Manuscript Collections on the Web, SPEC Kit 307 (October 2008)

Walton, Donnelly Lancaster

88 · Survey Results: Survey Questions and Responses
“Within Special Collections, Shoah Foundation Institute Visual History Archive, USC Digital Archive, Cinematic
Arts Library.”
If staff who process manuscripts for the Web receive assistance from other departments/units,
please list those departments/units and describe the role they play. N=32
“Assistance from the Cataloging Department—the Electronic Resources Librarian reviews MARC cataloging and
vets our Online Archive of California finding aids. He also has set up templates for our use for manuscript and
photograph cataloging.”
“Catalog Department of the MU Libraries.”
“Cataloging assistants work part time in our Film and Media Archive and will be doing some arrangement and
description of manuscript portions of those collections for entering in our MAVIS system.”
“Consult with Libraries’ technical services unit, including Web manager and usability specialist.”
“Desktop Network Services Department Preservation Department — software assistance, server management
consultation, manuscript conservation.”
“Digital Library Services assists with Web site development, training, trouble shooting. Systems (IT) provide
hardware, software and technical support.”
“Digital Research Library. Mount of Historic Pittsburgh Web site.”
“Generally, staff from the University Archives have more experience and knowledge of this work. Archivists tend
to help staff from other departments.”
“ISS—assist with programming issues related to using ARCHON Cataloging department using the records
created by the program.”
“ITadd—systems office SCETI (Schoenberg Center for Electronic Text &Image) may get involved in future.”
“Libraries IT unit manages the DLXS site with input from Archives &Special Collections staff.”
“Library Information Technology Services is assisting with evaluating archives software that will allow for
automatic Web posting.”
“Library Systems.”
“Limited assistance from the IT department in maintaining the EAD server.”
“Metadata and Cataloging Department staff create metadata for digital collections. IT staff support databases
used to manage information about collections and digital assets, as well as software used to publish finding aids
to Web.”
“Online finding aids are indexed by ITS assistance with Web pages from Network Development &MARC
Standards Office, and from the Office of Strategic Initiatives. Some tools used in encoding were developed by staff
then in the Music Division.”
“Programming assistance for newly created XML databases is provided by another department in the library

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SPEC Kit 307: Manuscript Collections on the Web (October 2008) resources

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88 · Survey Results: Survey Questions and Responses
“Within Special Collections, Shoah Foundation Institute Visual History Archive, USC Digital Archive, Cinematic
Arts Library.”
If staff who process manuscripts for the Web receive assistance from other departments/units,
please list those departments/units and describe the role they play. N=32
“Assistance from the Cataloging Department—the Electronic Resources Librarian reviews MARC cataloging and
vets our Online Archive of California finding aids. He also has set up templates for our use for manuscript and
photograph cataloging.”
“Catalog Department of the MU Libraries.”
“Cataloging assistants work part time in our Film and Media Archive and will be doing some arrangement and
description of manuscript portions of those collections for entering in our MAVIS system.”
“Consult with Libraries’ technical services unit, including Web manager and usability specialist.”
“Desktop Network Services Department Preservation Department — software assistance, server management
consultation, manuscript conservation.”
“Digital Library Services assists with Web site development, training, trouble shooting. Systems (IT) provide
hardware, software and technical support.”
“Digital Research Library. Mount of Historic Pittsburgh Web site.”
“Generally, staff from the University Archives have more experience and knowledge of this work. Archivists tend
to help staff from other departments.”
“ISS—assist with programming issues related to using ARCHON Cataloging department using the records
created by the program.”
“ITadd—systems office SCETI (Schoenberg Center for Electronic Text &Image) may get involved in future.”
“Libraries IT unit manages the DLXS site with input from Archives &Special Collections staff.”
“Library Information Technology Services is assisting with evaluating archives software that will allow for
automatic Web posting.”
“Library Systems.”
“Limited assistance from the IT department in maintaining the EAD server.”
“Metadata and Cataloging Department staff create metadata for digital collections. IT staff support databases
used to manage information about collections and digital assets, as well as software used to publish finding aids
to Web.”
“Online finding aids are indexed by ITS assistance with Web pages from Network Development &MARC
Standards Office, and from the Office of Strategic Initiatives. Some tools used in encoding were developed by staff
then in the Music Division.”
“Programming assistance for newly created XML databases is provided by another department in the library

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SPEC Kit 307: Manuscript Collections on the Web · 87
the implementation of those schemes, and curators are responsible for content selection. We are developing an
in-house software program to help distribute the gathering of the information necessary to place manuscript
collections online. (see http:/www.lib.byu.edu/indi).”
“Peer archivists/librarians in the Law Library and the Music Library are available for consultation and assistance
and work with Archives as a team on cooperative ventures.”
“Please note that this represents workflow for the Charles E. Young Research Library Dept of Special Collections
only. There are other special collection libraries who contribute EAD finding aids to the OAC as well, with different
workflow: Staff involved: manuscript processors (3 librarians, 3 staff) and two OAC staff (1 library asst, 1
computer resource specialist).”
“Public Services Department, Lilly Library: 1 librarian (.1 FTE) and 1 library assistant (.25 FTE). IU Digital Library
Program: 2 librarians, 2 professional staff. IU School of Library and Information Science: 1 graduate assistant (.25
FTE).”
“Scripps Institution of Oceanography Library archives staff also process manuscripts and provide online
information.”
“Special Collections Cataloging provides some support, especially in catalog records However, each of the
programs in special collections does manuscript processing and on-line description.”
“Special Collections students and staff create the EAD-encoded finding aids. Staff in the Digital Library Center
process these files, make them available by posting to the Web, and preserve the EAD files.”
“Technical service ‘Metadata’ librarian is instrumental in working with SCUA to encode finding aids and catalog
collections. Other staff reporting to the Metadata librarian also participate in these activities.”
“The Manuscripts Cataloging Librarian catalogs all manuscript collections for Special Collections units, creates
EAD finding aids for all Special Collections units, and occasionally processes literary and some historical
collections.”
“The Music and one of the Africana librarians produce finding aids for collections in their fields. A cataloger
produces the marc record using the information from the finding aid.”
“The position of Archivist and Processing Coordinator was created to create descriptive information and
collaborate with technical staff in designing search and display platform. Staff were reassigned to descriptive
project to generate collection level information on all collections. The descriptive project is conducted by all units
of the Special Collections Library, of which Historical Collections and Labor Archives is one of three units.”
“The Special Collections and Manuscripts cataloger is located in our Monographic Services Division rather than in
Special Collections.”
“There is an Archives unit at UdeM :http://www.archiv.umontreal.ca/.”
“We do not process our manuscript collections for the Web, we process them for patrons! One of the ways that
we provide access to our collections is by providing finding aids online. That said, we do have a person who takes
our finding aids and mounts them on our Web site.”
“We receive assistance from the Library’s IT department when displaying finding aids and digital collections of the
Web. These departments are Systems and Digital Library Development.”

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SPEC Kit 307: Manuscript Collections on the Web (October 2008) resources

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SPEC Kit 307: Manuscript Collections on the Web · 87
the implementation of those schemes, and curators are responsible for content selection. We are developing an
in-house software program to help distribute the gathering of the information necessary to place manuscript
collections online. (see http:/www.lib.byu.edu/indi).”
“Peer archivists/librarians in the Law Library and the Music Library are available for consultation and assistance
and work with Archives as a team on cooperative ventures.”
“Please note that this represents workflow for the Charles E. Young Research Library Dept of Special Collections
only. There are other special collection libraries who contribute EAD finding aids to the OAC as well, with different
workflow: Staff involved: manuscript processors (3 librarians, 3 staff) and two OAC staff (1 library asst, 1
computer resource specialist).”
“Public Services Department, Lilly Library: 1 librarian (.1 FTE) and 1 library assistant (.25 FTE). IU Digital Library
Program: 2 librarians, 2 professional staff. IU School of Library and Information Science: 1 graduate assistant (.25
FTE).”
“Scripps Institution of Oceanography Library archives staff also process manuscripts and provide online
information.”
“Special Collections Cataloging provides some support, especially in catalog records However, each of the
programs in special collections does manuscript processing and on-line description.”
“Special Collections students and staff create the EAD-encoded finding aids. Staff in the Digital Library Center
process these files, make them available by posting to the Web, and preserve the EAD files.”
“Technical service ‘Metadata’ librarian is instrumental in working with SCUA to encode finding aids and catalog
collections. Other staff reporting to the Metadata librarian also participate in these activities.”
“The Manuscripts Cataloging Librarian catalogs all manuscript collections for Special Collections units, creates
EAD finding aids for all Special Collections units, and occasionally processes literary and some historical
collections.”
“The Music and one of the Africana librarians produce finding aids for collections in their fields. A cataloger
produces the marc record using the information from the finding aid.”
“The position of Archivist and Processing Coordinator was created to create descriptive information and
collaborate with technical staff in designing search and display platform. Staff were reassigned to descriptive
project to generate collection level information on all collections. The descriptive project is conducted by all units
of the Special Collections Library, of which Historical Collections and Labor Archives is one of three units.”
“The Special Collections and Manuscripts cataloger is located in our Monographic Services Division rather than in
Special Collections.”
“There is an Archives unit at UdeM :http://www.archiv.umontreal.ca/.”
“We do not process our manuscript collections for the Web, we process them for patrons! One of the ways that
we provide access to our collections is by providing finding aids online. That said, we do have a person who takes
our finding aids and mounts them on our Web site.”
“We receive assistance from the Library’s IT department when displaying finding aids and digital collections of the
Web. These departments are Systems and Digital Library Development.”

SPEC Kit 307: Manuscript Collections on the Web · 89
called the department for Digital Access and Information Architecture (i.e., programmers).”
“Public Services Department, Lilly Library: encoding word documents into HTML for Web, Web presentation,
and managing the Lilly Library Web site. IU School of Library and Information Science graduate assistant: EAD
encoding of word documents. IU Digital Library Program: technical expertise in programming, usability and
interface issues for implementing the finding aids Web site, advice on application of the EAD tag library, set
specifications for the display of online finding aids, manage the creation of tools to assist with the EAD encoding
process, and ensure EAD finding aids are shared with appropriate aggregations.”
“Special Collections staff physically process all manuscripts collections. For online display of manuscript material,
they select the items and (if needed) create an EAD-encoded finding aid for the collection. Staff in the Digital
Library Center, along with Special Collections students and staff, scan and (if needed) create transcriptions (TEI)
for the materials. Finding aids are edited to reflect presence of a digital surrogate. The Digital Library Center
staff process the files, make them available by posting to the Web, and take responsibility for long-term digital
preservation.”
“Staff who code other material for the Web do the coding of finding aids.”
“Systems.”
“Technical Services Department catalogs the finding aids Computing Operations &Research Services assists with
Tamino for ingesting and searching.”
“The Library Systems department provides technical support, particularly for collections with ContentDM files.”
“The Manuscripts Cataloging Librarian advises processing staff and oversees the cataloging of manuscripts by
Special Collections Team members in Technical Services.”
“The Systems Department provides assistance. Systems helps us if we have questions about uploading our finding
aids to the Web or about cataloging issues.”
“The Systems Department within the library assists us with Web site design, database creation, and troubleshoots
any other problems that we encounter with the creation and maintenance of our manuscript collection Web
pages. They have also developed an XSLT style sheet that will allow us to display EAD finding aids locally on our
Web site after the re-design of our manuscript collection Web pages are complete.”
“To create the online display, we cooperate with cataloging and technical departments.”
“University Archives, Law Library and Music Library collaborate on planning for consistent standards, software,
searching platforms, and visual identity.”
“We are assisted by LETS (Library Electronic Technologies Services, the library electronic support unit.”
“We receive assistance from the Library’s IT department when displaying finding aids and digital collections of the
Web. These departments are Systems and Digital Library Development.”
“We receive assistance from the Web Services Department that supports all of the libraries in the system.”
“Web support, metadata conversion support, branding support, server and disc space support from Library Web
Services, Library Technology Office, campus Information Technology Services.”

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SPEC Kit 307: Manuscript Collections on the Web (October 2008) resources

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SPEC Kit 307: Manuscript Collections on the Web · 89
called the department for Digital Access and Information Architecture (i.e., programmers).”
“Public Services Department, Lilly Library: encoding word documents into HTML for Web, Web presentation,
and managing the Lilly Library Web site. IU School of Library and Information Science graduate assistant: EAD
encoding of word documents. IU Digital Library Program: technical expertise in programming, usability and
interface issues for implementing the finding aids Web site, advice on application of the EAD tag library, set
specifications for the display of online finding aids, manage the creation of tools to assist with the EAD encoding
process, and ensure EAD finding aids are shared with appropriate aggregations.”
“Special Collections staff physically process all manuscripts collections. For online display of manuscript material,
they select the items and (if needed) create an EAD-encoded finding aid for the collection. Staff in the Digital
Library Center, along with Special Collections students and staff, scan and (if needed) create transcriptions (TEI)
for the materials. Finding aids are edited to reflect presence of a digital surrogate. The Digital Library Center
staff process the files, make them available by posting to the Web, and take responsibility for long-term digital
preservation.”
“Staff who code other material for the Web do the coding of finding aids.”
“Systems.”
“Technical Services Department catalogs the finding aids Computing Operations &Research Services assists with
Tamino for ingesting and searching.”
“The Library Systems department provides technical support, particularly for collections with ContentDM files.”
“The Manuscripts Cataloging Librarian advises processing staff and oversees the cataloging of manuscripts by
Special Collections Team members in Technical Services.”
“The Systems Department provides assistance. Systems helps us if we have questions about uploading our finding
aids to the Web or about cataloging issues.”
“The Systems Department within the library assists us with Web site design, database creation, and troubleshoots
any other problems that we encounter with the creation and maintenance of our manuscript collection Web
pages. They have also developed an XSLT style sheet that will allow us to display EAD finding aids locally on our
Web site after the re-design of our manuscript collection Web pages are complete.”
“To create the online display, we cooperate with cataloging and technical departments.”
“University Archives, Law Library and Music Library collaborate on planning for consistent standards, software,
searching platforms, and visual identity.”
“We are assisted by LETS (Library Electronic Technologies Services, the library electronic support unit.”
“We receive assistance from the Library’s IT department when displaying finding aids and digital collections of the
Web. These departments are Systems and Digital Library Development.”
“We receive assistance from the Web Services Department that supports all of the libraries in the system.”
“Web support, metadata conversion support, branding support, server and disc space support from Library Web
Services, Library Technology Office, campus Information Technology Services.”

Page 9Survey Results click to expand contents

Page 111Representative Documents click to expand contents

Page 113Manuscript Collection Web Sites click to expand contents

Page 137Finding Aid Web Sites click to expand contents

Page 163Web Sites of Collaborative Online Resources click to expand contents

Page 179Arrangement and Description Guidelines click to expand contents

Page 187Processing for the Web click to expand contents

Page 195Selected Resources click to expand contents

SPEC Kit 307: Manuscript Collections on the Web (October 2008) resources

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