AT at Ferris State University:One archivist, one associate, five students and the Archivist Toolkit

Melinda McMartin IslerFerris State University

MAC Meeting, April 2009

AT as a key to an expansion of the work forceWhy AT? Background of Ferris State

University ArchivesAT- Phase 1, a stand alone installationAT- Phase 2, networked installationFull implementation of AT, training and

reaction by staff (particularly the non-archivists)

Ferris State University Archives and Records Management Program/ Special Collections

First full-time University Archivist hired in September 2002. Handles university archives, records management, special collections (including a rare book room)

About the ArchivesCa 3500 cubic feet paper

records (over 3000 boxes)1 server of university

photographsElectronic recordsUndetermined amount of

films/reels4700 volumes (3

collections)220 oversize

paintings/photosMuseum objects (clock,

golf bag, shot glass, etc.)

Meeting the Archivist Toolkit

Archivist Toolkit Phase 1The stand alone computer

Accessions module

Resources Module: Smart man’s EAD

Archivist Toolkit Phase 2A Networked Installation

Decentralizing TasksArchival Associate Student Workers(A) Accessions

correspondence(A)Review for previous

donations(N) Customize names for

addresses and Ferris connection

(A) search unprocessed records

(R)Enter finding aids Update locations(A)Locate donors for

finding aid(A) Search unprocessed

records

Simplifying the Archivists Life

Training Tips for Archivist Toolkit

Designed for the non-archivist

1. Use screenshotsResources Module Accessions Module

2. PracticeEntering backdata

Cleaning up finding aids

Name record: "Alcoman County Library (Harrisville, Mich.)." Corporate Body Local Sources Describing Archives: A Content Standard Contact data: Lynn VanderLinde 312 W. Main P.O. Box 348 Harrisville MI 48940-0348 "Aldrich, Therese A." Person Local Sources Contact data: Therese A. Aldrich WES-212 Big Rapids 43907 Ferris Web systems administrator

3. Provide ContextNames Modules Accessions moduleUse of names in

resource module (name authority)

Use of names in accessions module (donors)

Less helpful training strategiesExtensive overview of all modules as an

introductionGroup trainingTraining on authority controlLinking of resourcesReferring to other examples within systemCreating finding aids first in word processing

format