CELIA CAUST-ELLENBOGENHCI-PSAR Project Surveyor

Optimizing PastPerfect for Archival Description

Item vs. Collection

All images from http://openclipart.org

Dear John:

Yours, Chas.

Dear Chas:

Yours, John.

Dear Chas:

Yours, John.

1. Provenance and Original Order2. Hierarchical Arrangement and Description3. Metadata Standards

Key Concepts for Archival Description

Provenance and Original Order

Dear John:

Yours, Chas.

Dear Chas:

Yours, John.

Dear Chas:

Yours, John.

Provenance: keep documents grouped into collections by creator

Original order: respect original order established by creator [note: rule doesn’t extend to original DISorder]

Hierarchical Organization and Description

Series I. Correspondence Subseries A. Personal correspondence

[Note: Letters are arranged in chronological order] Subseries B. Business correspondence

[Note: Letters are arranged in alphabetical order by sender]

Series II. Photographs Subseries A. Family photographs Subseries B. Nature photographs

Folder 1. Wissahickon Creek photographs Folder 2. Photographs of birds Folder 3. Garden photographs

Important for Archival DescriptionImportant for Archival Description

Recommended Additional MetadataRecommended Additional Metadata

Collection number/IDName of repositoryTitle of collectionDates of collectionExtent (size) of

collectionName of creatorScope and contents noteConditions governing

accessLanguage of materials

Source of acquisitionBiographical/historical

note Subjects (“access points"

or keywords and names)Shelf locationRelated archival

materialsOther finding aidsCatalogerCondition (private)

Metadata: “Data About Data”

Using PastPerfect for Archival Description

ProsPros ConsCons

Good for museum/item description

Unified catalogLoans, development,

other modules built inWidely used by small

history orgs and approved by AASLH

Easy add-on digital exhibition module

Not ideal for archival description

Relatively inexpensive, but not free: $870 , or discounted to $696 for AASLH members ($115 to join AASLH)

PastPerfect Pros and Cons

Item-level cataloging sometimes makes sense in archives, e.g. for

photographs

Start by creating a record for the COLLECTION as a whole!

Adding lower-level description is optional depending on the complexity

and importance of the collection

In archival description...Collection is King

Open Archives Catalog and Add New Record

Basic Information and Identity Statement Tab

Lower-level description is not necessary, but it is recommended for complex and/or important

collections

Lower-Level Description

Container ListContainer List Linked RecordsLinked Records

Simple to usePrinted report is

more straightforward

Only allows one level of hierarchy

Limited metadata (description) options

More complicatedPrinted report can

be confusing

Unlimited hierarchy levels

As many metadata options as at collection level

Lower-Level Description in PastPerfect

Word-ProcessorWord-Processor Archivists’ ToolkitArchivists’ Toolkit

You’re already an expert

Already set-upFree to format however

you would likeUnlimited hierarchy

and metadata possibleEasy to post online but

not on PACSCL website

Easy to use once you get the hang of it

Set-up may require IT assistance

Proper format built-inUnlimited hierarchy

and metadata possible

Generates file type for PACSCL website

Nuclear Option

Two hierarchy levels Minimal description at lower levels

Comfortable, but not expert with PastPerfect

Container List

Container List Step 1

Container List Step 2

Container List Report

More than two hierarchy levels Maximal description at lower levels

Expert with PastPerfect

Linked Records

General Pointers for Linked Records

Stay in the Archives CatalogRecommend multi-part Object ID

(collection=PM.01; series=PM.01.A; etc.)Enter the unit level (e.g., "Series," "Sub-series,"

"File") as object nameDon’t repeat metadata info that already exists at

higher level (such as Language, Creator, etc.)Fill in the Collection name at the top of the

screen; this will make it easier to use the browse view

You need to create lower level records and link UP through the hierarchy

Example of Lower Level Record

How to Link a Record

3. Click the “Create Link” button

Linked Records Report

Format conducive to archival description Don’t mind juggling two programs

External Finding Aid

Attach External Finding Aid to Collection Record in PastPerfect .

Link to Online Finding Aid in PastPerfect Collection Record

Word Processor

Archivists’ Toolkit

ArchivesSpace

Resources

Archival Description with PastPerfect

Witt, Betsy S., Jennifer C. Whitfield, and Adam J. Stepansky. PastPerfect Software for Museum Collections, Version 5 User’s Guide, 3rd edition. PastPerfect Software, Inc., 2011. http://www.museumsoftware.com/userguide.shtml.

University of Maryland, Baltimore County Special Collections, Albin O. Kuhn Library & Gallery. Archives Processing Manual: Description. 2010. https://wiki.umbc.edu/download/attachments/11437110/UMBCProcessing_Description.pdf?version=1&modificationDate=1279567785000.

General Archival Description

Kathleen D. Roe, Arranging and Describing Archives and Manuscripts (Archival Fundamentals Series II; Chicago: Society of American Archivists, 2005)

David W. Carmicheal, Organizing Archival Records: A Practical Method of Arrangement & Description for Small Archives (2nd edition; Walnut Creek, CA: AltaMira Press, 2004)

Yale University-Beinecke Rare Book and Manuscript Library, Archival Processing Manual (1997; http://www.library.yale.edu/beinecke/manuscript/process/index.html).

Archivists’ Toolkit

http://www.archiviststoolkit.org/ Using AT: Holly Mengel and Courtney Smerz,

Hidden Collections Processing Project Guide to the Archivists’ Toolkit (http://clir.pacscl.org/wp-content/uploads/2009/07/PACSCL_Archivists_Toolkit_Guide.pdf)

Installing AT: Holly Mengel and Courtney Smerz, Installing the Archivists’ Toolkit and MySQL and Connecting the Two (http://clir.pacscl.org/wp-content/uploads/2009/07/install_MySQL_AT.pdf

Stay tuned for ArchivesSpace: www.archivesspace.org

CELIA CAUST-ELLENBOGENProject Surveyor

Hidden Collections Initiative for Pennsylvania Small Archival Repositories

Historical Society of Pennsylvaniaccaustellenbogen@hsp.orghttp://www.hsp.org/hcipsar

Optimizing PastPerfect for Archival Description