Transcript University Archives The Hong Kong University of Science

Providing Online Access to the
HKUST University Archives:
EAD to INNOPAC
7th Annual Hong Kong Innovative
Users Group Meeting
11-12 December 2006
Sintra Tsang and K.T. Lam
The Hong Kong University of
Science and Technology
Outline
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Part I
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HKUST University Archives
Access to University Archives
Part II
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EAD Project
EAD2III
Part I. University Archives
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HKUST University Archives
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Mandate
The Formation Years
Retention Guidelines
Repository
Organization
Access to University Archives
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Digital University Archives
Finding Aids
Bibliographic Records
HKUST University Archives –
Mandate
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To collect and preserve “legally important”
and “historically valuable” materials including
official papers, publications and agreements;
internal planning documents; and major
committee reports for the entire university
community.
HKUST University Archives –
The Formation Years
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Mandate from the Founding President
Established in 1996
50+ visits and record
surveys were
conducted in the first
year
Acquired 100+ linear
feet of materials
HKUST University Archives –
Retention Guidelines
HKUST University Archives –
Retention Guidelines
HKUST University Archives –
Repository
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600+ linear feet (200 book shelves) of
materials
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Administration records, agreements, floor
plans, etc.
Artifacts: architectural model
University publications
35,000 photos and slides
HKUST University Archives –
Organization
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60+ Record Groups and subgroups
HKUST University Archives –
Organization
Access to University Archives
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Digital University Archives
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Finding Aid / Archival Inventory
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PDF file of Individual document
A document describing the materials in a record
group or subgroup
Catalog Record
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Bibliographic record of individual record group or
subgroup
Access to University Archives –
Digital University Archives
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http://archives.ust.hk/
Scope
Database structure
Highlights
Impacts
Digital University Archives -Scope
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Crucial administrative
documents, e.g.
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Senate meeting records
Committee / Task Force
records
Publications
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Newsletters
Academic calendar
Congregation program
Press releases
Etc.
Digital University Archives -Database Structure
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Document title
Record group / series / folder
Originating office
Event date
Project investigator
Keywords
Access group and level
Digital University Archives -Highlights
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18,400 documents in 136 record series
Access control on restricted documents
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Substantial customization to accommodate authentication
Provide staff, administrators and alumni convenient
access to administrative documents and publications
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Full-text
Chinese and English search
Internet access
Digital University Archives -Impacts
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Positive feedbacks
Centralized database for all offices &
departments
Eliminate duplicate effort in building
individual database for administrative records
Encourage cooperation
Being recognized
HKUST University Archives –
Organization
Access to University Archives –
Finding Aid
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A document describing a
group of records originating
from the same functional
unit
Descriptive standard:
Describing Archives: A
Content Standard (DACS)
Encoding standard:
Encoded Archival
Description (EAD)
Access to University Archives –
Encoded Finding Aid
Access to University Archives –
Catalog Record
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AACR Ch. 4
Archives, Personal Papers, and Manuscripts : A Cataloging
Manual (APPM)
A mapping from DACS elements
to EAD tags and MARC21 tags
Source: http://www.archivists.org/publications/DACS_TableC5_Erratum.pdf
A comparison of APPM, MARC,
DACS and EAD
e.g. Physical description area
Descriptive standard
Encoding standard
Catalog
record
APPM -- 1.5B1
Textual materials: 16.21
linear feet
Electronic records: 6.3
megabytes
MARC -- tag 300
300 |3Textual materials: |a16.21 |flinear
feet
300 |3Electronic records: |a6.3
|fmegabytes
Finding
aid
DACS -- 2.5.8
16.21 linear feet of textual
materials, 6.3 megabytes of
electronic records
EAD -- <extent>
<extent>16.21 linear feet</extent> of
<genreform>textual materials, </genreform>
<extent>6.3 megabytes</extent> of
<genreform>electronic records</genreform>
Access to University Archives –
Summary
600+ linear feet of
archival materials
from 60+ offices
Part II. EAD and EAD2III
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EAD Project
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Authoring Finding Aids in EAD XML schema
Publishing them to the Web
EAD2III
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Web-based application to automatically loading
bibliographic data in EAD XML files to INNOPAC
EAD Project
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Before 2005 - University Archives Findings
Aids were created and maintained as static
web pages
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No standardization on metadata schema
No standardization on content description
Not interchangeable with other systems, such as
Library Catalog
EAD Project [2]
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Mid 2003 - Systems and Archives staff began
to evaluate the feasibility of using EAD’s
XML-based schema to encode our finding
aids
We evaluated:
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EAD Cookbook 2002 for authoring and publishing
finding aids
[http://www.archivists.org/saagroups/ead/ead2002cookbookhelp.html]
XMetaL and NoteTab Pro for creating and editing
XML files
EAD Project [3]
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January 2005 – Migrated the authoring and
web publishing of University Archives Finding
Aids to the EAD environment
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Based on software library and tools provided by
the EAD Cookbook 2002, with local customization
on its XSLT files
Purchased NoteTab Pro software for use by
Archives staff
EAD Cookbook 2002 Library as seen in NoteTab Pro software
- Note the EAD XML file in the editing window
EAD Project [4]
EAD Cookbook 2002 with NoteTab Pro:
 Create or open an EAD XML file for editing
 Parse and validate the XML file
 Transform the XML file to HTML format
 Post the HTML version of the Finding Aids to
web server
Example of transformation:
 HTML version
 XML version
EAD Project [5]
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The
customized
versions of
the XSLT
files are
available for
download
from HKUST
Library’s
Resource
Sharing Pool
http://library.ust.hk/software/ead.html
EAD2III
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Bibliographic records are created on
INNOPAC for each Record Groups in the
University Archives
This cataloging effort is duplicating, because
the bibliographic data is ready available in
the EAD XML files created for the Finding
Aids
In need of a program to automate the loading
of EAD bibliographic data to INNOPAC
EAD2III [2]
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EAD2III was developed in November 2006 to
serve the need
It is a web-based application that allows
Archives staff to automatically:
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extract the bibliographic data from an EAD XML
file;
convert it into MARC (ISO 2709) format; and
load the MARC data stream to INNOPAC, via the
“OCLC to INNOPAC Interactive Interface”
EAD2III [3]
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Interactive loading of record to INNOPAC is
based on a technique we developed in 2003
for our Name Access Control Repository
Project [http://library.ust.hk/info/nac/]
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There was need to interactively convert a NAC
record to authority record in MARC format and
automatically load it to INNOPAC
EAD2III is Java-based, with Tomcat as
servlet container, and XSLT
EAD2III [4]
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EAD2III Demonstration
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Will turn EAD2III into open source software
and make it available in the HKUST Library
Resource Sharing Pool, if others are
interested in
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We will use EAD2III framework to create yet
another project for interactively loading
bibliographic records obtained from external
sources to INNOPAC. Stay tuned.
Thank You!