Appendix 3
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Archival Management Systems Features Matrices [Full]
Note: I prepared the initial version of each archival management system feature matrix. To ensure accuracy and completeness, I then gave the vendors and developers an opportunity to edit the matrix or recommend revisions. All of them did so.
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ADLIB ARCHIVE 6.3.0 |
|
|
Home Page |
http://www.adlibsoft.com/ |
|
Developer |
Adlib Information Systems (a company based in the Netherlands) |
|
Developer's Description |
"Intended specifically for managing collections in archives and records offices, Adlib Archive has been designed and developed by Adlib Information Systems, and is based on many years of experience in the collection management field. Adlib Archive offers comprehensive functionality and interfaces for professional archive management. Standard features include Accessions and accruals, hierarchical catalogue structure to ISAD(G), and authority records to ISAAR(CPF) standards, published document cataloguing, image linking and retrieval capabilities and interfaces to external files, such as Word or Excel documents, Web pages, etc." |
|
License |
Commercial |
|
Purchasing Cost |
Depends on number of users and database used. |
|
Maintenance Cost |
15% of the license per year |
|
User Support |
|
|
Training |
|
|
System Requirements |
Adlib application: Windows 2000 or later operating system, 512MB of RAM for Windows 2000 or Windows XP, 1GB of RAM for Windows Vista
The Adlib Internet Server module runs on a Windows Server. "If you want to take advantage of ASP and XML technology, you should run Microsoft Internet Information Services (IIS), a component of Windows, on a Windows 2000 or 2003 Server." |
|
Technical Architecture |
|
|
Backup/Restore Utility |
There is no integrated backup/restore utility. DBMS tools must be used to backup/restore. |
|
Maturity |
Adlib archive is in use in at least 50 archives, and the general Adlib software has been in use in more than1.600 institutions, for over 20 years. |
|
Hosting Available? |
Yes |
|
Demo/Sandbox Available? |
Yes (Windows based) |
|
Sustainability |
The Adlib archive software is based on international archival standards, such as ISAD-G and ISAAR. The software implements EAD data exchange, but also has OAI and SRU API's. The product's use of XML makes Adlib Archive a sustainable product. |
|
Example Users |
|
|
Unique Features |
|
|
Support for Importing/Exporting Metadata |
|
|
Exports MARC |
Yes |
|
Exports EAD |
Yes |
|
Exports Dublin Core |
Yes |
|
Exports MODS |
Optional, by adding XSLT stylesheets |
|
Exports METS |
Optional, by adding XSLT stylesheets |
|
Exports MADS |
Optional, by adding XSLT stylesheets |
|
Batch Exports EAD |
Optional, by adding XSLT stylesheets |
|
Batch Exports MARC |
Yes |
|
Batch Export Tab Delimited Files |
Yes |
|
Imports EAD |
Yes |
|
Imports MARC |
Yes |
|
Imports Tab Delimited Files/CSV |
Yes |
|
Imports Digital Image Files |
Yes |
|
Import Accession Data |
Yes |
|
Batch Import EAD |
Yes |
|
Batch Import MARC |
Yes |
|
Batch Import CSV |
Yes |
|
Collection Management Features |
|
|
Appraisals |
Yes |
|
Accessions |
Yes |
|
Create Deeds of Gift |
Yes |
|
Prioritize Processing Order |
Yes, through the accessions module |
|
Track Donors |
Yes |
|
Project Management |
No |
|
Record Condition |
Yes, with purchase of conservation module |
|
Manage Locations |
Yes |
|
Manage Restricted Materials |
Yes |
|
Manage Rights |
Yes |
|
Manage Loans and Exhibits |
Yes |
|
Deaccessioning |
Yes |
|
Reference Support |
Yes |
|
Generate Reports |
Yes |
|
Track Repository Statistics |
Yes |
|
Resource Description |
|
|
Authority Control |
Yes |
|
Controlled Vocabulary |
Yes: "Pre-defined thesauri and term lists, e.g., the UNESCO Thesaurus may optionally be pre-loaded into the system." |
|
Compliance to Archival Standards |
ISAD-(G), EAD, ISAAR(CPF) |
|
Data Validation |
Yes, using the validated fields and field entry templates |
|
Templating/Default Fields |
Yes |
|
Support for Digital Media |
Yes |
|
Internationalization |
Yes: Customization to support multilingual data entry; supports UTF-8. English, Dutch, German, French, Arabic, or Greek user interface. Data can also be stored in multiple languages (multiple language variants for the same field). |
|
Flexibility of Data Model |
Yes: Fields can be added, new tables can be added, |
|
Item-level Description |
Yes |
|
Reorganize Hierarchies |
Yes: "Using Adlib Designer, you can delete or add levels to this drop-down list [of six levels], or change the names of the levels (for instance, if you usually speak of a group or collection instead of a fonds, and of classes and items instead of series and files), and customize the possibilities of your archive hierarchy this way."
|
|
Dynamically Generate EAD Finding Aids |
Yes |
|
Publish Finding Aids Online |
Yes, using Adlib Internet server |
|
Administrative Functions |
|
|
User Permissions |
Yes: "Adlib Archive allows access rights to be assigned to both individual users and groups of users. This allows control of access to data and to certain functions, such as editing, deletion or output of data." |
|
Support for Harvesting/ Syndication |
Yes: OAI support via Adlib OAI Server is available at no charge to Adlib customers. |
|
Customization/ Configuration |
Yes: "Fields can be modified, added and removed, or new data structures built from scratch. Forms, menus and reports can likewise be changed, and the Adlib procedural language can be used to develop powerful and sophisticated data validation and manipulation procedures. All Adlib standard systems are delivered with tools so that you can customize the system yourself, or have our consultants do the work for you." |
|
Spell Check |
Yes |
|
Bug Reporting |
No, but found bugs can be reported using the MyAdlib Web site. |
|
Interoperability with Digital Repository Systems |
Yes |
|
User Interface |
|
|
Web Publishing |
Yes, with purchase of Adlib Internet Server. "The optional Adlib Internet Server module, enables any Adlib database to be searched from a standard Web Browser over an Intranet or the Internet. Support for the Open Archives Initiative (OAI) is included. Adlib Information Systems can also build a customised Web application for your Adlib Internet Server, offering a wide range of possibilities and great flexibility." |
|
Browse |
Yes |
|
Search |
Yes: "The Search Wizard takes the user step by step through browsing and searching a number of pre-defined indexes, such as: Reference Code, Creator, Subjects and Places, etc. Query by Form: this technique allows simple searching across multiple fields. The Search Language allows searching across all fields in any combination, whether indexed or not. Queries can include Boolean and logical operators, and left or right truncation. Results are returned as sets which may also be combined. Both queries and results may be saved for later re-use." |
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Advanced Search |
Yes |
|
Customizable |
Yes, using Adlib Designer |
|
Built-in Help |
Yes |
|
Link to Images and Other Files |
Yes |
|
Easy Data Entry |
Yes |
|
Other Features |
? |
|
Archivists' Toolkit 1.5 |
||
|
Home Page |
http://www.archiviststoolkit.org/ |
|
|
Developer |
University of California San Diego Libraries, the New York University Libraries, and the Five Colleges, Inc., Libraries. Funded by The Andrew W. Mellon Foundation. |
|
|
Developer's Description |
"The Archivists' Toolkitª, or AT, is the first open source archival data management system to provide broad, integrated support for the management of archives. It is intended for a wide range of archival repositories. The main goals of the AT are to support archival processing and production of access instruments, promote data standardization, promote efficiency, and lower training costs.
"Currently, the application supports accessioning and describing archival materials; establishing names and subjects associated with archival materials, including the names of donors; managing locations for the materials; and exporting EAD finding aids, MARCXML records, and METS, MODS and Dublin Core records. Future functionality will be built to support repository user/resource use information, appraisal for archival materials, expressing and managing rights information, and interoperability with user authentication systems." |
|
|
License |
Open source—Educational Community License, v. 1.0 |
|
|
Purchasing Cost |
Free |
|
|
Maintenance Cost |
N/A |
|
|
User Support |
|
|
|
Training Available |
Yes |
|
|
System Requirements |
PC:
* Operating System: Windows XP * Java 5 JRE, or JDK [also supports Java 1.6] * CPU: Pentium 4 2.4GHz+ or AMD 2400xp+ * System Memory (RAM): 512MB * Hard Disk: 100MB free space * Screen: 1024x768
Mac:
* Operating System: Mac OS X 10.4.5 (or higher) * Java 5 JRE, or JDK * CPU: G4 1.2Ghz * System Memory (RAM): 512MB * Hard Disk: 100MB free space * Screen: 1024x768
Supported Database Backends:
* MySQL 5.0 (with the InnoDB storage engine) * MS SQL Server 2005 (or higher) * Oracle 10g |
|
|
Technical Architecture |
|
|
|
Backup/Restore Utility |
No |
|
|
Maturity |
Current release: Version 1.5. Now in Phase 2; Phase 2 release expected in February 2009. Beta testing of version 1 began in spring 2006. |
|
|
Hosting Available? |
Not currently |
|
|
Demo/Sandbox available? |
||
|
Sustainability |
Developed business plan in collaboration with Ithaka. |
|
|
Example Users |
1,062 registered users of Version 1.1; 1,756 registered users of Version 1. Users include Georgia Institute of Technology, Archives and Records Management; Princeton University, Seeley G. Mudd Manuscript Library; and University of California, Riverside, Special Collections & Archives Department. |
|
|
Unique Strengths |
|
|
|
Support for Importing/Exporting Metadata |
||
|
Exports MARC |
Yes |
|
|
Exports EAD |
Yes |
|
|
Exports Dublin Core |
Yes |
|
|
Exports MODS |
Yes |
|
|
Exports METS |
Yes |
|
|
Exports MADS |
No |
|
|
Batch Exports EAD |
Yes: "From the resource browse screen select two or more resources that you want to export as either EAD files or MARCXML records." |
|
|
Batch Exports MARC |
Yes |
|
|
Batch Export Tab Delimited Files |
No (?) |
|
|
Imports EAD |
Yes, including abstract, biographical/history note, scope and content, publication rights, conditions/restrictions, preferred citation, and name/subjects |
|
|
Imports MARC |
Yes |
|
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Imports Tab Delimited Files |
Yes: "The Archivists Toolkit allows you to import data from either a tab-delimited file from a table or flat file, or from an XML file structured according to the Accessions XML schema provided with the Toolkit." |
|
|
Imports Digital Image Files |
No |
|
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Import Accession Data |
Yes |
|
|
Batch Import EAD |
Yes: "Target a directory containing the EAD files to be imported and import all EAD files in the directory." |
|
|
Batch Import MARC |
No |
|
|
Batch Import CSV |
No |
|
|
Collection Management Features |
||
|
Appraisals |
No: Has appraisal note. |
|
|
Accessions |
Yes, 40 fields |
|
|
Create Deeds of Gift |
No, but you can link to a deed of gift. |
|
|
Prioritize Processing Order |
Yes |
|
|
Track Donors |
Yes: Create contact info for donor. |
|
|
Project Management |
Sort of: Include "update by/when" on record. |
|
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Record Condition |
Yes |
|
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Manage Locations/ Create Shelf List |
Yes: Can batch add locations. |
|
|
Manage Restricted Materials |
Yes: Provides "field for indicating restrictions on the material due to repository policy, donor specifications, legal requirements, etc." |
|
|
Manage Rights |
Yes |
|
|
Manage Loans and Exhibits |
No |
|
|
Deaccessioning |
Yes |
|
|
Reference Support |
No? |
|
|
Generate Reports |
Yes: Reports include accessions, names, subjects, resources, locations, and repository profile |
|
|
Track Repository Statistics |
Yes: "Includes new fields for recording repository statistics, per recommendations of Archival Metrics Project." Fields include services provided, staff size, collection foci, and repository's physical characteristics. |
|
|
Resource Description |
||
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Authority Control |
Yes, name and subject authority |
|
|
Controlled vocabulary |
Yes: Can reference controlled vocabularies as source in name/subject record. |
|
|
Compliance to Archival Standards |
Yes:
|
|
|
Data Validation |
Yes: "If the record does not include required elements or conform to uniqueness requirements, the user is informed that the record is not valid, and provided with information necessary to fix the record." |
|
|
Templating/Default Fields |
Yes: Default values for accessions, deaccessions, locations, subjects, resources, resource components, digital objects, names, and users. Can use look-up (drop-down) values. |
|
|
Support for Digital Media |
Digital Object module supports describing both simple (single files) and complex (multiple files) digital objects. Produces unbound digital object, "one in which the metadata record simply references the digital content file" (e.g., Dublin Core), or bound digital object, one [in] which the metadata and the digital content files are bound together through the use of a digital binder or wrapper" (e.g., METS). |
|
|
Internationalization |
No |
|
|
Flexibility of Data Model |
Relational database model allows greater flexibility with output. Supports multilevel description according to standard archival practice. Drag-and-drop component-rearrangement tool. |
|
|
Item-level Description |
Conditionally |
|
|
Reorganize Hierarchies |
"To reorder component records, simply select the component you wish to move, and drag it up or down in the hierarchy, releasing the mouse button where you wish to place the component." |
|
|
Dynamically Generate EAD Finding Aids |
Yes |
|
|
Publish Finding Aids Online |
No |
|
|
Administrative Functions |
||
|
User Permissions |
Yes, five levels of user permission, from beginning data entry staff to superuser |
|
|
Support for Harvesting/ Syndication of Content |
No |
|
|
Customization/ Configuration |
Yes: Can customize field labels, screen/browse view, note fields, search fields, reports, data formats, right-mouse functions, and drag and drop. Can create user-defined fields, e.g., date, Boolean, text, integer. |
|
|
Spell Check |
No |
|
|
Bug Reporting |
Yes |
|
|
Interoperability with Digital Repository Systems |
Planned for Phase 2 |
|
|
User Interface |
||
|
Web Publishing |
No |
|
|
Browse |
Yes |
|
|
Search |
Yes: Provides search filters. Can search Name, Subject, Accession, and Resource records. Component-level search results |
|
|
Advanced Search |
"For accession and resource records, the Search Editor also provides the ability to retrieve records by searching for related information. This includes names (creators, sources, subjects), subjects, location, or deaccession dates. In addition, you can search for resources containing a specific instance type, for example, digital objects and also for specific text within notes." |
|
|
Customizable |
Yes, see above. |
|
|
Built-in Help |
Yes, customizable; includes definition and examples. |
|
|
Link to Images & Other Files |
Yes |
|
|
Speed Data Entry |
"Rapid Data Entry feature to allow for repeated entry of component records with fewer mouse clicks than one would use during the process of adding individual component records and then adding instances." Customizable. |
|
|
ARCHON 2.1 |
|
|
Home Page |
http://www.archon.org/ |
|
Developer |
University of Illinois at Urbana-Champaign Library and University of Illinois Archives, Sousa Archives and Center for American Music |
|
Developer's Description |
"Archon is predicated on the notion that a unified, Web-based application is a lynchpin in expanding access to archival descriptive information, digital objects, and electronic records. In this sense, Archon can be thought of as a Content Management System (CMS) that allows archives and manuscript repositories to describe and provide access to the totality of their holdings. Like most content management systems, Archon requires only a set of very common, free technologies (a Web server running PHP 5.0 or higher and a database server, such as MySQL).
"It automatically publishes archival descriptive information and digital archival objects to a user-friendly Website. With Archon, there is no need to encode a finding aid, input a catalog record, or program a stylesheet. Archon's powerful scripts will automatically make everything in the system searchable and browsable on your repository's Website!
"Archon will simplify your workflow and save you time. Once you've input or edited information using some simple Web forms, Archon automatically uploads the files, publishes the Website, and generates EAD and MARC records."
|
|
License |
Illinois Open Source License |
|
Purchasing Cost |
Free |
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Maintenance Cost |
Free |
|
User Support |
|
|
Training |
Proposal for Archon workshop submitted to SAA |
|
System Requirements |
User: á A recent Web browser on any platform
Admin: á Blank MySQL or Microsoft SQL Server database á A Web server (of any type) running PHP 5.0 or higher. |
|
Technical Architecture |
Web-based platform built using PHP 5.0 and SQL database as back end |
|
Backup/Restore Utility |
"Export the entire database for backup purposes, and restore data from a backup files or using a user-defined SQL script."
|
|
Maturity |
Archon 1.0 released August 2006. Archon 2.1 released April 2008, Archon 2.2 to be released July 2008 [Update?] |
|
Hosting Available? |
No, but plans to study potential for hosted Web services. |
|
Demo/Sandbox Available? |
|
|
Sustainability |
Currently supported by University of Illinois at Urbana-Champaign. Won a Mellon Award for Technology Collaboration.
Will develop sustainability plan.
|
|
Example Users |
"A substantial user community has emerged; the software has been downloaded 900 times, installed or upgraded over 600 times, and at least 30 'production' applications currently running or planned."
William & Mary, Purdue, Southern Illinois at Carbondale, Florida Center for Automation, San Diego State, University of Iowa, Wheaton, Bethel College, Missouri Historical Society |
|
Unique Strengths |
|
|
Support for Importing/Exporting Metadata |
|
|
Exports MARC |
Yes |
|
Exports EAD |
Yes |
|
Exports Dublin Core |
No? |
|
Exports MODS |
No |
|
Exports METS |
No |
|
Exports MADS |
No |
|
Batch Exports EAD |
Batch exporters planned for the next post 2.2 release |
|
Batch Exports MARC |
No? |
|
Batch Export Tab Delimited Files |
No? |
|
Imports EAD |
Yes |
|
Imports MARC |
Yes, including batch import |
|
Imports Tab Delimited Files/ CSV |
Yes, CSV |
|
Imports Digital Image Files |
Yes? |
|
Import Accession Data |
Batch import data from MARC, EAD (XML), or CSV format |
|
Batch Import EAD |
Yes |
|
Batch Import MARC |
Yes |
|
Batch Import CSV |
Yes |
|
Collection Management Features |
|
|
Appraisals |
No? |
|
Accessions |
Yes:
|
|
Create Deeds of Gift |
No? |
|
Prioritize Processing Order |
Yes |
|
Track Donors |
No? |
|
Project Management |
No? |
|
Record Condition |
An AV Preservation Assessment module is expected in June 2009.
|
|
Manage Locations |
Yes: "Track room, range, section, and shelf locations for each collection." |
|
Manage Restricted Materials |
Yes |
|
Manage Rights |
Not really, although there is a rights field. |
|
Manage Loans and Exhibits |
No |
|
Deaccessioning |
No |
|
Reference Support |
Not really, but Archon allows archives to "manage information related to researcher accounts and appointments established by researchers.
"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 Archon administrator to view and edit information related to researcher accounts, carts, and logins."
|
|
Generate Reports |
No? |
|
Track Repository Statistics |
No? |
|
Resource Description |
|
|
Authority Control |
Yes:
|
|
Controlled Vocabulary |
Yes |
|
Compliance to Archival Standards |
EAD, MARC, DACS |
|
Data Validation |
? |
|
Templating/Default Fields |
Yes: "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." |
|
Support for Digital Media |
Yes: "Upload digital objects/electronic records or link archival descriptions to external URLs." |
|
Internationalization |
Yes: Currently offers Spanish and English interfaces; French and Italian being considered. |
|
Flexibility of Data Model |
|
|
Item-level Description |
Yes: "Describe the series, subseries, files, items, etc. within each collection." |
|
Reorganize Hierarchies |
Yes: User can transfer levels to another point in hierarchy. |
|
Dynamically Generate EAD Finding Aids |
Yes |
|
Publish Finding Aids Online |
Yes |
|
Administrative Functions |
|
|
User Permissions |
Yes:
|
|
Support for Harvesting/ Syndication |
No |
|
Customization/ Configuration |
Yes:
|
|
Spell Check |
No |
|
Bug Reporting |
? |
|
Interoperability with Digital Repository Systems |
Not yet, but plans to Increase interoperability with other systems using OAI and SWORD technologies.
|
|
User Interface |
|
|
Web Publishing |
"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."
End-users can:
Archon plans "to investigate the addition of a 'user annotation' feature so that archival end-users can submit comments regarding archival collections and/or individual digital objects." |
|
Browse |
Yes: Users can "browse materials by collection title, digital object title, controlled subject heading, creator authority record, or archival record group."
|
|
Search |
Yes:
|
|
Advanced Search |
Yes: Phrase-based searching, can exclude terms. Search filter so that user does not have to scroll to find information. |
|
Customizable |
Yes: Nontechnical staff can modify Archon's themes and customize the interface if they know a little HTML and PHP.
Archon plans to "undertake usability studies and develop new administrative and end-user themes."
|
|
Built-in Help |
Yes: "Use an integrated help system by clicking the help buttons." |
|
Link to Images and Other Files |
Yes: "The digital library [module] 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, items, files) that have been entered. Hyperlinks between the digital object and the associated collection automatically appear in the public Website." |
|
Easy Data Entry |
Yes: "Edit descriptive information directly from an enhanced public interface by clicking the edit icon: Archon pencil image."
When a user begins typing a controlled-subject term, Archon filters a list of potential terms, allowing the user to select the appropriate one.
|
|
CALM FOR ARCHIVES |
|
|
Home Page |
http://www.ds.co.uk |
|
Developer |
DS is a member of the Axiell Library Group, based in the United Kingdom. |
|
Developer's Description |
"Calm is the leading Archives management system in the UK. DS has worked for many years with specialists to develop our Calm products: comprehensive and integrated systems suited to diverse organizational needs. Calm makes it easy to manage data across the heritage sector. All relevant standards are supported seamlessly within one system. Development in partnership with customers ensures that Calm reflects current and changing professional standards. DS is committed to providing mechanisms that allow customers to work with others in similar and cross-sectoral areas." |
|
License |
Commercial |
|
Purchasing Cost |
Depends on number of staff clients and modules purchased. |
|
Maintenance Cost |
25% of software license cost. This includes free updates and upgrades to all purchased modules. |
|
User Support |
|
|
Training |
Yes, customized to user requirements. |
|
System Requirements |
Server specification: RAM – 2Gb
Client specification: |
|
Technical Architecture |
Client/server application, runs as a Windows Service. Uses a proprietary database.
CalmView public access module based on .NET/APSX. |
|
Backup/Restore Utility |
Backup to fit local customer standards. Restore based on restoring database files from last backup. |
|
Maturity |
Calm products have been available for 12 years, with over 300 installations across the United Kingdom and Europe. |
|
Hosting Available? |
Yes |
|
Demo/Sandbox Available? |
Yes |
|
Sustainability |
"Calm has a very large and active user community, and development is based on a user consensus approach. Calm conforms to current approved international standards, including ISAD(G), ISAAR, EAD and OAI. It is our policy to conform to standards once they are ratified.
"There is an optional ESCROW agreement available." |
|
Example Users |
U.K.: National Archives of Scotland Wellcome Library London School of Economics and Political Science The British Postal Museum and Archive Hampshire Record Office The National Gallery Royal Botanic Gardens, Kew Shakespeare Birthplace Trust Transport for London
Other: National Archive of Portugal, Lisbon Shell Family Archives Centre, the Netherlands |
|
Unique Features |
"Calm is a modular system designed to provide a full range of Collection Management functions, including:
|
|
Support for Importing/Exporting Metadata |
|
|
Exports MARC |
Yes, can be mapped |
|
Exports EAD |
Yes |
|
Exports Dublin Core |
Yes, can be mapped |
|
Exports MODS |
No |
|
Exports METS |
No |
|
Exports MADS |
No |
|
Batch Exports EAD |
Yes |
|
Batch Exports MARC |
Yes |
|
Batch Export Tab Delimited Files |
Yes |
|
Imports EAD |
Yes |
|
Imports MARC |
Yes |
|
Imports Tab Delimited Files/CSV |
Yes |
|
Imports Digital Image Files |
Yes: Further integration in next release with implementation of new digital repository module. |
|
Import Accession Data |
Yes |
|
Batch Import EAD |
Yes |
|
Batch Import MARC |
Yes |
|
Batch Import CSV |
Yes |
|
Collection Management Features |
|
|
Appraisals |
Yes |
|
Accessions |
Yes |
|
Create Deeds of Gift |
Yes |
|
Prioritize Processing Order |
Yes |
|
Track Donors |
Yes |
|
Project Management |
No |
|
Record Condition/ Conservation |
Yes |
|
Manage Locations |
Yes: Has a locations database for stock check and collections management. |
|
Manage Restricted Materials |
Yes |
|
Manage Rights |
Yes |
|
Manage Loans and Exhibits |
Yes |
|
Deaccessioning |
Yes |
|
Reference Support |
Yes: Provides support for reference requests. |
|
Generate Reports |
Yes |
|
Track Repository Statistics |
Yes |
|
Resource Description |
|
|
Authority Control |
Yes, for names, places, periods, events, subjects, and class. |
|
Controlled Vocabulary |
Yes: Provides for both single and polyhierarchical subject thesaurus options and provision of the UNESCO or UKAT thesaurus if required by customer. |
|
Compliance to Archival Standards |
Yes: Supports EAD and ISAD (G) and is compliant with ISAAR (CPF) and NCA name authority guidelines. |
|
Data Validation |
Yes: Calm has a sophisticated date parser allowing storage and searching across a variety of date ranges; e.g., a search for "spring 1916" will retrieve record with date April 1916 or circa [?] 1915 or Easter 1916. |
|
Templating/Default Fields |
Yes: Has extensive field and template customization options. |
|
Support for Digital Media |
Yes: Links to electronic data sources, including images, audio, and video. |
|
Internationalization |
Yes: Backend database Unicode aware, and the interface is translatable. |
|
Flexibility of Data Model |
Calm has a flexible database structure, fully supporting relational and hierarchical relationships. |
|
Item-level Description |
Yes |
|
Supports Hierarchical Cataloging |
Yes: Flexible and dynamic tree structure for managing collection hierarchy. Hierarchy levels are not hard coded, which allows customers flexibility to define their own collection structures. |
|
Dynamically Generate EAD Finding Aids |
Yes |
|
Publish Finding Aids Online |
Yes, using CalmView public access module |
|
Administrative Functions |
|
|
User Permissions |
Yes |
|
Support for Harvesting/ Syndication |
Yes: OAI repository and harvester module available. |
|
Customization/ Configuration |
Yes: Record relationships can be viewed through a unique graphical tree browser. Fields are repeatable (unless functionally undesirable) and can contain up to 64,000 characters of searchable text per field; record templates can be modified, but also, unusually, individual records of the same type can have fields added or removed. A standard utility called DS Admin allows the system administrator to vary record types, field labels, authority fields, picklists, and many other functions, without jeopardizing a common upgrade path. All field properties (width, position, label, font, picklist, mandatory, serial number, bib1/MARC/XML attributes, etc.) are user defined using DS Admin. |
|
Spell Check |
Yes, provided as standard |
|
Bug Reporting |
Yes, through support channels and resolved through standard service-level agreements |
|
Interoperability with Digital Repository Systems |
Yes, with external systems through API, XML broker, or exposed URL. Integrated digital repository module available with next release. |
|
User Interface |
|
|
Web Publishing |
Yes: CalmView is the new public access module for Calm, and allows any data and/or images stored in a Calm database to be searched locally or remotely (intranet or Internet) through a Web browser. It is fully parameterized and allows local configuration to control search options (e.g., keyword, Google style simple search, wildcard), screen displays, visible/hidden fields, search filters, data security, access to images and electronic documents, links to other URLs, hierarchical browsing, bookmarking, image watermarking, plus "showcase/image gallery/what's new" features. |
|
Browse |
Yes |
|
Search |
Calm is a structured full-text retrieval system and has search features including any text, field specific, wildcard, proximity, keyword, date parser, Boolean, widen/narrow/exclude, and/or/not, synonym, etc. All fields or combinations of fields may be searched unless functionally undesirable. All words are indexed automatically unless set as a stopword. All fields are indexed automatically unless set as unindexed by the administrator. |
|
Advanced Search |
Yes, customizable, support for intelligent date searching, synonym, wild card, etc. |
|
Customizable |
Yes: CalmView has "out-of-the-box" theming/skinning. Calm application has flexible DS Admin module. |
|
Built-in Help |
Yes |
|
Link to Images and Other Files |
Yes |
|
Easy Data Entry |
Yes: Many of the databases have relational features, so it is possible to move seamlessly across databases using the database tabs and access any associated records. Calm has a dynamic, customizable user interface with a context- sensitive button strip to help workflow operations. |
|
Other Features |
|
|
CUADRA STAR |
|
|
Home Page |
http://www.cuadra.com (home page) http://www.cuadra.com/products/archives.html (description of STAR/Archives) |
|
Developer |
Cuadra Associates, Inc. |
|
Developer's Description |
"STAR/Archives supports the management of archival collections of all types. In describing your collection, you can choose an appropriate level within the full hierarchical model—collections, series, containers, and items.
"With STAR/Archives you can manage the accessioning process, track donors and generate deeds of gift; describe and maintain multiple archival collections, including collections with digitized materials; reorganize the hierarchies as required; provide Web-based access to your collections; search within or across collections; link images and other electronic files; and manage your inventory.
"You can also dispense with the labor-intensive process of creating finding aids by using a text editor or an SGML/XML authoring tool. STAR/Archives dynamically creates EAD finding aids as XML files whenever you need them. STAR/Archives provides support for many standards, including ISAD (g), DACS, Dublin Core, and EAD." |
|
License |
Commercial
Two options are available: a perpetual license and a subscription to the hosted service |
|
Purchasing Cost |
The price depends on whether STAR/Archives is hosted by the company or on the institution's own servers, as well as the number of simultaneous users supported and several other variables. Training, data conversion, maintenance, and peripherals also entail separate costs.
Cost estimates are provided on request. |
|
Maintenance Cost |
Software maintenance is included in the subscription cost of the hosted solution.
For the perpetual license, the first year of software maintenance is free.
|
|
User Support |
|
|
Training |
Yes: Generally delivered via teleconference; however, on-site training is also available. For teleconferenced training: 12 hours initial training, 6 hours follow-up training. For onsite training: 3 days on site. System management training is in addition. |
|
System Requirements |
Varies by the operating system of the server. The following server operating systems are supported: Windows 2000/2003; Unix; Linux.
Users responsible for creating records and managing the application need PCs that run under Windows 2000, Windows 2003, Windows XP, or Vista. |
|
Technical Architecture |
|
|
Backup/Restore Utility |
STAR relies on standard backup procedures that are included with operating systems and commercial third-party backup software. |
|
Maturity |
STAR itself was first released in 1982. Organizations have been using STAR to manage archival collections since 1983. STAR/Archives was released in 2003. |
|
Hosting Available? |
Yes |
|
Demo/Sandbox Available? |
Yes, by request |
|
Sustainability |
Maintained by company |
|
Example Users |
Available on request |
|
Unique Strengths |
|
|
Support for Importing/Exporting Metadata[44] |
|
|
Exports MARC |
Yes |
|
Exports EAD |
Yes: Finding aids are generated in EAD as XML files (one user reported problems with EAD export). |
|
Exports Dublin Core |
Yes |
|
Exports MODS |
No |
|
Exports METS |
No |
|
Exports MADS |
No |
|
Batch Exports EAD |
Yes: EAD files for a repository can be exported as a batch. |
|
Batch Exports MARC |
Yes |
|
Batch Export Tab Delimited Files |
Yes |
|
Imports EAD |
Yes, with support from the company |
|
Imports MARC |
Yes, with support from the company |
|
Imports Tab Delimited Files/ CSV |
Yes: Customers that have perpetual licenses can use STAR's toolkit to filter and import such data. For others, and for most new customers, Cuadra staff can import such data on the user's behalf. |
|
Imports Digital Image Files |
Digital image files are linked to item-level records, not imported. Cuadra links the files to the item-level records as part of legacy data conversion projects. From then on, users themselves link the files as they enter item-level records. |
|
Import Accession Data |
Yes: Customers that have perpetual licenses can use STAR's toolkit to filter and import such data. For others, and for most new customers, Cuadra staff can import these data on the user's behalf. |
|
Batch Import EAD |
Yes, with support from company |
|
Batch Import MARC |
Yes, with support from company |
|
Batch Import CSV |
Yes: Customers that have perpetual licenses can use STAR's toolkit to filter and import such data. For others, Cuadra staff can import these data on the users behalf |
|
Collection Management Features |
|
|
Appraisals |
Yes |
|
Accessions |
Yes |
|
Create Deeds of Gift |
Yes |
|
Prioritize Processing Order |
No |
|
Track Donors |
Yes |
|
Project Management |
No |
|
Record Condition |
Yes: Includes fields for recording condition as well as conservation. |
|
Manage Locations |
Yes |
|
Manage Restricted Materials |
Yes: "Control who can see records as well as the associated images and files." |
|
Manage Rights |
Yes: "Records reproduction and other ownership rights and logs rights granted to others." |
|
Manage Loans and Exhibits |
Yes, loans. Support for exhibit management is planned. |
|
Deaccessioning |
Yes |
|
Reference Support |
No |
|
Generate Reports |
Yes, customizable report function |
|
Track Repository Statistics |
While the application does not yet meet the standards that are being developed by the University of Michigan, several statistical reports are included in STAR/Archives. |
|
Resource Description |
|
|
Authority Control |
Yes |
|
Controlled Vocabulary |
Yes |
|
Compliance to Archival Standards |
ISAD(G), EAD, Dublin Core, DACS |
|
Data Validation |
Yes |
|
Templating/Default Fields |
Yes |
|
Support for Digital Media |
Yes |
|
Internationalization |
Partial: supports translation of user interfaces |
|
Flexibility of Data Model |
Yes |
|
Item-level Description |
Yes |
|
Reorganize Hierarchies |
Yes: "Reorganize hierarchies as required." |
|
Dynamically Generate EAD Finding Aids |
Yes |
|
Publish Finding Aids Online |
Yes |
|
Administrative Functions |
|
|
User Permissions |
Yes |
|
Support for Harvesting/ Syndication |
No |
|
Customization/ Configuration |
Yes |
|
Spell Check |
Yes |
|
Bug Reporting |
Yes: Customers are encouraged to report problems to Customer Support. Problems are addressed as they are discovered or reported, and the customers affected by any particular problem are provided with either a fix or a workaround. |
|
Interoperability with Digital Repository Systems |
STAR includes APIs that allow other software programs to communicate with STAR. |
|
User Interface |
|
|
Web Publishing |
Yes: Web-based public interface that allows for searching within and across collections. |
|
Browse |
Yes |
|
Search |
Yes: "Search within or across collections" |
|
Advanced Search |
Yes |
|
Customizable |
Yes: "Advanced searching allows the use of explicit Boolean operators, set combinations, date-ranging, and field selection." In addition, both the look and the functionality of the Web module can be customized in many different ways. |
|
Built-in Help |
Yes |
|
Link to Images and Other Files |
Yes |
|
Easy Data Entry |
Yes |
|
Other Features |
|
|
ELOQUENT ARCHIVES |
|
|
Home Page |
http://www.eloquent-systems.com/products/archives.shtml |
|
Developer |
Eloquent Systems Inc |
|
Developer's Description |
"Eloquent Archives is an integrated application including all the functions for archival description, accessioning/de-accessioning, controlling vocabulary, custodial management, research requests, tracking, and other workflow management.
"Eloquent Archives software can easily be configured for any size or type of institution. Existing customers include state/provincial and local government, major corporations, and small heritage institutions.
"Eloquent Archives complies with international standards such as ISAD(G), RAD, EAD, DACS, and ISAAR. The software supports hierarchical structures and multi-dimensional linking of data elements. Researchers can easily navigate through the database to find what they need." |
|
License |
Commercial or SaaS |
|
Purchasing Cost |
$4,000 to $35,000, depending on modules used and size of holdings. SaaS: No purchase; annual fee $2,700 to $9,500. |
|
Maintenance Cost |
15% of list price (not required with SaaS) |
|
User Support |
Unlimited hotline support with annual maintenance fee |
|
Training |
Just-in-time with WebEx remote service |
|
System Requirements |
Any MS Windows Server for software; any Internet browser for all client and admin functions |
|
Technical Architecture |
Entirely Web-based |
|
Backup/Restore Utility |
Yes: "Easy recovery of deleted data." |
|
Maturity |
Smooth progression from DOS, Windows, and Web over 20 years |
|
Hosting Available? |
Yes |
|
Demo/Sandbox Available? |
Yes |
|
Sustainability |
The software will run forever if you do not make significant changes to the server system software. Data can be exported at any time. Annual support fees are highly advisable, but not mandatory. |
|
Example Users |
|
|
Unique Features |
|
|
Support for Importing/Exporting Metadata |
|
|
Exports MARC |
No, but exported EAD can be run through free publicly available EAD-to-MARC conversion software. |
|
Exports EAD |
Yes |
|
Exports Dublin Core |
Yes |
|
Exports MODS |
P – Eloquent XML Export Utility can be configured the DTD for MODS. |
|
Exports METS |
P – Eloquent XML Export Utility can be configured the DTD for METS. |
|
Exports MADS |
P – Eloquent XML Export Utility can be configured the DTD for MADS. |
|
Batch Exports EAD |
Yes |
|
Batch Exports MARC |
P – Export to EAD and use third-party utility to convert to MARC |
|
Batch Export Tab Delimited Files |
Yes |
|
Imports EAD |
Yes |
|
Imports MARC |
Yes: For library component of product; from there, integrated with archives or migrated to descriptive record structure. |
|
Imports Tab Delimited Files/CSV |
Yes |
|
Imports Digital Image Files |
Yes: Attaches all formats of digital content to metadata. |
|
Import Accession Data |
Yes |
|
Batch Import EAD |
Yes |
|
Batch Import MARC |
Yes: For library component of product; from there, integrated with archives or migrated to descriptive record structure. |
|
Batch Import CSV |
Yes |
|
Collection Management Features |
|
|
Appraisals |
Can be custom tailored for minimal charge. |
|
Accessions |
Yes |
|
Create Deeds of Gift |
Yes |
|
Prioritize Processing Order |
Yes, can be tailored. |
|
Track Donors |
Yes |
|
Project Management |
Yes:
|
|
Record Condition |
Yes: "Track accessioning, location management, preservation and treatment." |
|
Manage Locations |
Yes |
|
Manage Restricted Materials |
Yes: "Record access restrictions." |
|
Manage Rights |
Configurable user groups and users ranging through public, staff, and administrator. |
|
Manage Loans and Exhibits |
Yes |
|
Deaccessioning |
Yes |
|
Reference Support |
Partial: "Manage reading room research activities." |
|
Generate Reports |
Yes: "Generate reports in HTML, PDF, XML or ASCII." |
|
Track Repository Statistics |
Partial:
|
|
Resource Description |
|
|
Authority Control |
Yes, compliant with ISAAR(CPF) |
|
Controlled Vocabulary |
Yes, support for building thesauri |
|
Compliance to Archival Standards |
Yes: "Invoke DACS, ISAD(G) and RAD standards, or custom versions." |
|
Data Validation |
Yes, on specific fields |
|
Templating/Default Fields |
Yes, and copy of entire existing record for minor modification into a new record. |
|
Support for Digital Media |
Yes: "Include any form of digital content such as documents, images, and multimedia." |
|
Internationalization |
Yes: "Support concurrent users in the language of their choice." |
|
Flexibility of Data Model |
Yes, with WebGENCAT database component all components of the application can be modified or enhanced. Or, a new application can be built from scratch. |
|
Item-level Description |
Yes |
|
Reorganize Hierarchies |
Yes: Supports any number of levels; user-definable names for levels; flexible structures within various branches of a tree. |
|
Dynamically Generate EAD Finding Aids |
Yes |
|
Publish Finding Aids Online |
Yes |
|
Administrative Functions |
|
|
User Permissions |
Yes: "Restrict access to sensitive data through privacy and security controls." |
|
Support for Harvesting/ Syndication |
Can export EAD for import into another system; EAD contains links for dynamic access to source database; can link out to other databases for related data. Eloquent's Branch Module supports building a union catalog for consortia of smaller institutions. |
|
Customization/ Configuration |
Yes: "Create additional fields, entry screens, and reports with development tools." |
|
Spell Check |
Yes: Available with some browsers; can be added to all other browsers; uses the browser vocabulary/dictionary. |
|
Bug Reporting |
Yes, covered with annual maintenance fee. |
|
Interoperability with Digital Repository Systems |
No, but appropriate interface can be easily tailored for most digital repositories. |
|
User Interface |
|
|
Web Publishing |
Yes |
|
Browse |
Yes |
|
Search |
Yes |
|
Advanced Search |
|
|
Customizable |
Yes: "Full control over look and feel of Web pages." |
|
Built-in Help |
Yes: "Context-sensitive online help." |
|
Link to Images and Other Files |
Yes |
|
Easy Data Entry |
Yes, through Web forms |
|
Other Features |
|
|
ICA-AToM 1.2[45] |
|
|
Home Page |
http://ica-atom.org/ |
|
Developer |
Project Partners:
Project Funders:
|
|
Developer's Description |
"ICA-AtoM is Web-based archival description software that is based on International Council on Archives (ICA) standards. 'AtoM' is an acronym for 'Access to Memory'. ICA-AtoM is multi-lingual and supports multi-repository collections." |
|
License |
GPL v2 license |
|
Purchasing Cost |
Free |
|
Maintenance Cost |
Free |
|
User Support |
|
|
Training |
"Yes, including train-the-trainers package" |
|
System Requirements |
|
|
Technical Architecture |
"ICA-AtoM comprises:
|
|
Backup/Restore Utility |
Yes: Will be included in 1.2. |
|
Maturity |
Currently under development; projected to be available in summer 2009. ICA-AToM 1.0 was released for beta testing in July, 2008 |
|
Hosting Available? |
Yes: "The core developers (Artefactual Systems) will offer hosting and other service providers will be encouraged to provide hosting services."
|
|
Demo/Sandbox Available? |
Yes: A demo CD is available for download at http://ica-atom.org/democd. An online demo copy is available at http://ica-atom.org/demo. This will give anyone a login password and allow you to play with the software. In addition, the software will be available for download with a Web application installer. In addition, the software code is available for checkout at http://ica-atom.org/code.html. |
|
Sustainability |
ICA-AToM is pursuing a multifaceted approach to sustainability, including grant support, membership, and training workshops. They have put forward a business model:
"The ICA-AtoM software will always be publicly available as free and open source software. In order to raise funds to achieve the project's objectives and values, the ICA-AtoM Project will establish a business model that includes the following components:
1. applying for grants and subsidies; 2. charging fees for delivering ICA-AtoM–related training workshops; 3. creating a purely voluntary institutional membership model, based on fees or contributions in kind, to pool the resources of those institutions that are using ICA-AtoM; 4. charging a commission for brokering ICA-AtoM technical services between recommended third-party contractors and institutions seeking assistance with ICA-AtoM installation, hosting, customization, new feature development, etc."
A "bounty" model is also being considered. |
|
Example Users |
Dutch Archiefschool Research Institute |
|
Unique Features |
|
|
Support for Importing/Exporting Metadata |
|
|
Exports MARC |
Yes |
|
Exports EAD |
Yes |
|
Exports Dublin Core |
Yes |
|
Exports MODS |
Yes |
|
Exports METS |
Yes |
|
Exports MADS |
? |
|
Batch Exports EAD |
Yes |
|
Batch Exports MARC |
Yes |
|
Batch Export Tab Delimited Files |
Yes |
|
Imports EAD |
Yes |
|
Imports MARC |
Yes |
|
Imports Tab Delimited Files/CSV |
Yes |
|
Imports Digital Image Files |
Yes |
|
Import Accession Data |
? |
|
Batch Import EAD |
Yes |
|
Batch Import MARC |
MARC XML |
|
Batch Import YML |
Yes |
|
Batch Import CSV |
Yes |
|
Collection Management Features |
|
|
Appraisals |
Yes |
|
Accessions |
Yes |
|
Create Deeds of Gift |
Yes |
|
Prioritize Processing Order |
? |
|
Track Donors |
Yes |
|
Project Management |
? |
|
Record Condition |
? |
|
Manage Locations |
Yes |
|
Manage Restricted Materials |
? |
|
Manage Rights |
Yes |
|
Manage Loans and Exhibits |
? |
|
Deaccessioning |
? |
|
Reference Support |
Yes, retrieval and reproduction requests |
|
Generate Reports |
Yes |
|
Track Repository Statistics |
Yes |
|
Resource Description |
|
|
Authority Control |
Yes |
|
Controlled Vocabulary |
Yes: "Controlled vocabularies (functions, subjects, places) used throughout the system (e.g., as access points or in drop-down value lists). Organized into separate taxonomies."
|
|
Compliance to Archival Standards |
Yes: "ICA-AtoM is built around the International Council on Archives' (ICA) descriptive standards:
Future iterations of ICA-AtoM will support:
|
|
Data Validation |
? |
|
Templating/Default Fields |
Yes: Admin can create templates. |
|
Support for Digital Media |
Yes: "Upload and display of digital media. Interface to digital media repositories." |
|
Internationalization |
Yes: "All screen elements (buttons, links, fields, labels) and database contents can be translated into multiple languages. The current version of ICA-AtoM (v1.0 beta) supports the following languages: * Dutch * English * French * Portuguese * Spanish"
|
|
Flexibility of Data Model |
Yes, custom user-fields, crosswalks to other standard |
|
Item-level Description |
Yes |
|
Support for Hierarchical Description |
Yes, multilevel description |
|
Dynamically Generate EAD Finding Aids |
Yes |
|
Publish finding aids online |
Yes |
|
Administrative Functions |
|
|
User Permissions |
Yes: Roles include "Researcher, Contributor, Editor, Translator and Administrator."
|
|
Support for Harvesting/ Syndication |
Yes, via OAI and IETF Atom Publishing Protocol (APP)
|
|
Customization/ Configuration |
Yes, custom menus; application configuration settings |
|
Spell Check |
? |
|
Bug Reporting |
Online bug/issue tracking database available to public |
|
Interoperability with Digital Repository Systems/Multi-institution Support |
"ICA-AtoM can be used by a single institution for its own descriptions or it can be set up as a multi-repository "union list" accepting descriptions from any number of contributing institutions."
Interfaces with digital media repositories. |
|
User Interface |
|
|
Web Publishing |
Fully Web based: "All user interactions with the system (create, view, search, update, and delete information) take place through the user's Web browser. Users access HTML pages on the Web server; clicking a button or link triggers a PHP script that sends a command to the database (create, read, update, delete) and returns the output as HTML back to the user's browser." |
|
Browse |
Yes |
|
Search |
Yes: Zend Search Lucene search engine |
|
Advanced Search |
Yes |
|
Customizable |
Yes, theming/skinning |
|
Built-in Help |
Yes |
|
Link to Images and Other Files |
Yes |
|
Easy Data Entry |
Yes |
|
Other Features |
|
|
MINISIS M2A |
|
|
Home Page |
http://www.MINISISinc.com/index.php?page=M2A |
|
Developer |
MINISIS Inc (Canadian based, with five regional offices) |
|
Developer's Description |
"The M2A Application was developed in conjunction with the Archives of Ontario, as there was no existing archival management application that fit their specific needs. ...The core feature of the M2A application is the Archives Descriptive Database (ADD). The ADD has five primary linked databases: accessions, descriptions, lists, name authorities, plus a database that provides linkages between the authorities and descriptive components. In addition, there are multiple interfaces available. For instance, the system can support a senior descriptive officer profile that can review/edit or note required changes of all new records in M2A (before they become permanent records in the system). Whereas another profile exists to allow archivists to edit and update only the records they created. This type of 'profiling' provides even greater flexibility for a client.
"The M2A was designed to allow clients to document their collections in two primary classifications: government records at a series-level description; or private records at a collection= level description. The M2A system supports the comprehensive documentation for any archival record with nine principal levels. The software is easy to adapt, can satisfy all requirements for archival and other management needs from accessioning to description to vital statistics." |
|
License |
Commercial |
|
Purchasing Cost |
Depends on number of users, country GDP, number of applications purchased
M2A is sold as a complete system whether all the modules are required or not. Some features can be blocked to reduce costs. Those features can then be engaged as the institution requires or has the resources to do so.
MINISIS M2A can be expensive, but M2A Web, which is geared toward smaller archives, provides an inexpensive hosted solution for online creation and publishing of archival information.
|
|
Maintenance Cost |
MINISIS has a technical support and maintenance (TSM) Program that is optional and renewable on a yearly basis. Three levels of support are offered. All include access to technical support and free access to all updates of the software. Each one is different; the higher the level of support, the more services included. For instance, VIP includes on-site support at the client site for 10 days per year along with 1 hour response times guaranteed, whereas basic level support means only access to live telephone resources from Monday to Friday only, 7 a.m. to 7 p.m. The levels are: á 15% (BASIC TSM fee) á 19% (PREMIUM TSM fee) á 25% (VIP TSM fee).
This includes software updates and services for technical support. There are no further ongoing costs, and even the TSM is optional not required. |
|
User Support |
|
|
Training |
Yes |
|
System Requirements |
MINISIS recommends updates based on Microsoft's indication of support. |
|
Technical Architecture |
Stand-alone client-server. or "thin"/Web client architecture is supported, along with ASP/hosted solutions. |
|
Backup/Restore Utility |
Use the default backup utilities on your current server. |
|
Maturity |
The first release of the ADD, M2A's first incarnation, was developed in 1999. M2A is now into its fourth official release version. |
|
Hosting Available? |
Yes |
|
Demo/Sandbox Available? |
Yes: You can download an old copy (1 to 2 years old) off the Web site. There is also a link to M2A Online, the ASP version from the same page. Numerous clients have put the MINISIS Web Interface (MWI) on top of their M2A to allow for an OPAC for the public and researches. |
|
Sustainability |
MINISIS Inc has over 33 years of technological progression behind with over $45 million invested in it since the early 1970s. It is protected with over $4 million of E&O insurance and has a following of 1,000s of MINISIS users across 63 countries. The first client to use MINISIS for archives was in 1977, and the last client to implement MINISIS was yesterday. The user community growing continuously. |
|
Example Users |
Province of Ontario Archives, Province of Manitoba, Saskatchewan Archives Board, the City of Ottawa, City of London (U.K.), State of Alaska, the Historic New Orleans Collection Manuscripts Division, Rhode Island Historical Society, Historic New England, Ford Motor Company, and Center for Creative Photography.
See the www.MINISISinc.com Web site for demonstrations. |
|
Unique Features |
|
|
Support for Importing/Exporting Metadata |
|
|
Exports MARC |
Yes |
|
Exports EAD |
Yes: "MINISIS also ensured that the application is EAD compliant for data transfer." |
|
Exports Dublin Core |
Yes |
|
Exports MODS |
Yes |
|
Exports METS |
Yes |
|
Exports MADS |
Yes: Many American clients have the XML map. |
|
Batch Exports EAD |
Yes |
|
Batch Exports MARC |
Yes |
|
Batch Export Tab Delimited Files |
Yes. |
|
Imports EAD |
Yes |
|
Imports MARC |
Yes |
|
Imports Tab Delimited Files/CSV |
Yes |
|
Imports Digital Image Files |
Yes |
|
Import Accession Data |
Yes |
|
Batch Import EAD |
Yes |
|
Batch Import MARC |
Yes |
|
Batch Import CSV |
Yes |
|
Collection Management Features |
|
|
Appraisals |
Yes |
|
Accessions |
Yes |
|
Create Deeds of Gift |
Yes |
|
Prioritize Processing Order |
Yes |
|
Track Donors |
Yes |
|
Project Management |
MINISIS provides an event handler tool that can be implemented to direct project activities if that is desired. |
|
Record Condition |
Yes |
|
Manage Locations |
Yes |
|
Manage Restricted Materials |
Yes |
|
Manage Rights |
Yes |
|
Manage Loans and Exhibits |
Yes |
|
Deaccessioning |
Yes |
|
Reference Support |
Yes: "Connectivity to other modules such as client registration, reproduction ordering and tracking and enquiries management." |
|
Generate Reports |
Yes: Two report generators are included in the MINISIS toolkit to allow both technical and nontechnical personnel to build reports. |
|
Track Repository Statistics |
Yes |
|
Resource Description |
|
|
Authority Control |
Yes |
|
Controlled vocabulary |
Yes: Clients can determine and set any vocabulary for fields, validation tables, and authorities at their will. |
|
Compliance to Archival Standards |
Yes: "ISAD(G), RAD, and EAD compliant" |
|
Data Validation |
Yes |
|
Templating Default Fields |
Yes |
|
Support for Digital Media |
Yes: "Images database; Multimedia management, including digital images, maps, photographs videos with supporting text," |
|
Internationalization |
Yes: UTF-8 support; supports translation of user interface; support for Latin-based languages, Chinese, and Arabic |
|
Flexibility of Data Model |
Yes: "For instance, M2A has been designed to allow flexibility in the level of description that is applied. The Archives of Ontario employs the 'series' as the highest level of arrangement for government records. Whereas for private or non-government records like that in New Orleans or Rhode Island or our European clients–they engage the fonds or collection level as the highest level of arrangement. Key to this flexible approach is that M2A enables the user to decide the most appropriate level of classification to be applied. The M2A and MINISIS toolkit encourage the user to adapt the application to meet their specific needs." The entire system can be modified to fit and add any features, functions, and processes required. |
|
Item-level Description |
Yes |
|
Support for Hierarchical Description |
Yes: "In-built hierarchical structures to handle multilevel description" |
|
Dynamically Generate EAD Finding Aids |
Yes |
|
Publish Finding Aids Online |
Yes |
|
Administrative Functions |
|
|
User Permissions |
Yes, user profiles |
|
Support for Harvesting/ Syndication |
Yes, OAI |
|
Customization/ Configuration |
Yes: "100% customization of the application through the use of the SMA toolkit" |
|
Spell Check |
No |
|
Bug Reporting |
Yes |
|
Interoperability with Digital Repository Systems |
Yes: Depends on the product, but most products can be linked via ODBC, XML, or similar protocols and tools. |
|
User Interface |
|
|
Web Publishing |
Yes |
|
Browse |
Yes |
|
Search |
Yes, Web-enabled searching over all databases, including federated searching |
|
Advanced Search |
Yes |
|
Customizable |
Yes |
|
Built-in Help |
Yes |
|
Link to Images and Other Files |
Yes |
|
Easy Data Entry |
Yes |
|
Other Features |
Yes: In addition to the modules listed earlier, MINISIS comes with a complete SMA toolkit that allows for changing everything from indexing to screens to reports, for instance. Also, the complete Web interface (called "MINISIS Web Interface," or MWI for short), allows users to set up and share/restrict data or types of interfaces via the M2A. Also, MINISIS provides a product called "MINT" which integrates archival, museum, and library applications into one, allowing for total management of most materials kept in these organizations through one interface. |
|
COLLECTIVEACCESS |
|
|
Home Page |
http://www.collectiveaccess.org/ |
|
Developer |
Whirl-i-Gig, along with partner institutions |
|
Developer's Description |
Formerly called OpenCollection, CollectiveAccess is "a full-featured collections management and online access application for museums, archives and digital collections. It is designed to handle large, heterogeneous collections that have complex cataloguing requirements and require support for a variety of metadata standards and media formats. Unlike most other collections management applications, CollectiveAccess is completely Web-based. All cataloging, search and administrative functions are accessed using common Web-browser software, untying users from specific operating systems and making cataloguing by distributed teams and online access to collections information simple, efficient and inexpensive." |
|
License |
GNU General Public License (GPL) version 2 |
|
Purchasing Cost |
Free |
|
Maintenance Cost |
Free |
|
User Support |
|
|
Training |
Available from developers. Cost is based upon location and desired scope of training. |
|
System Requirements |
|
|
Technical Architecture |
Written in PHP and MySQL |
|
Backup/Restore Utility |
Backup and restore is possible using free tools bundled with MySQL. |
|
Maturity |
Work on what became CollectiveAccess began in 2003. The first public release, version 0.50, was made available in March of 2007. Version 0.54 released on May 31, 2008. |
|
Hosting Available? |
No CollectiveAccess-specific hosting services are available at this time. A commercial vendor in Belgium is considering such a service for debut in 2009. However, CollectiveAccess has been designed for compatibility with low-cost Internet service providers such as 1and1 Internet, Pair Networks, HostMySite.com. |
|
Demo/Sandbox Available? |
Yes |
|
Sustainability |
Project is supported by a diverse group of museums, historical societies, archives, and corporate archives in the United States and Europe. |
|
Example Users |
Royal Museum for Central Africa, Tervuren, Belgium; Berkeley Natural History Museums, University of California, Berkeley; Coney Island History Project; Durst Organization; Parrish Art Museum |
|
Unique Features |
|
|
Support for Importing/Exporting Metadata |
|
|
Exports MARC |
Not yet, but due with next release |
|
Exports EAD |
Not yet, but due with next release |
|
Exports Dublin Core |
Not yet, but due with next release |
|
Exports MODS |
Not yet, but MODS import and export planned for upcoming release |
|
Exports METS |
Not yet, but METS import and export planned for upcoming release |
|
Exports MADS |
Not yet, but MADS import and export planned for upcoming release |
|
Batch Exports EAD |
Not yet, but due with next release |
|
Batch Exports MARC |
Not yet, but due with next release |
|
Batch Export Tab Delimited Files |
Not yet, but due with next release |
|
Imports EAD |
Not yet, but due with next release |
|
Imports MARC |
Not yet, but due with next release |
|
Imports Tab Delimited Files/CSV |
Not yet, but due with next release |
|
Imports Digital Image Files |
Yes: "Batch upload of media files. The 'File Space' is a holding area for media files to be added to object records. Using a Web-browser-based user interface media may be uploaded to the File Space in large batches (as ZIP, Tar-Gzip, or GZip encoded archives) for subsequent cataloguing. In most cases, this is considerably faster than uploading media file-by-file." |
|
Import Accession Data |
Not yet, but due with next release |
|
Batch Import EAD |
Not yet, but due with next release |
|
Batch Import MARC |
Not yet, but due with next release |
|
Batch Import CSV |
Not yet, but due with next release |
|
Collection Management Features |
|
|
Appraisals |
Yes, appraisal documentation |
|
Accessions |
Yes: "Tools for managing accession numbering, tracking of object donor information and lot-level cataloguing for use by collection registrars are included." The "lots" facility provides these functions; it is also possible to configure OC to create unique accession numbers according to a pattern and to enforce standards for accession numbers. See http://trac.CollectiveAccess.org/wiki/IDNumbers and http://trac.CollectiveAccess.org/wiki/MultipartIDNumber. |
|
Create Deeds of Gift |
Yes: "Printable form letters for registrarial functions" are planned for September 15, 2008 release. |
|
Prioritize Processing Order |
No |
|
Track Donors |
Yes |
|
Project Management |
There are no formal project management features, although this is something that has been discussed for 2009. There are quite a lot of de facto project management features in there already in the form of tagging of items. |
|
Record Condition |
Yes, custodial notes |
|
Manage Locations |
Yes: "Managing a hierarchy of storage locations and recording current and previous locations of objects."
|
|
Manage Restricted Materials |
Yes |
|
Manage Rights |
Yes: "Recording acquisition of use rights and licensing of use rights for objects." |
|
Manage Loans and Exhibits |
Partial: Can record loans in note field, but fuller support planned for future release. |
|
Deaccessioning |
Yes, deaccessioning field |
|
Reference Support |
The system does not currently track how many times a record has been viewed. It may be added in a future release however; it is not difficult to do. |
|
Generate Reports |
Yes: "The search engine's support for Boolean combination, exclusion, wildcards and field-level limiting makes it possible to pose very specific queries suitable for reporting. The result of any search in CollectiveAccess may be downloaded as a tab-delimited file suitable for import into Microsoft Excel or similar applications for reporting purposes. The list of report fields and their output order may be customized." An improved version is coming in v0.6. |
|
Track Repository Statistics |
A project participant, Seth van Hooland, is working on the creating of metadata quality assessment tools for integration into CollectiveAccess as part of his Ph.D. work. Some these tools, at least, will be integrated into CollectiveAccess this fall. |
|
Resource Description |
|
|
Authority Control |
"CollectiveAccess has a full set of tools for managing and cataloguing with the following types of authority lists:
|
|
Controlled Vocabulary |
"An unlimited number of hierarchical controlled vocabularies may be loaded into the system and used side-by-side for cataloguing. Management tools allow selected users to edit existing vocabularies or create new ones from scratch.
"A tool is included to import Getty Art and Architecture Thesaurus (AAT) data files into CollectiveAccess. It should be possible to load other thesauri into CollectiveAccess without modification to the core system." |
|
Compliance to Archival Standards |
Flexible, configurable data model; can set up to support particular standards by creating object- and authority-level attributes. These attributes can map to specific elements of various standards. |
|
Data Validation |
Yes: "Configurable id/accession numbering for lots, objects and authorities. CollectiveAccess may be configured to enforce standards and/or auto-generate unique identifiers for lots, objects, and authority records. Identifiers may be composed of multiple parts, each with its own specification and requirements." You can also set pattern matching for attributes and length and value boundary checks for text and number numbers respectively. Dates are always validated with invalid dates rejected. Uploaded media is also validated with unrecognized or invalid formats rejected. |
|
Templating/Default Fields |
Yes: "Object 'templates' give you the ability to use an existing object record as the basis of new records." |
|
Support for Digital Media |
Yes: "CollectiveAccess understands and can process, convert and display digital media files in many formats, including:
"CollectiveAccess is capable of converting non-Web-viewable formats such as TIFF into Web-friendly formats (JPEG for example) at various sizes. The original format can be retained and made accessible for download. For small files, conversion and resizing may be done in near real-time. For larger files, which can take a considerable amount of time to process, conversion tasks can be queued for later processing on a designated media-processing server. Whatever the uploaded file size, cataloguers are never forced to wait for long while media files are processed.
"Support for individual media types is implemented using a modular plug-in architecture which makes it possible to add support for new media formats without requiring modifications to the core CollectiveAccess system.
"Video files are automatically converted to Flash Video format for playback with CollectiveAccess's built-in video player. The originally uploaded video file is retained as well and can be played back if the user's browser supports the format. Similarly, uploaded audio files are converted to MP3 format for playback with CollectiveAccess's built-in audio player, with original files retained." |
|
Internationalization |
"Internationalized user interface with translations into German and Dutch" planned for September 15, 2008. |
|
Flexibility of Data Model |
Yes |
|
Item-level Description |
Yes, well suited for item-level description. Interface for describing objects include previews of media files. |
|
Reorganize Hierarchies |
Yes?: "Objects may be arranged into hierarchies using "is-a-part-of" relationships. The search engine supports traversal of these hierarchies. CollectiveAccess also supports hierarchical place authorities and vocabularies." |
|
Dynamically Generate EAD Finding Aids |
Not yet |
|
Publish Finding Aids Online |
No: Seems to be focused more on museum objects (and lots) rather than archival collections. However, it looks like EAD can be mapped to existing fields and hierarchies. (A finding-aid interface can be developed rather easily and is the subject of a just-started project with Northeast Historic Films, a regional film archive in Maine [http://www.oldfilm.org]. They are using PBCore as their metadata scheme and to format their finding aids; CollectiveAccess is supporting them in developing a finding aid presentation interface for their Web site |
|
Administrative Functions |
|
|
User Permissions |
Yes |
|
Support for Harvesting/ Syndication |
OAI-PMH support planned for September 15, 2008, release |
|
Customization/ Configuration |
"In addition to the standard set of CollectiveAccess fields representing concepts applicable to anything that can be catalogued—things like "accession number"—sets of custom fields (also known as "attributes") may be defined. These sets can (and usually should) map to established metadata standards such as Dublin Core, Darwin Core, VRA Core 3.0, CDWA Lite, et al. Attributes may be type-specific: they can be defined such that they are only available for specific types of catalogued items (e.g., photographs, video tapes, films). They may also be repeating, and it is possible to impose controls upon input formats.
"Virtually all configuration and administration of an CollectiveAccess installation is performed using a convenient Web-based user interface." |
|
Spell Check |
Not yet. Will happen in v0.7 release. |
|
Bug Reporting |
Bugs can be reported at http://trac.CollectiveAccess.org. |
|
Interoperability with Digital Repository Systems |
Planned integration with Fedora in 2009. |
|
User Interface |
|
|
Web Publishing |
Yes: "A full-featured, search-only (no cataloguing or editing tools), Web-based user interface, intended for public use. This interface provides access to the same search engine used in the cataloguing interface, but honors display restrictions set by cataloguers and includes additional presentation options for results, including map, slide show, and timeline-based display modes" A demo is available here: http://demo.CollectiveAccess.org/ocaccess.
|
|
Browse |
Yes |
|
Search |
Yes: "Flexible search engine. The built-in search engine supports full-text searching over all fields in database, field-limited searches, wildcards, stemming, Boolean combinations, exclusion (Boolean "NOT" operator), phrase searches, synonomy and more. Both simple Google-like and advanced search interfaces are offered.
"Search results may be viewed in several formats: as a list, as a series of thumbnails, as a mosaic (many small icon-like square thumbnails on a single page) and, if found objects are associated with georeferenced place name authority items, as a map." |
|
Advanced Search |
Yes, see above |
|
Customizable |
Yes: "The public access module is designed to be easily personalized by those with basic Web development skills, and to provide a useful platform for more experienced developers seeking to create a highly customized user experience." You can also create your own customized front-end, like this one: http://artists.parrishart.org |
|
Built-in Help |
Partial: User manual is being written. |
|
Link to Images and Other Files |
Yes |
|
Easy Data Entry |
Yes, quick-add feature for adding new authority records while cataloging
|
|
Other Features |
|
|
PAST PERFECT 4 |
|
|
Home Page |
http://www.museumsoftware.com/ |
|
Developer |
PastPerfect Software, Inc, (U.S. company) |
|
Developer's Description |
"PastPerfect sets the standard for collection management software. It is affordable, flexible and easy to use for both small organizations, and large collections."
"PastPerfect conforms to the latest standards for cataloging archive, library, historic object, art object, natural history, archaeology, and photograph collections. It encompasses every aspect of collection and membership management. Automate accessions, cataloging, loans in, loans out, exhibits, condition reporting, and repatriation. Use Research and Reports for full access to your data.
"PastPerfect now has over 6,200 clients." |
|
License |
Commercial |
|
Purchasing Cost |
|
|
Maintenance Cost |
There are no required annual fees with PastPerfect. Recommended annual support contracts range from $330-$720. AASLH institutional members receive a 20% discount. Without an annual support contract, clients pay $85 per incident. |
|
User Support |
|
|
Training |
Yes
|
|
System Requirements |
Minimum hardware: Windows XP, Vista, Server 2003 operating systems, 1 GHz processor, 512 MB RAM for XP, 2 GB RAM for Vista, 1024x768 resolution color monitor, CD-ROM drive, laser, or inkjet printer
Preferred hardware: Intel Pentium 4, 2 GHz+ processor, 2 GB RAM for XP, 3 GB RAM for Vista, 19" color monitor, CD/DVD recordable drive, high-speed Internet access |
|
Technical Architecture |
PastPerfect Version 4.0 is based in Microsoft Visual FoxPro 8. It is a relational database.
With a network upgrade, users may install the program on multiple networked computers that share a dataset. |
|
Backup/Restore utility |
Yes |
|
Maturity |
Past Perfect Version 4.0 was released in October 2004.. |
|
Hosting Available? |
PastPerfect is not Web based. The PastPerfect-Online Upgrade enables PastPerfect users to select the PastPerfect catalog records, images, and data fields they want to publish, and PastPerfect-Online will build a fully searchable, collections-based Web site. Features include Google search indexing, visitor search statistics, visitor feedback forms, and design customization tools. |
|
Demo/Sandbox Available? |
Yes, available as a free download from our Website. |
|
Sustainability |
Large client base. Support for old versions of software. |
|
Example Users |
6,200 museum clients. See http://www.museumsoftware.com/client_list.htm. |
|
Unique Features |
PastPerfect encompasses both collections and contacts management. It is an affordable and comprehensive software package that is easy to install, maintain, and use. |
|
Support for Importing/Exporting Metadata |
|
|
Exports MARC |
ezMARC Upgrade provides a customizable data map to import MARC records into PastPerfect catalogs. |
|
Exports EAD |
No, but is being considered for a future version. |
|
Exports Dublin Core |
Yes, Dublin Core XML |
|
Exports MODS |
No. PastPerfect enables user to export PastPerfect fields to XML. |
|
Exports METS |
No |
|
Exports MADS |
No |
|
Batch Exports EAD |
No |
|
Batch Exports MARC |
? |
|
Batch Export Tab Delimited Files |
? |
|
Imports EAD |
Not directly |
|
Imports MARC |
ezMARC Upgrade (see above) |
|
Imports Tab Delimited Files/CSV |
Yes |
|
Imports Digital Image Files |
The Multi-Media Upgrade enables users to attach digital images and link multimedia files to records. |
|
Import Accession Data |
PastPerfect users may import Accession, Objects, Archives, Photos, Library, and Contacts data from Excel, ASCII, dBase, and FoxPro. Conversions team can help transfer data from other sources. |
|
Batch Import EAD |
? |
|
Batch Import MARC |
? |
|
Batch Import CSV |
Yes? |
|
Collection Management Features |
|
|
Appraisals |
Yes |
|
Accessions |
Yes |
|
Create Deeds of Gift |
Yes |
|
Prioritize Processing Order |
Status field |
|
Track Donors |
Yes |
|
Project Management |
Yes: To-do list. |
|
Record Condition |
Yes |
|
Manage Locations |
Yes |
|
Manage Restricted Materials |
Yes |
|
Manage Rights |
Yes |
|
Manage Loans and Exhibits |
Yes |
|
Deaccessioning |
Yes |
|
Reference Support |
With new version of PastPerfect online, can see Web stats. |
|
Generate Reports |
Yes |
|
Track Repository Statistics |
No |
|
Resource Description |
|
|
Authority Control |
Yes |
|
Controlled Vocabulary |
Lexicon—The Revised Nomenclature for Museum Cataloging (Chenhall's Nomenclature) Authority files |
|
Compliance to Archival Standards |
Yes: "Fields conform to international standard ISAD(G). " |
|
Data Validation |
Partial: for authority control, numeric fields, etc. |
|
Templating/Default Fields |
Users can add records using "Fill with current data" or with default data. |
|
Support for Digital Media |
Can purchase Multi-Media/Digital Imaging Upgrade, "which has been enhanced to include not only digital imaging, but multi-media capabilities that allow you to attach and display audio, video, MS Word documents, Excel spreadsheets, PDFs, and URL Web links to each catalog record." |
|
Internationalization |
Dates formats may be set in General Information. UK clients can set PP for currency and other terminology changes. |
|
Flexibility of Data Model |
Partial: 22 custom fields in each catalog. Can use different authority files for different catalogs (Archives, Photos, Objects, Library). |
|
Item-level Description |
Yes |
|
Support for Hierarchical Description |
Yes, multilevel linking in Archives |
|
Dynamically Generate EAD Finding Aids |
No |
|
Publish Finding Aids Online |
Users can create a finding aid report that may be created in HTML (as with all reports). Reports may be "printed" to MS Word, PDF, and Plain Text as well as to a printer. |
|
Administrative Functions |
|
|
User Permissions |
Yes |
|
Support for Harvesting/ Syndication |
No |
|
Customization/ Configuration |
A number of functions are customizable, including all reports, browse screens, function keys. There are 22 custom fields per catalog. |
|
Spell Check |
Yes |
|
Bug Reporting |
Not built-in, but generally users e-mail or call with problems. |
|
Interoperability with Digital Repository Systems |
No |
|
User Interface |
|
|
Web Publishing |
With Virtual Exhibit, PastPerfect users may create keyword- searchable HTML Web pages that highlight collections through virtual exhibits. http://www.museumsoftware.com/virtual_exhibit.htm. Using PastPerfect-Online, PastPerfect users may create a searchable online catalog from PastPerfect records. http://www.museumsoftware.com/pponline.htm To see examples of PastPerfect-Online sites, go to www.pastperfect-online.com. |
|
Browse |
Yes |
|
Search |
Yes, PastPerfect enables users to search by indexed fields or any field in each catalog. Users can also search all four catalogs by keywords, common fields, people, search terms, or the lexicon.
Yes: "Fully searchable container list for each record." |
|
Advanced Search |
Yes: Search by any of the fields. |
|
Customizable |
There are 22 user-defined fields in each catalog. Browse screens, function keys, all reports, etc., are customizable. |
|
Built-in Help |
Yes: There is a help button that explains each field. |
|
Link to Images and Other Files |
Yes, with purchase of Digital Imaging Module |
|
Easy Data Entry |
Yes |
|
Other Features |
|
[44] In addition to exporting data in formats that have been predefined, STAR includes tools for exporting data in tagged format and then filtering it into other formats. STAR also includes tools for filtering and importing data from many industry standard formats (e.g., delimited, fixed-column position, tagged, MARC) This part of STAR's functionality is available to all customers that have purchased STAR under a perpetual license and to those that subscribe to the premium level of service for the hosted service.
[45] ICA-AToM 1.2 is under development and is projected to be released in September 2009.
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