Archival Management System (AMS)
The Archival Management System (AMS) is a multi-functional tool that supports management of the digitization workflow, especially useful for projects involving multiple departments or organizations. Existing functions in this open source software include: 1) Aggregation and normalization or refinement of collection inventories. Using tools such as Open Refine and MINT, data cleanup can be done analytically and in bulk, though the system also allows individual record-level editing. 2) Prioritization and selection of items for digitization. 3) Scheduling and system alerts to inform users when it is time to begin packing materials for shipping to digitization vendors, shipping dates, when the vendor has completed a batch, and when the materials will be shipped back. 4) Record level search which includes an audio or video player for playback of the digitized item. 5) Bulk ingest of technical and preservation metadata generated by the vendor. 6) Dashboard reporting that tracks project progress, including number and types of items, percentage of project completed, departments/locations, and other pertinent information. AMS was originally developed to support the digitization of 40,000 hours of audiovisual materials from 120 public media stations as part of the Corporation for Public Broadcasting American Archive project, and AVPreserve has also customized an instance for the Flemish Institute for Archiving (VIAA) to manage nationwide digitization from broadcasters, universities, and museums. The source code is available for download from GitHub, and AVPreserve can also provide services to customize it for project particulars such as organizational structure, workflow specifics, language, other material types (such as newspapers), reporting, systems integration, and more. A sandbox instance will be available here soon.