Authority Control Strategies within Archival Electronic Information Systems 3 case studies
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1 Authority Control Strategies within Archival Electronic Information Systems 3 case studies João Vieira Fundação Calouste Gulbenkian XX Reunión de Representantes de la Red de Archivos Diplomáticos Iberoamericanos Lisboa, Palácio das Necessidades Out. 2018
2 Focus I ve been invited to talk about my own experience as a practitioner archivist in a number of different public and private sector organizations dealing with the development and implementation of archival database systems. The use of database systems for archival purposes - namely for multilevel, standardized description projects - is becoming increasingly common everywhere, at least since the 90s. There would be much to be added and stressed (technically and scholarly) about this vast and complex topic, either from the IT s side or from the archival perspective. Today I will talk specifically about DATA CONSISTENCY, a crucial attribute to both the quality and relevance of archival content and the efficiency of archival databases/systems.
3 Case studies I will showcase three different projects developed in 2 different organizational contexts (rather than follow a theoretical approach): Portuguese Government: SIPA Architectural Heritage Information System (since 1996, onwards) Calouste Gulbenkian Foundation: NYRON Multilevel, ISAD-G Compliant Archival Description System (since 2006 onwards) ARQUIVO DIGITAL GULBENKIAN Digital Assets Management System (since 2017 onwards)
4 Key issues During this presentation I will point out and stress the importance of the following 4 interrelated features / issues : Information system conceptual model underlying access points architecture (information attributes / dimensions / perspectives & their interrelations) Database interrelation & cooperative approach to information management (archival description database systems open and cross-referenced with other business information systems as well as corporate EDRMS s) Authority control (namely through multifaceted indexing) Vocabulary control (thesaurus, descriptors lists, etc.)
5 Definitions Authority control The process of establishing the preferred form of a heading (access point), such as proper name or subject, for use in a catalog, and ensuring that all catalog records use such headings. The preferred form of a heading (access point) is typically defined by a standard. Once established, the form is usually recorded in an authority file for future reference, along with cross-references from other forms of the heading, to ensure consistency
6 SIPA Architectural Heritage Information System
7 SIPA -- Definition and Context SIPA = Architectural Heritage Information System An architectural information and documentation program and repository currently run by the Directorate General of Cultural Heritage of the Portuguese Ministry of Culture. Launched in 1992, under the former Directorate General for Public Buildings and National Monuments ( ), a Department of the Ministry of Public Works.
8 Vision SIPA s work is based on the assumption that documenting architecture (single buildings, urban settlements, cultural landscapes), as well as architectural activities and agents, and keeping the resulting records preserved over time and available for public access is a key contribution to the understanding, enhancement and appropriation of that complex and multidimensional cultural legacy by communities and individuals, as well as to supporting its management and protection.
9 Main Information and Documentation Resources Architectural Archives & Collections Architectural Government Depts archives Architectural Individual & Company archives Library Architectural Information Databases Architectural Heritage database (alphanum. data) Architectural Heritage database (GIS data) Thesaurus Individuals & organizations data
10 Information System Conceptual Diagram INDIVIDUALS & ORGANIZATIONS ARCHITECTURAL OBJECTS CONCEPTS & VOCABULARIES ACTIVITIES DOCUMENTS / ARCHIVES
11 Information System Conceptual Diagram designed by built/produced by transformed by preserved/restored by damaged by studied by managed by used by owned by INDIVIDUALS & ORGANIZATIONS ARCHITECTURAL OBJECTS identify record /document explain design build/produce transform preserve/restore damage study manage use own generate use / rely on aim at designed by created/produced by processed by transformed by preserved/restored by damaged by studied by managed by identified by recorded/documented by explained by CONCEPTS process & VOCABULARIES retrieved by accessed and used by owned by document design create/produce transform preserve/restore damage study manage search access and use own are subject of created by performed by managed by aim at support used by / rely on are subject of record/document are subject of ACTIVITIES create perform manage are subject of DOCUMENTS / ARCHIVES generate aim at recorded(/documented by
12 Electronic Records Management System (ERMS) DOCUMENTS / ARCHIVES ELECTRONIC RECORDS MANAGEMENT SYSTEM Institutional public archives and records Individuals and firms private archives and collections supported by Identified by recorded / documented by interpreted by managed / controlled by searched / retrieved by accessed / displayed by Fonds / Collection Series File Record/Document Item (Photo, Drawing, Text...) supports identifies records / documents interprets manages / controls searches / retrieves gives access to / displays / Alphanumeric Database Digital Repository Analog Digital Born digital Digitized SQL ; AROP (C++).Tiff,.Jpeg,.Dwg,.Pdf,
13 ERMS - Alphanumeric Database: Intranet view Doc. Level Record: Data Elements
14 ERMS - Alphanumeric Database: Intranet view Item Level Record: Data Elements
15 ERMS Digital Repository: Intranet view Measured Drawing (Tif Image)
16 ERMS Alphanumeric Database: Internet view search results page
17 ERMS Alphanumeric Database: Internet view search results page
18 Architectural Heritage Inventory (AHI) ARCHITECTURAL OBJECTS ARCHITECTURAL HERITAGE INVENTORY Landscape Units LU Components Urban Settlements US Components identified by recorded / documented interpreted by controlled by Alphanumeric Database Spatial Data Infrastructure Datasets Single & Groups of Buildings & Structures BS Components identifies records / documents interprets controls Thematic Inventories GISServer Services Designed Built Disappeared Heritage Routes Files for Download SQL ; IPA (C++); MS.NET 4.5 ArqGIS Server
19 AHI Alphanumeric Database: database record - relation with the digital repository Alphanumeric database ERMS
20 AHI Alphanumeric Database: Internet view search page
21 AHI Alphanumeric Database: Internet view search results (list)
22 AHI Alphanumeric Database: Internet view search results (map)
23 AHI Alphanumeric Database: Internet view database record (partial)
24 AHI Alphanumeric Database: Internet view database record (partial)
25 AHI Alphanumeric Database: Internet view database record -ID images
26 AHI Alphanumeric Database: Internet view database record: map/sattelite
27 AHI Alphanumeric Database: Internet view database record: related records & archival materials (photos)
28 AHI Alphanumeric Database: Internet view database record: related records & archival materials (measured drawings)
29 AHI Alphanumeric Database: Internet view database record: related records & archival materials (case files on buildings, urban settlements)
30 Individuals & Organizations Database INDIVIDUALS & ORGANIZATIONS INDIVIDUALS & ORGANIZATIONS DATABASE Individuals Organizations Subdivisions Communities identified by recorded / documented interpreted by identifies records / documents interprets Alphanumeric Database (under construction) MS.NET 4.5
31 Individuals & Organizations Database COST Action European Architecture Beyond Europe: Delft, June 26, 2013
32 Individuals & Organizations Database COST Action European Architecture Beyond Europe: Delft, June 26, 2013
33 Individuals & Organizations Database COST Action European Architecture Beyond Europe: Delft, June 26, 2013
34 Thesaurus Database CONCEPTS & VOCABULARIES THESAURUS DATABASE Preferred terms Non-preferred terms Guide Terms Scope notes Application notes Illustrations identified by recorded / documented interpreted by identifies records / documents interprets Alphanumeric Database MS.NET 1.0
35 Thesaurus Database Intranet view database record
36 NYRON Multilevel, ISAD-G Compliant Archival Description System
37 Information System Conceptual Diagram INDIVIDUALS & ORGANIZATIONS OBJECTS WORKS OF ART MUSICAL WORKS EVENTS EXHIBITIONS PUBLICATIONS SPECIAL COLL. BUILDINGS CONCEPTS & VOCABULARIES DOCUMENTS / ARCHIVES ACTIVITIES
38 Alphanumeric Database DOCUMENTS / ARCHIVES AUTHORITY CONTROL FILES IT PLATFORM Organization archives and records Founder s Individual and firms private archives and collections Events General Events Exhibitions Art Objects Musical works supported by Identified by recorded / documented by interpreted by managed / controlled by searched / retrieved by accessed / displayed by Fonds / Collection Series File Record/Document Item (Photo, Drawing, Text...) Publications Special collections Individuals (actors & subject) Organizations (actors & subject) Buildings and structures supports identifies records / documents interprets manages / controls searches / retrieves gives access to / displays / Alphanumeric Database Digital Repository Analog Digital Born digital Digitized FACET THESAURUS SQL ; NYRON.Tiff,.Jpeg,.Dwg,.Pdf,
39 Alphanumeric Database: Subject analysis & multifaceted indexing
40 Alphanumeric Database: Subject analysis & multifaceted indexing
41 Alphanumeric Database: Subject analysis & multifaceted indexing
42 Thesaurus Term file
43 Authority control files events
44 Authority control files individuals
45 Authority control files individual
46 Arquivo Digital Gulbenkian Gulbenkian s Digital Asset Management System
47 DAMS DIGITAL ASSET MANAGEMENT SYSTEM - Definition Digital asset management (DAM) is a content management system (CMS) that centrally stores and manages all digital files (text, still image, video, sound, data sets, etc) produced by an organization. It allows an organization to control and centralize management of digital content or data that is accessed or shared by staff members or other users.
48 Information System Conceptual Diagram INDIVIDUALS & ORGANIZATIONS OBJECTS Projects Activities Resources (art works, Publications, etc) Buildings & Spaces CONCEPTS & VOCABULARIES ACTIVITIES Statutory aims Foundations Strategic Prioriity Department Strategic Priority Projects Activities DOCUMENTS / ARCHIVES
49 DAMS DOCUMENTS / ARCHIVES AUTHORITY CONTROL HIERARCHICAL LISTS IT PLATFORM Organization archives and records Founder s Individual and firms private archives and collections Folder & subfolder (Fonds / Collection) Parent asset (Record/Document) Child asset (Photo, Video, Drawing, Text...) Analog Digital Born digital Digitized Individuals (actors & subject) Types Names Organizations (actors & subject) Types Names Statutory aims Foundations Strategic Prioriities Department s Strategic Priorities Projects Names File ID Accounts ID Activities Nature Types Names Resources (art works, Publications, etc) Types Names Buildings & Spaces Geographic names supported by Identified by recorded / documented by interpreted by managed / controlled by searched / retrieved by accessed / displayed by supports identifies records / documents interprets manages / controls searches / retrieves gives access to / displays / OTHER CORPORATE DATABASES Alphanumeric Database ASSETBANK Digital Repository.Tiff,.Jpeg,.Dwg,.Pdf, MOV, TXT, MP4
50 DAMS Homepage view & top level folders
51 DAMS Homepage view & top level folders
52 DAMS Folders Sublevel
53 DAMS Metadata Elements
54 DAMS Metadata Elements - Content Analysis - Multifaceted indexing
55 DAMS Metadata Elements - Content Analysis - Multifaceted indexing
56 DAMS Authority control hierarchical lists Activity types
57 DAMS Authority control lists Activity names
58 DAMS Authority control lists Project names
59 DAMS Authority control lists Resources names (Publications)
60 DAMS Authority control lists Resources names (Works of art)
61 DAMS Authority control lists Department s strategic priorities
62 DAMS Authority control lists Individuals names
63 DAMS Authority control hierarchcal lists Buildings & Spaces names
64 Conclusions 4 crucial interrelated features / issues that reinforce database consistency : Information system conceptual model underlying access points architecture (information attributes / dimensions / perspectives & their interrelations) Database interrelation & cooperative approach to information management (archival description database systems open and cross-referenced with other business information systems as well as corporate EDRMS s) Authority control (namely through multifaceted indexing) Vocabulary control (thesaurus, descriptors lists, etc.)
65 João Vieira Diretor / Director Fundação Calouste Gulbenkian Av. de Berna 45-A, Lisboa, Portugal Tel jsvieira@gulbenkian.pt gulbenkian.pt
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