BCAUL Pilot project: Training material

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AABC workshop plan

From meeting notes Jan. 13, 2009

1. Introduction (30 minutes)

  • Show Welcome Page
    • Top menu bar
    • home
    • about
    • help
    • user profile
    • log in/out
  • Search/Browse
  • Add/Edit (click)
  • Archival institution
    • show navigation on right through context menu bar
      • authority record
      • holdings
    • show View vs Edit
  • Authority record
    • [possibly need to define authority record]
    • show creator or provenance names – explain this is where you will put the admin history of the archival description – pulled into the description from the authority record
  • Archival description
    • show context bar – archival inst, authority record, fonds, series (navigate through levels instead of back and forth through browser keys), physical storage.
    • show how to edit with sample data
      • overview of each area

2. Log in

  • explain user roles
  • explain that they are contributors

3. Edit archival institution (20 minutes)

  • open an existing archival institution record and edit the data elements

4. Add new authority record (20 minutes)

  • what is an authority record
  • create a new authority record

5. Add new fonds-level archival description (45 minutes, maybe less?)

  • create skeleton record and save to show how records are linked in.
    • Include:
      • title
      • dates (this is going to take a while)
      • level of description
      • identifier? (maybe)
  • save record and show how authority record is pulled in and how the context menu bar shows all relationships
  • edit description
    • numerous fields that weren't included the first time
      • dates - show how to add new name. Hit SAVE!
      • Notes

6. Add new series-level archival description (15 minutes)

  • don't add repository or creator name because this will duplicate information already at the parent level of description
  • reference code - links repository to fonds to series to file to item...
  • do same thing with series as fonds - create skeletal record, save, show context menu bar, go back in & fill series description more completely

7. Add new file-level description (20 minutes)

  • Include:
    • title
    • level of description (parent level - choose series to link to)
    • identifier
    • dates
    • SAVE - go back and look at context menu box
  • Physical storage
    • add an existing container
    • save and show context menu box
    • show when you go to the fonds level that you have a box
    • click on box number in physical storage to see all the contents in the box
    • click on the file and you're back to the file-level description
    • delete the box - show that the file isn't gone but the link is broken between box and file
  • create a new container
    • name
    • location
    • container type
  • change the information about the container (by clicking on the edit icon)

8. Subject and place terms (15 minutes)

  • users will choose from pre-existing terms and add them to archival descriptions (through access points or through editing events)

9. Searching and browsing (15 minutes)

  • browsing
  • searching
    • simple searches
    • advanced searches
  • log out and show what researchers will see

Sample documents

Sample data and materials used to assist users to create an archival institution description, authority records, archival descriptions and taxonomy terms during the training.

Note: These are based in part on materials from the Archives Association of BC's Archivist's Toolkit.

Archival institution

New Caledonia Community Archives (NCCA)

Primary contact: Cameron Andrews, Archivist, 34-1485 Stanton Drive, New Caledonia, BC, Canada, X0X 0X0, ph. (604) 555-7755, fax (604) 555-7756, e-mail archivist@newcaledonia.ca, website http://www.newcaledonia.ca/archives.

In accordance with by-law 1764 (1988), the New Caledonia Community Archives acquires, preserves and provides access to records of the Municipality of New Caledonia and of private citizens and organizations within the geographical boundaries of New Caledonia. The New Caledonia Community Archives is a division of the Office of the City Clerk of the Municipality of New Caledonia.

The Archives will accept historical material of any medium, including: textual records; photographs and other visual records; maps, plans, and architectural records; and sound recordings and oral history tapes. The Archives will only accept books, printed material, artifacts, and electronically stored data at the discretion of the Archivist.

The Archives is open weekdays from 8:30 to 4:30. It is closed on weekends and civic holidays.

Research services are limited to 15 minutes per patron. A list of researchers for hire is maintained by the Archives and is available upon request.

Photocopiers are available on-site and can be used for copying newspaper clippings, finding aids and other printed materials available in the reading room. Original archival records will be photocopied by the Archivist unless the condition of the materials prevents handling. A schedule of fees will be made available to the general public on a regular basis.


Add. MSS. 50 Justin Albert Smythe fonds. - 1902-1964 (predominant 1930-1964). - 2 m of textual records

Smythe was born in Red Deer, Alberta in 1900. He was the son of Albert and Maria Smythe, who were leaders of the Anglican Church in Alberta. The family moved to New Caledonia in 1913, and Smythe was educated at Caledonia Heights High School and Interior Community College. He graduated from the University of Toronto in 1925 with a B.A. in English Literature. In 1927, he married Janet Caldwell, a biologist from Ottawa. They returned to New Caledonia in 1930, and Smythe established the New Caledonia Times newspaper. He remained editor of the newspaper until his death in 1964. Smythe served as a war correspondent in Egypt from 1939 to 1942. He was a poet and author, and won several awards for his work, including the Northern Canada Award in 1933 for his poem "And on to Glory"; the Jacob Ritter Award for Adventure Fiction in 1955; and the Canadian Press Award for excellence in print journalism in 1962. Justin and Janet Smythe had seven children. Justin died in New Caledonia in 1964, and Janet died in Ottawa in 1986.

The fonds consists of correspondence, journals, manuscripts, newspaper articles and clippings. The records include extensive information about journalism and literary writing in New Caledonia and in Canada. Correspondents include journalists Hugo White, William B. Jenner, and Stewart Potter; and authors Morley Fellows and Anna Dexter.

Title based on the contents of the fonds. Donated to Archives by son Andrew Smythe in 1987. Inventory available: No. 987.024.


01 Professional correspondence. - 1924-1929. - 80 cm of textual records

The series consists of correspondence between Smythe and other writers and publishers, including members of the New Caledonia Times, the literary journal Araxis, the Allan and James Publishing Company, and the journalists' Association of Canada. The correspondence was accumulated by Andrew Smythe in 1984 and is arranged alphabetically by name. Some restrictions apply to correspondence with Anna Dexter.


024 Araxis Journal. - 1926. - 3 cm of textual records

File contains correspondence pertaining to the publication of the poems "Cariboo Rush" and "Chance Meeting". Some records have been encapsulated in mylar. Location: Box: Box D9 - Shelf 11, Aisle C10, Main Repository. Subject term: Poetry.

027 Journalists' Association of Canada. - June 1925 - August 1927. - 6 cm of textual records

File contains correspondence between Smythe and the Journalists' Association of Canada pertaining to Smythe's Association membership and publication of the Association's monthly bulletin. The contents of this file have been damaged by water. File also available on microfilm (reel M-62). Location: Box 47 - Aisle 7, bay 6, shelf C. Subject term: Organizations.