Archivists' Toolkit - All Hands Meeting 2004 1 Project Objectives Build an application for creating and managing archival information Target core archival

Archivists' Toolkit - All Hands Meeting 2004

1

Project Objectives• Build an application for creating

and managing archival information• Target core archival functions• Decrease costs and promote

standardization• Standards compliant• Open source• Customizable


2

Communications• Website (http://euterpe.bobst.nyu.edu/toolkit/):

– Communicate to all participants and to the public– Storage site for key project documents

• List serves– “[email protected]”: for

communicating among project staff, administrators, and advisory board

– “[email protected] “: for communicating among 17 partner repositories

• AT Project Calendar: for keeping track of project schedule and staff

• Telephone conferences, IM Chats, WebCam: all means for project team and sub-team meetings.


3

Staffi ng C hart

P roject M an agem en t A ssistantF r ied a R o m ero

Student Program m ersD o rren C h enG au rav A ro ra

A p l ication M an ager &L ead D evelop er

A rch iv ist/D esign ersK elcy Sh ep h er d , B r ian S tev ens

P roject M an agerU C SD : B r ad W estb r o ok

P rin cip al I n vestigatorU C SD : B r ian Sch o ttl aen d er

A d v isory B oardR o b in C h an d ler , M ich ael F o x , L ee M an d el l , M er r i l ee P r o ffi tt,

R i ch ar d V . S z ar y , G u en ter W aib el , an d B eth Y ak el


4

Collective goals• Carried out by teams – design,

documentation, testing, etc.• Individual staff members assigned

to and given team leader positions.


5

A rch iv ists' T oo lk i t T eam C h art

A d v isory B oardR o b in C h an d ler , M ich ael F o x , L ee M an d el l , M er r i l ee P r o ffi tt,

R ich ar d V . Sz ar y , G u en ter W aib el , an d B eth Y ak el

D ocum entation T eam(D esig n T eam & D ev elp m en t T eam )

T esting T eam(D esig n T eam )

D evelopm ent T eamP r o g r am m ing

Participating R epositoriesU C , F iv e C ol leg es, N Y U , an d N Y C

D esign T eam /L iaison T eam

D esig n an d in ter face w i th p ar ti c ip atin g r ep o si to r iesB r ad W estb r o o k (U C ), K elcy Sh ep er d (5C ), B r ian S tev en s (N Y U , N Y C )

S P O T T E A MSen io r P r o ject O v er sig h t T eam

C ar o l M and el , L u c D ec ler ck , D av id A ck er m an , J er o m e M cD o n o u g h ,B r ad W estb r o o k , B r ian Sch o ttlaen d er

Associated Administrators

Lorna Peterson (5C)

Marie Hess (5C)

Renee Fall (5C)

Gai Carpenter (5C)

Daria D'Arienzo (5C)

Nancy Cricco (NYU)

Ann Butler (NYU)

Leslie Myrick (NYU)

Allyson Collins (UCSD)

Bryan Kehr (UCSD)

Tina Nguyen (UCSD)


6

Design “The Whats”• Establish a formal liaison relationship with the partnering repositories in her or his location• Inform partners of project expectations• Acquire EADs and MARC to develop the ingest function to populate the application• Acquire information about partners’ accession, provenance registration, location procedures and workflows • Solicit feedback from partners regarding development of functional specifications and application interface and keep the partners apprised of and involved in the development of the application• Express the functional specifications for the application, including inputs, outputs, processes, interfaces, and supporting tools such as look-up tables and help screens• Define the basic modules (input screens) and the processes for customizing them to reflect alternative workflow patterns•Documentation of functional specifications


7

Development “The Hows”

• Transforming the design and functional specifications into technical specifications and executable program code• Design of those portions of the relational database for storing information needed for EAD Finding Aid and MARC record ingest • Extend the initial functionality of the system to support creation, editing, and deletion of information not included in the EAD and MARC standards (such as technical metadata, item-level descriptive metadata, as well as, accession, location, and provenance details). • Documentation of technical specifications


8

Testing

• Perform basic verification tests of each module and application build produced by the development team to assure the build conforms to functional specifications, works correctly, and is labeled and formatted correctly• Test integration of modules to assure that the modules work together correctly• Conduct onsite tests of the application to determine that the functionality of the application is satisfactory to the partner repositories and determine the usability of the application interface, the help screens, and the customization tools• Test installation of the application to ensure that it can be successfully installed in either its online or CD version


9

Documentation

• Project process - to capture the project process from first planning to release of the application. • Application - to identify and describe every component of the application• Use - to develop a user manual to be released with the application. • Project results- to prepare administrative reports that will be submitted to the Principal Investigator and then to The Andrew W. Mellon Foundation


10

Management/On-going Support

•Ensure project teams are maintaining goals and schedules•Provide guidance as to the efficacy of project methods• Oversee ongoing licensing, outreach, and dissemination issues regarding the toolkit


11

Work Plan•Planning•Design•Development•Testing•Documentation•Launch•Ongoing Support


12

Scope

•Operating Environment•General Characteristics•Archival Functions•Additional Features•Out of Scope


13

Project ScheduleActivity Timeframe

Planning Months 1-2

Module Design Months 3-11

Module Integration Months 12-14

Build Customization Tools Months 19-22

Documentation Completion Month 23

Application Release Month 24

Documents

Archivists' Toolkit - All Hands Meeting 2004 1 Project Objectives Build an application for creating and managing archival information Target core archival