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User Manual, v 2.20

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1. Package ollections v ne the list if necessary Some Language english experimentation may be necessary Phrase Name classifications_browserecordd to find the phrase you wish to edit Phrase Value Browse Record Groups 1 Regular Expression 88 Phrase Type Public Phrase wal Update 4 5 3 Editing Field Labels and Help Button Messages Phrase Manager Select the package and or module in description scope which you wish to edit a help text 7 Then type in the phrase name box to filter the list if necessary Some experimentation may be necessary but the phrase name typically is similar to the English version of the filed name For example this dialog shows the user editing the value of the help button text for the description scope field in the Package Collections collections manager Archon Module Collections Manager vv Language English vw Phrase Name description_scope Phrase Value Use this field to provide a scope note i e information about the overall nature of the materials and activities reflected in the collection in order to enable users to judge its potential information Regular Expression Phrase Type Description v Update 19 5 0 THE ARCHON PACKAGES MODULE The Archon Packages module is used to access the most common staff functions in Archon such as editing collection descriptions
2. homepage Package Manager Install and uninstall Archon packages collections subjects research etc Phrase Manger set and change staff interface labels error messages and help texts Sessions Manager Observe user access to the system and delete sessions User Manager Add and delete system users Provide them a user name password and access level Assign users to groups or use the advanced permissions editor to grant them special permissions Usergroup Manager Assign individuals to a group of users who share a common permission level create new user groups and edit permission levels for existing user groups Special permissions applied to an individual user in the user manager override settings made here ARCHON CONFIGURATION AREA The Archon configuration options are used to control basic properties of the Archon system such as themes and system wide default values Many of the fields are self explanatory Additional information is provided here for the following fields Default Language Specifies the language used in the administrative interface and certain phrases used in the public interface If a non English language is chosen for public phrases the default theme will need to be modified to add additional non English terms For the administrative interface individual users can override this setting under My Preferences Currently language files have been defined for English and Spanish French may be added to
3. Chris Proms Test Image The XYZ Manuscript Repository Title Date Description Phys Desc ID Found in Creators Publisher 1888 19928 gt Series 2 Correspondence Chris Proms Test Image 1960 Portrait of Claude Gordon as an advertisement for his performance on the Johnny Mathis Show Portrait of Claude Gordon as an advertisement for his performance on the Johnny Mathis Show Portrait of Claude Gordon as an advertisement for his performance on the Johnny Mathis Show Portrait of Claude Gordon as an advertisement for his performance on the Johnny Mathis Show 1 item 0000002 photo Claude Gordon Personal Papey Digital Object ID Administrative Services Administrative Services Office Administrative Studies Office Admissions Admissions amp Records Admissions and Records Academic Calendar Academic Credentials Academic Credit Academic Freedom Version 2 2 includes an integrated thumbnail viewer for digital images Image Thumbnails The XYZ Manuscript Repository Mozilla Firefox File Edit View History Bookmarks Tools Accessibility Help gt Gov Ze LEEP Class L News O CC Websites EACWG ultexp1 htm SAA v a a a YH O http 130 126 35 121 index php p digitallibrary thumbnails amp q gordon v gt iGl archon Contact Us LogIn View Cart Location Home Digital Archives gt Image Thumbnails gordon Q Search Browse Collections Digital Con
4. lt Previous Next gt Step 10 Installation is complete Follow the instructions on the screen carefully to finalize the installation Archon will not run unless these instructions are completed Archon 2 10 Installation Step 10 of 10 Installation Complete 4rchon is now installed and configured If you ARE using the Archon Installer utility 1 Copy the following word to the clipboard for write it down ALLDOWNE 2 Return to the installer utility and enter the word above into the prompt 31 Click Finish If you ARE NOT using the Archon Installer utility In order to begin using 4rchon you MUST delete or rename the install php file from the fpackages core install directory Archon will NOT work until this file no longer exists Once you have done this click Finish to access the Administrative Interface lt Previous Finish Finalize the Installation Return to the installation completion box and enter the text ALLDONE or rename the file packages core install install php Archon Installation Utility Please enter the completion word given to you AFTER you have finished the web ingtallation It will appear on Step 10 of 10 If pour web browser gave you an error click cancel to cancel installation m 47 Your installation of Archon is complete Go to the web address to start using Archon 6 4 UPGRADE INSTRUCTIONS Prepare to Upgrade Archon IMPORTANT Before starting b
5. oy a an ARCHON UNIVERSITY OF ILLINOIS USER MANUAL V22 1 0 a VETTEN r r 3 1 1 ee a i AREE EEIE PE EET AE AEA E O AE A EE EE q ee Bs nc epee es wt tes ee es eee eee 4 2 0 Pope Ct U er rT eee ees 4 D A o ETNE EAE AT AEE E tnt eb PA AAEE E ett en hammer rte ar Satan eT amr errant ets 4 ne BE A TEA vec ene EAE A EEA SS 5 pae PoE E a E I EEE EE E A 8 pe Me hoy a BS a eee eee eee eee oe eee ne eee eee eee tare Meee ney Me snr ener ete nee rt Rrra eer ee 9 3 0 Staff Administrative Interface Basics crscscccssssscsssssssccsssssscccsscsscccsscssocssscssosssssscossnsess 10 3 1 BT a E ah PEPEE EE pe ssa A TETEE ENEI A S E EE A ET 10 3 2 s a e a r ar S EAA TAE ASTE E AN E EEA EE E ETT 10 3 3 Overview of Stali a senesne 11 34 eC Dasi MoUU ernn EENE aN E rers ont enrery 14 4 0 The Archon Administration Moduli e sricssssna 14 4 1 B 61 E nen Teeny nee err er an orate A 14 Mo LUM iome and FEIT ene ee eee eee ee eevee aes meee enn RENE es easyer ea R 15 4 3 A a ac cr O 15 tt Daapsse Monnien nenn ini E ei ee Coen aE ir iaiia 16 4 4 1 E a A 17 4 5 Pr a E EEEE EAEE 17 4 5 1 n W e a TE A F 4 5 2 OG CEs ae ge ECR ag E a A E S 18 4 5 3 Editing Field Labels and Help Button MeSSAS S ccccccceeeeesecccecccccceeeeeaanaaaeeeeessssseeees 19 5 0 The Archon Packing NINO C icin cident nian ee 20 a pa tS 18 Eh ign 6 66 oe ee ae eee Pee ee ne ee ree ee renee ee eee renee eee ree ere eee 20 5 1 2 AC O a EE 20 ae
6. 0 242 34 5 2 8 Materials Types Manager The Material Types Manager is used to define the basic types materials that are held in your repository e g personal papers official records or manuscript collections 5 2 9 Repository Manager Record the basic identifying information specific to your repository To ensure interoperability the identification code MUST be taken from the MARC Code List for Organizations 5 3 CREATORS PACKAGE The creator manager is used to add and edit creator authority records which may then be applied to classifications collections and digital library items as described in sections 5 2 2 5 2 3 4 and 5 4 1 Creator Manager Add New University of Illinois at Urbana Champaign Small Homes Council Building Research Council Fuermann George 1918 I Men s Association 123 Creator 12345 Creator Abbott W Abbott William Lamont 1861 1951 Abraham Lincoln School of Medicine Abramovitz Max 1908 3 Abrams Samuel Academic Development aCarnegie David W 1871 1900 Accountancy Department Accounting Division Ackerman Joseph 1904 1976 Adams Leverett A 1877 1976 Adams Roger 1859 1971 Adler Felix T 1911 1979 If you wish to edit an existing creator record select a creator from the list or begin typing to filter the list then select the record you wish to edit P Creator records created here Name PO L can be applied to either an Dates PO individual collection o
7. 130 126 35 121 p adminfaccessions accessions Archon 2 10 Administrative Interface Mozilla Firefox Your Repository Name _ Archon 2 10 Administrative Inter J 4rchon 2 10 Welcome to the Archon Administrative interface Collections File Edit view History Bookmarks Tools Accessibility Help g c gt A g Fm LEEP Class TinyURL H Systems DEY Cooper 3 ik Reports gt Navigation v BS Text Equivalents a Scripting gt lt 4 Style validators FP Tools Keyboard gt amp Options Archon Administration 4 Archon Packages Hh DEX C ZoomIn 100 A Zoom Out X You are logged in as Chris Prom Log Out Q Search Your Repository Name V Show only collections from Show 100 Results Add New Papers of William Fonds Provenance ASQ Board of Directors Records Avery Brundage Collection Eldon Oyen Recordings and Personal Papers Letters Presidents Speeches Press Releases 208 Update for Agriculture An Historical Record 1868 1954 Biology Plus Data Tapes and Reels Departmental History Factivities For and About Illinois Rural Youth For Your Home Exhibition Catalogs I Men s Directories Library Presents File Memories of Galesburg Milk for Manufacturing Digital Content Single clicking an item in the central selection area will load associated information and cau
8. Cubic Feet gt Finding Aid Author S Template stem Default default EE Click any of the headings such as Location Information Location Information or Creator Information Collection Description Collection Description to edit toi the associated section of the Genres a Languages collection record Access Restrictions Acquisition Information Related Materials Information Other Information F inding Aid Information Location Information Track container locations by entering container identifiers or ranges of identifiers in content field Select a main location 1 e room or building from the pull down menu Once a main location has been assigned you can optionally specify the range section and shelf locations to give a more precise location You may also optionally include extent information for the materials in that location The blank top line is used to add new location records Record room location Record range section and or shelf El Location Information Section Shelf Extent Content Location C fsetect one z ean Record Extent Al Boxes UAS UA Stacks E 10 0 cubic Feet E EDereeEn Boxes 327 UAS UA stacks 4 4 Cubic Feet Delete Click a button to delete only the Boxes 341 UAS UA Stacks E 26 Cubic Feet E Epereeen B rou Boxes 342 uas UA Stacks 1 6 Cubic Feet Delete Boxes 348
9. Once you have created a new theme you can apply it to your website under the Archon Configuration menu item Default Theme as noted above The default theme contains the following files header inc php the header for all pages EXCEPT full finding aids footer inc php the footer for all pages EXCEPT full finding aids faheader inc php the heard for full finding aid pages fafooter inc php the footer for full finding aid pages index inc php the root page init inc php provides pointer to images If you create a new theme any of the above files can be modified You can also create new files for specialized content For example you might like to add a contact us page Create a file contact inc php in your theme folder Then put the following test near the top of your theme s index inc php file isset ARCHON or die if REQUEST f pdfsearch require pdfsearch inc php return You can view the page at http www archon org archon p core index amp f contact 7 2 3 Applying themes developed under prior versions of Archon 52 7 3 Copy the folder themes mytheme from your old archon installation into the new archon folder It will appear as an option under the Archon Configuration gt Default Theme Menu If you want to use themes from previous versions under version 2 1 you have two options OPTION 1 Retain the theme files as well as the template set that f
10. Package Select One W Archon Module Language Select One E O M Phrase Value Phrase Type Phrase Manager _Add_ 4 5 2 Editing Public Phrases see next page for screenshot 18 88855 8 Typing in the phrase name field will filter long lists Administrative Phrase Field labels in admin interface Description help button texts and expanded field information Message error and other messages sent in response when a form is submitted See nouns for explanation of 1 syntax used in certain error messages Nouns used in error messages and warnings Are referenced in messages with 1 2 etc syntax message phrases Public Phrase information on public pages of archon See below for more information Phrase Manager Por ae ee er classifications_goback classifications_nomaterials classifications_recordsfiledunder classifications_recordsrelatingtitle classifications_subgroupsunder classifications_title collections_beginningwith collections_browseholdingsbeginning collections_holdingsbeginningtitle collections_holdingsbeginningwithlist Leave the other drop down menus collections_title findingald_findingald unselected and select Public Phrase under Phrase Type marc_rawmarc marc_recordforcollection marc title Delete Then select the value you wish to edit or type in the search box to filter
11. add New New Accession Click Add New to record basic Sure Behuni Popers information about newly received materials or double click an existing record to edit its content Information will load in the content area below Use help buttons for content sensitive help Create Collection Record Delete Enable Web Output ves O no Accession Date 7 zi Title Use this button to create a skeletal collection record the Collection Manager will open with information pre loaded for editing The accession record will not be affected Identifier Inclusive Dates Received Extent Select One v 5388888 Unprocessed Extent Select One Y Done O amp a 2 20 Archon 2 10 Administrative Interface Mozilla Firefox DBR ia File Edit wiew History Bookmarks Tools Accessibility Help g c gt A s Fn Fj eer Class TinyURL i Systems C DEY Ed cooper http 130 126 35 rd amp disabletheme 1 _ Archon 2 10 Administrative Inter 3 Lj Untitled m 4rchon 2 10 You are logged in as Chris Prom Log Out Accession Database Updated Successfully Archon Administration 4 Archon Packages 4 reate Collection Recor elete 7 H 7 reste Collection Record _petete Setting this value to NO will Enable Web Output ves no disable all public output for S RT thi
12. selecting the template from the Collections Manager Interface You can also refer to the templates by passing a parameter the querystring For example p collections controlcard amp id 3 1 amp templateset printcontrolcard amp disabletheme 1 will produce the printcontrolcard view instead of the default output disabletheme 1 removes all of the other styling information as well as any html and php that are typically included in the selected theme s header inc php and footer inc php files Similarly a templateset can be forced in the script itself using PHP 7 3 4 Commonly Modified Template Files Controls display of collection level information in p collections findingaid Controls main collection level view shown in p collections controlcard digitallibrary digitalconent index inc php This file should only be modified 1f you are adding a new template to the template set it is used internally as an index to reference templates in the selected package item inc php Determines display of all materials listed in the content manager in p collections findingaid You can also define new template files For example if you would like the finding aid to display folders differently from other content you can define a file called folder inc php and include appropriate tests to customize the output for folders See http forums archon org viewtopic php t 69 for more information 7 3 5 Overview of Archon
13. the release in the near future Default theme Specifies which theme will be used to style the public output For particular pages or groups of pages a theme can be overridden by using the following syntax in the url settheme themename 15 4 4 Search Box Lists If this value is set to no collection content eg box and folder lists will not be included in search results When this value is set to no searching of collection content can be provided by setting the value of a checkbox named content equal to 1 For example UIUS Archives Holdings Search F Ca Search v Include Box Lists lt input type checkbox name content value 1 checked gt IMPORTANT The method provided above works only in the default theme If you develop a new theme you will need to include code in your search form similar to that in lines 169 to 174 of the file header inc php in the default theme except you will use a checkbox not a hidden input field Search by Classification If set to yes search results for collections will be ordered by record group in the public interface and record group headers will be provided for each set of results If set to no search results for collections will be provided in an alphabetical list using the value of the sort title field DATABASE MANAGEMENT The database management area is used to import and export information from the system to backup the database and to
14. 126 35 rd amp disabletheme 1 _ Archon 2 10 Administrative Inter LJ x Fi Archon 2 10 You are logged in as Chris Prom Log Out Accession Database Updated Successfully E ARCHON Digital Library Manager Add New A 456 Digital Content 789 Digital Content The Cornet Trumpet and Flugelhorn in the Band FT Ges WG AABITAEIETE FE FIDIA TIA NTA TEENA D ES Wonderful Letters From Home J asdf GG 7J GG 7J A eanet Use CTRL or SHIFT Cat Fan ideo n Chris Prom Large File Test with mouse click to Chachi tS ery Proms Test Image Chris s Famil 1 PTs Ete aa select and take action on Claude E Gordon 1916 1996 n n Claude E Gordon 1916 1996 multiple items Claude E Gordon 1916 1996 Claude E Gordon 1916 1996 Claude E Gordon 1916 1996 Claude E Gordon 1916 1996 Claude E Gordon 1916 1996 Delete A O amp 0 242 13 e When you are editing information in Archon pressing ENTER will usually save your changes If pressing ENTER does not work i e 1f the screen does not reload when you press enter then click update or add at the bottom of module or the screen you are using 3 4 Two BASIC MODULES Archon s staff interface contains 2 basic modules each with several menu items Depending on the level of access provided by your system administrator you may not be able to view and or use some of these functions Archon Administration Includes menu ite
15. OVERVIEW A single installation upgrade packet is provided for Archon 2 1 It 1s available through the download page on the project website www archon org In order for the installer to work correctly you MUST provide the install pack sufficient information and permissions so that it can e Establish a connection to the MySQL or SQL Server where the Archon data will be stored You must provide an accurate server address database name login and passwords as requested during the install routine The files install pdf and install doc that are provided with the install pack specify exactly which information is needed e Upload files to the webserver The files may be uploaded either using FTP or a shared drive If your attempt to install Archon fails please check with project staff your local system administrator or your web host as needed to ensure that the information you are supplying is correct It is also possible to install Archon manually To do this copy all the files in the zip file to a webserver define the server address database name login etc in config inc php in the archon root then load the base URL of your archon website in your web browser 6 3 INSTALLATION INSTRUCTIONS Installation and upgrade are handled using the same packet but the instructions provided in this section 1 2 are for those installing Archon for the first time not for those upgrading from a prior version See section 6 4 for instructions to u
16. UAS UA Stacks E 0 6 cubic Feet E ipeleeea Click Update after making Launch Location Manager changes to any or all rows Click this link to define a new location i e room If you need to edit or add a room location launch the Location Manager The Location Manager may not be available to all uses based on access level provided by your system administrator 26 IMPORTANT When adding or editing locations you must click the Update button at the bottom of the location manager section not at the bottom of the HTML page in order to save your changes Creator Information The left hand box contains a list of all authority controlled creators in your vocabulary To filter the list type any portion of the creator s name in the search box When you see the entry you wish to apply double click the entry to apply it to the collection It will move to the right hand box The first creator listed in the right hand box is considered the primary creator of the collection Type a value here to filter the authority list and locate the El Creator Information sani creator you wish to apply earch Fitr All Creators Creators for Collection University of Illinois at Urb Brundage Avery PRIMARY I Men s Association Apply a creator authority with the Abbott W Abbott William Lamont arrows or by double clicking Abraham Lincoln School of Medi S Abramovitz Max Abrams Samuel Academic Dev
17. any page by editing the associated file in the template set you are using This is graphically represented in the schematic on the following page see digram screenshots on next page 55 Chris Proms Test Image The XYZ Manuscript Repository Mozilla Firefox DER File Edit view History Bookmarks Tools Accessibilty Help gt O E Zz Hi eer Class News CC Websites EACWG _ ultexpi htm SAA Se A SB amp A O httpssi130 126 35 121 index php2p diaitalibrary digitalcontenteid 6608F Jogout gt gt 8 a IS W arc hon packages digitallibrary pub fE led aoa w Chris Proms Test Image The XY B LY Untitled File Edit View Favorites Tools Help Location Home Digital Archives Chris Proms Test Image Browse Collections Digital Content Subjects Q peck amp i Ss Search jy Folders ia Address B Wi1archonipackagesidigitallibrary pub w Go olders x Name Chris Proms Test Image The XYZ Manuscript Repository Title Chris Proms Test Image 3 B digital rary A dEl search php Date 1960 F pEi P l l ar cellistfiles php Description Portrait of Claude Gordon as an advertisement for his performance on n the Johnny Mathis Show Portrait of Claude Gordon as an F index php advertisement for his performance on the Johnny Mathis Show i Portrait of Claude Gordon as an advertisement for his performance on dEl getfile php the Johnny Mathis Show Portrait of Claude Go
18. as a sibling to the core folder Current packages include accessions collections creators digital library research and subjects Each of these packages works by referencing objects methods and properties that are defined in the core folder specifically in the Archon API s ARCHON object As a web application Archon functions by evaluating parameters passed to the file index php found in the the root Archon folder All html output is generated by a GET or POST to index php index php simply calls other files based on an evaluation of the 53 querystring When you wish to customize the output of a particular page you need to find the template which controls output for the package and specific file being called The templates for each package are found in the templates folder for that particular package The following dialog shows the user preparing to edit the file controlcard inc php in the collections package s default template set 1 e the file generated by urls containing the queystring p collections controlcard amp id i W archon packages collections templates default File Edit View Favorites Tools Help Q O BP search fy Folders Ez The Archon program is organized Address 9 W archonipackagesicollectionsttemplatestdefault in a series of packages on the ee e tone webserver In order to customize E fa archon Al C litem inc php th
19. double quotes around your search query e g Festival of Contemporary Arts Narrow Your Search Results Use a minus sign before aterm you want to omit from your results e g bass fish finds bass guitars but not bass fishing Browse by collection title subject name or classification Log In Registered Researchers or Staff The 92 Manuscript Repository Contact Us Email Form Archon The University of Illinois at Urbana Cchampai dh O 0 308 2 2 SEARCH TIPS e The search engine looks for records containing every term you submit no matter how small e It returns links to collections digital objects creator authorities subject headings and accession records The hits are differentiated by category in the results page An expandable section is provided for each category e The following fields are included in the searched through the box on the public interface this list is not inclusive for all types of information o Collection Level records Title Description Scope Identifier o Collection Content i e full finding aids box folder lists Title Description User defined filed titles and values o Accessions Accessions are NOT searchable unless public view is enabled for the accession in the accession manager see section 5 1 2 below Title Scope Physical Description o Digital Content Title Description Identifier o Subject Terms o Creators Name Biographical Historical No
20. eee ee A E 22 sa Ae Be R i levnntgresenednternnaeneestiaelavpnigeisensisuaens Zo eee RF asses ears tai eis a ei eines 22 IA BO E O a EEEE eee 22 lt y D DOLLIE rll L urp VE Perrrrrerrrrrrrerrrrrerrr rrr rr rrr rre rrr rr Tre rrr reer rr rer reer eee ere ee eee eres Oo pea 1e ats s Mi E k nT eE Sener TM be es A ecount GDL 2 ae ee COE EE TT TREE RCE ee mney eee Neer eee 5 6 Ne nera eed pista gy donee cepa A 0 every Man u OESE IONE OR ETT EAE EEIE TEE OF Subject Sources Manager EPEE EI EIIE E IEE EITTEA LA SEELE EEFE A TE Subject Types Mar DOOS gy System Installation Configuration and Manage LT Seen een eee EENET E EE Spenser E EET A DRUNORE iaei ones Reeeeey TERT TOP ere ser EE ET 4 6 2 eager iS eile PEPEE AENEAS epee ae 50 Making ye your o own eae ck te es cc cc 52 Templates TEET PAA PETATE EAEE EA EN EE AT ATEI ET EAEE este E ATT 0 gt 7 Background regarding ihe a oer NAS SR OLE CECE TCE een TE Re eee ere 7 3 3 Selecting and Applying Templates 7 3 4 Commonly Mc ee ed Lempi n fa 3 6 _EAD amda MARC O P IE 1 ARCHON UNIVERSITY OF ILLINOIS USER MANUAL v 2 2 1 0 SYSTEM OVERVIEW Archon is a tool for managing descriptive information about archival materials and for publishing it on the web It allows archives to easily create and publish finding aids for all types of archival materials It also includes a method to track accessions inf
21. extent in the Collection Manager The Level Container Manger is used to define the Levels of Description and types of containers that will be available for selection under the Level Container drop down box in the Content Manager Provide a name for each level or container type and specify whether it should function as an intellectual level of description a physical container or both NOTE It is strongly recommended that you retain the default values for series subseries box folder and item These specifications will are used to determine the nesting and output of the appropriate elements and attributes in the EAD output If the intellectual checkbox is checked you MUST specify an EAD level to which the level of arrangement corresponds The value in the EAD Level field will be output as the level attribute whenever the indicated level is used in the content manager otherlevel is not currently supported continue to next page 33 Shows all current levels or containers currently defined Level Container Manager Name of level or container add New currently being edited Box tele Check one or both boxes as Series r i Sub Series appropriate Checking physical will insert a container element in the EAD output whenever this Delete level is used Level Container Folder You MUST specify an EAD level if Intellectual is checked value is mapped to leve
22. s API Archon is built on a modular object oriented application programming interface You may wish to make changes to the way materials are displayed For example you may wish to refer to Archon fields which are used in the administrative interface but not currently included in public output generated by any of the templates You should consult the list of objects properties and methods when making the changes because many of the methods contain parameters that affect display properties Within the templates you may include any PHP code you like and you can access the classes noted in the comments at the top of the file The Archon API is available in any script and can be called by referencing the variable ARCHON and calling functions defined in the class Archon on the project website Full documentation of the classes objects methods etc is maintained on the documentation page of the Archon project website www archon org 58 8 0 7 3 6 EAD and MARC Output When a staff user is logged in the EAD and MARC output can be viewed and saved by clicking links at the bottom of the truncated collection record available through p collections controlcard For local purposes the records can then be imported to other systems AT UIUC we are planning to tailor the system so that the MARC and EAD files are written to local directories and or FTP servers then automatically loaded into other systems such as library catalogs More informati
23. screen to select the collection to which a digital object Digital Library Manager will be linked Search tunisia mado Results Typing in the search box will Show only collections fram The University Archives filter the list of collections 41D Tunisia Project File CIC AID Rural Development Research Project File a Cues Project Click one of the filtered collections to select it and begin the process of linking a digital object Once a collection has been selected you will be presented with the screen shown on the next page continue to next page 36 Digital Library Manager This box shows existing digital Add Neu rera content if any linked to the Lorado Taft as a Young Boy collection Add a new item or click an existing item to upload a digital object to provide additional metadata or link to an external resource Use these fields to enter basic information for each digital object Delete or resource a Shows the collection and optionally series boxes files or items with which the object is associated Identifier Date Associated Collection IMPORTANT You must provide a title BEFORE linking to a resource uploading a digital object or providing advanced metadata Adding Detailed Metadata After a basic record has been created you can edit the record link to a digital resource or directly upload a file or files by clicking the title in the list You will then be presented with
24. the following options Use this field to link to an external resource Title Blackhawk Statue Identifier Date Open this section to upload a file Associated Collection ers Series 1 Mounted Photgraph File or files Content URL Use of these sections is optional creators subject and languages 7 gid Des istat are drawn from the controlled list Creator Information S and work exactly like they do Subjects Lanquaaes under the Collection Manager Upload Files Update El Upload Files Upload Files Upload dialog A non unique title Title File Media Type Display Order k i ss Browse N A 2 IS required Lorado Taft as a You 31830001 JPG 2 76 MB Image fi Delete _Update Add files for a compound object using the Upload Files area 5 4 1 File Types Manager 9 P 37 The File Types Manager is used to define the types of files that may be uploaded into Archon The File Types Manager may not be available to all users depending on the level of access provided by the Archon Administrator 5 5 RESEARCH PACKAGE The research package is used to manage information related to researcher logins accounts and appointments If the research package 1s installed users can register accounts place collections series folders and items into a virtual cart email the list to the archives and establish appointment times The menus in this area allow the
25. view Scope and Contents The Alumni and Faculty Biographical File consists of folders containing information regarding deceased and living alumni faculty members trustees and former students The folder for any given individual may include correspondence obituaries eulogies photographs address cards questionnaires used in preparing the 1912 and 1913 Alumni Records dues notices clippings from the Alumni News newspaper clippings programs publications recollections or other related materials Topics covered in an individual folder typically include vital statistics university activities and subsequent careers The file was created by the Alumni Association but University Archives staff have added and continue to add materials to the file A complete list of alumni who are included in the file does not exist Please contact the archives if you would like us to search for information on a particular individual Chris Proms Test Image The XYZ Manuscript Repository Mozilla Firefox File Edit View History Bookmarks Tools Accessibility Help gt Q ZB Bib veer class O News C CC Websites EACWG O ultexp1 htm C SAA 9 Of Gaev Y http 130 126 35 121 findex php p digitallibrary digitalcontent amp id 660 M gt Ge archon Location Home Digital Archives gt Chris Proms Test Image Browse Contact Us LogIn View Cart amp Digital Content Subjects Creators Record Groups Collections
26. view information related to the source archon databases in MYSQL or SQL Server For each type of information to be imported a script is defined in the db folder of the appropriate package on the webserver For example EAD files are imported using the logic specified in the file packages collections db 1import ead inc php For any CSV comma separted values files to import a Microsoft excel template is provided in the incoming folder on the webserver Excel files including the samples provided in this directory cannot be imported directly into Archon They must be saved as comma separated value CSV files first There MUST NOT be a header line included in the comma separated value file so if excel saves the header line delete it from the csv file before attempting to import the files Accessions information in CSV format Collections information in CSV format Collection content e g series subseries box folder and item listing See directions in CSV sample file EAD most EAD files will import correctly either singly or as multiple EAD s in a zipped file However it is impossible to write a single script that will import every EAD instance Therefore if your EAD file will not import please examine the structure of your EAD file and or tweak the import script that is found in packages collections db In particular we note that EAD files which contain non numeric values or ranges of values in the lt container gt ele
27. Archon administrator to view and edit information related to researcher accounts carts and logins It includes the following areas 5 5 1 Appointment Purposes Manager Define values that will appear to users in a drop down menu asking the purpose of their appointment 5 5 2 Appointments Manager View and edit information submitted by users relating to their appointments including arrival times comments and lists of requested items Mark boxes and folders and removed or returned from storage locations 5 5 3 Researcher Account Manager View and edit information relating to user generated accounts including names and contact information 5 5 4 Researcher Type Manager View and edit a controlled list of researcher types 5 6 SUBJECTS PACKAGE The subjects module is used to add and edit terms that will be available as a controlled vocabulary in the collections and digital library managers You can create multi part terms Each component of the multipart term must have a subject type applied to it If the multipart term is LCSH compliant mark it so at any level of faceting where it is compliant 38 The terms created in the subject module can be applied to collection or digital objects Parent terms with children can be applied to collections either as an multipart terms or at any level of specificity desired Subject terms are mapped into MARC and EAD records with the proper field names subfield indicators an
28. H compliant with LCSH or another vocabulary mark it so at all level in the hierarchy Multi part terms can be created to Subject any level of depth In practice 2 or Subject Type fi 3 levels should be sufficient for A ales nj eee Update 5 6 2 Subject Sources Manager Subject Sources Manager Add New Art amp Architecture Thesaurus Library of Congress Name Authority File H Library of Congress Subject Heading Use to list the source for the subject vocabulary Whenever subjects or genres in this vocabulary are applied the value listed here will map to the source attribute and appropriate _Delete indicator in EAD and MARC output respectively Subject Source Library of Congress Subjeciisetiig Update 40 5 6 3 Subject Types Manager Subject Types Manager Add New Corporate Name Date Famile tame Use to list the source for the puncton subject vocabulary Form of Material Geographic Name Occupation Personal Name Title Topical Term Whenever subjects or genres in this vocabulary are applied the value listed here will maps to source attribute and appropriate _Delete indicator in EAD and MARC output respectively Subject Type Encoding Analog 655 Update 6 0 SYSTEM INSTALLATION CONFIGURATION AND MANAGEMENT 6 1 INSTALLATION REQUIREMENTS The interface for accessing and editing descriptive records uses a s
29. The left hand navigation search box stays in a static position on the screen 2 4 SEARCH BY CLASSIFICATION Using Archon s Administrative Interface s Archon Configuration Tab see section 4 0 below you can turn search by classification on or off e Search by classification ON Search Results for illinois history The XYZ Manuscript Repository Mozilla Firefox File Edit view History Bookmarks Tools Accessibility Help Y Qo TE BAL veer class O News O cc Websites EACWG C ultexp1 htm SAA E m A Ch a v C http 130 126 35 121 index php p core 2Fsearch amp q illinois history amp content 18F logout Ly gt iGl archon Y Search Results for illinois histor 3 O Archon 2 20 Administrative Interface 3 Location Home Search Results For illinois history Contact Us LogIn View Cart amp illinois history Q Search Browse Collections Digital Content Subjects Creators Record Groups Search Results for illinois history The XYZ Manuscript Repository You searched for illinois history SRecords and Manuscripts 102 Matches Information about the University by Non University Sources External Publications University of Illinois Past and Present Slides 19958 00 01 022 President John M Gregory 1867 1880 John M Gregory Papers 1838 1898 02 01 001 President Edmund J James 1904 1920 Clipping Files 1912 19203 02 05 012 Land Gra
30. ackup the archon folder on the webserver AND the source MySQL or SQL server database so you can restore archon if the upgrade fails We strongly recommended using the native database backup tools in phpMyAdmin MySQL or SQL Server Contact your server administrator if you have any questions Download the install packet from the project website Save the file on a local drive Note the name of the database server name user login password If you do not know any of these they are found in the file config inc php in the root folder of your archon installation on the webserver where you have archon installed i e http www archon org archon config inc php Complete the Fields in Installation Upgrade Pack as per instructions provided above in section 6 3 Installation Instructions When you are ready to upgrade to Archon 2 1 click Install You will see a message box similar to the one below Click Yes on this page as well as the following confirmation page to continue and replace an existing installation of Archon 4rchon has already been installed locally Version 1 00 Released 2006 08 04 Do you wish to overwrite it Yes Mo The utility will upload the files to the web server This may take a few minutes You will see the following message box Click OK to continue and you will be taken to the web based installation utility File transfers completed The 4rchon Installer will now launch the web
31. and will not be supported in future releases or upgrades The modular structure of Archon is such that changes can be made in the associated templates file WILL be retained if when you upgrade to a future release of the software Changes to text in the files generated by the Pubs folder can be made in the Phrase Manger under the public phrases area Please see section 4 5 for instructions EXCEPTION It may be necessary to edit the files in the pub folder if you plan to use Archon in a language other than English In future releases of Archon we plan to move all of the English content in the pub files to another location for modularization 7 3 3 Selecting and Applying Templates Archon comes preloaded with a default output template When you create a new folder 56 in the templates directory on the server for each particular package the new template will automatically appear as a menu item under Archon Configuration gt Default Template Set Archon Configuration Administrative Style Sheet gt Administrative Welcome Message Classification Number Minimum Length Collection Identifier Minimum Length Database Structure Yersion Default Language Default Repository Default Style Default Template Set Disabled Message Enable User Defined Fields Installation ID Login Banner Preview Long Max Size Preview Short Max Size Public Enabled Related Option Max Length SA Password Search By Classification Directive Def
32. and finding aids managing digital objects and defining controlled vocabularies or creator authorities Depending on which packages have been installed and are permitted to use the menu options described in sections 5 1 to 5 6 may or may not appear when you are logged in 5 1 ACCESSIONS PACKAGE NOTE Installation and use of the Accessions Package requires installation and use of the Collections Package The accessions area 1s used to record basic descriptive information about recently received and or unprocessed materials Accessions can entered edited and linked to existing classification record group or collection records Processing priorities can be set and room shelf locations may be recorded When the collection is ready to process basic accession information can be transferred into a new collection record in the Collections Manager The accessions area includes two modules Accessions Manager and Processing Priorities Manager 5 1 2 Accessions Manager Archon 2 10 Administrative Interface Mozilla Firefox AAR File Edit View History Bookmarks Tools Accessibilty Hep W gt m 4 Me Z Beer class tinyurt Ei systems C vev BG cooper _j http 130 126 35 rd amp disabletheme 1 Archon 2 10 Administrative Inter Untitled x Archon 2 10 You are logged in as Chris Prom Log Out Accession Database Updated Successfully Archon Administration 4 Archon Packages 4 Accessions Manager QB
33. as been installed and data has been imported or entered Archon uses the default theme and templates to automatically produce a searchable browseable website Before customizing the interface it is very important to understand the difference between themes and templates Themes control general display properties such as colors fonts headers and footers They DO NOT control what content is placed on a particular page only how content is displayed Themes 50 can be used to develop a local look and feel Templates control the particular data elements that appear on a particular page They are not intended to control display properties such as layout colors and fonts The public interface can be tailored to suit local needs by modifying the files in the themes and templates folders on the web server 7 2 THEMES 7 21 Selecting a Default Theme Use the Default Theme option under the Archon Configuration menu item Administrative Welcome Message Archon Configuration Classification Number Minimum Length Collection Identifier Minimum Length Contirm Researcher Accounts Date Format Default Administrative Theme Default Language Default Repository Default Template Set Default Theme Disabled Message Enable User Defined Fields Installation ID Login Banner Max Thumbnails Preview Long Max Size Preview Short Max Size Public Enabled Related Option Max Length Package all Directive D
34. assification Manager is used to create or edit provenance based classifications e g record groups subgroups or fonds at as few or as many levels as required by the repository Once record groups have been defined individual collections may be linked to a record group in the collections manager NOTE Use of the Classification Manager is optional It may not be available depending on the level of access provided by your system administrator 22 Classification Manager Current Level root 15 Liberal Arts and Sciences Classification under 15 Liberal Arts and Sciences Add New 01 Dean s Office O Anthropology Department 03 Astronomy Department O4 Plant Biology Department 05 School of Chemical Sciences 06 Classics Department OF English Department 08 Entomology Department 09 French Department 10 Geography Department 11 Geology Department 12 Germanic Languages and Literature Department 13 History Department 14 Mathematics Department 15 Microbiology Department 16 Philosophy Department 17 Physiology and Biophysics Department 18 Political Science Department Transfer Delete Number fia Title Geology Department Current Geology Department Creator Apply 4 creator Search Filter All Creators University of Illinois at Urb I Men s Association Abbott W Abbott William Lamont Abraham Lincoln School of Medi Abramovitz Max Abrams Samuel Academic Development Accou
35. ault Template Set Description The selected template set will b the default template set used in the output system alue default Update More detailed changes to specific output screens are made using the Default Template Set option in the Archon Configuration menu Select an option from this pull down menu New templates can be created by adding folders to the templates folders on the webserver it generally makes sense to copy and existing folder and edit the information Any folders that are added will automatically appear as an option on the pull down menu Please note that it is also possible to apply a different template to an individual collection by selecting that template directly in the Collections Manager record for that Collection Manager Factivities ID 3810 Content Manager Collection Information Title Factivities Enable Web Output Yes No Main Repository The University of Illinois Archives Collection 43 Natural History Survey Classification 1 Chief s Office Collection 810 Identifier Sort Title Factivities First Last Year 1966 9999 Inclusive Dates 1966 Predominant Dates Type of Materials Publications z Extent 0 3 cubic feet Finding Aid Author Template System Default default 57 A specific template can be applied to an individual collection without overriding system defaults by
36. based Archon Installation OK Run the Web based upgrade utility 48 The web based installation utility connects to the database creates updates tables and completes configurations for your installation of Archon No existing data 1s altered or changed Step 1 Login as an administrator and back up your data if you were did not do it earlier IMPORTANT Please note that the backup generated here should only be seen as a last resort and that it will likely fail for very large databases with many digital objects since it is writing the entire contents of the database into one SQL script It is much safer to rely on a backups generated by MySQL or SQL Server Contact your server administrator if you have any questions Step 2 Archon upgrades the SQL table structure and finalizes the upgrade When you have finished reviewing the messages click Return to Archon and you will be returned to the standard administrative interface NOTE Some of the upgrades can be time consuming depending on the version you are upgrading and the amount of data in your database Please be patient and let the installer run 6 5 DETAILS OF INSTALL UPGRADE DIALOG FIELDS Database Settings Server Type This is the database server type Currently the only database servers supported are MySQL and Microsoft SQL Server Server Address This is the address to the database server which the Archon web application will use to connect to the databas
37. create a new creator record 5 2 3 Collections Manager The Collections Manager is used to create and edit collection records Archon 2 10 Administrative Interface Mozilla Firefox SEE File Edit view History Bookmarks Tools Accessibility Help g QO y A E Fn LEEP Class TinyURL H Systems C DEY Cooper _j Your Repository Name _ Archon 2 10 Administrative Inter B X F Archon 2 10 You are logged in as Chris Prom Log Out Collection Database Updated Successfully gt Ry ARCHON saree i e filter the master list of collections by searching against the title and Search brund x Show 100 Results descri ption fields Show only collections from Your Repository Name Y ie Collection Click Add New to create a Avery Brundage Collection Microfilm Frederick J Ruegsegger Papers new col lection record Olympic Collection Subject File Click one of the filtered terms to edit the associated collection record A 0 242 5 2 3 1 Filtering Records Type any part of the title of the collection or the classification number with each part of the number separated by slashes x y z to identify the collection you wish to edit If multiple repositories are managed in one system you can limit the search result to one repository of desired Once the results have been filtered click the appropriate title to load the record for editing 5 2 3 2 Adding New Collections Add a new colle
38. ction by clicking Add New on the first line of the selection area 5 2 3 3 Editing Collection Level Information Most of the fields requested are self explanatory Please note the following continue to next page 24 Title Enable Web Output Main Repository Collection Classification Collection Identifier Sort Title First Last Year Inclusive Dates Predominant Dates Type of Materials Extent Finding Aid Author Template Collection Manager Avery Brundage Collection ID 15920 Content Manager Collection Information Avery Brundage Collection ves No The University Archives 26 Alumni Association 20 Alumni v 037 avery Brundage Collectio 1908 1982 1908 82 o Personal Papers 143 0 Cubic Feet System Default default Click this to create a full finding aid see below for more details If no is checked the collection will not be shown to end users on the website Use pull down menus to assign the collection to its proper home in the record group subgroup system Template controls the way in which the finding aid is displayed in the public website Normally should be set to system default Enable Web Output If no is checked the collection will not be shown to end users on the website Main Repository If multiple repositories are defined assign the collection to the appropriate repository Collecti
39. ction of the Collection Manager since they are considered subjects of the type genre form of material Languages Uses an interface similar to that for subjects to specify the languages of the materials in the collection Restrictions All fields are self explanatory and map to the appropriate fields in MARC and EAD Use the ENTER key to separate paragraphs Acquisition Information All fields are self explanatory and map to the appropriate fields in MARC and EAD Use the ENTER key to separate paragraphs Related Materials Information All fields are self explanatory and map to the appropriate fields in MARC and EAD Use the ENTER key to separate paragraphs Other information Use of these optional fields will be defined by institutional policy Use the ENTER key to separate paragraphs In the default theme the other URL field is mapped to display as a link to an external finding aid This provides a way to link to inventories that have not been imported to Archon such as a PDF or HTML document Finding aid information Record dates of publication author etc of the collection description 28 5 2 4 Content Manager The content manager is used to describe subordinate parts of collections and to create box and folder lists The content manager allows you to define series subseries boxes folders or items within each collection Additional levels of description and container types can be defined using the level container
40. cts currently available Type in the search box to filter the list then double click an entry to apply it to the collection It will move to the right hand box 2 Subjects Search Filter Type a value here to filter the authority list and locate the subject you wish to apply All Subjects Subjects for Collection Abbott Laboratories Alaska Aberdeen Ballistic Research La Amateur Athletic Union Acacia Fraternity Amateurism Academic Affairs ice Preside Argentina Sports and Recreat Academic Calendar Academic Credentials 5 Athletics Academic Credit Australia Sports and Recreat Apply a subject with the arrows or Academic Freedom Austria Sports and Recreatio Academic Libraries Baseball Academic Professionals Basketball by double clicking Click this link to create new subject authority records Sample multi part term Multipart terms such as Afghanistan History and Geography T9 century can be applicd to collections either at the most general level or any level of granularity required If you need to add a subject to the list of controlled term or edit information for an existing subject term launch the Subject Genre Manager Genres Uses an interface similar to that for subjects to list the genres or forms of material included in the collection e g diaries photographs etc Define new genres using the Subject Genre manager Genres can also be linked through the subjects se
41. d be set to the directory where Archon will be installed Example webserver wwwroot Archon or C Archon Copy to FTP Server This should be checked only if files are being transferred to the web server through an FTP server Server Address amp Port This is the address and port of the FTP server on which Archon is to be installed either IP or hostname Login amp Password These are the credentials the installer should use to upload Archon to the FTP server Upload Path This is the directory the Archon installer should create and upload Archon to on the FTP server Archon Web Address This is the URL where Archon will be accessible once copied to the web server It should be supplied whether you are transferring files to the web via a local file share or FTP server 6 6 REGISTRATION When you install or upgrade Archon the information that you enter in the installation form for the Repository page will be sent to us We will keep your registration information in a secure database that is accessible only to the project staff We use registration information only to inform you of product upgrades or outstanding issues We will not reuse the information for any other purpose nor will we provide it the third parties Therefore we recommend you completely fill out the form or at a minimum include your e mail address so we can contact you 1f any serious issues arise 7 0 MODIFYING THE PUBLIC INTERFACE 7 1 OVERVIEW Once Archon h
42. d elements attributes as applicable 5 6 1 Subject Genre Manager Add New Agricultural Marketing Subject Genre Manager Current Level Subjects under root American Marketing Association Book Marketing Common Market European Dairy Marketing Journal of Marketing Research Livestock Marketing Market Planning Market Research Marketing Milk Marketing Subject Subject Type Subject Source Select One wt Select One ka 39 Single click add new to define a new term To edit an existing term type in the search box to filter the list then select the record you wish to edit Information can be added or edited in the area below the filtering box Select type from pull down list default installation lists LCSH types Select source vocabulary from drop down list Subject Genre Manager Current Level root Union of Soviet Socialist Republics r Create a multipart subject heading Subjects under Union of Soviet Socialist Republics ar by double clicking the heading Add Nei and adding a facet The hierarchy Agriculture and Natural Resources Art and Literature is shown at the top all of its Business and Industry i children are below Education History and Geography Politics and Government Religion and Sociology a a Apply a subject type to each part Sports and Recreation of the multipart term If the multipart term is LCS
43. d to lt unitdate gt field in EAD output and appended after the title in the EAD output in this format Title date A comma is automatically inserted between the title and dates Description This field maps to the lt scopecontent gt element in EAD and will be output in the finding aid as a paragraph following the title and dates 5 2 4 5 User Defined Fields User defined fields Label Head Content EAD Field Type add Neus Select One Data recorded in the Label Head field maps to the label attribute or lt head gt element in EAD for the field type selected as appropriate An EAD field type must be selected and the content of the field will be mapped into the appropriate EAD element 5 2 4 6 Batch Transfer Deletion and Renumbering Archon 2 10 Administrative Interface Mozilla Firefox ER File Edit View History Bookmarks Tools Accessibility Help O y A g lEn Bi eer Class TinyURL EG systems Y DEY Ed cooper L Search Results for pietro Your Rep Search Results for pietro Your Rep _ Archon 2 10 Administrative Inter B F Archon 2 10 You are logged in as Chris Prom Log Out P Welcome to the Archon Administrative Interface w ARCHON AR Archon Administration 4 Archon Packages Content Manager Pietro 4 Cipollone Music and Personal Papers ID 14326 Current Level Container Pietro 4 Cipollone Music and Personal Papers a Content contained by Pietro A Cipo
44. e either IP or hostname Login amp Password These are the credentials the Archon web application will use to connect to the database server IMPORTANT This user must have permissions to perform the following commands on the database SELECT INSERT UPDATE DELETE CREATE ALTER and DROP If the user account does not have all these permissions Archon will not function Database name This is the name of the database The install pack and the Archon application itself will connect to this database using the credentials supplied above Test Database Configuration This will cause the installer to attempt to verify the existence of the database server and the validity supplied credentials This should only be unchecked if the database server is inaccessible due to a firewall or if the database user will not have permissions to connect to the database from the machine running the installer for example if the database account can only connect from the web server NOTE Server addresses like localhost and 127 0 0 1 will fail if the installer is being run elsewhere than the machine the database is located on The installer automatically unchecks the box 1f you detects you typing in either of those addresses 49 Copy to Local Directory This should be checked if files are transferred to the web server through a Windows file share or if the installer wants to keep a local copy of the installation on their machine as a backup Path This shoul
45. e administrative interface to add creator and subject authority records and can configure some of Archon s system wide properties 3 1 LOGIN INSTRUCTIONS e Use the form at the bottom of any of the public pages generated by the system MEERE me Register an Account e After you have logged in the staff view of the public website will load in your browser You can edit information by clicking the admin button at the bottom of any web page in the staff view You are logged in as Chris proms To access the administrative Admin Log Out interface click the Admin link in the staff view 3 2 STAFF VIEWS OF PUBLIC INTERFACE e You can also edit data by clicking the pencil icons Once you are logged in they appear next to collection titles subject descriptors creator names and other editable elements Clicking them loads the administrative interface in a separate browser window or tab with the relevant information preloaded for editing James B Reston Papers 1935 1995 The XYZ Manuscript Repository To edit this collection record click the pencil icons in staff view A new window or tab will open in eee d editing mode with the relevant Created by Reston James 1903 1995 information loaded Title James B Reston Papers 1935 1995 e The staff view also shows the actual box locations at which materials are stored facilitating retrieval by the reference staff Range section and shelf locations a
46. e output of a particular page in adminthemes Elindex php the output you need to know the D db Eleone snele name of the php templateset as incoming El collectionlist inc php eee ees Jeon pie well as package and the specific i Ga accessions file you wish to edit E 3 collections admin This dialog shows the user E a preparing to edit the file a ib controlcard inc php that pub F generates the brief collection E templates record in the default template set gt default C defaultold O draftcontrolcard ead kardexcontrolcard gt printcontrolcard uarchives uarchivesnew core C creators C digitallibrary C research C subjects 7 3 2 Editing Template Output 54 If you wish to modify the output generated by Archon instead of just tweaking the colors fonts etc you must modify the files for the package and template set you wish to modify For example if you wish to modify the default output for the brief collection record to have fields show in a different order you can make modifications to the file controlcard inc php in the folder packages collections templates Y ourTemplateName VERY VERY IMPORTANT gt If you decide to customize the output produced via the template system we strongly recommend that you create a new template set by copying the existing files in the templates default folder to a new folder in the templates folders f
47. ections or digital objects 4 0 THE ARCHON ADMINISTRATION MODULE 4 1 OVERVIEW The Archon Administration module contains 11 menu items The menu items allow the Archon Administrator or those given permissions by the Archon Administrator to configure Archon add users and perform system backups or other tasks The options discussed below may not appear on the menus 14 of users who have not been given authority to view or modify the options discussed More information about most functions is available by reading the help text in each of the areas 4 2 Note 4 3 MENU ITEMS AND FUNCTIONS Some menu items are described in more detail below About Archon Project information and credits Archon Configuration Manage technical aspects of your Archon installation Database Management Import descriptive records or xml language files to define new languages in the administrative interface view technical information about the database export the entire database for backup purposes and restore data from a backup files or using a user defined SQL script Languages Manger Change display order for languages in drop down list add or delete languages Archon comes preloaded with languages from the ISO 639 2 alpha 3 standard Modification Log View log listing data modifications shows data prior to replacement My Preferences Change password select administrative interface language and set display order for the user s staff
48. efault Theme Description Value gt ae To change the look and feel of Archon s public interface select an option from this pull down menu New themes can be created by adding folders to the themes folder on the webserver It generally makes sense to copy and existing folder and edit the information Any folders that are added will automatically appear as an option on the pull down menu Archon comes with a default theme which is very general in appearance defined in the themes default folder It makes extensive use of CSS layout properties and 1s compliant with web accessibility section 508 guidelines Itis meant to function with the default template set 51 7 2 2 Making your own theme VE RY VERY IMPORTANT tf you decide to customize the look and feel of the website you MUST create a new theme by copying the existing files in the default folder to a new folder in the themes folder such as themes mytheme Jf you simply make changes in the default folder you will run a strong risk of losing your repository s theme during the installation of any future Archon upgrades releases This 1s because the install scripts will update the files in the themes default folder during the installation procedure The installer attempts to preserve your existing themes and templates by copying them prior to installation but we also recommend that you make backup copies before running the installer
49. el description Additional information on each element in the Content Manager interface is provided below 5 2 4 2 Content hierarchy tree The indented levels at the top of the content manager provide a visual clue as to your current location in the descriptive tree This sample shows a user at the top level of the Cipollone Music and Personal Papers ready to add a series or edit an existing series 5 2 4 3 Current Levels Containers available for editing e Click add new and enter information in the boxes below to add content at this level e Single click to load a row for editing e Double click a row to list edit its children or to add a new child 30 e CTRL click or SHIFT click to select multiple rows Then delete renumber or transfer to a different level in hierarchy 5 2 4 4 Main fields available for editing Entering ranges and comma separated lists Lexel Container Number s will add multiple children Title Level Coantainer Datets Description Level Container Use the level container pull down box to select either the level of description or the physical container you wish to apply In the default installation box functions in Archon only as a physical container and is used to mark the accidental division within and across intellectual divisions into which materials are physically stored Series sub series folder files or item recorded as children o
50. elopment Accountancy Dapunmiaat Click Launch Creator Manager to Accounting Division inh cea anaes create new creator authority records If the creator you wish to apply is not in the authority list or if you need to edit an existing creator s information such as dates or biographical note you will need to add an authority record before applying it to the collection Click Launch Creator Manager to edit an existing creator authority or create a new record Collection Description Enter a scope content and arrangement alternate extent statement note at any length desired Use the ENTER key to separate paragraphs El Collection Description Scope correspondence minutes reports photographs clippings scrapbooks artifacts certificates awards honors publications Olympic Committee 1952 72 United States Olympic Committee 1929 52 and Amateur Athletic Union 1928 36 national Olympic committees international sports federations Olympic games in Australia 1956 England 1948 Finland 1952 Germany 1936 1972 Italy 1960 Japan 1964 and Mexico 1968 winter Olympic games in Austria 1964 France 1968 Italy 1956 Japan 1972 Norway 1952 Switzerland 1948 Arrangement by sub series and alphabetical or chronological thereunder Alternate Extent Statement Subjects Apply controlled subject terms to the collection The left box contains a list of all authority controlled subje
51. es the theme UIUC has chosen for its data Instructions for modifying the output are included in section 7 0 below 2 0 PUBLIC END USER INTERFACE Archon automatically publishes a website containing collection level descriptions full finding aids and linked digital objects Regardless of which browser you use to create and edit records Archon s end user output can be viewed with any web browser It will be available in the root folder of your archon installation e g http www archon org archon 2 1 OVERVIEW The public website can be searched and browsed by name of collection digital object creator subject and record group if the Classification Manager is used by your repository Search queries can be entered against either collection level records or the full content of finding aids including box and folder lists see next page for screenshot The XYZ Manuscript Repository Mozilla Firefox a IBE File Edit View History Bookmarks Tools Accessibility Help H gt gt DEY Fan Ba er Class O News O CE Websites 4 EACH ultexpi htm 4 SAA gt 0 amp a Y http 130 126 35 121 pnts gt Grlacten Location Home Contact Us Log In View Cart Browse Collections Digital Content Subjects Creators Record Groups The XYZ Manuscript Repository Default Behaviors The search engine looks for records containing every term you submit Search By Phrase Use
52. f a particular box will have the parent box number assigned to them Consistent application of the levels and containers will allow your repository to keep the intellectual order of a collection separate from the physical order In other words multiple series Subseries files items etc can be contained in one box Archon will automatically export the information correctly in the end user interface and the EAD output assigning container elements and level attributes in the lt cOx gt elements File Folder functions as both a physical container and an intellectual level mirroring typical practice It is mapped to the intellectual level of file and has an EAD level attribute of file Entering a single numeric value will add a single child underneath the parent level or container Adding a range of values a comma separated list of values or any combination of ranges and comma separated lists will add multiple children each including the title dates scope note and user defined fields defined in the space below the date field Title Provide a title for the series folder item or other level of arrangement being described The value provided here will map to the lt unittitle gt element in the EAD output and be indented to the proper level of description in the HTML output Do not include a trailing comma if dates will be included in the dates field 31 Date s Enter a single date or date range in any format Itis mappe
53. hon module used by archival staff to enter basic descriptive classification administrative and location information for unprocessed materials Classifications Manager An Archon module typically used by an Archon Administrator or by 59 archival staff to define a hierarchical system into which collections may be grouped The Classifications Manager may be used to establish a provenance based Record Group SubGroup system Use of the Classification Manager is optional CollectionID The unique identifier automatically assigned to a collection record in Archon It can be viewed on the php pages produced for any collection record For example 3871 is the Archon ID for the George Myers papers at the University of Illinois Archives http www library uiuc edu archives archon p collections controlcard amp 1d 387 1 Creator Manager An Archon module used by archival staff to define authority files for the creators of archival material which can then be applied to collections or digital content using the Collections Manager and Digital Library Manager Collections Manager An Archon module used by archival staff to add new collection descriptions to the system or to edit existing information regarding an archival collection Content Manager An Archon module used by archival staff to add detailed descriptions regarding the components of archival collections 1 e series boxes folder items or other subunits Digital Library Manager An A
54. how Details Help http www archon org archon Status Waiting for User When you are ready click Install The utility will upload the files to your web server If the utility is successful you will see a box similar to that shown below Go to the web based installation utility i e the web address you provided but DO NOT CLOSE THE BOX SHOWN BELOW After the installation is complete you will need to enter a code into the box to activate your installation of Archon Archon Installation Utility f X Please enter the completion word given to you AFTER Ok you have finished the web installation It will appear on Step of 8 IF your web browser gave you an error Cancel click cancel to cancel installation Step2 OPTION B Manual Installation Copy or FTP the Archon folder from the zip file to your webserver Open config inc php and provide the connection credentials Launch the web based installation utility Step 3 Complete the Web Based Installation Utility The web based installation utility includes 10 steps The installer attempts to connect to the database creates tables and completes initial configuration for your installation of Archon Step 1 Click through the welcome screen Step 2 Read and accept the open source license agreement Step 3 Read the information and click Next to continue Step 4 Test database configuration If everything is OK click Next otherwise
55. id 15192 Next Previous Highlight all Match case A amp 0 242 continue to next page 29 5 2 4 1 Basic Interface Pietro A Cipollone Music and Personal Papers Content Manager Pietro A Cipollone Music and Personal Papers ID 14376 Current Leve Beer amer Content contained by Pietro A Cipollone Music and Personal Paper Level Container Container Number Tide Content Series T Add Net Series 1 Music Manuscripts dates 46366 Series 2 Published Music 46378 Series 3 Band Books 46367 Series 4 Personal Papers 46 Series 5 Oversized Music Manuscripts 46368 Series 6 Oversized Band Books 46390 Transfer Delete Level Container Datets fe Description User Defined Fields Label Head EJ Content EJ EAD Field Type EJ e D Select One Add Return to Collection Manager i Content hierarchy tree Current content available for editing Single click to edit double click to nest content underneath the selected level Transfer highlighted levels to another point in hierarchy or even another collection Delete selected levels containers and all content records contained by them Fields other than number and title are available ONLY if a level container with a type of intellectual level e g series file or item is being added User defined fields Content becomes the value of the element s text with the head label provided Return to collection lev
56. illa Firefox BR File Edit View History Bookmarks Tools Accessibilty Hep W O 9 A Z e HLE cass tinyure E Systems C pev BG cooper _j http 130 126 35 rd amp disabletheme 1 Archon 2 10 Administrative Inter Untitled x RA Archon 2 10 You are logged in as Chris Prom Log Out Accession Database Updated Successfully Processing Priorities Manager Q E 5995 ee The values set in the Medium Priorit baa Low Priority processing priorities manager determine the options available under the drop down list in the accession manager Delete Processing Priority High Priority 2 Description Materials assigned high priority should be g processed within 6 months of accession Display Order v A O A 0 242 5 2 COLLECTIONS PACKAGE 5 2 1 Menu Items and Functions The collections area is used to record descriptive and management information such as the collection description shelf locations and acquisition information about collections It also includes an area to create and edit a classification scheme e g record groups subgroups The collections area contains seven modules and one sub module Classification Manager Collections Manager includes Content Manager sub module Extent Units Manager Level Container Manager Location Manager Material Types Manager and Repository Manager 5 2 2 Classification Manager The Cl
57. install pack as to how it should upload the files to the web server Complete the fields as instructed more information is available in section 6 5 below See next page for screenshot 43 fi Archon Installation Utility Select either MySQL or SQL Server depending on the server type Archon Version 2 10 ready to be installed Riel 2006 04 14 Database Server Configuration Supply the server address either name or IP address Server Type MySQL Soho hae kae mm Enter the database s username login localhost and password that you created when the Login archon_user blank database was set up as well as the name of the database Password password Database Mame lachon Test Database Configuration The second part of this form specifies how the install packet will upload the archon scripts to the webserver Check Installation settings EITHER copy to local directory OR Copy to Local Directory Copy to FTP Server If you select FTP the Server Address Port Login Path C archon s Password and Upload Path fields must be completed Normally Port should be eee aa left at the default value of 21 NOTE Port This login and password are probably different than the database login and password The web address field MUST be completed for installations using either Archon Web Address ttp the local directory or FTP method Provide the based URL where Archon will be accessible e g S
58. l attribute on lt c0x gt element whenever this level is used Level Container Type fw Intellectual Iw Physical EAD Level file Primary EAD Level ves No Bonal MEMmBe rine C ves No Checking no causes the default numbers suggested in the content manager to restart at 0 when the _Update level is used across multiple parents or children 5 2 7 Location Manager Archon 2 10 Administrative Interface Mozilla Firefox SE File Edit View History Bookmarks Tools Accessibility Help Eooi BEB zZ Fi eer Class TinyURL H Systems C DEY Cooper LJ Your Repository Name L Search Results for pietro Your Rep _ Archon 2 10 Administrative Inter B 2 Archon 2 10 You are logged in as Chris Prom Log Out Welcome to the Archon Administrative Interface eas is used to define the 5 1 rooms buildings or Location Manager a a i locations in which CLs 4 arnar collections are stored AP2 Rm TOA ARC Warning Deleting a Rm 106A ARC a AA agen location WILL delete all A ARE associated location aon Rm 107C ARC T A records from the Rm 105 ARC a a ERM 10 ARC collections to which Rm 102 103 ARC they are applied This Rm 4 ARC a n Rm 8 ARC power is restricted to Delete the Archon ee Administrator in the description default installation E Find df Next Previous Highlight all C Match case Done A amp
59. lcontentlist inc php 1 7 ARCHON a ini i A B db dEl digitalcontent inc php 19 Refer to the Archon class definition in packages core lib archon inc php 20 for available properties and methods t B install 22 package Archon n 23 author Chris Rishel Chris Prom it B 1s 24 7 F 25 isset _ARCHON or die Qo lib 26 27 e gt neibte tates ace pDapenietticee oO pub 2 gobjDigitalContent map_recursive strip_tags gobjDigitalContent B templates 31 else ar O default T latelnd 33 fobjDigitalContent map_recursive ampentity objDigitalContent Collections Content Parent PrimaryCreator emp a e n ex 34 objDigitalContent map_recursive ptag objDigitalContent Collections Content Parent PrimaryCreator d f lt ld F tna DigitalContent ot Gp fas talContent 37 echo lt hl id titleheader gt strip_tags _ARCHON gt PublicInterface gt Title lt hl gt n B uarchives igi a Oo e 38 en ww m m m ww iff lewntytiahalicri ralfenrent gt Fi leat v d t l t t h a gjiememreemnimratrenrenr aptam uarchivesnew igitalcontent inc php digitalcontent inc php i research gt ra Zend Platform gt y Debu Window gt i fa Messages gt Ki Zend Development Environment 63 223 Insert IMPORTANT It is strongly recommended that you do not edit files in the pubs folder Any changes to the pubs folder are in essence low level changes to the Archon API
60. llone Music and Personal Papers if yo u se l ect m u Iti p l e Level Container Container Number Title Content ID a l aaa wa items using CTRL click n iz or SHIFT Click see ripe fees Paci rah section 3 3 overview of staff interface the Transfer Detete content area will provide you the option to batch renumber Amount content This can be es useful when you have N misnumbered folders or when you need to insert an folder series or box Batch Renumber Collection Content B Find df E Next Previous Highlight all 7 Match case Done A O amp 0 242 32 5 2 5 Extent Units Manager Archon 2 10 Administrative Interface Mozilla Firefox SEE File Edit view History Bookmarks Tools Accessibility Help T O gt amp TW ie cass Tinyur Pa systems C vev L Your Repository Name Search Results for pietro Your Rep _ Archon 2 10 Administrative Inter B rchon 2 10 You are logged in as Chris Prom Log Out Welcome to the Archon Administrative Interface Archon Administration 4 Archon Packages Extent Units Manager Md Ne eeeeee CsCSCSCSCsCs Boxes Cubic Feet Folders Items Letters Linear Feet Photographs Delete Extent Unit Next Previous Highlight all C Match case A O amp 0 242 5 2 6 Level Container Manager The Extent Units Manager is used to list the values under the drop down list for
61. manager Archon 2 10 Administrative Interface Mozilla Firefox DER File Edit View History Bookmarks Tools Accessibility Help O gt A g lEn Ba uer Class TinyURL El systems DEV Ed cooper L Your Repository Name L Your Repository Name Find People Wa Reservations Book Flights _ Archon 2 10 Administrat B ii A V2 S ARCHON Archon 2 10 You are logged in as Chris Prom Log Out Welcome to the Archon Administrative Interface Archon Administration 4 Archon Packages 4 presidents Speeches Press Releotes ID 15192 a Launch the collection manager by F clicking the button at the top of a Collection Information collection record Title Presidents Speeches Press Releases z Enable Web Output yes O No g Main Repository Your Repository Name Collection Classification 39 Public Information wal 1 Director s Office Collection Identifier 012 Sort Title Presidents Speeches Pre First Last Year 1963 1979 Inclusive Dates 1963 1979 Predominant Dates sd Type of Materials Official Records Y Extent 0 3 l Cubic Feet v Finding Aid Author j Template System Default default v Location Information VEYER E E E E EEEE Creatir Information O Find df http 130 126 35 121 7p admin collections collections amp f collectiondetails amp collection
62. ment 16 will not import correctly since Archon requires a numeric value for each piece of content to properly display and sort results MARC in standard MARC format not MARCXML Phrase XML Archon uses a native phrase format to define field labels messages and help button texts in the administrative interface as well as certain display fields in the public interface If you wish to add support for a new language translate the existing text in the files contained in the install phrasexml folder for each of the archon packages then import the phrases using the import tool If you define new language files please send them to the Archon project staff so that we can review them for possible inclusion in future releases of the software Archon SQL import an SQL file previously exported from Archon using the Archon syntax Use of this as a backup and transfer mechanism is only recommended for small database and or those not containing digital content 4 4 1 Fix Image Preview Script The Fix Previews script in the Digital Library package corrects for an error present in Archon versions 1 00 through 2 02 Images stored using versions 1 0 to 2 02 of Archon may require more time and bandwidth to load in the image thumbnail page new to Archon 2 20 If you have images in your database that were stored using early versions of Archon you may wish to run this script in order to correct the size of your stored image thumbnails Please n
63. ms to manage the database users and system Most of these functions are accessible only to the Archon Administrator or those given administrative access by the Administrator Archon Packages Includes areas to manage the description of archival materials Accessions Enter basic information for recently received materials Link accessions to one or more existing collections or record groups Transfer basic accession records into collections records for further editing Collections Create and edit a classification e g record group subgroup scheme collection level descriptive records and inventories finding aids Track room range section and shelf locations for each collection Access authority modules as necessary Creators Create and edit creator authority records which may be linked to classifications collections or digital objects Changes made to creator authority records will automatically propagate to associated collections or digital objects Digital Library Upload digital objects and link them to collections or subordinate parts of collections e g folders Link subject terms and creator authorities to digital objects Research Manage information related to researcher accounts and appointments established by researchers Subjects Create and edit controlled subject terms which may be linked to classifications collections or digital objects Changes made to subject terms will automatically propagate to associated coll
64. nt College Act Study 1908 19103 02 05 014 President gt Arthur C Willard 1934 1946 Legislative History 1851 1936 1937 1943 02 09 010 Business amp Financial Affairs gt Vice President for Business amp Finance Business Office History 1973 06 01 015 Graduate College gt Committee on Housing Research and Development Housing Research Subject File 1969 1993 07 20 001 Graduate College gt Illinois Historical Survey Marquerite J Pease Papers 1967 1974 8553 07 08 020 Agricultural Consumer amp Environmental Sciences Dean s Office http 130 126 35 121 index php p core search amp g illinois history amp content 18 amp F logout e Search by classification OFF Search Results for illinois history The XYZ Manuscript Repository Mozilla Firefox DER File Edit View History Bookmarks Tools Accessibility Help Y Qo ZO E Ee class O News 2 cc websites C Eacwa C ultexpi htm O saa E E tah h ey x C http 130 126 35 121 index php p core 2Fsearch amp q illinois history amp content 18F logout z gt iG archon Search Results for illinois histor 3 4 Archon 2 20 Administrative Interface 3 O Archon 2 20 Administrative Interface J Location Home Search Results For illinois history Contact Us Log In View Cart amp illinois history Browse Collections Digital Content Subjects Creators Record Groups Search Results for illinois history The XYZ Man
65. ntancy Department Accounting Division Apply Creator This screenshot shows the Classification Manager being used to define new subgroups under an existing record group The selection area show current nesting of subgroups within the master record group that is shown under the root at the top of the screen Existing classifications can be renumbered or moved to a new record group All associated collections will be renumbered and moved with them Use this section to link the classification to an associated creator authority file A historical note regarding the unit can be provided in the linked creator authority which is edited via the Creator Manager If necessary classifications can be transferred to another location in the classification hierarchy This feature is useful if for example you wish to update your record groups subgroups to reflect changes in the administrative structure of your parent institution When a classification is transferred all associated collection records will be automatically transferred with it Optionally each classification or its child classifications can be linked to an authority controlled creator record which contains a biographical or historical note and other information about the creator of the records described in the classification Use the search filter to select and apply a creator record to the subgroup or launch the creator manager to
66. on Classification If your repository or repositories use classifications e g record group and or subgroups use pull down menus to assign the collection to its proper home in the classification system Collection Identifier Can be numeric or alpha or alphanumeric If you choose to complete this field you MUST use a unique value If using classifications the identifiers from the classification system are inherited by the collection identifier to comprise a unique multipart ID Type of Materials Indicate the basic archival type of materials e g official records or personal papers If necessary new types can be defined in the Material Type Manager Template Select the template by which information for this collection should be presented to the user Normally you should leave this value set to the default established by your system administrator 5 2 3 4 Collection level sub menus Click any of the headings to expand or contract the information associated area 25 Collection Information Title Avery Brundage Collection Enable Web Output ves No Main Repository The University Archives Collection 26 Alumni Association Classification 20 Alumni z Collection Identifier 037 Sort Title Avery Brundage Collectio First Last Year 1908 1982 Inclusive Dates 1908 82 Predominant Dates Type of Materials Personal Papers gt Extent 143 0
67. on on this process may be available from the project staff at a later date EAD output can be modified by editing the files in the packages collections templates ead folder This template set is a bit more complicated and should serve as a good reference if you want to accomplish more intricate customization The MARC output must be edited directly in marc php in the root folder of the archon installation The marc output is produced using a third party open source library called PHP MARC More information on PHP MARC 1s available through http www emilda org index php q php marc or through the package documentation on the Archon project website at http www archon org doc IMPORTANT If you choose to edit this file be sure to retain a copy before upgrading to a future release We are soliciting feedback on MARC and EAD export functions Please contact the project staff if you have comments or notice an error in the mappings we have chosen ADDITIONAL DOCUMENTATION If you cannot make the output changes you desire using the above information refer to the developer documentation Please see http www archon org doc for a full description of available classes functions and constants 9 0 GLOSSARY Administrative Interface The web forms produced by Archon which allow the Archon Administrator and anyone with a valid login and password i e archival staff to modify data stored in the Archon system Accessions Manager An Arc
68. or ALL of the packages whose output you wish to modify If you simply make changes in the templates default folder you will run a strong risk of losing your repository s template set during the installation of any future Archon upgrades that may be released This is because the installer will update the files in the template default folders during the installation procedure The installer attempts to preserve your existing themes and templates by copying them prior to installation but we also recommend that you make backup copies before running the installer Once you have created a new set of templates you can apply it to your website under the Archon Configuration menu item Default Template Set See section 7 3 3 below You can determine which file to edit by analyzing the querystring for a particular page The querystring will always point to the package and to a file in the pub folder of that package In turn the file in the pub folder MAY have a template associated with it For example a url containing index php p digitallibrary digitalcontent amp id points to the file digitalcontent php in the pub folder of the digitallibrary package By examining the contents of the file index php for the template set you are using you can tell if a template has been associated In this case the file contains a line STemplateIndex DigitalContent digitalcontent inc php Therefore you can control the output of
69. ormation about recently received and or unprocessed materials and an integrated digital library application The system allows archival staff to input descriptive records that are compliant with archival standards Archon s scripts automatically produce a searchable and browseable website where archival users can search and access summary collection descriptions full finding aids digital content including thumbnail views creator authorities and subject terms The system also provides an inventory tracking location system a way to define repository level information and classifications manger to define the repository s overall arrangement scheme record groups In Archon collections can be grouped into record groups and subgroups or other classifications defined by your repository Data can be imported into the system from CSV comma separated value EAD and MARC files The systems exports data in MARC and EAD formats Repositories can build custom websites using easily modified themes and templates This documentation provides an overview of Archon for those creating descriptive records in the Given the difficultly of standardizing archival terms among the broad variety of repositories the term collection is used in Archon simply as shorthand to mean any group of archival records personal papers or manuscripts collection managed as a discrete unit by a repository Archon is flexible enough to be used for organicall
70. ote that it may take a very long time to run depending upon the speed of your web server and the number of images stored in your database Also your server s memory limit should be set at least as high as was necessary to store the images in the first place The script will attempt to go through all images automatically but it may be necessary to press the Continue gt button at times if Archon detects an error during storage The script will not automatically continue when there is an error so administrators may take note of which files are presenting a problem so they may be dealt with manually later Again this only corrects errors in images stored in versions before Archon 2 10 If you have recently installed Archon or have only used the digital library since version 2 10 running this script will not be useful PHRASE MANAGER AREA The Phrase manager is used to edit the text associated with labels help buttons and messages in the administrative interface as well as the value of certain textual elements in the public interface There are several types of phrases which may be edited 4 5 1 Overview of Phrase Manager see next page for screenshot 17 Add New administrativeinterface administrativeuifunction administrativewidget allarguments aprcode array character child class code configuration consensusvariable databaseimportutility databaseversion displayname displayorder fields function Delete
71. pgrade from a prior version Step One Prepare to Install Archon Download the zip file from the project website Save the file on a local drive Create a new blank database on a MySQL or MSSQL database server The database can be given any name you like If you do not have authority to create a database on your database server or web host contact your systems administrator and request that they create a database Create a user password combination for the blank database with ALL privileges to the database including SELECT INSERT UPDATE DELETE CREATE ALTER and DROP Depending on how your database administrator defines ALL 1t may be necessary to manually 42 select each of these privileges Archon s web scripts will use this account to access the database and Archon will not function if the user you create for Archon does not have these credentials Note the name of the database server database name user login and user password Ifa systems administrator created the database for you ask that s he provide you with this information using the form install doc or install pdf Or ask them to run the install pack as instructed below Step Two OPTION A Use Windows install file install exe Unzip the file which you previously downloaded to a local folder Uncompress the file Open the file install exe An installation utility will launch The utility 1s used to specify connection settings for the database and to instruct the
72. r a LCNAF Compliant ves O no classification heading e g Creator Type Select One vw record group or subgroup to create agency histories Name Variants a a In the biographical historical note and sources field use Biographical Historical Note ae ENTER to separate paragraphs Simple HTML can be used It will be stripped out before the information is output in Sources for Biography or History EAD or MARC format Biographical Historical Note Author Add 5 4 DIGITAL LIBRARY PACKAGE The digital library is used to link to external digital objects and to directly upload digital objects and electronic records into the system Linked or uploaded objects can be associated with individual collections or any subordinate parts of a collection e g series 1tems files which have been entered Hyperlinks between the digital object and the associated collection automatically appear in the public website NOTE The digital library is not intended to function as a digital preservation system 5 4 1 Digital Library Manager The Digital Library Manager is used to associate individual digital objects e g photos sound clips and electronic records with a collection and create basic metadata about the digital objects After you enter the Digital Library Manager pick a collection to which the object 1s associated the collection will be pre selected if you enter directly from the content manager Adding a New Digital Object Use the initial
73. r of packages Each of these packages will increase 4rchan s functionality Below please choose the packages you wish to install Note that you can only choose to install a package if all the packages it depends upon are also being installed For example you can only Install the collections package if the creators package is being installed Therfore certain options may be deselected automatically if you deselect certain packages Package Name Depends Upon Enhances research collections 2 10 collections creators 2 10 subjects 2 10 accessions collections 2 10 creators core 27 10 subjects core 2 10 digitallibrary creators 2 10 collections 2 10 subjects 2 10 lt Previous Next gt Step 8 Depending on the options you selected one or more package installers will run Follow instructions on each screen carefully Step 9 import XML language files for administrative interface Two languages are supplied English and Spanish If you are interested in translating Archon to another language please contact us NOTE The language import may take a long time Do not interrupt the process Scroll down and you will see a message like this when it is finished see next page for screenshot 46 Importing package subjects Import of phrases successful Parsing file eng subjects xmil eng subjects xml loaded and parsed Importing package subjects Import of phrases successful All files imported
74. rchon Administrator to forcibly disconnect current or persistent connections to the Administrative Interface SA Password The SA password is a super password defined during Archon s installation routine which will allow someone to access Archon in the unlikely event that the main user table becomes corrupted It should not be used for routine access to the system but should be written down in a secure location If you need to login with the SA password enter sa for the login and used the password you set in the initial installation Subject Manager An Archon module used by archival staff to define controlled subject or genre terms which can then be applied to collections or digital content using the Collections Manager and Digital Library Manager Templates Templates are files that specifically define how a single component of the public interface will be output rendered and displayed to users Theme The basic attributes and look and feel of your Archon public interface Themes are modified by changing the files in the themes folder of your archon root directory See the Archon Administrator Manual for full instructions 6l
75. rchon module used by archival staff to describe digital objects and to link to external digital objects and or upload objects directly into the Archon database File Types Manager An Archon module used by the Archon Administrator and or archival staff to define the types of digital objects which staff can upload into Archon and how those types will be presented in the public interface Level Container Manager An Archon module typically used by an Archon Administrator to define the levels of description and physical container types which archival staff may select when adding information using the Content Manager Locations Manager An Archon module typically used by an Archon Administrator to define the general locations such as rooms in which archival materials are permanently housed Material Types Manager An Archon module typically used by an Archon Administrator to define the basic classes of material such as Records or Personal Papers that are held by your repository Phrase Manager An Archon module typically used by an Archon Administrator to edit error messages and help button texts provided to users of the Administrative Interface Repository Manager An Archon module typically used by an Archon Administrator to define basic information about the repository or repositories whose records are included in the installation of Archon such as name address email etc 60 Sessions Manager An Archon module typically used by an A
76. rdon as an acy cel di it llib h advertisement for his performance on the Johnny Mathis Show Igitanibrary php Phys Desc 1 item rs cel dig alcontent php ID 0000002 photo o Found in Claude Gordon Personal Papers and Music Instrument Collection 1888 19923 Series 2 Correspondence Creators Administrative Services templates Administrative Services Office B default E Administrative Studies Office Admissions Admissions amp Records Admissions and Records E O defaultold uarchives E O uarchivesnew research ae lt gt Subjects Academic Calendar Academic Credentials Academic Credit Academic Freedom Mi a O amp 0 311 Z Archon Zend Development Environment K latest packages digitallibrary templates default digitalcontent inc php DEAR io a a E SE BE Ea See et ees ear teen te W archon packages digite library templates x Se Ee ee AINA ee Oe ee ee File Edit View Favorites bols Help Ay a 2 Editor Browser i Jl lt php al El 2 pee g HE vioia pl 3 O Bak QJ wi p Search Wey Folders ii 4 x ic r 9 a Address s archonipackage P digitallibrary templates default vi Go o R 9 th 3 prop ae n EG ed Fol x Name 5 ERI olaers 3 12 in packages d llibr lib d lib pl _ celi 2I E digitallibrary A index php 1s sis e i m l Aare ware a a ri B admin digita
77. re not shown 1n the public 10 view but it is possible to add custom public messages by editing the file controlcard inc php See section 7 0 for further information on customizing the public interface Staff Information Content Location __ Range Section Shelf ___Extent Boxes 1 142 UAR UA Ref Room 52 J48 60 Cubic Feet EAD ARG o by 8 Kardex Review co draft e The staff view also allows you to download EAD and MARC files for possible importation to other systems e Fora trip back in time try the Kardex view Print them on card stock and systematically file them in a Kardex flip file for in room reference access not to mention the ultimate system backup 3 3 OVERVIEW OF STAFF ADMINISTRATIVE INTERFACE The staff interface is used to add and delete information from the database and to manage all aspects of the system e For most features in the staff interface help buttons LJ appear in the right hand margin Clicking the help button will provide further direction regarding the field or feature e Depending on the access level granted by your system administrator some features of the staff interface may not be available e g deleting records managing the installation of Archon adding new users modifying authority records etc e Clicking an item in the top navigation bar will load the selected module 11 Archon 2 10 Administrative Interface Mozilla Firefox 4rchon 2 10 Welcome to
78. reconfigure database or correct information supplied in initial non web based install utility then run the web based installation utility again Archon 27 10 Installation Step 4 of 10 Testing Database Configuration Connecting to server localhost OK Selecting Database chrispro_archonuiuc OE Testing Permissions CREATE Yes Step 4 showing successful Bee ti test of database connection UPDATE Yes and user credentials in green ALTER Yes DROP Yes Database configuration tests complete click next to continue lt Previous Next gt Step 5 Installation utility creates database and table structure After the structure has been created and the page loads completely into the web browser scroll to the bottom of the screen and click next Step 6 Create sa Super Administrator and Administrator user login credentials 45 NOTE The sa account will allow full administrative access to Archon Unlike the other passwords the SA password is not stored in the user table Itis a failsafe password allowing access to the Archon administrative staff interface in case the user table is corrupted All passwords are stored as one way hashes and cannot be read by humans or decrypted Step 7 Select the packages you wish to install Note you can install missing packages or uninstall unneeded packages later if desired Archon 2 10 Installation Step 7 of 10 4rchon may be configured to use a numbe
79. s particular accession Title Chris Prom Papers o Identifier 1234 B ON LY Inclusive Dates all of them 0 Received Extent 3 Cubic Feet v g Unprocessed Extent 3 Cubic Feet v g Material Type l Personal Papers 2 Processing Priority Low Priority i v B oe a 7 Additional information may Collections Classifications Information H H me EENE i a be provided In the E Creator Information g expandable areas that appear SPEE A e below the basic information Update Done A O amp 0 242 Collection Classification Information is used to specify processed collections and or classifications to which the newly accessioned or unprocessed materials relate For example the accession shown below is associated with the Departmental Services subgroup in the Library subgroup See section 5 2 2 for information about defining a classification system An accession can be associated with zero or more collections classifications but the first one listed is the primary association E Collections Classifications Information LI University Library gt Departmental Library Services Primary Collection Classification Delete Click associate a collection aie a callidi to browse the Collection list or browse for the appropriate record group subgroup Select One Select One v Update continue to next page 21 5 1 2 Processing Priorities Manager Archon 2 10 Administrative Interface Moz
80. se it to display for editing Q Search Show 100 Results e Many areas e g Collection Accession Creator and Subject Managers include a search filter so you do not need to scroll to find information When you type in the search box or the default field such as name in the Creator Manager the items from which you can choose will be 12 automatically be filtered in the box below The filtering mechanism may experience a slight delay depending on network traffic do not hit enter while the list 1s being filtered Once the list has filtered click any item to load its information for editing or hit enter to load the first item in the list If you wish to you can also scroll the full list by changing the default Show X Results to a higher number Subjects Search Filter zoolog Typing in the Search Filter will All Subjects yping reduce long lists to a manageable American Society of Zoologists size Click a filtered item to select it or apply the appropriate action History of Zoology Naples Italy Zoological Stati foology Zoology Department e Generally you may select and take action on multiple items by using CTRL click and SHIFT click functions with the mouse Mozilla Firefox SEE File Edit wiew History Bookmarks Tools Accessibility Help g O gt A g Fn Fj veep Class TinyURL Ed systems DEY Ed cooper Lj http 130
81. tandard web browser with JavaScript enabled It has been tested with Internet Explorer 6 and 7 Firefox 2 Safari and Opera 8 and higher on PC and Mac Linux desktops It should also work with other browsers and operating systems Archon itself requires both a webserver and a database server either MySQL or Microsoft SQL server Specifically you need the following in place before running the install packet If you do not understand any of these requirements check with your web host or systems administrator e A standard installation of MySQL or Microsoft SQL Server We have tested the application with MySQL 5 0 and SQL Server 7 and 2000 but it should work with later releases of these platforms as well e A blank database on the database server When creating the database create a user with full owner privileges You do not need to specify any table names data definitions or the like They will be created or updated automatically when you run the install packet e A web server of any type with PHP 5 0 or higher installed Depending on which 4 database server you plan to use the mysql or mssql libraries must be enabled The gd library must be enabled if you plan to use the Digital Library Manager Also the zip library can be installed This will allow zip files to be used by the import utilities It 1s possible to install Archon to a local machine that serves as both the webserver and the database server 6 2 INSTALLING UPGRADING
82. te o Subjects The text of the subject term Search Results for prom The XYZ Manuscript Repository Mozilla Firefox File Edit View History Bookmarks Tools Accessibility Help gt Qo ZO E Ee class O News C CC Websites EACWG C ultexpi htm Lj SAA ii A h e yY Y http 130 126 35 121 findex php p core 2Fsearch amp q prom amp content 1 il gt G archon Location Home Search Results For prom conac DS Log In View Cart prom Q Sear Collections Digital Content Subjects Creators Record Groups Search Results for prom The XYZ Manuscript Repository You searched for prom Records and Manuscripts 107 Matches SDigital Images and Records 2 Matches age thumbnails 2 or more images found SUnprocessed Materials 1 Matches Expandable Sections Chris Papers 2007 GcCreator Descriptions 39 Matches GSubject Headings 4 Matches 153 Hits Click the links to show each category s results Your search yieled too many results and we limited the number shown Try adding more search terms The XYZ Manuscript Repository Contact Us Email Form http 130 126 35 121 index php p research research8f email referer 130 126 35 121 index php p core gt 2Fsearch amp g prom amp content 1 a O inl 0 308 e Direct access to collection record and digital objects You can directly access a collection by searching for its full collection or digital object identifier If you use classifica
83. tent Subjects Creators Record Groups Image Thumbnails The XYZ Manuscript Repository You searched for gordon Claude E Gordon Claude E Gordon Claude E Gordon Claude E Gordon 1 out of 4 2 out of 4 A 3 out of 4 CONN Claude E Gordon Claude E Gordon 4 out of 4 Claude E Gordon Claude E Gordon Claude E Gordon 2 3 FINDING AIDS Finding Aid for Pietro A Cipollone Music and Personal Papers 1905 1954 The XYZ Manuscript Repository Mozilla Firefox SEE File Edit wiew History Bookmarks Tools Accessibility Help gt DEV Fn LEEP Class News CC Websites EACWG ultexpi htm SAA bs z A Hh m gt http 130 126 35 121 jindex php p collections findingaid amp id 14326 E gt Glz archon 4 Location Home Fine Arts and Applied Arts gt University Bands Pietro Cipollone Music a gt Finding Aid S Pietro A Cipollone Musicand Finding Aid for Pietro A Cipollone Music and Personal Here E Papers 1905 1954 The XYZ Manuscript Repository Overview Scope and Contents By Elizabeth Miller Scott Schwartz Eduardo Herrera and Tad Boehmer Historical Note Collection Overview Printer Friendly Contact us about this collection Subject Terms i Title Pietro A Cipollone Music and Personal Papers 1905 1954538 Adminstrative Information ID 12 09 056 Detailed Description poa Music Manuscripts Creator Cipollone Pietro A Eublished Musie vol
84. the Archon Administrative interface Collections Search Show only collections from Your Reposito Add New Papers of William Fonds Provenance ASQ Board of Directors Records Avery Brundage Collection Eldon Oyen Recordings and Personal Papers Letters Presidents Speeches Press Releases 208 Update for Agriculture An Historical Record 1868 1954 Biology Plus Data Tapes and Reels Departmental History Factivities For and About Illinois Rural Youth For Your Home Exhibition Catalogs I Men s Directories Library Presents File Memories of Galesburg Milk for Manufacturing Subjects File Edit View History Bookmarks Tools Accessibility Help g O 9 O LEEP Class TinyURL Ei Systems C DEV EQ Cooper L Your Repository Name _ Archon 2 10 Administrative Inter 3 amp Airline Cancels More Flights as Inspect rm Archon Administration 4 Archon Packages L Accessions gt Accessions Manager Processing Priorites Manager DEX You are logged in as Chris Prom Log Out Accessions Manager Show 100 Results Hover over the menus and click a manager to load the module you wish to use Digital Content g Search Choose a Collection Select One i v Show 100 Results http
85. tions the 6 elements of the classification identifier must be separated by slashes For example entering the UIUC installation of Archon returns the University of Illinois Archives Alumni 26 4 1 in File record group 24 subgroup 4 and series 1 Alumni and Faculty Biographical File Morgue 1882 1995 The XYZ Manuscript Repository Mozilla Firefox Dor File Edit view History Bookmarks Tools Accessibilty Help Y Qo By H LE class O News C cc Websites EACWG ultexpi htm SAA 9 O G ev Y http 130 126 35 121 findex php p collections controlcard amp id 137658q 26 2F4 2F 1 x gt G archon IQ Location Home Alumni Association Records gt Alumni and Faculty Biograph 26 4 1 Q Search Browse Contact Us Log In View Cart amp Collections Digital Content Subjects Creators Record Groups Alumni and Faculty Biographical File Morgue 1882 1995 The XYZ Manuscript Repository Title Alumni and Faculty Biographical File Morgue 1882 19953 ID 26 04 001 Created by University of Illinois Alumni Association Arrangement Alphabetical then chronological Extent 311 0 Cubic Feet Other Note 2 Pages Other URL http web library uiuc edu fahx uasfa 2604001 pdf Show Subjects links to similar collections Show Forms of Material links to similar genres Show Administrative Information Collection ID Contact us about this collection Printer friendly
86. ume 9 0 Cubic Feet More info below Band Books Personal Papers Arrangement alphabetical by music title or type gisike Oversized Music Manuscripts Oversized Band Books Date Acquire disda ey More info below under Accruals Formats Genres Microfilms Motion Pictures Videotapes Other Pictorial Papers Q Search Box List Languages English German ee ree A ee Scope and Contents of the Materials llecti comection Consists of original and published music compositions and arrangements for wind band original and published band books photographs programs news clippings business records sound and videotape recordings andasdfasdfsf an award documenting Pietro A Cipollone s career as a composer music educator conductor and director of wind ensembles in both Italy and the United States between 1905 and 1954 The papers also document Cipollone s involvement and management of the Ferrari Band the Royal Italian Band and the Loyal Order of the Moose Band In addition to Cipollone s music original compositions there are his and other s arrangements of works by such leading Italian and American composers as Luigi Bertolini Giuseppe Verdi and John Philip Sousa and Edwin Franko Goldman The callastian nravidac mima Adan irmantatian Af tha maldina af neradarninantlhs ninataanth ana Mi Done A O amp 0 308 Full finding aids are automatically generated and include a search box for content limited to the current finding aid being displayed
87. unctioned with the old theme OPTION 2 Copy the information from the final section of the new default theme s style css file to your old theme s stylesheet and make necessary adjustments to the theme Use the default template More complete information is provided in section Ted IMPORTANT You should carefully consider the advantages and disadvantages of not migrating forward to the new themes and tempaltes in general you will lose a great deal of functionality by not migrating forward TEMPLATES Templates provide more refined control over individual pages produced by Archon For each output page produced Archon s packages include a pub file and optionally a template By looking at the files on the webserver you can see how the templates are organized within the application as a whole The webserver s Archon folder holds the following folders adminthemes db the database abstraction layer incoming holding place for files to import packages and themes The themes folder has been discussed above in section 7 2 and the adminthemes folder works like the themes folder except that it applies to the staff interface 7 3 1 Background regarding the templates system When customizing the interface using the template system all work will be done in the packages folder Archon s packages have a modular structure The core archon files are found in the core folder For each installed package a subfolder will be added
88. uscript Repository You searched for illinois history SRecords and Manuscripts 102 Matches An Historical Record 1868 1954 1954 4 H House Records 1926 1934 20003 4 H Publications 1924 26 1932 34 1944 52 1964 3 Administrative Correspondence 1936 69 Agricultural Alumni Association Historical Committee Records 1922 19623 Agriculture Library Correspondence 1914 20 1926 81 1949 19983 Albert H Lybyer Papers 1876 1949 Allerton Park Collection 1848 20038 Alpha Phi Omega Records 1932 2001 Alpha Rho Chi Records 1916 17 1930 1988 1992 Annual Graduate Symposium on Women s and Gender History Executive Committee Files 2000 2003 Archives amp Special Collections Division Annual Reports 1964 3 Archives Alumni Oral History Project Files 2000 3 Arthur E Bestor Papers 1852 1971 ASQ Central Illinois Section Records 1944 94 Auditorium Historical Photographs 1985 Bent Farms Inc Records 1962 78 Bibliographies 1903 1908 1911 1917 1921 1931 1941 1955 1964 Books 1926 1952 Natanietlg Carenenan danna Inni 190419 http 130 126 35 121 index php p core search amp q ilinois history amp content 18 amp f logout 3 0 STAFF ADMINISTRATIVE INTERFACE BASICS Your repository s staff members will use Archon s administrative interface to add new collection and digital object records modify existing descriptions and upload or link digital objects Those who have been provided sufficient authority can also use th
89. y related organizational records manuscript collections or both The display of labels in the public interface can be tailored to reflect specific repository needs and terminology For more information see the technical documentation available at the project website 3 Administrative Interface It also provides a technical overview of the software and guidance for archivists or system administrators who will manage a local installation Specific information about how Archon is implemented at your institution may be available in locally developed manuals 1 1 SYSTEM REQUIREMENTS The interface for creating editing and accessing descriptive records uses a standard web browser with javascript enabled It has been tested with Internet Explorer 6 0 and higher Firefox 2 and Opera 8 and higher on PCs and Macs It should also work with other browsers and operating systems since it uses a standard web browser The public interface is fully xhtml section 508 compliant 1 2 SANDBOXES More information about the system and the Archon project including an Archon Sandbox are available at www archon org The live version of UIUC s public data is available at http www library uiuc edu archives archon although the Administrative Interface is available only to authorized users The end user interface for the blank sandbox provides output using the themes and templates supplied out of the box with Archon The UIUC sandbox us

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