vra 2014 back to basics, elia
DESCRIPTION
Presented by Marie Elia at the Annual Conference of the Visual Resources Association, March 12-15, 2014 in Milwaukee, Wisconsin. Session #6: Back to Basics — Cataloging Workflows and Solutions ORGANIZER/MODERATOR: Jennifer Kniesch, Dickinson College PRESENTERS: • Marie Elia, Warhol Museum • Vicki Sipe, University of Maryland, Baltimore County • Kelly Smith, Lafayette College • Shalimar Fojas White, Dumbarton Oaks Research Library and Collection Sometimes the abyss of cataloging can leave some of us questioning, searching, harvesting, and questioning more. In this session you’ll hear from four professionals who will provide their step-by-step procedures for cataloging: from how analog and digital assets are cataloged to uploading assets in a Digital Asset Management System. We will hear about the speakers’ institutional projects, pitfalls and triumphs in cataloging, and the cost of trying to make cataloging work. Each speaker will present on their topic and time will be left at the end of the session for Q&A. Marie Elia will provide details on how The Warhol Museum uses a combination of cataloging standards (analog and digital) to accommodate an art collection that is composed of archival materials, as well as the Warhol’s Content Management System. Vicki Sipe will discuss her step-by-step collaborative cataloging process involving University of Maryland’s Baltimore County Special Collections and University of Maryland’s Baltimore County Bibliographic and Metadata Services using historic image collections as examples. Shalimar Fojas White will explain how she and her team are currently migrating records out of legacy databases and into a new Content Management System, that is being developed with a VRA Core template. Kelly Smith will describe how Shared Shelf fits into the workflow of day to day cataloging for Lafayette College's Visual Resources Collection and how it is being explored as an option for other digital projects and needs across campus. Is there a best workflow and can we find a solution for our respective institutions?TRANSCRIPT
The Time Capsules
Cataloging Project
The Andy Warhol Museum
Marie Elia
Andy Warhol, Time Capsule 44, 1890-1973, photo by R. Stoner, © Andy Warhol Foundation for the Visual Arts
VRA32 |Session 6: Back to Basics:
Cataloging Workflows and Solutions March 13, 2014
The Andy Warhol MuseumPittsburgh, PA
Opened in 1994
Largest single-artist museum in the United States
Carnegie Institute (Pittsburgh)Dia Art Foundation (NYC)Andy Warhol Foundation (NYC)
Image via Flickr user calamity_hane under Creative Commons license
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Archives Collection
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
• Archives as Art
• Housed in archives
• Accessioned as artwork
The Time Capsules
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Image courtesy of The Andy Warhol Museum
Structure of the Time Capsules Cataloging Project
• Grant-funded
• 6 years
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Time Capsules Cataloging Project Staff
Photo by Joshua Franzos for Carnegie Magazine, 2012
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Three full-time project catalogers: “Army” of MLIS student interns:
610 Time Capsules
Average 400-500 items per box
Roughly 300,000 items total
Cataloging & Processing Plan
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Andy Warhol, Time Capsule 21, exterior, courtesy of The Andy Warhol Museum
Overview of Cataloging / Processing Workflow
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
• Unpack box and assess immediate preservation needs
Overview of Cataloging / Processing Workflow
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
• Sort materials into series and subseries
• Order materials within series and subseries (chronologically, alphabetically, etc.)
Overview of Cataloging / Processing Workflow
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
• Apply accession numbers to each object
• Describe each object
• Prepare DACS-compliant finding aid
Overview of Cataloging / Processing Workflow
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
• Create a box-level record for each TC in TMS (content management system)
Overview of Cataloging / Processing Workflow
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Overview of Cataloging / Processing Workflow
• Place items in folders or other appropriate enclosures and pack back into box
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
The Time Capsules
collection will never look like
this:
Image courtesy of University at Buffalo Libraries
Overview of Cataloging / Processing Workflow
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
610 mini-collections:
Overview of Cataloging / Processing Workflow
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Cataloging Challenges: Many Object Types
All images on this slide courtesy The Andy Warhol Museum
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Cataloging Challenges: Mystery boxes!
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Andy Warhol, © Andy Warhol Foundation for the Visual ArtsPhoto by Lauren Ober for NPR
Museums
Converging Standards
Archives▪ Item-level cataloging ▪ Intellectual
organization (series)▪ Controlled vocabulary (AAT)
▪ Content standard (DACS)
▪ Conservation & preservation practices▪ Metadata schema (Dublin Core)
Libraries▪ Controlled vocabulary (LCSH & LCNAF)
▪ Content management system (TMS)
▪ Documentation (finding aid)
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Developing a Cataloging Workflow
Series
Accession Numbers
Time Capsule 21 © Andy Warhol Foundation for the Visual Arts
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Developing a Cataloging Workflow
Percentages are an estimate
22 Controlled Vocabulary Terms for 300,000+ Objects
CorrespondenceArtwork
Costume/Personal Accessories
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Developing a Cataloging Workflow
“Unlimited” Sub-series
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Developing a Cataloging Workflow
Series: Costume/Personal Accessories
Subseries: Wigs
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Image courtesy of The Andy Warhol Museum
Developing a Cataloging Workflow
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Developing a Cataloging Workflow
Final Product: DACS-Compliant Finding Aid
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Final Product: Box-Level Record in TMS
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Crosswalking DACS Elements to TMS FieldsDACS element = TMS field
Title [DACS 2.3] = Object TitleDates [DACS 2.4] = Date Extent [DACS 2.5] = DimensionsCreator [DACS 2.6; 9] = Constituent / Primary MakerScope of Collection [DACS 3.1] = Text Entries / Scope & Content NoteLanguage [DACS 4.5] = Text Entries / Language NotesRepository [DACS 2.2] & Acquisition Information [DACS 5.2] = Credit LineCustodial History [DACS 5.1] = ProvenanceAccess Terms [DACS 12,13,14] = AttributesDetailed Description and Container List = Physical DescriptionNotes [DACS 7] “Conservation Notes” [DACS 7.1.3] = Object Condition “Separation Notes” [DACS 7.1.8] = Text Entries / Separation Notes “Processing Notes” [DACS 7.1.8] = Text Entries / Processing Notes “Discard Notes” [DACS 7.1.8] = Text Entries / Discard Notes
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Crosswalking DACS Elements to TMS Fields
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Crosswalking DACS Elements to TMS Fields
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Our Ultimate Goal:
Get the TCs out there!
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)
Image © 2004 CARNEGIE magazine
Photo by Lucia Aguirre
Photo by Lauren Ober for NPR
Image courtesy The Andy Warhol Museum
Thank you!Questions?
Marie EliaProcessing Archivist
Poetry Collection, University at [email protected]
Twitter: @marieelizabeth
VRA 32 | Session 6: Back to Basics: Cataloging Workflows & Solutions (March 13, 2014)