Total Archival Awareness: The University of Illinois Archives Holdings Database

1
Total Archival AwarenessThe University of
Illinois Archives Holdings Database

• Midwest Archives Conference
• October 24, 2003
• Christopher J. Prom
• Assistant University Archivist
• University of Illinois Archives

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Introduction

• Much attention paid to EAD in past few years
• What to do with legacy systems
• Reengineering concept
• Our approach
• Improve user services to improve archival
  awareness for users and staff
• convert legacy systems to database
• lay groundwork for EAD/ ISAD(G) compatible system

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U of I Archives and legacy systems

• 5,362 record series 18,694.8 cubic feet
• 3 part RG/SG/RS classification system
• PARADIGM mainframe system described in Bill
  Mahers 1984 article
• Control cards (WordPerfect 5.1 for Dos)
• Location database (DOS R-Base)
• Supplementary finding aids (WordPerfect 5.1 for
  DOS)
• Separate accession register database (Access 97),
  administrative histories (WordPerfect 4.2?)
• No Catalog (MARC-AMC) records

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Conversion Issues

• Technical
• Lots of file formats/data structures
• Related information did not interoperate in
  legacy system
• Data not regularized
• Conceptual
• Missing ISAD(G) mandated data elements
• Cannot be converted directly to MARC or EAD
• Need seamless integration with email reference
  service
• Need multilevel description to mirrors
  university structure
• Make expandable to include links to documents

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Conversion Issues, cont.

• Reference/Use Patterns
• Mahers unpublished study (1989)
• Many separate user communities w/ distinct needs
• Satisfied in using off-line and printed finding
  aids
• Reference card data
• Trend toward increased email, off site use.
• My usability study 2003
• Provide both browse and search options
• Preserving context very important
• Keep finding aid design simple

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Options

• MARC-AMC and/or EAD
• s standards for archival descriptive data,
  full range of data elements
• -s encoding overhead, difficult display
  mechanism, no easy way to preserve relationships,
  no searching
• HTML
• s universally accessible, easy to understand
  and implement
• -s requires constant updating, content linked
  to display, student training issues
• Relational Database
• s preserve RG/SG system, easy to update,
  display flexible, needs minimal training, basis
  for further development
• -s cannot handle box and folder lists,
  uncertain development time

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SQL Server (backend)

• Data and table definitions made here
• Requires up front thought
• Can add fields later, but change definitions for
  existing fields only with great care
• data types and field values
• Relationships between tables
• NOT an data entry or staff/user tool, for holding
  data only

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MS Access (front end)

• Regularized and imported data
• Designed forms and subforms for ongoing updates
• Queries (useful for annual report data)
• Reports for printed location guide, control card,
  etc.

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Lookup Tables
Main Descriptive Record
Locations
Subjects
Primary Key RG/SG/RS s
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Input form Six tables work together to make one
record
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Active Server Pages

• Use to make HTML output, search forms, etc.
• Think about desired layout
• Connecting to database
• Programming ASP, VBScript, SQL
• Display--Begin simple, add refinements later
• Recommended resources
• Articles from Library Hi Tech, others cited on
  handout
• OReilly and Wrox Books on ASP and VBScript (not
  for beginners)

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Linking to Finding Aids

• Can link to EAD, HTML, or PDF
• We use PDFeasy to convertand EAD where judged
  appropriate
• Use Google site search goes deep into finding aids

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Demonstration

• C\My Web Sites\index.html
• Browse by subject
• Browse by unit
• Search
• Links to finding aids
• Links to database from subject guides

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Advantages of Database Approach

• Preserves context reasonably well
• Conversion relatively quick
• Display can be easily tweaked
• Input forms suited for students, others w little
  or no archival/cataloging training
• Improved reference service
• Linking
• Demand for photocopies and photos helps develop
  small revenue stream

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Disadvantages of database approach

• Display not as flexible as EAD
• Nested fields
• Fonts and underlining
• . . . but easier to change
• Some ISAD(G) elements currently not included
• Need fair amount of database programming
  experience
• Best suited for classic record group/subgroup
  system, but may not apply elsewhere
• Does not allow easy output of MARC-AMC

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Future improvements

• Make ISAD(G) compatible by adding fields such as
  creator, administrative history, accruals,
  restrictions.
• Export EAD as exchange format (for top level
  first, then box listings)
• Other databases (Univ. History FAQ, Image
  database, linked to holdings records)

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Dont

• Be content to simply move paper functionality to
  web
• Undermine context/provenance of materials
• Include usability impediments such as frames,
  funny link colors
• Watch out for javascript bugs.

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Do

• Partner with a systems office (if possible)
• Test on multiple browsers
• Know your users and their needs
• Optimize for Google crawler
• Pay attention to details in search algorithms
• For improved reference service
• Provide hard url for each output records (i.e. in
  scripting language, pass data via querystring,
  not form)
• Provide link to an email form on each page
• Code referring page into email messages submitted
  via form

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Hard url in referrer page
Shows service location off site, actual location
on staff computers
Email Link
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Message I received my B.S. in Ag/comm from U
of I in 1980. Currently I'm working on my Ed.D.
at Northern Illinois University in Adult Cont.
Ed. I'm doing a research paper on the home
extension program during the 1960's 1970's and
am interested in locating meeting notes, lesson
plans, membership rosters, etc. especially for
DeKalb or Whiteside Counties in Illinois. Please
send me information about how I can find or view
this information. I will be on campus on Sept.
27th. Thank you, xxxxxx Sender's Workstation
xxx.xx.xxx.xxx HTTP Referer page
http//web.library.uiuc.edu/ahx/uaccard/UAControlC
ard.asp?RG8SG3RS821
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Dear xxxx, There are several things you might
want to browse before arriving on campus. If you
follow these links, you will eventually get to a
"finding aid" which is a PDF file which lists the
folder titles in the boxes. Here is a link all of
the materials which we have indexed under home
economics extension http//web.library.uiuc.edu/
ahx/uaccard/results.asp?queryHomeEconomicsExten
siontitle0description0subject1 Probably of
most interest to you will be the department's
subject file (this is the dept. chair's old
files), which is fairly complete in the period
you are dealing with. http//web.library.uiuc.edu
/ahx/uaccard/UAControlCard.asp?RG8SG11RS5 et
c., etc. Chris
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Total Archival AwarenessThe University of
Illinois Archives Holdings Database

• Midwest Archives Conference
• October 24, 2003
• Christopher J. Prom
• Assistant University Archivist
• University of Illinois Archives