IndianaUniversity’sLibraryfocusingontheOnlineArchive https://libraries.indiana.edu/archives KelseyBawel AdministrativeAspects IndianaUniversity’sArchiveandRecordsManagementdigitallibrarymeanttocollect,organize, makeaccessible,andpreserverecordsdocumentingIndianaUniversity’sorigins,development,and activitiesofassociatedpersons.Itsmissionandgoalistoprovideoveralldirectionfordevelopingand implementingarecordsmanagementstrategythatwilleffectivelyandsystematicallymanagerecords throughouttheirentirelifecycle.ThearchivelibraryservestheIndianaUniversityfaculty,students, alumni,staff,andbenefactorswiththemostlikelyusersbeingstudentsorthoselookingforIUrecords. TheIUlibrarieshavemanydifferentlibrariansandstaff,butDinaKellamsisthedirectorofWellsLibrary andtheUniversityArchives.Themaincollection,theArchive’sDigitalPhotographCollection,ismanaged almostexclusivelybyBradCook.OthercontributorsincludeRachelHancock,CarrieSchwier,andKate Cruikshank.Thesearethepeoplewhocuratethedigitalcollectionissuchawayastopromotetheuse ofobjects,buttheselibrariansdonotdirectlyimposetheirideasonthematerialthroughcommentsor reviewsasNikkiRobertsonsuggeststheyshouldinContentCurationandtheSchoolLibrary(Robertson, 2012).AffiliateinstitutesandpartnershipsareallIULibraries(whicharenumerous).Theonlyother partnershipmentionedisthatoftheIndianaMagazineofHistory.Thismagazineisaffiliatedwith IndianaUniversityandpublishedarticlesaboutIndiana’shistory(asthenameimplies).TheArchivesis supportedbyIndianaUniversityandtheIUFoundation,whichreceivesfundsfromalumniand benefactors.TheprojectissustainableasIndianaUniversityisawell-establishedinstitutionandhashad anonlinepresencesince1987. CollectionContent IndianaUniversity’sArchivedoeshavetheircollectionpolicyprovidedontheirwebsite.The CollectionPolicyaddressesmanyofthekeyissuesasidentifiedbySharonJohnsonsuchascontent, vendorsupport,accessconcerns,andlegalissuesandalsostatesthatthescopeofthecollection includes“recordsrelatingtothehistoryandcultureofIndianaUniversitythathavelong-term,indefinite administrative,legal,fiscalorhistoricalvalue(Johnson,2012).Themajorityoftherecordscollectedby theArchivesaregeneratedbyUniversityadministrativeunitsandacademicdepartmentsanddocument theprocessofadministeringandmanagingtheUniversity.Anotherprominentbutlessvoluminous sourceofrecordscollectedbytheArchivesaretherecordsgeneratedbyfaculty,studentandalumni organizations.TheArchivesalsocollectsrecordsthatareabouttheUniversityandmembersoftheIU community,evenifthecreatorofthesedocumentsisnotassociatedwithIU.Finally,theArchives collectsonaselectivebasisthepersonalpapersofprominentIUfacultyandalumni.”Thiscollectionis mainlypaperrecords(governanceandpolicies,financialrecords,biographicalinformation,publications, etc.)andphotographs.WhileIULibrariesusesmanysubscriptionservessuchasJSTORandEBSCO,the Archivesreliesmainlyondonationsandschoolgeneratedmaterialstomakeupthecollection. InformationOrganization ContentwithintheIUArchiveisorganizedmainlybycollection.ForexampletheArchive Photographsareacollection,thentherearetheCharlesW.CustmanPhotographs,StudentLifeatIU, etc.WithintheDigitalPhotographCollectionimagescanbebrowsedbythingslikePersonalName, Place,andCity.Metadataisextensiveandwellthoughtout.Ifitispossibletonameapersonisthe photographitisdone,adescriptionisgiven,title,topicsthatthephotographrelatestoarenamed,as wellaslocationthephotographwastaken.Forimagesthatwerenotborndigitalthereisanimage numberthatallowsthearchivisttolocatethephysicallocationofthatphotograph.Whiletheydonot explicitlyuseDublinCore,manyofthemetadatafieldsandstandardsareverysimilar.Thelibrary completesSouthwick’sandSkoric’sthreeprinciplesofmetadata:1)conformstocommunitystandards 2)interoperability3)authoritycontrolandcontentstandardsfordescription(Southwick,2013).For organization,thearchiveusescategoriesaswellascontrolledvocabularyandaglossary(inthecaseof thelibraryportion).CollectiondescriptionsinArchivesOnlineatIUareencodedaccordingtothe EncodedArchivalDescription(EAD)format. CollectionStorageandPreservation TheIUOnlineArchiveshousesbothdigitizedmaterialanddigitallybornmaterials.Inthecaseof digitizedartifacts,theoriginsarepreservedbytheassigningofauniqueimagenumberthatinforms archivistswherethephysicallocationofthatimage.MostimagesseemtobehighresolutionJPEGsthat canbesavedstraighttoapersonalcomputer.AspointedoutbyMarwaElSahn,partofthe InternationalFederationofLibraryAssociations(IFLS),digitizationopensawholenewperspectiveto millionswhohaveaccesstotheinternet.IndianaUniversitystaysuptospeedwithnewtechnologyand anentireDigitizationLab(ElSahn,2013).TheopenLabprovideslargeformatflatbed,highspeed, transparency-capable,andsheet-fedscannersfortextualdocuments(bound,loose-leaf,manuscript, etc.),photographs,negatives,andsmalltomediumthree-dimensionalobjects. CollectionAccess Accessisahottopicinlibrarycirclestoday.Becauseitissomethingthateverydigitallibraryand collectionmustdealwith,therearemanydiverseoptionsintermsofsoftwareandplatforms(Armes, 2014).TheIUlibraryembodiesthisbyusingdifferentsoftwaredependingontheformatofthedigital itemstheyarepreserving/providingaccessto.Images:ImageCollectionsOnline(ICO, http://webapp1.dlib.indiana.edu/images/public-index.htm)isawebapplicationthatprovidesaccessto IUcollectionsofdigitalimages.IthasabackendcomponentknownasPhotocat,whichisusedto manageuploadinganddescribingimagesandmanagingimagecollections.Imagesarestoredintheir instanceofFedora(http://www.fedora-commons.org/),andICOdeliversthemfromthere.They essentiallybuiltICOthemselvesanditlaunchedin2009.AudioandVideo:Avalon (http://www.avalonmediasystem.org/)isthesoftwarebehindMediaCollectionsOnline (https://media.dlib.indiana.edu/),whichstoresaudioandvideoinFedora.Thereareotherinstancesof AvalonatIU(Kelleyhasatleastonerunning).ThesoftwarewascollaborativelydevelopedbetweenIU andNorthwesternUniversityandisopensource.Itshouldalsobenotedthatwithbothofthese services,themasterfilesareexportedtoandstoredincoldstorage.Thelibraryhasotherservicesand platformsformanagingadditionalkindsofcontent(theIUScholarWorksinstitutionalrepository,theIU DigitalLibraryofdigitizedbooks,ArchivesOnline,ourelectronictextservices,etc.).Whilethereisno privacypolicylistedforthearchivesorthelinkedcollections,IUcarriesastrictprivacypolicycontract withallofitsvendorswhohaveaccesstopersonalorsensitiveinformation. TechnicalandServiceAspects Thearchivedoeshaveanaccesspolicyinplacethatallowsanyonetoaccessthecollectionwiththe exceptionofcertainrestrictedcollections.Therearefivemainrulesforaccessingthephysicalcollection: 1.Books,briefcases,packages,coatsandhatsmustbeleftinArchiveslockersbeforetheresearcher beginswork. 2.Foodorbeveragesarenotallowedinthedepartment;smokingisprohibited. 3.TheuseofanykindofpenisprohibitedintheReadingRoom.Pencilsaloneshouldbeused. 4.Allmaterialsmustbehandledwithgreatcare.Researchersmustnotleanonmaterialsortrace,write onorfoldrecordsorhandletheminanywaylikelytodamagethem. 5.Researcherswillmaintainthedocumentsintheordertheyarereceived. Thedigitalcollectioncanbesearchedbyanyoneandthesystemworksproperly.Whileeveryonewith aninternetconnectioncanaccessthecollection,allmaterialsinthecollectionareprotectedby copyright.Ausermustgainpermissionfromthelibraryandthenuseacitation(thatisgiven)tocreditIU withthecollection.Thelibrarymakesitveryclearthattheyownthecopyright,andthataccesstothe materialisnotpermissiontopublishthematerial. Frequentlytalkedaboutinthelibraryworldarebudgetsandbudgetcuts.Spendingmustgodownand sometimesthisisatthecostofservices,bothtechnicalandcustomer.IUcombatsthisbyhavinga strongonlinepresenceofreadyinformationinthehopesthattheseonlineserviceswillhelpanswer questionsbeforetheygettothelibrarian(Cleary,2015).TheArchivehasservicesavailablesuchas transferringrecords,instructionalservices,retentionanddispositionschedules,FAQs,chatwitha librarian,emailalibrarian,andeventextalibrarian.Thewebsitealsolistsstaffmembersandtheir contactinformationforquestionsthataremoresubjectspecific. Bibliography(6references) Arms,Caroline(2014).EnablingAccessinDigitalLibraries:IssuesAffectingUserAcceptance.Councilon LibraryandInformationResources. Cleary,Robert(2015).“TheCommitmentProblem”:SpendingtoZerotoMaximizetheEfficiencyofthe CollectionsBudget.AssociationforLibraryCollectionsandTechnicalServices. ElSahn,Marwa(October2013).GuidelinesforDigitizationProjectsforcollectionsandholdingsinthe publicdomain.InternationalFederationofLibraryAssociations. Johnson,Sharon(August2012).KeyIssuesforE-ResourceCollectionDevelopment:AGuidefor Libraries.InternationalFederationofLibraryAssociationandInstitutions. Robertson,NikkiD.(2012).Contentcurationandtheschoollibrary.KnowledgeQuest. Southwick,SilviaB.&Skoric,Jane(2013).MetadataintoPractice.In,J.Monson,LITAGuide:Jump-Start YourCareerasaDigitalLibrarian,127-144.AmericanLibraryAssociation