Strategies for Advancing Hidden Collections

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We understand that the six webinars included in the Strategies for Advancing Hidden Collections (SAHC) series only scratch the surface on the issues faced by those dealing with processing Hidden Collections. We hope that the resources assembled below will provide useful information to achieve your project processing goals, supplementing the content of the webinar series.

The below resources have been compiled by a group of experts in the GLAM (Gallery, Library, Archives, Museum) community. We have done our best to present a wide range of solutions and suggestions for a variety of collecting organizations.

Project Coordinator

Joy M. Banks, Consultant

Speakers

  • Angela Kipp, Collection Manager, TECHNOSEUM and Administrator, Registrar Trek
  • Rosemary Pleva Flynn, Principal Librarian, Library and Information Services Team Lead, Energy and Environmental Research Center (EERC) at the University of North Dakota
  • Sarah Leu, Project Archivist, Historical Society of Pennsylvania
  • Beth Knazook, Library Juice Academy and Queen's University
  • Jessica Bitely, Director of Preservation Services, Northeast Document Conservation Center (NEDCC)
  • Yvonne Ng, Senior Archivist, WITNESS
  • Ellen Ryan, Head of Special Collections and Archives and Assistant Professor, Idaho State University

Curriculum Committee

  • Stephanie Gaub Antequino, Memorabilia Archivist, Planet Hollywood International
  • Casey Davis, Project Manager, American Archive of Public Broadcasting
  • Tamar Evangelista-Dougherty, Consultant
  • Linda Hocking, Curator of Library and Archives, Litchfield Historical Society
  • Daniel Johnson, Digital Preservation Librarian, University of Iowa
  • Holly Mengel, Manuscripts Cataloging Librarian, University of Pennsylvania
  • Matthew Peek, Military Collections Archivist, State Archives of North Carolina
  • Kelly Revak, Processing Archivist, Library of Congress

If you have any suggestions for resources that would be appropriate additions the this resources library, please let us know.

Contents

Where to begin: Basics of project planning for GLAM organizations

The resources in this section will help lay the foundation for successful project planning and management.

Additional information on the webinar can be found here.

The webinar recording can be accessed here when available.

General

Table of Contents

Selecting the best collection management system

Note: Some of these resources may be dated but can still contain useful information. SEE ALSO Collection access: Describing, cataloging, and processing with the future in mind

For all institution types

For Museums

For Libraries

  • The Small Libraries Manager's Handbook, edited by Alice Graves. Includes several chapters on system selection.

For Archives

Table of Contents

Collection Prioritization & Assessment

Table of Contents

Workflow

Table of Contents

Project Management Tools

Table of Contents


Building resources and relationships: Determining what and who you need

The resources in this section will help guide project managers through the process of estimating project costs, communicating costs with others, and building relationships for support.

Additional information on the webinar can be found here.

The webinar recording can be accessed here when available.

General

Table of Contents

Buy-in from Board of Directors, Community, Volunteers

Table of Contents

Calculating processing time, staff time, and estimating supply costs

Table of Contents

Communicating to people who need to approve the project

Table of Contents

Funding Sources and Grant Writing

Table of Contents

Making the most of people: Recruitment, retention, and recognition

The resources in this section consider how volunteers, interns, and staff fit into the project picture.

Additional information on the webinar can be found here.

The webinar recording can be accessed here when available.

Teens and Student Workers

Table of Contents

Volunteers and Staff

Table of Contents

Celebrating Success

Table of Contents

Ethics of Hiring

Table of Contents

Collection access: Describing, cataloging, and processing with the future in mind

The resources available in this section try to provide guidance on the sometimes complicated world of description and processing. We understand that while GLAM organizations have many things in common, processing is often handled differently depending on the field. As we learn to work together, we hope that exploring best practices from different areas will help us move towards greater interoperability in the future.

Additional information on the webinar can be found here.

The webinar recording can be accessed here when available.

Communities

  • AutoCat - A general cataloging listserv, primarily for libraries but open to everyone.
  • OCLCCAT - An OCLC sponsored cataloging listserv open to everyone.
  • Metadata Support Group - A Slack forum sponsored by the Digital Library Federation (DLF). Requires registration and a Slack account but not membership in DLF.
  • SAA Lone Arrangers listserv - Hosted by the Society of American Archivists (SAA) and open to members and non-members.
  • AASLH Nomenclature Community - A space for those using or interested in using the Nomenclature 4.0 resource from the American Association for State and Local History (AASLH).
  • Connecting to Collections Care Forum - A space to ask questions about collections care and receive answers from peers and forum monitors. Requires registration for participation.

Table of Contents

General

Table of Contents

Institutional Ethics

Table of Contents

Cataloging and Metadata Standards

The resources listed below may require registration or subscription for access. While some are freely available on line, others are fee-based.

Description Standards

  • RDA: Resource Description and Access - Cataloging standard that replaced AACR2 and RDA is based on the FRBR (Functional Requirements for Bibliographic Records) and FRAD (Functional Requirements for Authority Data) concept models
  • AACR2: Anglo-American Cataloging Rules - Standards to build catalogs in general libraries of all sizes. No longer being updated. Replaced by RDA. Still valid and used by some smaller organizations.
  • Describing Archives: A Content Standard (DACS), Second Edition - An output-neutral set of rules for describing archives, personal papers, and manuscript collections that can be used with any encoding standard including MARC21, EAD, and EAC.
  • Standards for Archival Description: A Handbook - 1994 Handbook of the Society of American Archivists (SAA) describing technical standards, conventions, and guidelines used by archivists to describe holdings and repositories.

Encoding Standards

  • MARC21 - Encoding standards to make bibliographic and related information machine-readable
  • BIBFRAME: Bibliographic Framework Initiative - A new bibliographic encoding standard being developed by the Library of Congress to replace MARC21. The new model is designed to express and link bibliographic data.
  • EAC-CPF: Encoded Archival Context - Corporate bodies, Persons, and Families - Extensible Markup Language (XML) Standard for encoding contextual information about persons, corporate bodies, and families. Maintained by the Society of American Archivists (SAA) in partnership with the Berlin State Library.
  • EAD: Encoded Archival Description - Standard for encoding Finding Aids for interoperability in an online environment.
  • DCMI: Dublin Core Metadata Initiative - A set of metadata vocabulary to use with the Resource Description Framework (RDF) and other Linked Data initiatives that follows Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH).
  • MODS: Metadata Object Description Schema - An XML schema for a bibliographic element set that may be used for a vaiety of purposes, and particularly for library applications. Maintained by the Library of Congress.
  • IIIF: International Image Interoperability Framework - An image encoding standard to unlock standard information on the web
  • RDF: Resource Description Framework - A framework to describe any internet resource developed by the World Wide Web Consortium (W3C)

Table of Contents

Data Management Tools

Table of Contents

Collection Management Systems

The below systems are not an endorsement of the product by CLIR, just suggestions to highlight the range of systems available. This is not a comprehensive list of all systems available. We tried to include low cost and/or open source system options when possible.

How to choose

SEE ALSO: 1.2 Selecting the Best Content Management System

Table of Contents

Gallery

Table of Contents

Library

Table of Contents

Archive

Table of Contents

Museum

Table of Contents

Online Exhibits

Table of Contents

Controlled Vocabularies and Thesauri

Table of Contents

Tutorials and Online Learning

There are many options for online learning. The following list is a sampling of free or low cost options to enhance understanding of cataloging and processing techniques.

Table of Contents

Overcoming project hurdles: Approaches to identifying and managing collection red flags

The resources included in this section are presented to help organizations deal with areas in collections that may present problems and give managers the confidence to move forward with processing.

Additional information on the webinar can be found here.

The webinar recording can be accessed here when available.

Table of Contents

Creating Policies for Collection Building

Table of Contents

Rights, Copyright, and Legal Dilemmas

Resources included are for reference only and do not represent legal advice. Most apply only to U.S. law; other countries may have different rules and guidelines.

Table of Contents

Hazardous Materials

Table of Contents

Culturally Sensitive and Tough Topic Collections

Table of Contents

Closing the loop: Project assessment and leveraging goals for future planning

Additional information on the webinar can be found here.

The webinar recording can be accessed here when available.