and of de-accession (the formal sanctioning and
documenting of the disposal)

Condition Check
• The management and documentation of information about
the make up and condition of an object, and the
recommendations for its use, treatment, and surrounding
environment

Valuation Control
• The management of information relating to the financial
valuations of individual objects and groups of objects,
usually for insurance/indemnity purposes

Groups
• A group record acts as a “scratch pad” of sorts, for
grouping objects or procedural records in one place to
create an artificial gathering together of things.

Authorities
• Concept
• Person
• Storage location
• Organization
• Place
• Work
• Citation

Learn more/free demo site
• CollectionSpace
– www.collectionspace.org
• Demo site
– http://demo.collectionspace.org:8180/collectionspace/ui/core/ht
ml/index.html

User documentation and other resources
• The CollectionSpace Wiki
– http://tinyurl.com/nkoahhv
• User manual
– http://tinyurl.com/qzsgdfq
• Mailing lists
– http://test.collectionspace.org/mailing-lists/
• IRC Channel
– irc.freenode.net/#collectionspace
• Extended examples and sample workflows:
– http://tinyurl.com/lp44h43

Demonstration by Jennifer Bielewski

•Public or
•Academic Library
•Archives
•Museum
•Special Library
•Corporate Archives

ArchivesSpace: What is it?
ArchivesSpace is an open-source web application built to manage descriptive information for
archives, manuscripts, & digital objects. You can use ArchivesSpace to track incoming
donations/transfers/purchases to the collection, maintain name and subject heading authorities,
track the physical location of collection items and create finding aids for online access.
3 Core modules: Accessions, Resources, and Digital
Objects

ArchivesSpace is Open Source
• Community driven
• Membership opportunities
& involvement
• Community projects:
Testing, documentation,
reporting bugs, reporting
wish list of functionality,
coding and more.
• Try it!
http://www.archivesspace.or
g/sandbox
FREE online information
demos:
• http://tinyurl.com/lv9gem
5

Unlock, Automate & Provide Access
Finding Aids & Container list

LYRASIS Hosting Service Provides
• Disaster backup and recovery
• 24x7 monitoring
• Reliable hosting in a secure data
center
• Expert training to get you started
quickly
• Ongoing expert support
• Extensive user guide and “cheat
sheets”
• Ongoing system maintenance and
enhancements
You can focus on your collections and
content rather than keeping the system
running

Admins
• Can set up users
• Create new repositories
• Modify and Customize
Data Entry forms

ArchivesSpace Staff Users Types
System Administrator:
• All read/write and functional permissions for all repositories sharing the installation.
Repository Manager:
• All read/write and functional permissions for a single repository.
Project Manager:
• Read only permissions for repository and user records, all other read/write and functional permissions
for a single repository
Advanced Data Entry Staff:
• No application or project management customization permissions. Unable to read or write name
contact information
Archivist
• Can create/update event records
Basic Data Entry Staff:
• No application customization permissions. Unable to read or write name contact information. Read
only access to accession, digital object, name and subject records. Read/write permissions on
resource and component description records.
Viewers
• Can select a repository to browse & can view all unsuppressed records.

Manage Repository
• A repository is a “container” for groups of related archival materials
(accessions, resources / finding aids, digital objects and so on). A repository
will often describe the source of responsibility for the archive.
• ArchivesSpace displays a list of all the repositories on the system within your
instance. LYRASIS will create a default Repository for you with your records.

Modify Data Entry Dropdowns
• Data entry forms
• Set defaults, add or delete
values

More modules
In addition to the 3 core modules, ArchivesSpace has
records for:
• Subjects (subject terms and subdivisions)
• Agents (persons, families, or corporate bodies that
have a specified relationship such as source,
creator, topic, rights owner to archival materials)
• Locations (where the physical item is stored)
• Events (tracks work or actions on Archival materials
and records)
• Classifications (define a hierarchical system into
which collections may be grouped)

Accessions
Accession records store information about the receipt of
materials, which are typically unprocessed. An accession may
be a single item or an aggregation of materials. It may be the
beginning of a new resource or an accrual to an existing
resource.

Resource
• A resource record details information about a
specific group of archival materials frequently
related by provenance (original ownership, custody
or location of the materials). These records will
typically have a high level of description for the
collection as whole as well as a detailed inventory
of elements within the collection.

Resources
• Resource description can be hierarchical and
could be arranged in some fashion; perhaps a
series
• Level of description may be terse or exhaustive.
In some instances, description of a collection
may be limited to its provenance and title; in
other cases, it may include notes and other
information. - In a finding aid or catalog record,
the level of description2 typically begins with the
collection as a whole, and it may include details
about subordinate divisions, such as series,
subseries, folders, or items.
• It’s possible to link agents, subjects and digital
object and list the contents of storage
containers

Spawn Accessions to a Resource Record
• An Accession record can be
spawned to become a
Resource
• ArchivesSpace automatically
links the two records, and
transfers specific information
from the accession record to
the resource record.
Note: Resource records can’t be
spawned into other resource records. You

Resources
Create from an Accession or scratch

Linking Agents
• Agents identify persons, families,
or corporate bodies, or software
that have a specified relationship
(such as source, creator, topic,
rights owner) to archival materials
or to an event.
• You can browse or create agents
• There are 3 fields to complete;
relator is optional
• When creating an agent from
scratch, you can add form of
name, source, contact
information, dates etc.

Linking Subjects
• Subjects describe the
principal theme or topical
contents of an item or
group of materials as well
as format characteristics.
• You can browse or create
subjects

Adding Resource Components
Use Rapid Data Entry to add
resource components quickly

Digital Objects
• Digital object records are for both born-digital
and digitized materials. Digital objects can be
linked to existing resource records.
• You can add the following as sub-records:
– Basic Information
– File Versions
– Dates
– Extents
– Agent Links
– Subjects
– Notes
– External Documents
– Rights Statements
– Collection Management
– User Defined

Finding Aid
• A tool that facilitates discovery of information within a
collection of records. - 2. A description of records that
gives the repository physical and intellectual control over
the materials and that assists users to gain access to and
understand the materials.
• Finding aid1 includes a wide range of formats, including
card indexes, calendars, guides, inventories, shelf and
container lists, and registers. - Finding aid2 is a single
document that places the materials in context by
consolidating information about the collection, such as
acquisition and processing; provenance, including
administrative history or biographical note; scope of the
collection, including size, subjects, media; organization
and arrangement; and an inventory of the series and the
folders.

Importing Data
• In ArchivesSpace you can import data from standardized
records as well as comma-separated value data from
spreadsheets, EAD, MARCXML, CSV

Importing
Refresh to view whether the file was successful
View a list of imported records

Searching
There are basic and advanced search options:

“It’s absurdly simple to choose & use
ArchivesSpace”--Purrlock
For additional
information please visit
us booth 2341
More demos are
tomorrow and Sunday!

What is Islandora comprised of?

Objects
• All objects are made up of multiple
datastreams (content files and metadata
files)
• Collection objects
– Aggregate other collection or content
objects
– Have names but no MODS metadata
• Content objects
– Images, audio, video, text, etc.
– Have descriptive MODS metadata
• Best practice:
– Collections contain collections or content,
not both

Content Models
• Sets of rules for conforming objects
– What source files can be ingested
– What derivative datastreams will be created
– What metadata forms can be used
– How the object will be displayed
• Current content models:
– Collection, Basic Image, Large Image, PDF, Book, Audio,
Newspaper, Compound Object and Binary Object
– Video coming soon

Staff Roles & Permissions
Each staff user has username, password and role
• Mediated Data Entry
– Can create new content objects
– Can create and update metadata
– Objects suppressed from public view until reviewed (inactive state)
• Data Entry Supervisor
– Can create new content objects and create & update metadata
– New objects not suppressed
– Can view inactive queue and un-suppress inactive objects
– Can delete objects from repository
• Collection Supervisor = same as Data Entry
Supervisor plus:
– Can create, delete, manage collection objects
• Site administrator = same as Collection Supervisor
plus
– Can create new users and assign roles
– Can configure some functions like embargo

Create a Collection
• Institutions can create different collections. You should at
least have a root collection.

Content Creation
• MARCXML Import
• Objects Ingest
– Books
–Newspapers
–Compound objects
–Images
–Audio
–Binary objects

Content Management
• Collection
management
– Migrate members
– Delete members
– Share members
• 3 ways to delete
– Set state
– Delete from storage
– Delete from collection
• 3 ways to suppress
– IP Embargo
– Inactive Queue
– Object Viewing Policy

“It’s absurdly simple to choose & use
Islandora”--Purrlock
For additional
information please visit
us booth 2341
More demos are
tomorrow and Sunday!

Ala cspace aspace rep services demo 2015

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