Out and about or Hub contributor training

Every year we provide our contributors and potential contributors with free training on how to use our EAD editor software.

The days are great fun and we really enjoy the chance to meet archivists from around the UK and find out what they are working on.

The EAD editor has been developed so that archivists can create online descriptions of their collections without having to know EAD.  It’s intuitive and user friendly and allows contributors to easily add collection level and multi-level descriptions to the Hub.  Users can also enhance their descriptions by adding digital archival objects  – images, documents and sound files.

Contributor training day

Our training days are a mixture of presentation, demonstration and practical hands on. We (The training team consists of Jane, Beth and myself) tend to start by talking a little about Hub news and developments to set the scene for the day and then we move onto why the Hub uses EAD and why using standards is important for interoperability and means that more ‘stuff’ can be done with the data. We go from here on to a hands-on session that demonstrates how to create a basic record. We cover also cover adding lower level components and images and we show contributors how to add index terms to their descriptions. (Something that we heartily endorse! We LOVE standards and indexing!).

We always like to tailor our training to the users, and encourage users to bring along their own descriptions for the hands-on sessions. Some users manage to submit their first descriptions to the Hub by the end of the training session!

This year we have done training in Manchester and London, for the Lifeshare project team in Sheffield and for the Oxford colleges. We are also hoping (if we get enough take up) to run courses in Glasgow and Cardiff this year. (6th Sept at Glasgow Caledonian, Cardiff date TBC. Email archiveshub@mimas.ac.uk to book a place)

So far this year three new contributors have joined the Hub as a result of training:  Middle East Centre Archive, St Antony’s College, Oxford; Salford City Archive and the Taylor Institute, Oxford. We’ve also enabled four of our existing contributors to start updating their collections on the Hub: National Fairground Archive, the Co-operative Archive, St John’s College, Oxford and the V&A.

We have been given some great feedback this year and 100% of our attendees agreed/strongly agreed that they were satisfied with the content and teaching style of the course.

Some our feedback:

A very good introductory session to working with the EAD editor for the Archives Hub. I have not used the Archives Hub for a long time so an excellent refresher course.

This was a fantastic workshop – excellently designed resources, Lisa and Jane were really helpful (and patient!). The hands-on aspect was really useful: I now feel quite confident about creating EAD records for the Hub, and even more confident that the Hub team are on hand with online help

The hands on experience and being able to ask questions of the course leaders as things happened was really useful. Being able to work on something relevant to me was also a bonus.

Excellent presentation and delivery. I came along with a theoretical but not a practical knowledge of the Archives Hub and its workings, and the training session was pitched perfectly and was completely relevant to my job. Many thanks.

The Hub team train archivists how to use the EAD editor, archive students about EAD and Social media and research students in how to use the Hub to search for primary source materials. You can find our list of training that we provide on our training pages: http://archiveshub.ac.uk/trainingmodules/ .  We’re always happy to hear from people who are interested in training – do let us know!

HubbuB: August 2011

We are out and About in August. Jane and Joy will be going to the Society of American Archivists’ Conference this year, speaking as part of a panel session. We will be talking about Discovery, the Archives Hub and Linked Data. We’re also very excited to be visiting the OCLC offices in Dublin Ohio.  Lisa and Bethan will be at the Archives and Records Association conference in Edinburgh, so go and say hello if you are there. Lisa is also speaking at the conference.

Our Monthly Feature is all levitating women and mustacheod men, as we take a trip into Magic and Illusion at the Fairground Archive: http://archiveshub.ac.uk/features/magic/. Some great images, and a lovely photograph of Cyril Critchlow, a wizard in his 80’s, performing as ‘Wizardo, Harry Potter’s grandfather’!

We’ve recently created a page of Top Tips for Cataloguing: http://archiveshub.ac.uk/cataloguingtips/. These are some of the key areas that we believe are important for good online catalogues. We do still find that archivists don’t always think about the global online environment, so it’s worth setting out some of the most important points to bear in mind. It’s partly about thinking of the audience, browsing the Web, using Google, scanning pages for relevant content, and it’s partly about descriptions – ensuring that the title is as clear and self-explanatory as possible, thinking about how best to describe the archive in a way that is user-friendly.

We’ve been talking about ways to help get descriptions onto the Hub when they are created in Microsoft Word or Excel. We’re just exploring possibilities at the moment, but we are interested in anyone who uses, or knows anyone who uses, Microsoft Word to catalogue. Maybe smaller offices, or maybe you ask volunteers to do some of this?

We know people do use Microsoft Excel as well. We are thinking about ‘Tips for using Excel’. Would this be useful? We don’t necessarily want to give the impression that Excel is the most appropriate choice for cataloguing – its a spreadsheet software, not really for complex hierarchical archives. But we do realise that for some people, the choice of what to use is limited, and we want to do our best to accommodate the realities that people are faced with.

We’ve had some interest in the idea of researchers being able to request digital copies of archives through the Hub. That is, a researcher comes across an archive they would like to see, and they would like digital copies, so they indicate this in some way. Not yet fully thought out, but again, we’d need to know if there is a need for this. How many officers are starting to digitise on demand?

Finally, we’re covering music, dance, plants, medicine and the Middle East with our latest contributors. Check out who is recently on board on our contributors’ page:

A bit about Resource Discovery

The UK Archives Discovery Network (UKAD) recently advertised our up and coming Forum on the archives-nra listserv. This prompted one response to ask whether ‘resource discovery’ is what we now call cataloguing and getting the catalogues online. The respondent went on to ask why we feel it necessary to change the terminology of what we do, and labelled the term resource discovery as ‘gobledegook’. My first reaction to this was one of surprise, as I see it as a pretty plain talking way of describing the location and retrieval of information , but then I thought that it’s always worth considering how people react and what leads them to take a different perspective.

It made me think that even within a fairly small community, which archivists are, we can exist in very different worlds and have very different experiences and understanding. To me, ‘resource discovery’ is a given; it is not in any way an obscure term or a novel concept. But I now work in a very different environment from when I was an archivist looking after physical collections, and maybe that gives me a particular perspective. Being manager of the Archives Hub, I have found that a significant amount of time has to be dedicated to learning new things and absorbing new terminology. There seem to be learning curves all over the place, some little and some big. Learning curves around understanding how our Hub software (Cheshire) processes descriptions, Encoded Archival Description , deciding whether to move to the EAD schema, understanding namespaces, search engine optimisation, sitemaps, application programming interfaces, character encoding, stylesheets, log reports, ways to measure impact, machine-to-machine interfaces, scripts for automated data processing, linked data and the semantic web, etc. A great deal of this is about the use of technology, and figuring out how much you need to know about technology in order to use it to maximum effect. It is often a challenge, and our current Linked Data project, Locah, is very much a case in point (see the Locah blog). Of course, it is true that terminology can sometimes get in the way of understanding, and indeed, defining and having a common understanding of terms is often itself a challenge.

My expectation is that there will always be new standards, concepts and innovations to wrestle with, try to understand, integrate or exclude, accept or reject, on pretty much a daily basis. When I was the archivist at the RIBA (Royal Institute of British Architects), back in the 1990’s, my world centered much more around solid realities: around storerooms, temperature and humidity, acquisitions, appraisal, cataloguing, searchrooms and the never ending need for more space and more resources. I certainly had to learn new things, but I also had to spend far more time than I do now on routine or familiar tasks; very important, worthwhile tasks, but still largely familiar and centered around the institution that I worked for and the concepts terminology commonly used by archivists. If someone had asked me what resource discovery meant back then, I’m not sure how I would have responded. I think I would have said that it was to do with cataloguing, and I would have recognised the importance of consistency in cataloguing. I might have mentioned our Website, but only in as far as it provided access through to our database. The issues around cross-searching were still very new and ideas around usability and accessibility were yet to develop.

Now, I think about resource discovery a great deal, because I see it as part of my job to think of how to best represent the contributors who put time and effort into creating descriptions for the Hub. To use another increasingly pervasive term, I want to make the data that we have ‘work harder’. For me, catalogues that are available within repositories are just the beginning of the process. That’s fine if you have researchers who know that they are interested in your particular collections. But we need to think much more broadly about our potential global market: all the people out there who don’t know they are interested in archives – some, even, who don’t really know what archives are. To reach them, we have to think beyond individual repositories and we have to see things from the perspective of the researcher. How can we integrate our descriptions into the ‘global information environment’ in a much more effective way. A most basic step here, for example, is to think about search engine optimisation. Exposing archival descriptions through Google, and other search engines, has to be one very effective way to bring in new researchers. But it is not a straightforward exercise – books are written about SEO and experts charge for their services in helping optimise data for the Web. For the Archives Hub, we were lucky enough to be part of an exercise looking at SEO and how to improve it for our site. We are still (pretty much as I write) working on exposing our actual descriptions more effectively.

Linked Data provides another whole world of unfamiliar terminology to get your head round. Entities, triples, URI patterns, data models, concepts and real world things, sparql queries, vocabularies – the learning curve has indeed been steep. Working on outputting our data as RDF (a modelling framework for Linked Data) has made me think again about our approach to cataloguing and cataoguing standards. At the Hub, we’re always on about standards and interoperability, and it’s when you come to something like Linked Data, where there are exciting possibilities for all sorts of data connections, well beyond just the archive community, that you start to wish that archivists catalogued far more consistently. If only we had consistent ‘extent’ data, for example, we could look at developing a lovely map-based visualisation showing where there are archives based on specific subjects all around the country and have a sense of where there are more collections and where there are fewer collections. If only we had consistent entries for people’s names, we could do the same sort of thing here, but even with thesauri, we often have more than one name entry for the same person. I sometimes think that cataloguing is more of an art than a science, partly because it is nigh on impossible to know what the future will bring, and therefore knowing how to catalogue to make the most of as yet unknown technologies is tricky to say the least. But also, even within the environment we now have, archivists do not always fully appreciate the global and digital environment which requires new ways of thinking about description. Which brings me back to the idea of whether resource discovery is another term for cataloguing and getting catalogues online. No, it is not. It is about the user perspective, about how researchers locate resources and how we can improve that experience. It has increasingly become identified with the Web as a way to define the fundamental elements of the Web: objects that are available and can be accessed through the Internet, in fact, any concept that has an identity expressed as a URI. Yes, cataloguing is key to archives discovery, cataloguing to recognised standards is vital, and getting catalogued online in your own particular system is great…but there is so much more to the whole subject of enabling researchers to find, understand and use archives and integrating archives into the global world of resources available via the Web.