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Enhancing Access to Archival Collections in Kentucky Libraries

This paper discusses the goals of the Archivists' Toolkit project led by Kathryn Lybarger to enhance public access to detailed archival collection information across UK repositories. By providing centralized access for archivists and librarians, it aims to improve discoverability of materials alongside library resources. Specific goals include developing finding aids within the KDL system and utilizing Infokat for catalog records, ensuring comprehensive and precise subject headings are established for effective archival description. The initiative emphasizes the importance of clear standards and communication in archival data management.

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Enhancing Access to Archival Collections in Kentucky Libraries

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  1. Archivists’ Toolkit Collaboration Kathryn Lybarger December 1, 2010

  2. Archival Collections at UK

  3. Goals: Provide access Public access to detailed collection information Access alongside other library materials Centralized access for UK archivists/librarians

  4. Specific goal: Finding aid in KDL

  5. Goals: Provide access Public access to detailed collection information Access alongside other library materials Centralized access for UK archivists/librarians

  6. Specific goal: Catalog (Infokat) access

  7. Catalog record

  8. Goals: Provide access Public access to detailed collection information Access alongside other library materials Centralized access for UK archivists/librarians

  9. Archivists’ Toolkit Archival data management system Free, open-source “for archivists by archivists”

  10. Output from Archivists’ Toolkit

  11. Input to Archivists’ Toolkit

  12. Resource form

  13. Names headings

  14. Name heading

  15. Standards • Describing Archives: A Content Standard (DACS) • Archival description • Name headings • Library of Congress Subject Headings (LCSH) • Subject headings

  16. Authority Control Use one unique term per specific subject Completeness – find all material on one subject Disambiguate – find ONLY material on that subject

  17. Subject heading list

  18. Differences in formatting • Lexington (Ky.) • Lexington, Kentucky • Lexington, KY • Picky spacing and punctuation: • How many hyphens? • Spaces between hyphens and words? • Ending with punctuation?

  19. Typos Coal miner’s spouses should be Coal miners’ spouses

  20. Improper LCSH History—Kentucky  Kentucky—History Agriculture—Social conditions  Agriculture—Social aspects Voyages and travels—Kentucky  Kentucky—Description and travel

  21. Ambiguous heading: Coral Sea Coral Sea ? (the sea) Coral Sea (Aircraft carrier) ? Coral Sea, Battle of the, 1942. ?

  22. Ambiguous headings: Casablanca Casablanca (Aircraft carrier) ? Casablanca (Chile) ? Casablanca (Morocco) ? Casablanca (Motion picture) ? …

  23. Sometimes LCSH is not appropriate • Cyanotypes  Blueprints? • Court day  Festivals—Kentucky— Mount Sterling ? • Combat fatigue  • Post-traumatic stress disorder ? • War neuroses ?

  24. Status Postcard collection Gems of Kentucky Scenery 1400 collections 15000 names/subject headings 2 collections exported, now in OCLC and Voyager

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