AuthorityControlStrategieswithinArchival...

Authority Control Strategies within ArchivalElectronic Information Systems – 3 case studies

XX Reunión de Representantes de la Red de Archivos Diplomáticos Iberoamericanos

Lisboa, Palácio das Necessidades. 23-24 Out. 2018

João VieiraFundação Calouste Gulbenkian

• 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.

Focus

• 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.

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)

• 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.)

Key issues

• 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 definedby a standard. Once established, the form is usually recorded in anauthority file for future reference, along with cross-referencesfrom other forms of the heading, to ensure consistency

Definitions

SIPA

Architectural HeritageInformation System

--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 (1929-2007), a Department of

the Ministry of Public Works.

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.

ArchitecturalArchives & Collections

• Architectural

Government Depts’

archives

• Architectural Individual &

Company archives

• Library

ArchitecturalInformation Databases

• Architectural Heritage

database (alphanum. data)

• Architectural Heritage

database (GIS data)

• Thesaurus

• Individuals &

organizations data

Main Information and Documentation Resources

Information System – Conceptual Diagram

ARCHITECTURALOBJECTS

DOCUMENTS/ ARCHIVES

ACTIVITIESCONCEPTS &VOCABULARIES

INDIVIDUALS &ORGANIZATIONS

DOCUMENTS/ ARCHIVES

ACTIVITIES


createperformmanageare subject of

generateaim atrecorded(/documented by

record/documentare subject of

designbuild/producetransformpreserve/restoredamagestudymanageuseown

designed bybuilt/produced bytransformed bypreserved/restored bydamaged bystudied bymanaged byused byowned by

created byperformed bymanaged byaim at

identifyrecord /documentexplain

identified byrecorded/documented byexplained by

generateuse / rely onaim at

supportused by / rely onare subject of


CONCEPTS &VOCABULARIES

designed bycreated/produced byprocessed bytransformed bypreserved/restored bydamaged bystudied bymanaged byretrieved byaccessed and used byowned bydocument

designcreate/produceprocesstransformpreserve/restoredamagestudymanagesearchaccess and useownare subject of


Electronic Records Management System (ERMS)

Institutional public archivesand records

Individuals and firms’ privatearchives and collections

Analog Digital

Born digital Digitized

ELECTRONIC RECORDSMANAGEMENT SYSTEM

Alphanumeric Database

Digital Repository

supportsidentifiesrecords / documentsinterprets manages / controlssearches / retrievesgives access to / displays /

Fonds / Collection Series File Record/Document Item (Photo, Drawing, Text...)

supported byIdentified byrecorded / documented byinterpreted bymanaged / controlled bysearched / retrieved byaccessed / displayed by

SQL ; AROP (C++) .Tiff, .Jpeg, .Dwg, .Pdf,

DOCUMENTS/ ARCHIVES

ERMS - Alphanumeric Database: Intranet view – Doc. Level Record: Data Elements

ERMS - Alphanumeric Database: Intranet view – Item Level Record: Data Elements

ERMS – Digital Repository: Intranet view – Measured Drawing (Tif Image)

ERMS – Alphanumeric Database: Internet view – search results page

ERMS – Alphanumeric Database: Internet view – search results page

Architectural Heritage Inventory (AHI)


Landscape Units LU Components

Urban Settlements US Components

Single & Groups of Buildings& Structures BS Components

Designed Built Disappeared

ARCHITECTURAL HERITAGEINVENTORY


Thematic Inventories

Heritage Routes

Datasets

Files forDownload

Services

identifiesrecords / documentsinterprets controls

identified byrecorded / documentedinterpreted bycontrolled by

Spatial Data Infrastructure

GISServer

SQL ; IPA (C++); MS .NET 4.5

ArqGIS Server

ERMSAlphanumericdatabase

AHI – Alphanumeric Database: database record - relation with the digital repository

AHI – Alphanumeric Database: Internet view – search page

AHI – Alphanumeric Database: Internet view – search results (list)

AHI – Alphanumeric Database: Internet view – search results (map)

AHI – Alphanumeric Database: Internet view – database record (partial)

AHI – Alphanumeric Database: Internet view – database record (partial)

AHI – Alphanumeric Database: Internet view – database record -ID images

AHI – Alphanumeric Database: Internet view – database record: map/sattelite

AHI – Alphanumeric Database: Internet view – database record: relatedrecords & archival materials (photos)

AHI – Alphanumeric Database: Internet view – database record: relatedrecords & archival materials (measured drawings)

AHI – Alphanumeric Database: Internet view – database record: related records & archival materials (case files on buildings, urban settlements)

INDIVIDUALS & ORGANIZATIONS

Individuals

Organizations Subdivisions

Communities

INDIVIDUALS & ORGANIZATIONS DATABASE

Alphanumeric Databaseidentifies

records / documentsinterprets

identified byrecorded / documentedinterpreted by

(under construction)

MS .NET 4.5

Individuals & Organizations Database

COST Action European Architecture Beyond Europe: Delft, June 26, 2013






CONCEPTS & VOCABULARIES

Preferred terms Non-preferred terms Guide Terms Scope notes Application notes Illustrations

THESAURUS DATABASE

Alphanumeric Databaseidentifies

records / documentsinterprets

identified byrecorded / documentedinterpreted by

MS .NET 1.0

Thesaurus Database

Thesaurus Database – Intranet view – database record

NYRON

Multilevel, ISAD-G CompliantArchival Description System


ACTIVITIESCONCEPTS &VOCABULARIES


OBJECTS

WORKS OF ARTMUSICAL WORKS

EVENTSEXHIBITIONS

PUBLICATIONSSPECIAL COLL.

BUILDINGSDOCUMENTS/ ARCHIVES


Organization archivesand records

Founder’s Individual andfirms’ private archives andcollections

Analog Digital


IT PLATFORM


Digital Repository


Fonds / Collection Series File Record/Document Item (Photo, Drawing, Text...)


SQL ; NYRON .Tiff, .Jpeg, .Dwg, .Pdf,

AUTHORITY CONTROL FILES

Events – General Events – Exhibitions Art Objects Musical works Publications Special collections Individuals (actors & subject)

Organizations (actors & subject)

Buildings and structures

FACET THESAURUS

DOCUMENTS/ ARCHIVES

Alphanumeric Database: Subject analysis & multifaceted indexing



Thesaurus – Term file

Authority control files – events

Authority control files – individuals

Authority control files – individual

Arquivo Digital Gulbenkian

Gulbenkian’s Digital Asset Management System

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.


CONCEPTS &VOCABULARIES


OBJECTS

Projects Activities Resources (art

works, Publications, etc)

Buildings & Spaces

ACTIVITIES

Statutory aims Foundations Strategic

Prioriity Department Strategic

Priority Projects Activities

DOCUMENTS/ ARCHIVES

DAMS

Organization archivesand records

Founder’s Individual andfirms’ private archives andcollections

Analog Digital


IT PLATFORM


Digital Repository


Folder & subfolder(Fonds / Collection)

Parent asset(Record/Document)

Child asset(Photo, Video, Drawing, Text...)


ASSETBANK .Tiff, .Jpeg, .Dwg, .Pdf, MOV, TXT, MP4

AUTHORITY CONTROLHIERARCHICAL LISTS

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

DOCUMENTS/ ARCHIVES

OTHER CORPORATE DATABASES

DAMS – Homepage view & top level folders

DAMS – Homepage view & top level folders

DAMS – Folders’ Sublevel

DAMS – Metadata Elements

DAMS – Metadata Elements - Content Analysis - Multifaceted indexing

DAMS – Metadata Elements - Content Analysis - Multifaceted indexing

DAMS – Authority control hierarchical lists – Activity types

DAMS – Authority control lists – Activity names

DAMS – Authority control lists – Project names

DAMS – Authority control lists – Resources names (Publications)

DAMS – Authority control lists – Resources names (Works of art)

DAMS – Authority control lists – Department’s strategic priorities

DAMS – Authority control lists – Individuals names

DAMS – Authority control hierarchcal lists – Buildings & Spaces names

• 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.)

Conclusions

João VieiraDiretor / DirectorFundação Calouste GulbenkianAv. de Berna 45-A, 1067-001 Lisboa, PortugalTel. + 351 21 782 3000 [email protected] gulbenkian.pt

mailto:[email protected]

http://www.gulbenkian.pt/

Date post:	11-Dec-2018
Category:	Documents
Upload:	dinhdiep
View:	213 times
Download:	0 times

AuthorityControlStrategieswithinArchival...

Documents