The Archivists’ Toolkit
The Archivists’ Toolkit (AT) is an open source, relational database application that supports the management and description of archival resources, including digital objects. There are two pieces to the AT system; a front-end java-based desktop client application and a backend SQL database. It can be implemented as a stand-alone desktop application, a multi-user networked application, or a multi-repository networked application. |
AT can be used to record accessions, track donor and source information, help to control authority records for names and subjects, and manage the descriptive data associated with a collection, as well as the location of the collection’s material. The database can produce finding aids, collection guides, and various administrative reports. The digital object module can be used to describe and manage an array of digital material within the framework of DACS. Digital resources may be exported in several schemes, which can be crosswalked into others, as necessary.
Strengths:
- Complies with Archival Standards: ISAAR (CPF), DACS, EAC, and AACR2
- Supports describing both simple (single files) and complex (multiple files) digital objects
- Digital objects records can be exported in METS, MODS, MARCXML, and Dublin Core
- Ability to import records in MARC, EAD, and tab delimited files
- Supports multi-level (hierarchical) description – description can be provided at the collection level, series level, and/or item level (item level cataloging is not always necessary)(Items can be related to a collection, a series, or another item)
- Multiple file versions may be associated to a digital resource
- Provides name and subject authority control
- Collection management functionality: robust searching capabilities, administrative reporting, and management of restricted materials
- Rapid Data Entry (RDE) functionality may make cataloging similar items more efficient
- Merge and transfer feature – enables several staff to simultaneously describe different parts of the same resource
- Rich customization features - many fields can be customized for the needs of a project
- Strong user community: Archivists’ Toolkit User Group (http://mailman.ucsd.edu/mailman/listinfo/atug-l); Archivists’ Toolkit Roundtable (ATRT) (http://www2.archivists.org/groups/archivists-toolkit-roundtable); AT website (http://archiviststoolkit.org/)
Weaknesses:
- Different digital formats/genres may require the use of different AT note fields
- Each new project that requires customization will also require a new crosswalk to DOME.
- Does not manage full technical metadata (file size, bitstream, etc.)
- Name and subject authority records need to be created in the system
- AT is no longer being upgraded, but support and maintenance updates are is still being provided by project staff at USCD and NYU.
- However, there is an ongoing grant funded project to integrate the best of AT with Archon, a similar open source archival management tool (http://www.archivesspace.org/)
When should you consider cataloging in AT:
Object/Collection management is a high priority.
Cataloging complex-digital objects (book or other multi-page/mutli-file item or collection).
The item being cataloged is part of an archival collection.
Format/genre specific metadata is unimportant.