Abstract
This case study explores how efforts to simultaneously implement a new content management system and a storage management system while preparing and physically moving materials to a new high-density, off-site facility provided unique opportunities and challenges for improving intellectual control of archival materials at the University of Arkansas Special Collections. The authors explore their decision-making process and subsequent outcomes, while offering advice for institutions approaching similar projects.
Highlights
While moving a physical collection and implementing a new content management system can be daunting tasks on their own, they do not have to be mutually exclusive processes
Special collections staff used this opportunity to completely transform its management of physical collections, digital accession records, and finding aids
The university is classified as a Research 1 (R1) university by the Carnegie Foundation for the Advancement of Teaching
Summary
While moving a physical collection and implementing a new content management system can be daunting tasks on their own, they do not have to be mutually exclusive processes. The University of Arkansas Libraries Special Collections made a commitment to improve intellectual control over its holdings by implementing both the content management system ArchivesSpace and the inventory management system CaiaSoft while preparing and moving physical materials to a new high-density, off-site facility. Special collections staff used this opportunity to completely transform its management of physical collections, digital accession records, and finding aids. Managing and integrating these two large, interdepartmental projects simultaneously required detailed planning, coordinating staff from multiple departments, and quickly adapting to changes
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