Creating an in‐house content management system
| Pages | 30-33 |
| Date | 01 June 2002 |
| Published date | 01 June 2002 |
| DOI | https://doi.org/10.1108/03055720210473038 |
| Author | Alexander Roberts |
| Subject Matter | Information & knowledge management |
Creating an in-house
content management
system
by Alexander Roberts, Project
Manager, Coalfield Web Materials
Project
Keywords: Knowledge management systems,
Information management, Archives
Abstract: This paper describes the choice to
develop an in-house content management
system for the Coalfield Web Materials and
the Mine of Information projects currently
running at the University of Wales Swansea.
Background
The Library and Information Services (LIS) at
University of Wales Swansea are currently
involved with the ``Coalfield Web Materials''
and the ``Mine of Information'' archival projects.
The primary aim of both is digitisation and
improvement of access to existing archival
objects held in the South Wales Coalfield
Collection. The ``Mine of Information'' project
aims to improve access to research resources
relating to the South Wales Coalfield, by creating
online catalogue records for archives and printed
books located in partner institutions (http://
www.agor.org.uk/cwm). The records will be held
in EAD and MARC databases at the University of
Wales Swansea. It will enable cross-searching of
these resources by the end-user, via the Web.
The purpose of the ``Coalfield Web Materials''
project, supported by the New Opportunities Fund,
is the digitising of audio, video and photographic
material from the collection and the creation of an
online resource based around streaming
technologies (http://www.mineofinfo.ac.uk).
Although the projects make use of a common
management system (albeit for slightly different
purposes), theparticulars of both will be treated as
one entity in this paper.
Why did we need a system in
the first place?
Library and Information Services realised at the
initial planning stages of the projects that a
system would be required that allowed staff to
enter archival information in a range of file
formats. Staff knew to expect files in MARC,
Modes, and EAD (XML) formats, in addition to
records that were exports from Microsoft Access
databases. Few of the archives or collections
share the same format or system for cataloguing
objects. LIS therefore also needed a system that
would allow staff members to enter and process
digital objects (videos, audio cassettes, scanned
images and documents) in a similar manner to
entering and managing book information using
the OPAC.
The options
LIS considered a number of proprietary solutions
in an effort to find an off-the-shelf solution that
met its needs. A number of vendors were
contacted and the evaluation of products took
place over a period of about one year. At the end
of the evaluation exercise, for a number of
reasons LIS decided to enter into serious
discussions with the same vendor that supplied
our library management system. This was the
decision firstly because the system they were
proposing to deliver offered the ability to
integrate the archival resources with the OPAC,
providing a common user interface, management
platform, server base and therefore a possible
reduction in staff time spent learning a new
package. The vendor was also offering a
comprehensive support package, which from
experience of working with them to design the
OPAC was known to be effective. Lastly, it
appeared that the proposed system would be
capable of accepting files in all of the necessary
formats, which was a crucial concern.
At this stage in the procurement process an in-
house solution to LIS needs was not being
considered. An absence of available staff, an
indefinite development period and lack of in-
house experience meant that an internal solution,
had it been considered, would have been the less
favoured option.
#MCB UP Limited, ISSN 0305-5728, DOI 10.1108/03055720210473038
30 Ð VINE, Volume 32 Number 2 2002, Issue 127
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