BCAUL Pilot project: Final report

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NOTE: ArchivesCanada.ca report delivered on March 31, 2009. BCAUL/ICA-AtoM Final Report delivered on June 30, 2009.

BCAUL Pilot Project has been completed and MemoryBC.ca website has been active since August 2009

Report Outline

Background to BCAUL

History and development
Why upgrade?
- Server/support issues with legacy system
- Multi-level description
- More efficient upload from institutions to BCAUL
- Long-term sustainability

Canadian archival network: context / directions / concerns

See CCA/LAC Capacity Assessment Study (March 2008).
See CCA/LAC Joint Working Group on the National Catalogue report (April 2007).
- Vision
  - Discover variety and richness of archival records in Canada
  - Greatest possible participation & use
  - Work cooperatively with Provincial, Territorial, Regional networks
  - Dynamic service and content tool
  - Multi-level description
  - Digital surrogate linking
  - Enriched search experience
- System Requirements
  - Data model
    - Multi-level
    - Allow series-based
    - Add new elements
    - Digital content links
    - Network & repository directory
  - RAD compatible
    - Non-RAD compatible?
  - EAD
    - Mapped to RAD
  - Search
    - Google-like
    - Sort & filter
  - Transfer services
    - EAD Import/export
    - OAI Harvesting
  - Also: Technical Requirements implied by content of report
    - Workflow module
    - Search engine optimization
    - National repository identifiers (to be looked into by LAC Standards Dep't which already manages the Inter-Library Loan repository identifiers)
    - Virtual exhibits module
    - User statistics
Also: Server/support issues with LAC legacy system

Project review

Objective
Partners
Funding
Activities
Outcome

Findings

RAD mapping & templates
BCAUL Legacy data migration
Direct data entry
EAD Import to ICA-AtoM (SFU AIS -> SFU ICA-AtoM)
EAD Export to ICA-Atom/BCAUL (SFU ICA-AtoM -> BCAUL)
OAI Harvesting
- Needs testing
- also: simple Dublin Core is not rich enough for archival description
  - need OAI with EAD
Searching and browsing
Digital content
- How? When?
Documentation
- existing ICA-AtoM user manual
- new AABC tutorials

Training
- coordinators (informal)
- users (AABC Conference workshop)
  - tutorials for re-use at later workshops
Installation & hosting
- timing?
- theming
- static website
System administration
- needs 1.1 features (Oct 2009) for full production phase:
  - import/harvesting workflow
  - ACL
- ICA-AtoM release 1.0.5, March 9
System performance
- needs testing

Impact / costs / issues

Researchers
- new interface feedback
Archival institutions
- need to do technical survey
  - who uses BCAUL? Of those who do, which category will they fit in? EAD export, direct data-entry, export from 3rd-party system, legacy export (WORD documents, CSV, email)
- standard export templates for common applications?
  - need results from technical survey
  - costs?
- support for optional switch to ICA-AtoM?
  - training, hosting
- need to maintain support (1-2 years) for existing import techniques/processes
- communication plan? (reliant on volunteer hours)
  - FAQ
    - What is ICA-AtoM?
    - What is the ICA-AtoM/BCAUL Pilot?
    - How will it work?
    - How will it affect my process?
    - Do I have to use ICA-AtoM? (no, not if you don't want to)
      - but do keep in mind that to qualify for NADP funding, your archival descriptions must be submitted to BCAUL

AABC
- legacy / new hosting contracts timing/costs
- beta phase - get feedback from AABC community
- user support
  - technical support
  - archival description support
  - regional workshops
  - tutorials
    - use case1: institution uses ICA-AtoM locally
    - use case2: institution logs into BCAUL and does data-entry
SFU
UVic
Artefactual / ICA-AtoM
- new feature development (funded)
  - usability improvements, release 1.0.6 (early April) (Artefactual)
  - ACL (ICA)
- new feature development (unfunded)
  - OAI with embedded EAD
  - import/harvesting workflow
  - search engine optimization
  - User statistics (integrate with statistics tool)
  - Virtual exhibits module (not critical)
ArchivesCanada.ca
- Canadian Council of Archives
  - formal request to LAC to pursue ICA-AtoM option?
- Library and Archives of Canada
  - business lead
  - technical lead

Conclusion

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