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Appendix 3


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.

Home Page
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
  • Web site
  • Help desk
  • User manual
  • User group
  • Remote assistance support
  • Online tutorial
  • Training courses
  • Remote access training
  • On-site 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
  • Desktop client (Win32)
  • Database backend (SQL server, Oracle,
  • or Adlib proprietary database)
  • ASPX Internet application
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?
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
  • London Borough of Hillingdon, Central Library
  • Senate House Library, Special Collections, University of London
  • International Monetary Fund, Washington D.C.
  • Archive of the City of Amsterdam, the Netherlands
  • Bermuda Archives, Bermuda
  • Center for Documentation and Research, Abu Dhabi
Unique Features
  • OAI Support
Support for Importing/Exporting Metadata
Exports MARC
Exports EAD
Exports Dublin Core
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
Batch Export Tab Delimited Files
Imports EAD
Imports MARC
Imports Tab Delimited Files/CSV
Imports Digital Image Files
Import Accession Data
Batch Import EAD
Batch Import MARC
Batch Import CSV
Collection Management Features
Create Deeds of Gift
Prioritize Processing Order Yes, through the accessions module
Track Donors
Project Management
Record Condition Yes, with purchase of conservation module
Manage Locations
Manage Restricted Materials
Manage Rights
Manage Loans and Exhibits
Reference Support
Generate Reports
Track Repository Statistics
Resource Description
Authority Control
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
Support for Digital Media
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
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
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
Bug Reporting No, but found bugs can be reported using the MyAdlib Web site.
Interoperability with Digital Repository Systems
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.”
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.”
Advanced Search
Customizable Yes, using Adlib Designer
Built-in Help
Link to Images and

Other Files

Easy Data Entry
Other Features
Archivists’ Toolkit 1.5
Home Page
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
Maintenance Cost
User Support
  • Listserv
  • User manual
  • Web site
  • Developers are regarded as being responsive to user requests.
Training Available
System Requirements * 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: 1024×768

* 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: 1024×768

Supported Database Backends:

* MySQL 5.0 (with the InnoDB storage engine)

* MS SQL Server 2005 (or higher)

* Oracle 10g

Technical Architecture
  • Java desktop client
  • Based on relational database model. Supported database backends include MySQL 5.0, MS SQL Server 2005 (or higher), and Oracle 10g.
  • Can work as a stand-alone or networked application.
Backup/Restore Utility
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? Yes:
Sustainability Developed business plan in collaboration with Ithaka.
Example Users 1,062 registered users of Version 1.1; 1,756 regi
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