RBMS Preconference

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Archon Facilitating Access to Special
Collections

• RBMS Preconference
• Los Angeles, CA
• June 25, 2008
• Chris Prom
• Assistant University Archivist
• University of Illinois at Urbana-Champaign
• prom_at_illinois.edu

www.archon.org
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(No Transcript)
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From Christopher J. Prom, Optimum Access?
Processing in College and University Archives,
College and University Archives Readings in
Theory and Practice (Chicago SAA Press, 2008).
www.archon.org
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Online Access, Backlogs and Description

• Online Access
• average institution makes descriptive
  information at any level of completeness
  available online for only 50 of its processed
  collections and for 15 of its unprocessed
  collections (n91)
• 43 of total volume at 68 repositories is
  unprocessed. For 12 of these 68, more than 80
  unprocessed (volume wise)
• MARC and EAD-encoding repositories have
  statistically significant higher backlogs
• Smaller repositories have higher backlogs
• UIUC early experience with EAD, cataloging, and
  databases (recent Nugent project).

Cited from Christopher J. Prom, Optimum
Access? Processing in College and University
Archives, College and University Archives
Readings in Theory and Practice (Chicago SAA
Press, 2008).
www.archon.org
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SAS Research Project

• Standards-based (ISAD-G, DACS, EAD)
• Easy to install and configure
• Low or no training
• Web-based
• Unified and integrated description and access
  platforms
• Google-friendly (Nichols Carr, Atlantic, July
  2008).
• Improve (or at least not harm) processing rates
• Usable in wide variety of circumstances/repositori
  es

www.archon.org
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The SAS Vision
www.archon.org
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History and Readings

• 2004 Internal Research Proposal
  http//www.archon.org/ICRGrant2004.pdf
• Version 1.0 Fall 2006
• Version 1.1 Spring 2007
• adds digital library
• Add integrated help system
• Version 2.0 Winter 2008
• major rewrite, security improvements
• Added multilingual support for staff interface
• Version 2.1 April 2008
• accession manager
• Improved usability (finding aid search)
• data handling efficiencies
• Version 2.2 August 2008
• digital library improvements (thumbnails)
• XHTML and web accessibility compliance
• http//www.library.uiuc.edu/archives/workpap/FP090
  --prom.pdf
• http//www.archon.org/ArchonUpdateApril2008.pdf

www.archon.org
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Archon might be for you if . . .

• want web-based software (only requires a browser
  on client computers)
• need an integrated description/access platform
• can meet web and database system requirements
• want output flexibility
• Intuitive search (results ordered by category)
• Browse (creator, title, subject, classification
  (function or record group), digital object title)
• EAD and MARC export
• can live with limited set of EAD elements below
  collection level
• do not use semantic (document centric) tagging
• ltpgtltnamegtHerman Melvillelt/namegts most famous
  work, lttitlegtMoby Dick or the Whalelt/titlegt. . .
  lt/pgt

www.archon.org
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Requirements, Installation, etc.

• Uses the most widely-supported web technologies
• Any web server running PHP 5.0 or higher
• A blank MySQL or MSSQL database with network
  connection
• Recommend LAMP (Linux, Apache, MySQL, PHP)
• Open source (University of Illinois/NCSA License)
• Installation
• define database name, login, pswd, webserver
  address, upload directory or FTP site
• Backup
• typically handled automatically via database
  server
• Backup tools
• Downloads, Manual, and User Forums at
  www.archon.org

www.archon.org
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System Architecture
Package System simplifies development
Most developers insulated from, database, SQL
queries, and complex API functions.
Themes defines layout, fonts, etc.
www.archon.org
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Public Interface Flexibility
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• Archons Public Interface Allow users to search
  collection descriptions and digital content
  simultaneously within a single repository or
  across multiple repositories

Search Box
Browse Functions
Search Results
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Repositories that utilize provenance-based
descriptive practices can group collections by a
common creator, agency, or function. Archon
dynamically generates provenance-based lists
directly in the public interface.
Browse by Record Grp
Click
Records for School of Chemical Sciences
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Search Box Lists Provides users the ability to
narrow searches to specific content found across
different collections (e.g., John Philip Sousas
Washington Post March)
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Collection-level descriptive records furnish
preliminary information about specific
collections (i.e., scope, size and arrangement).
The most important data is delivered above the
fold Related information is loaded in the
background and accessible through the links
Google-friendly metadata
Links to associated digital content are
automatically created. Digital content may be
stored directly in the Archon database or in
other digital content systems
Link to full finding aid
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Full Finding Aid (Inventory, Register, Box List)
Navigation bar remains static when scrolling
Search limited to this finding aid
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Digital Archives Pages
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Archons Administrative Interface Once logged
in, a series of pencil icons appear next to
certain data elements in the public interface.
They provide direct access to editable content
for that specific record in the administrative
interface
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Collections manager
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• User and User Group Managers

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• Subjects and Authority Control Applying a
  controlled term or creator authority to a
  collection or digital content item is managed
  through the subject and creator areas in the
  records. The box automatically filters for terms
  as they are typed until the appropriate one is
  displayed. They are linked or unlinked by using
  the arrows or double-clicking the term.

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Content Manager Enables the creation of
series, sub-series, folder and item-level content
descriptions for collections (and for marking
physical containers or divisions).
Once descriptive information has been added, it
is automatically displayed in the public interface
Hierarchy
Folder description
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Top Portion of EAD Output for John Van Fossen
Papers and Memorabilia
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Top Portion of MARC Output for John Van Fossen
Papers and Memorabilia
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Importing Records
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Version 2.2 (July 2008)

• Improved default theme.
• XHTML. Section 508 compliance (accessibility).
• Improved digital library interface
• (Optional) public access to information regarding
  unprocessed holdings
• Multilingual support for public interface
• Numerous small usability enhancements
• Link to development server

www.archon.org
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Screenshot
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Archon The Movie
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Some current or planned production implementations

• S. Illinois Carbondale
• Purdue
• Brandeis
• Iowa State
• William and Mary
• Florida State
• U of North Florida
• U of West Florida
• University of Houston

• Wheaton College
• Bethel College, KS
• San Diego State
• Southern Baptist Theological Seminary
• Valdosta State
• Chattahoochee Valley Research Center
• Missouri Historical Society

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Future Plans

• Illinois is committed to supporting base code and
  providing virtual space for the community
• Currently developing preservation assessment
  module.
• Enhanced creator support (EAC-CPF)
• Mellon Collaborative Tech grant nominee (for
  community support and development)
• Long term enhance digital library to support
  complex objects and electronic records

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Archon Facilitating Access to Special
Collections

• RBMS Preconference
• Los Angeles, CA
• June 25, 2008
• Chris Prom
• Assistant University Archivist
• University of Illinois at Urbana-Champaign
• prom_at_illinois.edu

www.archon.org