Date
31 July 2014
Attendees
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
- Unlicensed user
Agenda
- Discussing workflows for archival description Unlicensed user
- AtoM Demo Unlicensed user
- Discussing AtoM and how other archivists on campus feel about the tool in relation to their current archival description workflow
- Import options - accession record - what do we do with legacy accession numbers
- Dumbarton Oaks - Anne-Marie Viola (she shared the evaluation documents listed below. Note that the "Highlights" spreadsheet has multiple tabs)
Demo/discussion Items
Item | Who | Notes |
---|---|---|
Current practice at BCAH | Esther | pulling together accession records (FMP database) and lots of other data from distributed materials/locations (Word docs, etc.) > processing > finding aid > TARO > MARC |
How could AtoM help streamline current practice? | Esther, Jessica |
|
Issues observed | Esther |
|
AtoM development model and user community | Jessica | Canadian company Artefactual's model is similar Drupal community (open source software freely available for deployment, but you can contract with company for customizations, support, hosting; new features are integrated into subsequent releases of the software). Dunbarton Oaks, a DC repository affiliated with Harvard has been using AtoM for awhile: relatively small set of data for migration; positive experience with tech support/forum; contracting for image cataloging tool/VRA core module SAA AtoM interest group is in the works Recommendation that we compile our questions and post them to the forum so that the wider community benefits from the answers/convo |
Questions for our group | Jessica, Amy B. |
|
Current processing workflow vs. ICA-Atom
A written description of our current LA1 workflow is available Here
Current LA1 workflow flowchart:
Current Briscoe workflow for processing archival collections:
Stage | Current Process | Platform/media | Can AtoM Do This? |
---|---|---|---|
Preprocessing | Accession Records Database | Filemaker | YES* |
Check Finding Aid Master | Server | MAYBE unnecessary | |
Check TARO and UT Catalog | Web | unnecessary | |
Check Holding record | Paper | NO | |
Processing | Deaccessioning/Separation/Destruction sheets | Paper | NO |
Shelflist | Server | YES* | |
Finding Aid Template | Word | YES | |
Indexes (Sources: LCSH and UT Cat.) | Web | YES* | |
Inventory | Excel | YES | |
* If addition: | |||
Update finding aid in masters | Server | MAYBE unnecessary | |
EAD | * If new: | ||
Get TARO ID from from TARO register | Paper | MAYBE | |
Encode EAD | Oxygen | YES* | |
Upload to TARO | Fetch | NO | |
If addition: | |||
Download EAD from TARO | Fetch | unnecessary | |
Update EAD | Oxygen | YES | |
Upload to TARO | Fetch | NO | |
MARC | * If new: | ||
Switch to Windows partition | O.S. | unnecessary? | |
Download EAD from TARO | Web | unnecessary | |
EAD to MARC | MARC Edit | MAYBE | |
Upload and finish in OCLC | OCLC Connexion | NO | |
Check record in Sierra | Sierra | NO | |
Update EAD with OCLC # | Oxygen | YES* | |
Upload EAD to TARO | Fetch | NO | |
* If addition: | |||
Update using Sierra | Sierra | NO | |
Wrapping Up | File holding record | Paper | NO |
Print copy of finding aid for reading room | Paper | NO |
AtoM scenario workflow:
Top Atom customization requests:
Section | Fix needed | Estimated difficulty | Priority |
---|---|---|---|
EAD EXPORT | EAD export needs to use our TARO stylesheet. Also, current output doesn't necessarily validate. | Low | High |
ACCESSIONS | Accession record numbering is automated and doesn't adhere to our numbering system-can the number field be made editable? | Medium | High |
PHYSICAL STORAGE | If under "Manage Physical Storage" we could add searchable information such as "3 in. space for photos" or "Shelf space for 3 oversize boxes," we could replace our current shelflist with Atom | High | High |
ACCESSIONS | Archival descriptions must be linked to accession records upon creation. You can't link descriptions to accessions after the fact. | Medium | Medium |
ARCHIVAL DESCRIPTION | Scope notes that appear on the data entry fields are not terribly helpful. Can this text be customized? | Medium | Medium |
ARCHIVAL DESCRIPTION | Every child level of arrangement has the same data entry fields. Can this be streamlined and duplicative fields removed? | Medium | Medium |
ARCHIVAL DESCRIPTION | Each level in the hierarchy demands a unique identifier, but the uniqueness isn't enforced. Similarly, "required fields" aren't actually enforced. | Medium | Low |
EAD EXPORT | Some kind of preview/print functionality within Atom would be nice so that we can spot errors before uploading our files to TARO. | High | Low |
ARCHIVAL DESCRIPTION | There isn't a one to one relationship between some Atom fields and TARO template. Where do we enter OCLC # and preferred citation? Can those fields be added to Atom? | Medium | Low |
MARC EXPORT | A feature that allows mapping the Archival Description into a MARC record is not a priority, but could be an eventual nice addition. | High | Low |
Action Items
- accession record pilot - CSV import
- multiple repository permissions and stylesheets
- stylesheets - limited customization (get a copy of the TARO stylesheet)
- post examples of AtoM instances