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Enhancing Archival Practices at NYU: The Role of AT in Special Collections

This overview outlines the integration strategy of the Archival Toolkit (AT) within NYU Special Collections. It highlights the need for standardized tagging, concurrent authorship, and centralized data protection to improve archival processes while ensuring compatibility with legacy EAD markup practices. The strategy addresses challenges such as heterogeneous practices, necessary revisions for finding aids, and ongoing digitization projects. The focus remains on enhancing access, preserving materials, and refining workflows, ensuring that collections are accessible and well-maintained for scholarly use.

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Enhancing Archival Practices at NYU: The Role of AT in Special Collections

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  1. AT @ NYU • 1. Overview of NYU Special Collections • 2. Why do we need the AT? • 3. Integration Strategy

  2. 1. NYU Special Collections 822 Finding Aids Online (Includes New-York Historical) or, 127 MB of EAD

  3. Mark Up as EAD Upload Preview & Publish + + Post to WWW Trans-form Publication Workflow Create Finding Aid Archivist Server

  4. Mark Up as EAD Over 3,500 lines of (quirky) XSL to maintain Which is the master copy? Not into markup & tagging so much as archiving & scholarship. 2. Why the AT? Create Finding Aid Trans-form Post to WWW

  5. 2. Why the AT? • Standardized Tagging • Return Archivists’ focus to Collections • Version Control • Concurrent Authorship • Centralized Data Protection Facilities • Controlled Vocabulary / Normalization of Terms

  6. Term Normalization

  7. 3. Integration: Challenges • Heterogeneous practices among (and within) Special Collections • AT needs to co-exist with legacy EAD markup practices: hand-coding, Excel macros, etc. • Imported data needs to be carefully analyzed before it is modified.

  8. Integration: Decisions • No fixed timeline for migrating 600+ legacy EAD documents to the AT. • Migration on-demand • New Finding Aids • Revisions to Existing Finding Aids • Digital Access Projects • Individuals have the option to move all their EADs to AT at once.

  9. Digitization Projects • Initiatives to digitize archival material for preservation and access • AT as workflow tool for imagers

  10. Create AT Record Export & Publish Record isn’t complete without Image ID Input Identifier Create Digital Object Digitization Workflow A Archivist Imaging Specialist

  11. Complete Record Create Digital Object Export & Publish Input Identifier Digitization Workflow B Archivist Create AT Record Imaging Specialist

  12. Create AT Record Create Digital Object Export EAD Imaging system assigns Filenames based on EAD identifiers Load EAD Digitization Workflow C Archivist Imaging Specialist

  13. Thank You For Listening • dlib.nyu.edu/findingaids • Brian Hoffman • brianjhoffman@nyu.edu

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