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Database Application for the Asian Artwork Collection of St. John’s University

Database Application for the Asian Artwork Collection of St. John’s University. LIS 248: Database Modeling and Design Megan Margino. *Please click on the audio symbol on each slide to hear presentation commentary. Overview. St. John’s University Archives & Special Collections

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Database Application for the Asian Artwork Collection of St. John’s University

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  1. Database Application for the Asian Artwork Collection of St. John’s University LIS 248: Database Modeling and Design Megan Margino *Please click on the audio symbol on each slide to hear presentation commentary

  2. Overview • St. John’s University Archives & Special Collections • Currently houses a collection of Asian artwork in need of organization • A variety of different elements are associated with this artwork • This data is presently housed separately, without any system of organization • Difficult to retrieve information

  3. St. John’s University • Founded in 1870 as a private, co-educational Roman Catholic University • 21,000 undergraduate and graduate students in 6 locations: • Queens, Staten Island, Manhattan, Oakdale, NY; Rome, Italy; Paris, France • Founded on the basis of providing an intellectual & moral education • Core curriculum of liberal arts & sciences University Library, St. Augustine Hall (St. John’s, 2008; St. John’s, Fast Facts, 2012)

  4. University Archives & Special Collections Holdings • Founded in 1971 as a component of the University Libraries • Houses: • Administrative records of the University, historical materials relating to St. John’s campuses and communities, historical materials of the history of Catholic education in NYC • Consists of: • 1,300 cubic feet of records, manuscripts, video reels, cassettes, and approximately 9,000 photo prints • Special Collections include a variety of materials: • Children’s Historical Collection, Faculty Publications, Rare Books, Limited Editions, among others (St. John’s, Special Collections, 2012) • (St. John’s, Archives, 2012; St. John’s, Collections, 2012; St. John’s, Special Collections, 2012)

  5. University Archives & Special Collections Goals • Provide equal access to qualified researchers • Document academic, administrative, and student life • To identify administrative records, & to appraise them for legal, fiscal and administrative values • To arrange, describe, and preserve materials for long-term reference and access • This organization must be applied to the collection of Asian artwork The St. John’s University Archives (St. John’s University Archives, 2012)

  6. Collection of Asian Artwork • Previously housed in the Chung-Cheng Art Gallery (permanent University exhibition space) • This exhibition space no longer exists • Now a houses temporary exhibits • Hundreds of pieces (paintings, sculptures, scrolls, paper cuttings, among others) now in the care of the Special Collections Department • Related information: • Exhibitions, Donors, Appraisal Reports, Descriptive Metadata University Gallery, Sun YatSen Hall (St. John’s University Pre-Academic Program, 2012) Appraisal Reports

  7. Artwork Organizational Problems • The time consuming nature of obtaining information related to collection materials • The entirety of information related to the Asian artwork is not readily apparent • Only key staff members have knowledge of the locations and types of information related to the artwork Center for Asian Studies Publications 1970’s University Artwork Indexes

  8. Problem Significance • Artwork is not organized in a way to facilitate access or data retrieval • Collection cannot be used to its fullest potential • The Special Collections Department is currently undergoing a process to support the University’s retention of this artwork • The management of artwork-data into one repository would be significantly helpful for Archives staff members

  9. Proposed Solution • A database application encompassing all information associated with the Asian artwork into one repository • From this application, users would be able to view a variety of information details relating to the Asian artwork • The proposed database will relate the components of: • Artwork, Exhibitions, Artists, Appraisal Reports, and Donors Prototype example, Microsoft Access

  10. Data Model and Microsoft Access Prototype

  11. References St. John's University. (2008). Mission statement. Retrieved 11/5, 2012, from http://www.stjohns.edu.jerome.stjohns.edu:81/about/general/mission St. John's University. (2012). Archives. Retrieved 11/5, 2012, from http://www.stjohns.edu.jerome.stjohns.edu:81/academics/libraries/archives St. John's University. (2012). Collections. Retrieved 11/6, 2012, from http://www.stjohns.edu.jerome.stjohns.edu:81/academics/libraries/archives/collections.stj St. John's University. (2012). Fast facts. Retrieved 11/5, 2012, from http://www.stjohns.edu.jerome.stjohns.edu:81/about/general/facts.stj St. John's University. (2012). Special collections. Retrieved 11/26, 2012, from http://www.stjohns.edu.jerome.stjohns.edu:81/academics/libraries/resources/collections/spec_coll St. John's University Pre-Academic Program. (2012). The Chinese building on St. John's Queens campus. Retrieved 12/1, 2012, from http://stjohnsfulbright.blogspot.com/

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