Metadata plays a key role in describing and enhancing archival collections. This presentation covers the standards, metadata elements and tools chosen to describe two unique archival collections at Solent University Library. Using the International Standard Archival Description (General) (ISAD (G)), as a framework for the creation and management of archival descriptions, EAD as a serialisation format and the Jisc’s Archives Hub Editor as an application, the archival works of Philip Mackie and Ken Russell were described. A decision was made to comply with ISAD(G)’s mandatory elements such as Reference code, Title, Name of Creator, Dates of Creation, Extent of the Unit of Description and Level of description. Other metadata elements were also identified to record context, provenance, and access points. Because of this work, the library saw noticeable increase in the interest of its archival collections both within and outside the university. This presentation includes a step-by-step explanation of how the Archives Hub Editor was used to describe the works of Philip Mackie and the works of Ken Russell which includes scripts, photographs, scripts, correspondence, and other documents.
Paper presented at the CILIP Metadata and Discovery Group (MDG) Conference & UKCoR RDA Day (6th - 8th Sept 2023 at IET Austin Court, Birmingham).
TEST BANK For, Information Technology Project Management 9th Edition Kathy Sc...
Metadata and archival discoverability / Getaneh Alemu (Solent University)
1. METADATA & ARCHIVAL
DISCOVERABILITY
Getaneh Alemu
Cataloguing & Metadata Librarian, Solent University
CILIP Metadata & Discovery Group Conference,
Birmingham, September 6th - 8th, 2023
2. Solent University
ARCHIVE DEFINITION
• “Any records with long-term continuing value that have been kept either
because they may be necessary for ongoing organisational purposes to their
creating body or because they have additional research value.” (Williams,
2006)
• “Records preserved for their enduring value and informative content.”
(Miller, 2017)
• Qualities of archival content: static, permanence, uniqueness and
authentic. (Miller, 2017)
3. Solent University
FROM DATA – EVIDENCE - ARCHIVE
Millar, L. (2017). Archives: Principles and practices. Facet
Publishing.
4. Solent University
Library Materials:
•Standardised genres and formats (e.g., books,
journals, etc.).
•Follows known bibliographic elements (ISBD).
•Often a copy is available in another library.
•Flat structure.
Archival Materials:
No standardised format; can include letters,
diaries, photographs, etc.
Does not follow a bibliographic standard/control.
Materials are unique and available at a single
location.
Hierarchical structure.
5. Solent University
LIBRARY VS ARCHIVAL MATERIALS
Library Books Archival Materials
Purpose Study, research, leisure, reference Research, historical sources, cultural memory
Availability Published, widely available, common holdings
Unique records, often found only at a single
place
Arrangement Classification by subject/author/title (DDC, LC) Organised by provenance or original order
Circulation/use
Generally circulated and can be checked out.
Replaceable
Special access, often locked securely.
Irreplaceable
Durability
Printed for multiple uses but may wear over
time
Continuum of care, fragile, requiring special
care and storage for long-term preservation
(Brown, 2019; Miller, 2017; Williams,
2006)
6. Solent University
Principle of Provenance (or
Respect des Fonds)
ORIGIN/SOURCE AUTHENTICITY CONTEXT OWNER/CREATOR CREDIBILITY
(Douglas, 2018; Miller, 2017; Williams, 2006)
7. Solent University
Principle of Original Order
ARRANGEMENT SEQUENCE CREATOR'S INTENT CONTEXTUAL
INFORMATION
(Miller, 2017; Williams,
2006)
8. Solent University
ARCHIVAL
METADATA
Structure and granularity; rich, dense, varied
and multi-layered (Gracy, 2014; ISO 23081-1:2006; 2017)
Accuracy and consistency (Alemu, 2022; Qin & Zeng,
2016)
Finding aids enhancement (Francisco-Revilla, et al.
2014)
User support – improve access and usage
(Williams, 2006)
Interoperability and data sharing (Qin & Zeng, 2016)
9. Solent University
METADATA FOR ARCHIVES
9
Organising and
managing
records.
1
Maintaining
original
archival order.
2
Enhancing
findability and
discoverability.
3
Validating
records’
authenticity.
4
Facilitating
long-term
preservation.
5
( ISO 23081-1:2006; 2017)
10. Solent University
ARCHIVAL METADATA STANDARDS: ISAD(G)
Source: (ICA, 2000)
As defined by ICA (2000), ISAD(G),
the General International Standard
Archival Description is a globally
recognised metadata standard.
Used in numerous countries
worldwide.
Consists of 26 main data elements
focusing on description.
Primarily utilised with finding-
tools.
12. Solent University
Descriptions
Ensure the creation of
accurate, complete and
consistent descriptions.
Finding aids
Allow users search, identify,
select, obtain and explore
archival content.
Data sharing
Facilitate the sharing of data
across various archives.
Interoperability
Allow integration of varied
descriptions into a cohesive
information system.
ISAD(G) – PURPOSES
Source: (Francisco-Revilla et al., 2014; ICA, 2000; Scifleet, 2001)
14. Solent University
Mandatory Data Elements:
Reference code: Unique identifier for the archival material.
Example: GB 3600 MAC
Title: The name given to the material or collection.
Example: The Philip Mackie Collection
Creator: The person, agency, or entity that produced the archival material.
Example: Mackie, Philip 1918-1985
Date(s): The time period during which the archival material was created or accumulated.
Example: 1947 - 1999, predominant 1950 - 1985
Extent of the unit of description: Measurement (in terms of quantity, bulk, or size) of the material.
Example: 163 boxes (12.5 metres)
Level of description: Defines the scope of the material being described, such as item, series, fonds, etc.
Example: Series
ISAD(G) – MANDATORY METADATA ELEMENTS
Source: (ICA, 2000)
15. Solent University
ISAD(G) – STRUCTURE
Source: (ICA, 2000)
CONTENT AND
STRUCTURE AREA
Scope and content
Appraisal,
destruction, and
scheduling data
Accruals
System of
arrangement
CONDITIONS OF
ACCESS AND USE
AREA
Conditions
governing access
Conditions
governing
reproduction
Language/scripts
of material
Physical and
technical specifics
Finding aids
ALLIED
MATERIALS AREA
Info on originals
Info on copies
Linked units of
description
Publication note
NOTES AREA
Notes
DESCRIPTION
CONTROL AREA
Archivist's Note
Rules or
Conventions
Date(s) of
descriptions
16. Solent University
ENCODED ARCHIVAL DESCRIPTION (EAD)
Uses XML (eXtensible Markup Language) to denote
hierarchy, elements and relationships.
Archives use EAD to present structured, both human-
readable and machine-readable descriptions; hierarchical
archival structure
Interoperable format
Compatible with most modern systems that handle XML
data
(Pitti, 1999; Scifleet, 2001; Society of American Archivists, 2002))
17. Solent University
EAD KEY FEATURES
Standardisation and consistency
EAD standardises the presentation of archival descriptions across various institutions and platforms.
Provides a consistent structure and encoding which enhances interaction with archival collections, irrespective of where
they are hosted.
Hierarchical navigation
EAD finding aids offer hierarchical navigation, enabling exploration of collections at different depths.
This hierarchy reflects the physical arrangement of collections, assisting in navigating intricate holdings.
Advantages
Major improvement in archival discoverability.
Presents descriptions in a standardised, structured and accessible online format.
Perfectly melds traditional archival practices with digital advancements.
Overall, makes archives more user-friendly and appealing to both researchers and the general public.
(Pitti, 1999; Scifleet, 2001; Society of American Archivists, 2002, Yakel & Kim, 2005)
21. Solent University
FROM ARCHIVES HUB TO PRIMO
Initial approach with OAI-PMH
Archives Hub provides content via OAI-PMH.
Initial idea: set-up an import profile using this data for automatic updates in
Primo.
Challenges: Archives Hub treats each collection as a single record.
This would result in only two collection level records in Primo due to Alma Import
Profile restrictions. This process would lose the number of records we want
(>100).
So, this solution was not considered feasible.
22. Solent University
FROM ARCHIVES HUB TO PRIMO
Second and pragmatic approach
Aim to have approximately 100 records in total – all the entries in Archives Hub.
Step 1: Download Archives Hub content as EAD (XML).
Step 2: Write a script to convert each sub-series/work into a format compatible
with Alma.
Step 3: EAD to MARC mapping, example: e.g., the first paragraph in the Scope and
Content field was intended as a summary, whereas further paragraphs would give
detailed content information. Therefore, the mapping sends the first paragraph to the
520 and subsequent paragraphs to the 505.
23. Solent University
F R O M A R C H I V E S H U B ( E A D ) TO P R I M O ( M A R C ) M A P P I N G
26. Solent University
IMPACT OF
CATALOGUING
T H E P H I L I P M A C K I E
C O L L E C T I O N
Increased
discoverability
on the Archives
Hub, Google,
Library Catalogue
Improved
access and
usage
received external
scanning and
access requests
(from the United States,
Sweden and the UK -
including one who has used
the collection extensively in
their dissertation).
27. Solent University
KEY
TAKEAWAYS
Metadata is central for archival description,
context and structure.
Metadata ensures authenticity, reliability and
integrity of records.
Accurate and consistent descriptions and finding
aids pivotal for discovery, access and usage.
ISAD(G): supports multi-level and granular
descriptions – adhering to the principles of
provenance, respect des fonds and original order.)
EAD: uses XML for encoding finding aids, an
interoperable format but technically challenging.
28. Solent University
B I B L I O G R A P H Y
Alemu, G. (2022). The future of enriched, linked, open and filtered metadata: making sense of IFLA, LRM, RDA, Linked Data and BIBFRAME. Facet Publishing.
Brown (Ed.). (2019). Archival futures. Facet Publishing.
Douglas, J. (2018). A call to rethink archival creation: Exploring types of creation in personal archives. Archival Science, 18(1), 29-49. doi:https://doi.org/10.1007/s10502-018-9285-
8
Francisco-Revilla, L., Trace, C. B., Li, H., & Buchanan, S. A. (2014). Encoded Archival Description: Data Quality and Analysis. American Society for Information Science and
Technology. Meeting. Proceedings of the ... ASIST Annual Meeting, 51(1), 1–10. https://doi.org/10.1002/meet.2014.14505101043
Gracy, K. F. (2015). Archival description and Linked Data: a preliminary study of opportunities and implementation challenges. Archival Science, 15(3), 239–294.
https://doi.org/10.1007/s10502-014-9216-2
Haynes, D. (2018) Metadata for Information Management and Retrieval: understanding metadata and its use. Facet Publishing.
Hider, P. (2018) Information Resource Description: creating and managing metadata. Facet Publishing.
ICA (2000). ISAD(G) : General International Standard Archival Description (ISAD (G), (2nd ed.). ICA. Retrieved from
https://repositories.lib.utexas.edu/bitstream/handle/2152/14140/ISAD%28G%29.pdf?sequence=2&isAllowed=y
Millar, L. (2017). Archives: Principles and practices. Facet Publishing.
Pitti D. V. (1999). Encoded archival description an introduction and overview. D-Lib Magazine. Retrieved from https://www.dlib.org/dlib/november99/11pitti.html
Scifleet, P. (2001). International Standard Archival Description ISAD(G). Archival Science, 1(4), 397–402. A book review. https://doi.org/10.1023/A:1016058816263
Society of American Archivists. (2002). Encoded Archival Description tag library version 2002 ; prepared by the Encoded Archival Description Working Group of the Society Of
American Archivists and the Network Development And Marc Standards Office of The Library of Congress. Retrieved from
https://www2.archivists.org/sites/all/files/EAD2002TL_5-03-V2.pdf
Williams. (2006). Managing archives : foundations, principles and practice. Chandos.
Yakel, E. and Kim, J. (2005), Adoption and diffusion of Encoded Archival Description. J. Am. Soc. Inf. Sci., 56: 1427-1437. https://doi.org/10.1002/asi.20236. Chandos.
Zeng, M. L., & Qin, J. (2016). Metadata (2nd ed.). Facet Publishing.
Metadata plays a key role in describing and enhancing archival collections. This presentation covers the standards, metadata elements and tools chosen to describe two unique archival collections at Solent University Library. Using the International Standard Archival Description (General) (ISAD (G)), as a framework for the creation and management of archival descriptions, EAD as a serialisation format and the Jisc’s Archives Hub Editor as an application, the archival works of Philip Mackie and Ken Russell were described.
A decision was made to comply with ISAD(G)’s mandatory elements such as Reference code, Title, Name of Creator, Dates of Creation, Extent of the Unit of Description and Level of description. Other metadata elements were also identified to record context, provenance, and access points. Because of this work, the library saw noticeable increase in the interest of its archival collections both within and outside the university.
This presentation includes a step-by-step explanation of how the Archives Hub Editor was used to describe the works of Philip Mackie and the works of Ken Russell which includes scripts, photographs, scripts, correspondence, and other documents.
Williams (2006) “Arranging and describing archives is quite different from classifying and cataloguing books. Books are single items that do not depend on other items for their meaning. They are catalogued as discrete units, often by subject. However, each archival collection is an aggregate: it comprises a sequence of interrelated documents. It has a collective significance, and significance is lost if documents are treated as single items. Much of the meaning of archives is derived from their context: from an understanding of the origin, functions, administrative or business process that generated the information they contain. Because each collection of archives is unique, a unique arrangement will need to be developed for each. Classification schemes do not apply to archives in the same way as to books: and any standardising systems that are developed (e.g. for the arrangement of business archives or records of non-conformist churches) must remain flexible. Archives should never be arranged by subject unless this coincides with their contextual or functional origins.
At the highest level, all arrangement is based on the principle of provenance."
Miller (2017)
“Respect des fonds
Archivists combine the principles of provenance and original order into the overarching principle of respect des fonds. Defined fully, respect des fonds is
an overarching concept, of which provenance and original order are parts, that means that in order to protect the integrity of archives, all archives from one particular creator or source (provenance) must be kept together as a unified whole, not separated into artificial groups or intermingled with archives from another source, and that all archives within that unified whole should be preserved in the order in which they were made and used (original order). ”
Williams (2006) states states that “The principle of original order requires that records should be maintained in the same order as they were in while in active use: a kind of internal provenance. It states that even if the original order appears to be chaotic it should still be retained as evidence of how the individual or organisation operated and is part of its provenance.”
Ensure the creation of accurate, complete and consistent descriptions.
Identifying archival content, description, access, preservation, search, retrieval, legal compliance, curation, research, interoperability, accessibility
Aid in retrieval and data sharing about archival content.
Facilitate the sharing of authority data.
Allow integration of varied descriptions into a cohesive information system.
The Society of American Archivists (SAA) defines a finding aid as “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.”
Enhances findability, discoverability, preservation.
Validates records' integrity, authenticity, and regulatory adherence (ISO 23081-1:2006).
Supports records' lifecycle from creation to disposal (ICA, 2016).
Findability: It's what you enter into a search engine (Zeng & Qin, 2016).
Discoverability: Metadata acts as a language for finding and rediscovering.
Preservation: Integral to maintaining records' authenticity and integrity over time (ISO 23081-1: 2017-10).
ISAD(G) Guidelines: Metadata fields outlined by International Council on Archives, 2000.
Archival History & Requisites: Metadata captures history, access conditions, and technical needs (ISO 15489-1:2006).
Lifecycle: Stands at the core of record evolution and provenance (ISO 23081-2:2009).
“Finding aids capture information and metadata about the provenance and original order of the records; contexts which are crucial to archival users in understanding the significance of the material.” (Francisco-Revilla et al., 2014)
ISAD (G): https://repositories.lib.utexas.edu/bitstream/handle/2152/14140/ISAD%28G%29.pdf?sequence=2&isAllowed=y
Subjects / access points - supports subject and name authorities (LCSH, LCNAF, VIAF, The UNESCO Thesaurus, The UK Archival Thesaurus (UKAT), ISAAR (CPF): International Standard Archival Authority Record for Corporate Bodies, Persons and Families)
ISAD (G): https://repositories.lib.utexas.edu/bitstream/handle/2152/14140/ISAD%28G%29.pdf?sequence=2&isAllowed=y
Downloaded XML doesn't auto-update Primo.
Minimal effort for Archive Hub edits:
Download XML.
Run the script.
Load MARC file via Alma import profile.
Infrequent updates to Archives Hub make this approach viable
https://archiveshub.jisc.ac.uk/data/gb3600-mac
Gracy (2014): “Archival description is often rich and densely layered. It serves three primary purposes: as an instrument for documenting record provenance, as an aid to information retrieval, and as a tool for management of physical and electronic collections.”