AMIA-MIG Archive Directory Working Group

CHARGE

The purpose of the meeting and follow-up work is to finalize AMIA-MIG Archive Directory data elements and associated controlled vocabularies. The participants will continue after the meeting in working groups and prepare a final report by year end.

Finalize data elements in the following areas, based on the "Archive Directory Database Overview" and refined using related models, particularly Footage: the Worldwide Moving Image Sourcebook and Cornucopia (http://www.cornucopia.org.uk/):

· Institutional data (archiveID, directory information, archive type, role, location)
· Collections data (collection and genre strengths, collection size, formats collected, programming/collections/research support activities, published data about the collections, other links)
· Access data (search page URL, hours of service, public service contact, audience served, conditions for use, viewing facilities)
· Cataloging and preservation activities data (preservation activities and contact, cataloging activities and contact)
· Database administration data (database contact, OAI participation flag, Z39.50 database flag, date of last database update, data history, sources consulted)

Develop controlled vocabularies for:

· Institutional type (ca. 10, e.g., corporate, academic, public, K-12 library, production house, stock footage house, etc.; see Footage (upper right of each entry) for examples)
· Institutional role (e.g., research, education, footage licensing, corporate archive, etc.)
· Archive location
· Collection/genre strengths (e.g., medical, theological, feature film, broadcast news, etc. and can be as detailed (e.g. Asian avant garde) or broad (silent films) as desired)
· Formats collected (e.g., film, video, digital)
· Audience served (controlled list, e.g. 'organization or corporation members only,' 'researchers'; supplemented by free-text description, e.g., 'non-profit organizations providing medical assistance to developing countries')
· Conditions for use (e.g., 'onsite use by University of X faculty and students only')
· Cataloging activities (combination controlled list and free-text description of the metadata standards and technologies used; intended to facilitate information sharing among archives)
AMIA MOVING IMAGE GATEWAY

User groups

· Academic researchers
· Curators/programmers
· Educational/curricular users
· General public
· MIG itself
· Preservationists
· Production (stock footage) researchers

Collection types

· Amateur/small gauge collections
· Academic/research collections
· Archive collections
· Association/foundation collections
· Broadcast and cable archives
· Corporate collections
· Digital archives
· Distributors
· Film studio collections
· Government agencies
· Historic television collections
· Historical society collections
· Independent media collections
· Local television collections
· Media arts centers
· Museum collections
· National library collections
· National archives
· Network archive collections
· News agencies
· News and documentary collections
· Personal collections
· Presidential library collections
· Public library collections
· Public television collections
· Regional collections
· Stock footage houses
· Subject-oriented collections
· Television station collections
ARCHIVE DIRECTORY DATA ELEMENTS
[from Final Report with additions and refinements based on Cornucopia, in classified order]

INSTITUTIONAL DATA

archiveID. The archiveID is a code in standardized format. The archive would be prompted to select a mnemonic code when completing the archive's database template record. The archiveID will be linked within the data registry database to all elements with the data element labels in use at that archive, as well as to the information ("values") within the elements, as parsed into separate data element tables. This will identify moving image assets as belonging to an archive, will allow searches to be limited to an archive and will play a key role in the creation of the archive's dynamic web presence. It will also enable any participating archive to participate in other union catalog initiatives by exposing its data for mining by a union catalog implementation, based on archiveID.

Directory Information.
· Institution name*
· Homepage URL
· Address
· Phone
· Fax*
· Email address
· Contact person
· Year of foundation*
· Other name(s)*
· Parent institution*
· Logo*

Archive Type <CV>. A controlled list of approximately 10 possible types (e.g. corporate, academic, public K-12 library, production house, stock footage house, etc.). All types that apply would be selected since many archives fall within multiple types, e.g. an academic archive that also licenses footage. [List Footage headings and compare against constituency list.]

Archive Role <CV>. A controlled list of options in which all that apply are selected, including research, education, footage licensing, corporate archive, etc. [Distinguish from Archive Type. See if this is covered in Footage.]

Archive Location <CV>.* A controlled list of cities, states, countries.

<CV> = Controlled Vocabulary
<FT> = Free Text (assume free text if not specified)
*addition to Final Report's list
COLLECTIONS DATA

Collection and Genre Strengths <CV>. A controlled list of options that can include medical, theological, feature film, broadcast news, etc. and can be as detailed (e.g., Asian avant garde) or broad (silent films) as desired. Each archive would check all that apply.

Collection size.

Formats Collected <CV>. (e.g., film, video, digital)

Programming, Collections, and Research Support Activities. A free-text description highlighting programming, collections, and research support offered to archive users. This field is intended for display on the dynamic archive web page, for introducing the archive to potential users.

Published Data About the Collections.* Bibliographic citations for publications on the collections.

Other Links.* Indicates the existence of one or more sites on the World Wide Web run by third parties that provide information about the collections.

ACCESS DATA

Search Page URL. URL for the archive's web-enabled searchable catalog.

Hours and Days of Service.

Public Service Contact(s).

Audience Served <CV> <FT>. A controlled list of options, including organization or corporation members only, researchers, etc., that also allows a free-text description, such as "non-profit organizations providing medical assistance to developing countries."

Conditions for Use/Access Restrictions <CV> <FT>. A controlled list of options or free-text field in which the archive describes conditions for use of the collection, e.g., "onsite use of University of X faculty and students only."

Viewing Facilities*.

<CV> = Controlled Vocabulary
<FT> = Free Text (assume free text if not specified)
*addition to Final Report's list
CATALOGING AND PRESERVATION ACTIVITIES DATA

Preservation Activities. A free-text description of preservation activities of the archive. Intended to facilitate information sharing among archives.

Preservation Contact(s).

Cataloging Activities <CV> <FT>. A combination controlled list and free-text description of the metadata standards and technologies used. Intended to facilitate information sharing among archives. Could include extent of cataloging, etc.; cf. Cornucopia Documentation fields.

Cataloging Contact(s).*

DATABASE ADMINISTRATION DATA

Database Contact(s). Contact for administration of the AMIA-MIG database, to schedule dataloads, evaluate data maps, etc.

OAI Participation Flag. Yes/No flag to indicate whether the AMIA-MIG should make records from the archive available for harvesting for OAI initiatives.

Z39.50 Database Flag. Yes/No flag to indicate whether the archive's web database is Z39.50 capable.

Date of Last Database Update. This will indicate the currency of the record displayed as a search result.

Data History.* Data about the creation and updating of the Archive Directory entry itself to allow creation of an "audit trail showing the history of the record. Could include Data entry/update by field, possibly auto-entered using user log-in.

Sources.* Data about the sources consulted in creating the record.

<CV> = Controlled Vocabulary
<FT> = Free Text (assume free text if not specified)
*addition to Final Report's list