University Archives in Practice at UAlbany

Gregory Wiedeman
University Archivist

Overview of University Archives

SUNY Records Retention

University records are public records, subject to FOIL

Collecting Background

Arrangement and Description

DACS in the University Archives

DACS Core Elements

* Reference Code (Required)
* Name and Location of Repository (Required)
* Title (Required)
* Date (Required)
* Extent (Required)
* Name of Creator(s) (Required)
* Scope and Content (Required)
* Conditions Governing Access (Required)
* Languages and Scripts of the Material (Required)

* Administrative/Biographical History (Optimum)
* Access points (Optimum)

DACS Added Value Elements

* Finding Aids (Added Value)	
* Custodial History (Added Value)
* Immediate Source of Acquisition (Added Value)
* Conditions Governing Reproduction and Use (Added Value)
* System of Arrangement (Added Value)
* Technical Access (Added Value)
* Physical Access (Added Value)
* Appraisal, Destruction, and Scheduling Information (Added Value)
* Accruals (Added Value)
* Publication Note (Added Value)
* Notes (Added Value)
* Description Control (Added Value)
* Existence and Location of Originals (Added Value)
* Existence and Location of Copies (Added Value)
* Related Archival Materials (Added Value)

Arrangement and Description

Building a Modern Collecting Program

Born-Digital Records Collecting in Practice

Ben Goldman, “Outfitting a Born-Digital Archives Program”
Practical Technology for Archives   Issue 2 (June 2014)

Transfer Scripts



Building Digital Infrastructure

Connections through APIs

Espy Project: Building an Open Digital Repository

Fedora 4 Data Model

Portland Common Data Model


Open, Interconnected Workflows

  1. Detect accession
  2. Get contextual data from ArchivesSpace API
  3. Ingest into digital repository
  4. Que for review
  5. Expose data into central search index

Central Search index

Other Projects