AAHC Forum: Database and Inventory Completion Contribute to the August Wilson Center’s Momentum

This post is a part of the AAHC Forum. In the coming months we will invite current and past grantees to contribute their project experiences via blog posts on our UpNext Blog and then ask you to respond through the AAHC Virtual Forum. We hope you will add your voice and share your needs and opinions so that AAHC can continue to help African American museums thrive. Please visit the AAHC forum to continue the conversation.

By Tracey Berg-Fulton
Registrar and Collections Specialist, August Wilson Center for African American Culture

Introduction: The August Wilson Center for African American Culture was awarded a 2012 Museum Grant for African American History and Culture for a project focusing on optimal preservation practices, including producing a collections database and establishing policies for the handling and exhibiting of objects. The grant also allows the museum to hire a collections specialist responsible for creating and maintaining the database.

The building that houses the August Wilson Center for African American Culture is uniquely shaped like a ship in full sail. As registrar, I see it as my job to smooth the choppy waters of collections management.

The August Wilson Center.

The August Wilson Center in Downtown Pittsburgh, PA, by architect Allison G. Williams of Perkins + Will.

When I first began my position, I knew that we needed to immediately begin building an electronic database of the collections so that we could better track, understand, and care for our objects. But which system should we use?

AWC was in an interesting position: it had never had an electronic database before. On the positive side, it meant a clean slate, uncluttered by years of changing standards and vocabulary. On the downside, it meant a clean slate, without any form or structure to hang my registrarial hat upon.

I evaluated a number of database systems, considering their initial cost, cost of upkeep, support costs, and our own technology challenges. I also had some concern about how a traditional database system would age. These are fast times in technology, and I didn’t want to adopt a system that would be quickly outdated.

I took advice from a wonderful graduate paper found on the Registrars Committee of the American Alliance of Museums site, and I consulted the Collections Trust (UK) CMS Software Survey to get an overview of what was out there. I finally decided on a web-based database called eHive, which is free to a certain data limit and also allows a user to access and change information from any device with access to the Internet. I think this will be a good solution for the center due its low cost, ease of use, independence from a specific computer, and the possibility of publishing the collection online. It also allows AWC to use its IT staff for things other than maintaining our database—a plus for everyone!

Numbering

As we complete inventory and assign accession numbers, all pieces will be permanently numbered using reservable methods.

With the database selected, I can now move forward and begin checking off a few key items on my “to do” list:

  1. Complete an inventory. As of this post, we’re at 97 percent! The database and inventory are sides of the same coin; you can’t have one without the other.
  2. Resolve any lingering loans, and any outstanding paperwork, the registrar’s ultimate goal.
  3. Photograph, number, and catalog every item.
  4. Evaluate and update collections documents and other vital forms. Tweak, adjust, and create where necessary.
  5. Consider applying to the Museum Assessment Program for extra feedback and support.

We are also hosting our first MLIS student through the Pitt Partners program at the University of Pittsburgh—something that would not have been possible without our IMLS grant to fund the supervisory staff needed. This represents a new partnership for our organization, one we are hoping to nurture and grow.

About the Author
Tracey Berg-Fulton is registrar and collections specialist at the August Wilson Center for African American Culture, a position created by the IMLS AAHC grant. Prior to AWC, Tracey worked as a contract registrar in the greater Pittsburgh area. She currently acts as chair of the website committee for the Registrars Committee of the American Alliance of Museums. Tracey graduated from Otterbein University, Ohio, with a B.A. in Art and Journalism, and received her M.Litt. in Decorative Arts and Design History from the University of Glasgow, Scotland.

About the August Wilson Center for African American Culture
One of only two major arts institutions in the world named for Pulitzer Prize and Tony Award-winning playwright and Pittsburgh native August Wilson, the August Wilson Center for African American Culture engages regional and national audiences in its mission of preserving, presenting, interpreting, celebrating and shaping the art, culture and history of African Americans utilizing the rich history, legacy and culture of African Americans from Western Pennsylvania as a foundation. Visit us online at www.augustwilsoncenter.org.

Posted in African American History and Culture Forum Series, Museum Grants for African American History and Culture | Leave a comment

Looking for Research Data Stories?

Editor’s Note: This year the White House Office of Science and Technology Policy directed agencies that make research grants to develop plans to increase access to federally funded scientific research and to improve the management of research dataThe management of research data is a new field for librarians, but librarians and archivists at universities and research facilities have responded to this need and have been working with researchers to “curate,” or preserve, make accessible, and share, collections of research data sets. As part of a 2010 IMLS grant, Purdue University Libraries held workshops and created a toolkit for librarians to capture information about data generated by researchers. This article describes another tool that emerged from that grant, a data curation profiles directory.

By D. Scott Brandt
Associate Dean for Research and Professor of Library Science, Purdue University Libraries

We are happy to announce the launch of Data Curation Profiles Directory, a new serial publication brought to you by Purdue University Libraries and the Distributed Data Curation Center—the people who created the Data Curation Profiles Toolkit.

If you haven’t heard, Data Curation Profiles (DCP) are in-depth publications that provide detailed information about data in specific research areas that may be published, shared, and archived for re-use and dissemination. The profiles were designed as data curation tools for use by library and information science professionals, archivists, IT professionals, and others.

DCPDz

 

Data Curation Profiles tell the story about a research data set from the researcher’s perspective. Profiles contain contact information for the creator of the data set and give key information about what the data set includes, how it is encoded, who its audience is, conditions for use, and much more. The Directory already contains profiles representing a variety of disciplines: for example, history, architecture, sociology, seismology, plant genetics, and food technology.

The DCP and the associated Toolkit, which provides instructions and advice on how to create a profile, are the results of research funded by the Institute of Museum and Library Services (IMLS). The Toolkit received the Association of College and Research Libraries (ACRL) Science and Technology Section (STS) 2013 Innovation Award from the American Library Association.

We created the Data Curation Profiles Directory as a way to manage profiles that librarians submitted to us after completing Purdue University Libraries’ DCP Toolkit workshops. Initially we posted the profiles to the DCP Toolkit website but started wondering how sustainable that would be.  We also wanted to develop a means for authors of DCPs to have their work recognized as scholarship in the library field.

Jake Carlson, associate professor of library science, approached the Libraries Publishing Services (home of the Purdue University Press) to inquire if a new kind of publication might align with its goals. Fortunately, they were very interested in innovative forms of content delivery. The new Data Curation Profiles Directory provides a suite of services to support and encourage publication, including the assignment of  a permanent identification number using the Digital Object Identifier (DOI) system,  as well as a citation for each published profile, improved visibility through indexing and new discovery tools for each profile, and finally the implementation of CLOCKSS and Portico to provide a digital archive service for profiles that are added to the directory service. Epic gain!

The Directory provides sustainable access to profiles, which librarians or researchers can use to see how researchers address data management issues and the type of needs they articulate across a variety of institutions and disciplines. The more profiles published the more variety and depth the Directory will have. And obviously, the more stories the better!

We encourage you to check out the Data Curation Profiles Directory at and let us know what you think.

D. Scott Brandt is associate dean for research and Professor of Library Science at Purdue University Libraries. He is the interim director of the Distributed Data Curation Center, and has been PI on two IMLS grants related to data curation and management. You can contact him (techman@purdue.edu) or Jake Carlson (jakecarlson@purdue.edu) if you have any questions about the Data Curation Profiles, the Toolkit, or the Directory.

Posted in Laura Bush 21st Century Librarian Program | Leave a comment