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Authority Control Strategies within ArchivalElectronic Information Systems – 3 case studies
XX Reunión de Representantes de la Red de Archivos Diplomáticos Iberoamericanos
Lisboa, Palácio das Necessidades. 23-24 Out. 2018
João VieiraFundação Calouste Gulbenkian
• I’ve been invited to talk about my own experience as a practitioner archivist in a number of different public and private sector organizations dealing with the development and implementation of archival database systems.
• The use of database systems for archival purposes - namely for multilevel, standardized description projects - is becoming increasingly common everywhere, at least since the 90s.
• There would be much to be added and stressed (technically and scholarly) about this vast and complex topic, either from the IT’s side or from the archival perspective.
Focus
• Today I will talk specifically about DATA CONSISTENCY, a crucial attribute to both the quality and relevance of archival content and the efficiency of archival databases/systems.
Case studies
• I will showcase three different projects developed in 2 different organizational contexts (rather than follow a theoretical approach):
– Portuguese Government: • SIPA – Architectural Heritage Information System (since
1996, onwards)
– Calouste Gulbenkian Foundation:• NYRON – Multilevel, ISAD-G Compliant Archival Description
System (since 2006 onwards)• ARQUIVO DIGITAL GULBENKIAN – Digital Assets
Management System (since 2017 onwards)
• During this presentation I will point out and stress the importance of the following 4 interrelated features / issues :
– Information system conceptual model underlying access points “architecture” (information attributes / dimensions / perspectives & their interrelations)
– Database interrelation & cooperative approach to information management (archival description database systems open and cross-referenced with other business information systems as well as corporate EDRMS’s)
– Authority control (namely through multifaceted indexing)
– Vocabulary control (thesaurus, descriptors lists, etc.)
Key issues
• Authority control
The process of establishing the preferred form of a heading(access point), such as proper name or subject, for use in a catalog, and ensuring that all catalog records use such headings.
The preferred form of a heading (access point) is typically definedby a standard. Once established, the form is usually recorded in anauthority file for future reference, along with cross-referencesfrom other forms of the heading, to ensure consistency
Definitions
--SIPA – Definition and Context
• SIPA = Architectural Heritage Information System
An architectural information and documentation program and
repository currently run by the Directorate General of Cultural
Heritage of the Portuguese Ministry of Culture.
• Launched in 1992, under the former Directorate General for Public
Buildings and National Monuments (1929-2007), a Department of
the Ministry of Public Works.
Vision
• SIPA’s work is based on the assumption that
– documenting architecture (single buildings, urban settlements,
cultural landscapes), as well as architectural activities and
agents, and
– keeping the resulting records preserved over time and
available for public access
is a key contribution to the understanding, enhancement and
appropriation of that complex and multidimensional cultural legacy
by communities and individuals, as well as to supporting its
management and protection.
ArchitecturalArchives & Collections
• Architectural
Government Depts’
archives
• Architectural Individual &
Company archives
• Library
ArchitecturalInformation Databases
• Architectural Heritage
database (alphanum. data)
• Architectural Heritage
database (GIS data)
• Thesaurus
• Individuals &
organizations data
Main Information and Documentation Resources
Information System – Conceptual Diagram
ARCHITECTURALOBJECTS
DOCUMENTS/ ARCHIVES
ACTIVITIESCONCEPTS &VOCABULARIES
INDIVIDUALS &ORGANIZATIONS
DOCUMENTS/ ARCHIVES
ACTIVITIES
INDIVIDUALS &ORGANIZATIONS
createperformmanageare subject of
generateaim atrecorded(/documented by
record/documentare subject of
designbuild/producetransformpreserve/restoredamagestudymanageuseown
designed bybuilt/produced bytransformed bypreserved/restored bydamaged bystudied bymanaged byused byowned by
created byperformed bymanaged byaim at
identifyrecord /documentexplain
identified byrecorded/documented byexplained by
generateuse / rely onaim at
supportused by / rely onare subject of
ARCHITECTURALOBJECTS
CONCEPTS &VOCABULARIES
designed bycreated/produced byprocessed bytransformed bypreserved/restored bydamaged bystudied bymanaged byretrieved byaccessed and used byowned bydocument
designcreate/produceprocesstransformpreserve/restoredamagestudymanagesearchaccess and useownare subject of
Information System – Conceptual Diagram
Electronic Records Management System (ERMS)
Institutional public archivesand records
Individuals and firms’ privatearchives and collections
Analog Digital
Born digital Digitized
ELECTRONIC RECORDSMANAGEMENT SYSTEM
Alphanumeric Database
Digital Repository
supportsidentifiesrecords / documentsinterprets manages / controlssearches / retrievesgives access to / displays /
Fonds / Collection Series File Record/Document Item (Photo, Drawing, Text...)
supported byIdentified byrecorded / documented byinterpreted bymanaged / controlled bysearched / retrieved byaccessed / displayed by
SQL ; AROP (C++) .Tiff, .Jpeg, .Dwg, .Pdf,
DOCUMENTS/ ARCHIVES
Architectural Heritage Inventory (AHI)
ARCHITECTURALOBJECTS
Landscape Units LU Components
Urban Settlements US Components
Single & Groups of Buildings& Structures BS Components
Designed Built Disappeared
ARCHITECTURAL HERITAGEINVENTORY
Alphanumeric Database
Thematic Inventories
Heritage Routes
Datasets
Files forDownload
Services
identifiesrecords / documentsinterprets controls
identified byrecorded / documentedinterpreted bycontrolled by
Spatial Data Infrastructure
GISServer
SQL ; IPA (C++); MS .NET 4.5
ArqGIS Server
ERMSAlphanumericdatabase
AHI – Alphanumeric Database: database record - relation with the digital repository
AHI – Alphanumeric Database: Internet view – database record: relatedrecords & archival materials (photos)
AHI – Alphanumeric Database: Internet view – database record: relatedrecords & archival materials (measured drawings)
AHI – Alphanumeric Database: Internet view – database record: related records & archival materials (case files on buildings, urban settlements)
INDIVIDUALS & ORGANIZATIONS
Individuals
Organizations Subdivisions
Communities
INDIVIDUALS & ORGANIZATIONS DATABASE
Alphanumeric Databaseidentifies
records / documentsinterprets
identified byrecorded / documentedinterpreted by
(under construction)
MS .NET 4.5
Individuals & Organizations Database
COST Action European Architecture Beyond Europe: Delft, June 26, 2013
Individuals & Organizations Database
COST Action European Architecture Beyond Europe: Delft, June 26, 2013
Individuals & Organizations Database
COST Action European Architecture Beyond Europe: Delft, June 26, 2013
Individuals & Organizations Database
CONCEPTS & VOCABULARIES
Preferred terms Non-preferred terms Guide Terms Scope notes Application notes Illustrations
THESAURUS DATABASE
Alphanumeric Databaseidentifies
records / documentsinterprets
identified byrecorded / documentedinterpreted by
MS .NET 1.0
Thesaurus Database
Information System – Conceptual Diagram
ACTIVITIESCONCEPTS &VOCABULARIES
INDIVIDUALS &ORGANIZATIONS
OBJECTS
WORKS OF ARTMUSICAL WORKS
EVENTSEXHIBITIONS
PUBLICATIONSSPECIAL COLL.
BUILDINGSDOCUMENTS/ ARCHIVES
Alphanumeric Database
Organization archivesand records
Founder’s Individual andfirms’ private archives andcollections
Analog Digital
Born digital Digitized
IT PLATFORM
Alphanumeric Database
Digital Repository
supportsidentifiesrecords / documentsinterprets manages / controlssearches / retrievesgives access to / displays /
Fonds / Collection Series File Record/Document Item (Photo, Drawing, Text...)
supported byIdentified byrecorded / documented byinterpreted bymanaged / controlled bysearched / retrieved byaccessed / displayed by
SQL ; NYRON .Tiff, .Jpeg, .Dwg, .Pdf,
AUTHORITY CONTROL FILES
Events – General Events – Exhibitions Art Objects Musical works Publications Special collections Individuals (actors & subject)
Organizations (actors & subject)
Buildings and structures
FACET THESAURUS
DOCUMENTS/ ARCHIVES
DAMS – DIGITAL ASSET MANAGEMENT SYSTEM - Definition
• Digital asset management (DAM) is a content management system (CMS) that centrally stores and manages all digital files (text, still image, video, sound, data sets, etc) produced by an organization.
• It allows an organization to control and centralize management of digital content or data that is accessed or shared by staff members or other users.
Information System – Conceptual Diagram
CONCEPTS &VOCABULARIES
INDIVIDUALS &ORGANIZATIONS
OBJECTS
Projects Activities Resources (art
works, Publications, etc)
Buildings & Spaces
ACTIVITIES
Statutory aims Foundations Strategic
Prioriity Department Strategic
Priority Projects Activities
DOCUMENTS/ ARCHIVES
DAMS
Organization archivesand records
Founder’s Individual andfirms’ private archives andcollections
Analog Digital
Born digital Digitized
IT PLATFORM
Alphanumeric Database
Digital Repository
supportsidentifiesrecords / documentsinterprets manages / controlssearches / retrievesgives access to / displays /
Folder & subfolder(Fonds / Collection)
Parent asset(Record/Document)
Child asset(Photo, Video, Drawing, Text...)
supported byIdentified byrecorded / documented byinterpreted bymanaged / controlled bysearched / retrieved byaccessed / displayed by
ASSETBANK .Tiff, .Jpeg, .Dwg, .Pdf, MOV, TXT, MP4
AUTHORITY CONTROLHIERARCHICAL LISTS
Individuals (actors & subject) Types Names
Organizations (actors & subject) Types Names
Statutory aims Foundations’ Strategic Prioriities Department’s Strategic Priorities Projects
Names File ID Accounts ID
Activities Nature Types Names
Resources (art works, Publications, etc) Types Names
Buildings & Spaces Geographic names
DOCUMENTS/ ARCHIVES
OTHER CORPORATE DATABASES
• 4 crucial interrelated features / issues that reinforce database consistency :
– Information system conceptual model underlying access points “architecture” (information attributes / dimensions / perspectives & their interrelations)
– Database interrelation & cooperative approach to information management (archival description database systems open and cross-referenced with other business information systems as well as corporate EDRMS’s)
– Authority control (namely through multifaceted indexing)
– Vocabulary control (thesaurus, descriptors lists, etc.)
Conclusions
João VieiraDiretor / DirectorFundação Calouste GulbenkianAv. de Berna 45-A, 1067-001 Lisboa, PortugalTel. + 351 21 782 3000 [email protected] gulbenkian.pt