Integrating Resources

1
Integrating Resources

• OAC / UCLA collaborating on building tools
  guidelines
• Building solidarity across UCLA campus libraries,
  UCLA Digital Library
• Toolkit for retrospective conversion of finding
  aids

2
Best Practices Guidelines for EAD

• Flexibility of EAD DTD can result in limiting
  effectiveness of search functions and other
  end-user needs
• Best Practices Guidelines needed to get the most
  out of EAD DTD

3
OAC Best Practices Guidelines (OACBPG)

• Collaboration across UCs in developing
  BPGs
• OAC Working Group Metadata Standards
  Subcommittee drawing on strong
  leadership/expertise of archivists involved in
  vetting archival descriptive standards
• Active participation in OACBPG dialoge through
  OAC listserv
• OACBPG established, to be reviewed annually

4
OAC Best Practices Guidelines (OACBPG)

• New challenges in encoding and updating
  finding aids, but useful new collaboratively-devel
  oped tools, skills to utilize.
• LOCAL TOOLS
• Cubes find replace NotetabPro tool (front
  matter)
• Cubes database for container lists
  (user-friendly interface)
• Stephen Davisons MEAD / SCREAD

5
UCLA XML tool for front matter (Notetab Pro)
6
UCLA database tool for container lists (MS
Access)
7
UCLAs SCREAD (Cold-Fusion)
8
OAC Best Practices Guidelines (OACBPG)

• OAC TOOLS
• OAC online templates
• Outsourcing option (ByteManagers)

9
OAC online templates
10
OAC online template -UCLA Mss Div
11
ByteMangers OAC EAD form - collection
12

• NOTE All of these tools and services now comply
  with the OAC Best Practices Guidelines (OACBPG)

13
Why comply with OACBPG?

• Sustainability
• Migration
• Maximize searchability
• Enable next step link to digital content

14
OAC EAD Authoring Survey

• Grant-subsidizing encoding ceased
• CDL responds to needs of participants (tools,
  resources for EAD encoding)
• EAD Authoring Survey March 2001

15
UCLA Surveys Special Collections EAD Needs

• Self-sufficiency in encoding new finding aids
• Cost of retrospective conversion of legacy
  finding aids

16
OAC Develops EAD Outsourcing Option

• Adrian Turner, CDL Clearing House Manager,
  develops toolkit
• Hoover Institute provides testbed of finding aids
  for toolkit

17
UCLA Opts for Outsourcing Option

• Opportunity for UCLA to complete retrospective
  conversion of finding aids
• Retrospective conversion costs in time and
  training
• UCLA Digital Library supports Special Collections

18
More advantages to working with OAC-established
service

• OAC laid groundwork with the service, ensuring
  products will be BPG-compliant
• OAC absorbed costs of set-up fees (cost benefit
  of consortium)

19
ByteMangers OAC EAD form - collection
20
ByteMangers OAC EAD form - collection
21
ByteMangers OAC EAD form - components
22
Goals

• Send to ByteManagers for retrospective
  conversion, bring up to BPG requirements and
  upload to OAC
• 1,037 finding aids
• 8,880 pages

23
Progress Report

• Sent out
• 110 finding aids (2,860 pages)
• Returned
• 78 finding aids (2,500 pages)
• Uploaded to OAC
• 16 finding aids (1,080 pages)

24
Complete Retrospective Conversion

• Access to all collections at UCLA
• Ability to search across collections within a
  single library unit
• Ability to search across collections within UCLA
  libraries
• Ability to search across collections within
  California

25
Foundation for Digital Content

• Remote access to digital surrogates
• Access to materials within context of
  collections organization
• Option to search images apart from finding aids
• Option to search images in relationship to other
  collections images

26
Thank you!

• Genie Guerard
• Manuscripts Librarian
• gguerard_at_library.ucla.edu