¡®Describing archives in context: open source and the SROWA
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Presentation developed for ASA/ARANZ workshop on open source archives management systems. Much thanks to Gaia Resources for making the website available, and to SROWA for permission to use content and logos.
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¡®Describing archives in context: open source and the SROWA
- 1. Implementing ¡®Describing archives in context: a guide to Australasian practice¡¯ in AtoM The SROWA experimentence
- 2. AtoM Standards ISAD(G) ?General International Standard Archival Description. Second Edition (2000) ISAAR(CPF) ?International Standard Archival Authority Record for Corporate Bodies, Persons and Families. Second Edition (2004) ISDIAH ?International Standard For Describing Institutions with Archival Holdings. First edition (March 2008). ISDF ?International Standard For Description of Functions. First edition (May 2007).
- 3. Open Source
- 4. One system to rule them all
- 5. Other standards and practices supported by AtoM ? RAD ? EAD ? Dublin Core metadata element set ? MODS /MARC ? But where does the Australian Series Registration System fit?
- 7. ISAD (G) template applied in AtoM Elements of description ? Identity area ? Context area ? Content and structure area ? Conditions of access and use area ? Allied materials area ? Notes area ? Description control area
- 9. Australian Series Registration system entities
- 10. What we¡¯ve done
- 11. Item template Fields for item description Identity level of description ¡Ì identifier - free text ¡Ì Title ¡Ì Accumulation Date ¡Ì Conditions of access and use area Conditions governing access using drop down list ¡Ì Conditions governing reproduction ¡Ì Private note (supressed name, dob etc) ¡Ì if required Existence and location of copies ¡Ì Administration area Publication status ¡Ì
- 12. Item requests Retrievals and government loans ? Online requests Registered researchers - search room or after hours Government users ¨C search room, standard government loan or 7 day loan Staff ¨C all of the above and items to be used at staff desks, external exhibitions, in house displays and conservation. ? Offline requests Phone, search room casual users Archive notes
- 13. New reports
- 15. www.accesstomemory.org Google groups ¨C ICA AtoM SRO.GAIARESOURCES.COM.AU
Editor's Notes
- #4: Quick overview (and refresher for others) AtoM is developed by Canadian company, Artefactual for ICA. Open source ¨C means we, and developers, have access to source code and documentation. Plus any changes we make, may be added into the base code or as an option for others to use. Strong community of interest.
- #5: AtoM is single system, unlike BOS and AEON, so access will be determined by user level. This training session you will log on as government staff (e.g. Records managers and delegates for gov loans). Probably leave SIMS at this level, but will enable Martin? (for reports) and Jess ? (for exhibitions) as contributors ¨C next level up. In addition to
- #10: The principles of the Australian Series system description requires at least two descriptive entities. 1 A recordkeeping or record content entity 2 The context (agent or function) entity. The record and context areas are to be maintained independently and the relationship linkages should be used to connect related record and contextual descriptions at particular points of time and over time. 1. Context Control, which is achieved by the identification and registration of records creating and other ambient entities and the documentation of the administrative and biographical histories of those entities, their functional responsibilities and their relationships with each other and with the recordkeeping systems they maintain(ed); and 2. Records Control, which is achieved by the identification, registration and documentation of record series and/or the items that make up those series.
- #13: In addition to Series Registration modification, we have developed an on-line loans module. And¡
- #14: A series of reports (AtoM basic reports leave much to the imagination)