Finding the Right Archival Collections Management System, Syracuse University Archives

1. The Long Road
to Archivists’ Toolkit:
Finding the Right
Archival Management System
Syracuse University Archives
March 2012

2. Why Do We Need New Archival
Management Software?

3. Multiple databases are serving
different functions:
Box inventories
Accessions
Audio-visual materials
Dissertations & masters theses
Scanned images
Loans
Etc.

4. 3 different types of databases:
Versatile
MS Access
FileMaker Pro

5. ….and a bunch of paper files:
Donor and collection information
Correspondence
Reference tracking

6. Current collections database
is just not cutting it.

9. Our Sad Attempt
to Kick-Start this Baby

10. How did we get started??
2009 SAA webinar:
Archival Content Management Systems

11. And then we waited
a year…

12. Can We Get a Push Here,
Please?.....Somebody?

13. SU Information Technology
Services Support
Enterprise Process Support Project Managers
assigned to help us.

14. Figuring out
What in Heck We’re Doing

15. Developed a Project Plan
overview of project
objectives
target dates
other parameters

16. Examined Archives’ workflow
What happens when materials are donated?
What information goes in which database or
paper file?

18. Identified what our current databases do well
and do not do well (or at all)
Example:
-Versatile is great at space management.
-Versatile does not provide much collection management.

20. Specifications
• Collection management • Data sharing
• Accession • Integration
• Track retrievals & loans • Allows import from legacy systems
• Full text & keyword searching • Security
• Space management • Reporting
• Donor tracking • Overall ease of use/navigation
• Research management • System requirements
• Auto-generate numbers • Export data to create finding aids
• Accessibility • Cost

21. Archival Software
Gets Swanky

22. Gathered together a pool of candidates:
ArchivalWare DLS
CALM
Cuadra Star
Eloquent
Minisis, Inc.
Archivists Toolkit
Archon
Tabularium
CollectiveAccess

23. Initial review:
Size, history and maturity
Platform
Specifications
Made a short list.

24. Attended demos by vendors and
played in sandboxes
Cuadra Star
Eloquent
Minisis

25. Why Nothing was Right

26. What about our staff members who are less tech-
savvy? Will they be comfortable using this
software?

27. What about our staff members who are less tech-
savvy? Will they be comfortable using this
software?
Do any of us feel comfortable using this software?

28. What about our staff members who are less tech-
savvy? Will they be comfortable using this
software?
Do any of us feel comfortable using this software?
Is anyone else feeling overwhelmed by this
software?

29. What about our staff members who are less tech-
savvy? Will they be comfortable using this
software?
Do any of us feel comfortable using this software?
Is anyone else feeling overwhelmed by this
software?
Seriously, doesn’t this feel like overkill?

30. What about our staff members who are less tech-
savvy? Will they be comfortable using this
software?
Do any of us feel comfortable using this software?
Is anyone else feeling overwhelmed by this
software?
Seriously, doesn’t this feel like overkill?
We won’t use even half the fields and we’d have to
pay how much?

31. Maybe the Cheap Stuff
Will Work Out After All

32. FileMaker Pro
Archivists’ Toolkit

36. Embracing
Open Source Software
(and freaking out a little)

37. Cleaning up our act (data)

39. Cleaning up our act (data)
Re-orienting how we think about the
collections, boxes, and folders

44. Cleaning up our act (data)
Re-orienting how we think about the
collections, boxes, and folders
Re-thinking old processes

45. Helpful Resources
Archival Management Software:
A Report for the Council on Library and
Information Resources (January 2009)
by Lisa Spiro
http://www.clir.org/pubs/reports/spiro/
Wiki: http://archivalsoftware.pbworks.com

46. Stressed about archival software?
Go to cuteoverload.com and breathe in the cute.

47. All cute images are from cuteoverload.com
Father Time image is from
The National Library of Wales,
http://www.flickr.com/photos/llgc/

48. QUESTIONS? EMAIL ME!
MEG MASON
MAMASO02@SYR.EDU