Archeion, Ontario's Archival Information Network, is a publicly available, bilingual gateway to descriptions of archival records located in Ontario. There are currently over 20,000 descriptions available for searching and browsing. Archeion also provides contact information and locations of archives where documents can be accessed.

Archeion was built with funding from the Canadian Culture Online Program of Canadian Heritage, the Government of Ontario, Library and Archives Canada, the Ontario Trillium Foundation and the EMC Heritage Trust.

Archeion Coordinator

The Archeion Coordinator is available to give advice to archives about descriptive standards, can help with the writing of descriptions, and answer technical concerns, along with any other questions you may have about participating in Ontario's Archival Information Network.

Contact the Coordinator, Lisa Snider, by email at archeion@aao-archivists.ca. You can also follow her on Twitter @AAOArcheion.

Archeion Assistant

The 2016-2017 AAO Archeion Assistant DHCP funded training project has ended. Please see more information about this project on the Archeion Assistant web page.

Frequently Asked Questions

What does Archeion do?

Archeion brings together information about archival materials held all over Ontario. By contributing information to Archeion, archives allow researchers to easily discover their collections and to make connections between holdings of more than one hundred archival institutions across the province, saving them time and effort. Descriptions in Archeion are exposed to search engines like Google, which means that they are easily found even if researchers are unaware of the Archeion site.

How do I contribute information about my archives to Archeion?

Institutional members of the Archives Association of Ontario are eligible for inclusion in Archeion. Once you have joined the AAO, you will need to contact the Archeion Coordinator at archeion@aao-archivists.ca to receive a username and password for Archeion. The Coordinator will create a basic page in Archeion for your institution and is available to give advice on how to create descriptions of archival materials within the site.

What sort of information does Archeion hold?

Archeion can hold full archival descriptions, right down to digitized images of the records. It can also hold audio and video files and PDF versions of full finding aids. Each institutional member of the AAO is provided with 1 gigabyte of free storage space on Archeion. That's enough for about 2,000 digital images.

Is there a manual for Archeion?

Yes! Archeion uses the AtoM (Access to Memory) platform for describing archive-holding institutions, archives creators and archives. You can download the Archeion manual in English or in French.

How does Archeion link up with other Canadian resources?

Descriptions in Archeion are regularly added to the national catalogue for archival descriptions, Archives Canada, a database managed by the Canadian Council of Archives.

  • 30 Jan 2015 4:03 PM | Danielle Robichaud

    How often are your archives’ descriptions viewed on Archeion?

    Archivists with descriptions on the AAO’s Archeion service can now see which of their materials have been most popular with users of Archeion. With generous contributions from the AAO community, the AAO has been able to fund the development of new functionality for Archeion which allows logged-in contributors to see how often their archival descriptions have been consulted online.

    How does it work?

    Once you have logged in, navigate to your repository’s page on Archeion. At the left hand side of the screen, you will see a new ‘Page views’ option, circled in the screenshot below:

    When you follow the link, you will see a page which summarizes the hits on that repositories materials, taken from Archeion’s access logs. You can limit the time period covered by the report by changing the dates in the boxes at the top of the screen. In the example below, we are seeing the top hits on the descriptions of the University Health Network Archive for October 2014.

    The report shows the reference number and title of the archival descriptions and the number of times they have been viewed in the given time period. If a description is part of a fonds or collection, the title of that fonds is also shown.

    Statistics for the most recent year are available through this option for all contributors to Archeion.

    Archeion in 2014

    Here are a few overall Archeion statistics from 2014 (2013’s figures in brackets):

    Archival descriptions published: 4,562 (5,465)

    Archival descriptions revised: 19,202 (5,954)

    Authority records created: 406 (609)

    Digital objects added: 2,055 (5,484)

    Unique visitors to Archeion: 64,492 (50,174)

    In March 2014 the number of archival descriptions in Archeion passed the 20,000 mark and as of January 5th there were 25,000. Congratulations to all our contributors for all this hard work in helping people find out about Ontario’s archival treasures!

    If you have any questions about Archeion please email me at archeion@aao-archivists.ca.

  • 05 Jan 2015 11:11 AM | Danielle Robichaud

    The AAO's Archeion service now holds over 25,000 descriptions of archival materials held by AAO institutions.

    The 25,000th item was this (inauspicious!) image of a 1976 car crash from the Guelph Mercury fonds, looked after by the Guelph Public Library Archives:



    Safe travels to all in 2015!
  • 04 Nov 2014 9:16 PM | Danielle Robichaud

    Archeion will be upgraded this evening between 6pm and 7pm EST. The site will  still be available to the public during this period, but it is best not to make any changes to your descriptions in the system in that hour.

    This upgrade will introduce the new statistics reporting option to the site, which will allow logged-in contributors to see how often their institution's  descriptions have been viewed over a given period of time. This feature will be available from a repository's home page in Archeion.

    Grateful thanks to all the members of the AAO community who donated funds to make this work possible.

    And just a reminder that all AAO institutional members can have a repository home page in Archeion. For an example, see http://www.archeion.ca/whitby-archives. You don't need to have descriptions of your holdings in the site to have a repository home page: these hold general information about the institution and its contact details. You can also add logos to these pages and even change the colour scheme, if you like!

    If your institution is a member of the AAO and does not yet have its own page in Archeion, please let me know (archeion@aao-archivists.ca) and I will add one for you (or give you a login so that you can edit your page yourself).

    Amanda

  • 24 Sep 2014 9:34 AM | Danielle Robichaud

    Introduction

    Michael Szajewski’s article on the use of Wikipedia to promote archival content suggests that archivists can improve the use of their materials by adding information to Wikipedia articles. He notes that Wikipedia is the sixth most visited site on the Web and that it is widely used by researchers as a starting point for more in-depth research. This makes it a logical place for archives to insert pointers to their resources, to encourage use.

    By placing links into Wikipedia articles, Ontario archivists could help to raise awareness of their materials. If we use a standardized format for the links, we could help to promote the materials, the archives which created the description, and the Archives Association of Ontario (as the publisher of Archeion).

    This article takes a look at Archeion’s current relationship with Wikipedia and suggests a format for links to Archeion that can be used by archivist editors.

    Current situation in relation to Archeion links from Wikipedia

    In the year to January 25, 2014, there were 87 referrals to Archeion from 10 Wikipedia articles. This represents 0.15% of all users of Archeion. 95% of the visitors arriving from Wikipedia had not used Archeion before and on average, they visited five pages on Archeion after their arrival.

    The original style of the links from Wikipedia are summarized in the table below.

     Wikipedia article  Section  Style of link  Archeion page
    Ashburn,_ Ontario References Archeion, Fonds CONG-21 - Burn's Presbyterian Church (Ashburn, Ont.) fonds, accessed March 17, 2012 burns-presbyterian-church-ashburn-ont-fonds;rad
    Elizabethtown-Kitley External links Kitley Twp Archival Records township-of-kitley-fonds;rad
    Fort_Frontenac_Library References ^Origins of the Canadian Army Staff College/Fort Frontenac Library Retrieved 2011-12-19
    canadian-army-staff-college-library;isaar
    H._C._Colles References ^ Archeion
    henry-cope-colles-fonds;rad
    Iva_Campbell_Fallis References ^a b"Fonds 1999-029 - Senator Iva Campbell Fallis fonds". senator-iva-campbell-fallis-fonds;rad
    John_Bayne_Maclean References "Maclean Hunter Limited fonds". Archeion. Retrieved 2011-12-19 maclean-hunter-limited-fonds;rad
    John_Carnegie_(politician) References "Carnege, John, 1837-1910 - Archeion". Archeion.ca. Retrieved 2013-11-20 carnegie-john-1837-1910
    Kashruth_Council_of_Canada References "Ontario Jewish Archives". Archeion. Retrieved 6 March 2012. canadian-jewish-congress-ontario-region-fonds;rad
    List_of_Orthodox_churches_in_Toronto References ^ b Donlands United Church (Toronto, Ont.). Archeion (Ontario's Archival Information Network). Retrieved: 2013-06-02 donlands-united-church-toronto-ont;isaar
    Windsor_Police_Service References http://www.archeion.ca/windsor-police-services-board-and-windsor-police-services-fonds;rad windsor-police-services-board-and-windsor-police-services-fonds;rad

    Observations

    There was an unsurprising lack of consistency in the format of the citations to Archeion in these links. Seven of the ten mentioned Archeion, but only one of the links named the archives-holding institution and none of them referred to the Archives Association of Ontario. Seven linked to archival descriptions, the remaining three to Archeion authority records for institutions or individuals.

    Nine of the ten links were found in the ‘References’ section of the Wikipedia article, meaning that the information in the Archeion page was used to back up claims made in the main body of the article. The exception is the Elizabethtown-Kitley article, where the link to Archeion was found in ‘External links’.

    A search for ‘Archeion’ within the Wikipedia site brought back 44 results. 24 of these referred to the current Archeion site and 12 of them  were broken links to the old ARCHEION pages. These have now been edited to point to the current site. An analysis of these links showed, once again, that there was little consistency in citation style or in the article section used to make the link, although in these older links the Archives Association of Ontario was mentioned three times in the citations.

    Wikipedia guidelines

    Anyone can create an account on Wikipedia and edit its pages. However, it should be noted that the encyclopedia has fairly strictly-enforced guidelines on adding external links, and in the past some archives and libraries have overstepped these, causing editors to object to mass insertion of links by individuals who are relatively new to Wikipedia and whose activity is bordering on spamming the site without adding (in the editors’ view) useful information.

    It is important that the addition of links back to Archeion should not infringe Wikipedia’s guidelines on this. There is a helpful article by Dirk Beestra which addresses these concerns and offers advice to archivists and which should be read by anyone thinking of adding links to Wikipedia. Specifically, Beestra recommends going further than simply adding isolated links in the ‘External links’ section of an article: he encourages archivists to improve the articles themselves and to link to their resources as ‘References’ from the body of the article instead. (Fundamentally, he wants archivists to fully engage as Wikipedia editors, and not to just exploit the site for the purpose of increasing traffic to theirs.)

    The Wikipedia Spam guideline notes that "Adding external links to an article or user page for the purpose of promoting a website or a product is not allowed, and is considered to be spam. Although the specific links may be allowed under some circumstances, repeatedly adding links will in most cases result in all of them being removed."

    Attitudes in the Wikipedia community towards the involvement of cultural heritage institutions might be softening somewhat, if a recent article by Jake Orlowitz and Patrick Earley is to be believed. This states that “the Wikipedia Library is exploring more ambitious ways to connect Wikipedia and libraries. These include:

    • integrating with catalogs, databases, archives, and journals;
    • involving reference librarians in answering queries from Wikipedia editors;
    • providing ways for end users to contact librarians from within Wikipedia;
    • encouraging libraries to host editathons and teaching session about Wikipedia and digital literacy;”

    Proposal

    Adding links and information about archives to Wikipedia is an effective way of promoting archival collections. Formatting references in a consistent way would help to promote the institution which holds the archival material, Archeion, and the AAO itself. In the next section I propose a template for a consistent way of formatting citations to Archeion records in Wikipedia.

    Adding a Reference

    The best practice for adding links to descriptions of archival materials is to edit the main body of a Wikipedia article with information taken from the archival description or authority record, and link back to the Archeion entry in the form of a Reference.

    The recommended format in Wikipedia markup for such references is as follows:

    <ref>{{cite web |author=Archives of Ontario |url=http://www.archeion.ca/m-nicholson-fonds;rad |title=Alexander Malcolm Nicholson fonds |website=Archeion |publisher=Archives Association of Ontario |accessdate=2014-01-25}}</ref>

    An entry like this will create a footnote in the References section of a Wikipedia article which appears like this:

    Explanation of the citation sections

    <ref> Inserts a footnote number in the text and puts the citation in the ‘References’ section of the article

    {{cite web tells Wikipedia this is a citation for a web page

    | divider mark between elements of the citation

    url= Archeion web address for the archival description

    title= title of fonds or collection

    author= name of repository holding the fonds (i.e. the author of the description)

    website= name of website (Archeion in this example)

    publisher= Archives Association of Ontario

    accessdate= date you went to the page (in yyyy-mm-dd format)

    }}</ref> marks the end of the citation

    Adding an External link

    It is also possible to add links to the External links section of Wikipedia, but this option should be used with caution to avoid infringing Wikipedia’s guidelines on spamming. Wikipedia’s own page of guidelines on the type of content to be included in external links is here: https://en.wikipedia.org/wiki/Wikipedia:External_links.

    If an External links section for a page doesn’t already exist, you can make one by typing

    ==External links== (at the end of the page.)

    The format for making a link within this section is as follows:

    ==External links==

    *{{cite web |author=Archives of Ontario |url=http://www.archeion.ca/w-j-loudon-fonds|title=W.J. Loudon fonds |website=Archeion |publisher=Archives Association of Ontario |accessdate=2014-01-25}}

    This text will appear on the Wikipedia page as:

    Conclusion

    Existing links to Archeion have now been updated to reflect the recommendations in this article. I’d be interested to hear your thoughts about these guidelines, and also to find out how many people in our community are already active Wikipedians. If you would be interested in learning how to edit Wikipedia and improve access to Ontario’s archival materials via the site, please let me know (archeion@aao-archivists.ca): it might be possible to arrange a Wikipedia ‘editathon’ style event in the future.

    Amanda Hill

    Archeion Coordinator




  • 28 Mar 2014 4:56 PM | Danielle Robichaud

    Town of Sudbury CrestThis is a guest post written by Shanna Fraser, City Archivist for the City of Greater Sudbury.

     

    “The Municipal Council of the Corporation of the Town of Sudbury enacts and ordains as follows:…No person shall, within the Town of Sudbury, for the purposes of gain, pretend or profess to tell fortunes or any future event by means of cards, palmistry or other craft or device.”[1] This section of the Morality By-Law for the Town of Sudbury came into force July 11, 1893. This by-law included bans on posting indecent placards, swearing, indecent exposure, performing indecent or immoral plays, drunkenness or disorderly conduct, the sale of liquor to minors or apprentices, yelling, ringing of bells, blowing of horns, and even firing cannons. In fact, the Morality By-Law included 36 separate sections for the first residents of the Town of Sudbury to follow and is now available digitally [PDF file: 87MB], along with the rest of the Town of Sudbury’s records, for researchers to peruse on Archeion, Ontario's Archival Information Network.[2]


    The Town of Sudbury was incorporated on April 14th, 1892 with the Ontario Statutes 1892, Chapter 88.[3] Prior to this time, the area which became the Town of Sudbury was located within the Township of McKim which was surveyed by Provincial Land Surveyor Francis Bolger in 1883.[4] The name Sudbury was given to the municipality by CPR construction superintendent, James Worthington, who named it after the hometown in England of his wife, Caroline Frances Hitchcock Worthington.[5] The Town of Sudbury became a City July 28th, 1930 under An Act to Incorporate the City of Sudbury, Ontario Statutes 1930, Chapter 102.[6]

    Mayor_Biggar Records for the Town of Sudbury include minutes, by-laws, assessment rolls, permits, financial records, and photographs. Interesting topics discussed include council debates regarding cow grazing rights,[7] financial donations to Halifax after the explosion December 6, 1917,[8] the creation of the first schools in the municipality,[9] the creation and management of the first city parks,[10] and even the appointment of Edward Scafe to “perform the duties of Town Engineer, Caretaker of the Fire Engine, Town Constable, Collector of Rates, Sanitary Inspector, and to do general repair work for the Municipality.”[11]

    The City of Greater Sudbury Archives received these municipal records of the former town from various Greater Sudbury municipal departments. As these records were created during a relatively short time period between 1892 and 1930,[12] it was possible to make all the records of these first Sudburians available in a digital format.[13]

    Most of the Town of Sudbury records are handwritten textual documents. To aid researchers, an index was created for the handwritten by-laws and some of the records have been transcribed by volunteers including early assessment rolls, collector’s rolls, building permit registers, and even some of the first minutes. These resources allow handwritten records to be used by researchers in ways previously not possible. Keyword searching permits researchers to compare results instantly and interpret data in new ways. Genealogists will enjoy finding their relatives quickly and other casual users will discover records that they would normally have never thought of using before.

    To digitize the documents, textual records were scanned using an Epson 10,000XL Photo Scanner at a setting of 600 dpi based on an 8”x10” print PDF.[14] Both the front and back of each page were scanned and the pages were merged into a single PDF document per record. Typed textual records were then run through Optical Character Recognition (OCR) in Adobe Pro 9 and PDF/A copies were later created for preservation reasons. Photographs were scanned using the same method except they were saved as tiff images with jpeg copies[15] created for our website. Metadata was also embedded in each digital record including identifier numbers, the name of the fonds, the title, the scope and content, and the name of the archives.[16]

    Out of respect for section 26 of the first Morality By-Law, I will not yell through the streets, ring bells, blow horns, or fire cannons to advertise the availability of these first Town of Sudbury records. Nor will I attempt to predict the future of municipal records on Archeion. I do, however, hope that the Town of Sudbury fonds will be just the first of many municipal records available digitally for researchers in Ontario.

    Shanna Fraser[17]



    [1] Town of Sudbury By-Laws, No. 12, Sec. 26, “By-Law to Preserve Order and Public Morals in the Town of Sudbury,” p. 45

    [2] Scanning of these records would not have been possible without the Ontario Youth Employment Fund and L'École secondaire catholique l'Horizon co-op program.

    [3] “An Act to Incorporate the Town of Sudbury,” Ontario Statutes, 1892, Chapter 88

    [4] Ontario Municipal Board, P.F.M. 187, Township of McKim, Schedule G, July 18, 1957,  p. 3

    [5] C.M. Wallace & Ashley Thompson, Sudbury: Rail Town to Regional Capital, (Toronto: Dundurn Press Limited), 1993, p. 14

    [6] “An Act to Incorporate the City of Sudbury,” Ontario Statutes, 1930, Chapter 102

    [7] Town of Sudbury Minutes, Dec 30, 1902 to June 7, 1907

    [8] Financial Statement of the Town of Sudbury From Dec. 15, 1916 to Dec. 15, 1917

    [9] Town of Sudbury By-Law No. 14, “To Levy Rates for Town and School Purposes for the Year 1893,” p. 53; By-Law No. 189, “Being a By-Law for the Establishment of a High School in the Town of Sudbury,” p. 408

    [10] Minutes - Parks Commission - Feb 1917 to July 1928; Parks 1929-1931 (Minute Book)

    [11] Town of Sudbury By-Law No. 26, “A By-Law Relating to the Appointment of a Civic Servant to Perform the Duties of Town Engineer, Caretaker of the Fire Engine, Town Constable, Collector of Rates, Sanitary Inspector, and to do General Repair Work for the Municipality,” p. 86

    [12] And not all of the records have survived due to floods etc.

    [13] Since the records all involved adults over the age of 18 and were created by 1930, privacy was not an issue. “Personal information does not include information about an individual who has been dead for more than thirty years.” Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, s. 2 (2). When the date of death for an individual is unknown, the Office of the Information and Privacy Commissioner of Ontario in Orders PO-1886, PO-2198, PO-2723, MO-2467, PO-2876, PO-2877, and PO-2961, recommended taking the average life expectancy, as listed by Statistics Canada [http://www40.statcan.ca/l01/cst01/health26-eng.htm], for an individual for the years in question (the average male’s and average female’s life expectancy added together then divided by two), assume the individuals died at the average age, and then add 30 years to the figure.  Since the Town of Sudbury ended in 1930 and anyone mentioned within the records was at least 18 years of age, the records could be digitized by 2002.

    [14] There were two exceptions to this standard; the Voters’ Lists we received from the Archives of Ontario (1894-1905) and the Cash Book for the Town of Sudbury (from the Clerk’s Department). The Cash Book record is oversized and would have required four scans per page to digitize with the Epson scanner. To digitize this record, we borrowed the Greater Sudbury Public Library’s digital camera and took pictures of each page in both RAW and jpeg format. These images were then adjusted in Photoshop to correct the camera lens angle and later merged into a PDF.

    [15] Low Resolution, 72 dpi jpeg images are used online to allow the pages to load quickly for researchers.

    [16] All of our digital records on Archeion are available to the public to download. Embedded descriptive metadata ensures researchers will know what the digital item is, where it came from, any copyright information, and how to cite it. This also makes ordering higher resolution reproductions easier with the identifier number always with the lower resolution digital copy and also can stop researchers from attempting to donate records back to the archives from where they were originally obtained.

    [17]I would like to take this opportunity to thank all of the students, interns, recent graduate placement workers and volunteers who worked tirelessly on this project, especially Emilie Overton, Christina Comacchio, Mary McDonald, Anna Burke, Jasmine Boeker Monteil, Marnie Seal, Christine Walbank, Mia Piironen, Jenna Guse, Aaron St. Pierre, Heather Wilson, Kyle Ierino, Diana Mulcahey, Nick McMullen, Ashley Locke Boucher, Wendy McBain, Sheila Prusila, Carol Prusila, Cora Turcott, Vicki Turcott and Janette Fraser (thanks Mom!). I would also like to thank Archivist Alyssa Gallant for her endless work, all the other City of Greater Sudbury departments for transferring the records, Manager of Libraries and Heritage Resources Claire Zuliani and Director of Citizen Services Ron Henderson for their continual support and everyone at the Greater Sudbury Public Library for listening to my stories of trying to process these records.

  • 27 Mar 2014 9:14 PM | Danielle Robichaud

    On March 17th we sent out a short survey about Wikipedia. We were interested in archivists' perceptions of the encyclopedia and wanted to see whether they already contributed information about archival resources to it. The survey also sought feedback concerning people's interest in training related to the service - and what form any training should take.

    54 people completed the survey and this post summarizes the responses.


    Survey respondents' locations:

     

    Respondents locations

    Frequency of use:

     

    Frequency of use

    Reliability and usefulness of Wikipedia:

     

    Usefulness and reliability of Wikipedia

    Opinions of Wikipedia by type of user:

     

    Overal ratings by frequency of use

    There's a clear correlation here between people's opinions of Wikipedia and their frequency of using the service.

     

    Next we asked people if they had ever edited Wikipedia themselves:

     

    Already editing Wikipedia

     

    Respondents told us about the types of resources they currently have online:

     

    Types of online resources

     

    About a quarter of respondents have already put links to their resources into Wikipedia, whereas half have not considered doing so:

     

    Considered adding links

    Four out of five respondents wanted to learn more:

    Want to find out more

     

    And when asked how they wanted to learn, these were the replies:

     

    How to learn more

     

    Thanks very much to everyone who took the time to complete the survey. It's still open here if you want to add your own views. There's an article in the forthcoming issue of Off The Record on this topic, and we hope to organize some training in the not-too-distant future, too.

    Amanda Hill

    Archeion Coordinator

     

     

  • 24 Jan 2014 6:19 PM | Danielle Robichaud

    Archeion will soon be getting a new look and we are sharing the new logos here so that you can make use of them on your own website, providing your users with a direct link to the Archeion site at http://archeion.ca/. For larger spaces, use the full Archeion logo:

    AAO_Archeion_logo_button_small

    If space is limited, you can use the logo without the AAO banner instead:

    Archeion_logo_without_AAO_banner_button_small




  • 21 Oct 2013 6:24 PM | Danielle Robichaud

    This is a guest post written by Shanna Fraser1, City Archivist for the City of Greater Sudbury.

    “Now friends and neighbors, we have a real treat. We’re going to talk to…”2 And so began Sudbury’s local radio program Memories and Music. Memories and Music was sponsored by the International Nickel Company (Inco) and broadcast Sundays at noon on 92.7 CKSO-FM, later CIGM, from 1974 to 1982. The show featured a host who conducted an interview every week with a different Sudburian (or individual from the outlying areas, normally an Inco pensioner) about his or her life story while interweaving older music from the 1920’s, 30’s, and40’s into the broadcast during the interview breaks. 


    The interviews were pre-recorded with the host either visiting the featured person at his or her home or in a neutral, quiet location such as a hotel room.; Interview topics normally included family, immigration, mining, lumbering, railways, retail, hockey, religion, education, health care, politics, unions, and community life.
    memories and music

    The oldest person to be interviewed on Memories and Music was Mary Ivy Reynolds. Born in 1887, Reynolds discussed her early life in Toronto, her adolescent years in North Bay, and her arrival in Copper Cliff in 1913 to work at the hospital as a nurse before the new hospital’s grand opening in 1914.3

    World War I veterans interviewed on the program included Alf Pinaud, John “Bob” Brown, John “Sandy” Butler, and John Black. There were also over 25 veterans of the Second World War interviewed on the program4 as well as one person who discussed his experiences in German occupied Poland followed by his forced labour as a construction worker in Southern Germany.5

    During the early broadcasting years, Memories and Music was pre-recorded on reel-to-reel tapes, (after 1976 on audio cassette tapes) with the radio station,6 Inco, and the interviewee receiving a copy.7 After the first shows were broadcast, Inco began sending copies of the program to the Sudbury Public Library. While many episodes were missed (sometimes entire years), the episodes that were transferred were transcribed and made publicly available at the library. In 2013, these tapes were transferred to the City of Greater Sudbury Archives (as well as some of the missing episodes from Inco, now Vale8) and we have been working this year at making Memories and Music publicly available on Archeion.9

    In order to digitize the reel-to-reel tapes, we had to obtain an old reel-to-reel player from a second hand store. We also purchased a Roland Tri-Capture 24 bit 96 kHz USB Audio Interface10 to connect the reel-to-reel player to a computer and used Audacity software for the recordings. The tapes were first recorded in a WAVE format for preservation reasons with MP3 copies later created for Archeion users.11 Metadata was also embedded in each digital record including identifier numbers, the name of the fonds, the title, the date of the original broadcast, the scope and content, and the name of the archives.12

    To digitize the audio cassette tapes, we used a Crosley CR6001A Archiver and Audacity software. They were recorded using the same formats as the reel-to-reel tapes and descriptive metadata was also embedded into each digital copy.

    We also scanned the transcripts the public library made for some of the shows as PDFs and made them keyword searchable. As for the episodes without transcripts, we hired a transcription company to create transcripts for them as Microsoft Word documents. We later made PDF, keyword searchable copies of these transcripts for Archeion.

    Since the transcripts were not created by the radio program Memories and Music, we put them in Archeion as items 13 under each episode without an identifier number and created additional links to the transcripts in the Other Notes field. We also included title pages for all of the transcripts stating the name of the interviewee, the radio program, the broadcast date, and who made the transcript with the transcript creation date.

    The radio program Memories and Music ended in 1982. While the music may be lost, the memories shared on the program remain as vivid today as the day of their first broadcast. They are also now more accessible to researchers in both digitized audio and typed transcription formats on Archeion.


    [1] I would like to take this opportunity to thank the summer students who worked tirelessly on this project, especially Jenna Guse, Aaron St. Pierre and Heather Wilson. I would also like to thank Archivist Alyssa Gallant for her endless work, Vale Information Retrieval Specialist Rachelle Safronetz for sending copies of some of the missing tapes, Local History Librarian Kristen Bertrand for transferring the records, Manager of Libraries and Heritage Resources Claire Zuliani and Director of Citizen Services Ron Henderson for their continual support and everyone at the Greater Sudbury Public Library for listening to my stories of trying to process these records.

    [2] 037-1-1-113, Mary Ivy Reynolds, Memories and Music Fonds, City of Greater Sudbury Archives

    [3] Ibid

    [5] 037-1-1-40, Ted Kucharuk, Memories and Music Fonds, City of Greater Sudbury Archives

    [6] The radio station no longer has any copies of this program.

    [7] Since these tapes were made before the broadcast, the music or commercials were not normally included on the tapes.

    [8] Unfortunately, Vale does not have copies of all of the episodes. They very graciously sent copies of any of the episodes they had to replace those we were missing, but many remain lost.

    [9] Permission has been granted by both Vale (formerly Inco) and Newcap Radio (the current owners of CIGM) to digitize and make Memories and Music available to researchers online. We were also very fortunate to receive a Young Canada Works grant and an Ontario Summer Experience Program grant to hire summer students for this project.

    [10] Audio interfaces are available at most music stores.

    [11] A good quick reference for standard preservation and access digital formats is Archivematica’s Format Policies (Visited, October 17, 2013)

    [12] All of our digital records on Archeion are available to the public to download. Embedded descriptive metadata ensures researchers will know what the digital item is, where it came from, any copyright information, and how to cite it. This also makes ordering higher resolution reproductions easier with the identifier number always with the lower resolution digital copy and also can stop researchers from attempting to donate records back to the archives from where they were originally obtained.

    [13] Actually, we included them as items of items or “sub-items” without identifier numbers or any written descriptions. Since these transcripts are not part of the fonds but where created as a reference tool, it would have been more convenient to include them at the same level beside each item, however, Archeion does not allow more than one ‘digital object’ to be linked to a single description.

  • 28 Jun 2013 10:30 PM | Danielle Robichaud

    Archives Canada preview

    If your archival descriptions are available in Archeion, you can now see how those will appear in the new Archives Canada site. Artefactual have released a preview of the site at http://archivescanada.accesstomemory.org/ and the records currently in Archeion are already available in the new system.

    The screenshot below shows how one of the digital images from Guelph Public Library Archives appears in the system:

     

    archives canada beta

     


    While this one shows the repository page for the same institution, complete with Google map!

     

    Archives Canada beta Repository page

     

     

    The Archives Canada site will be officially launched in September 2013. If you notice any issues with the way your repository's information is displaying, please email me so that I can pass it along to Artefactual.

    Information held in Archeion will automatically be transferred to Archives Canada on a regular basis: if you want your repository represented in the national site and your information is not already in Archeion, you need to get in touch with me so that we can arrange that. If you want to, you can just have information on your repository's location and opening hours listed: inclusion doesn’t have to involve having any archival descriptions created and uploaded.

    Institutional logos in Archives Canada

    Important! If you have an institutional logo which is not already in Archives Canada, you will need to send it in PNG format to dan@artefactual.com (the logo should have maximum dimensions of 270 pixels, minimum of 200) with a subject line of "Archives Canada ISDIAH: [Your institution name]". You can also include a banner, which should be 800 pixels wide and between 100 and 300 pixels high. If your institution does not have a map displaying in Archives Canada yet, Artefactual need your latitude and longitude coordinates.

    Other Archeion news

    In May, Archeion was upgraded to version 1.3.1 of ICA-AtoM. This has altered the way that archival hierarchies are displayed and means that it is now also a lot harder to accidentally create duplicate authority records than it used to be.

     In response to popular demand from Archeion users, I'm happy to report that Artefactual plan to offer improved statistics reporting for sites like Archeion which host information for multiple repositories in the AtoM 2.0 release of the software (due later this year). This will mean that institutions will be able to find out how often their own descriptions and digital object have been viewed on Archeion, which will make reporting usage via Archeion much easier.

    Artefactual have also updated the Archeion website in recent weeks so that the display works better on mobile devices like smartphones and tablets. 

  • 05 May 2013 10:37 PM | Danielle Robichaud
    From Archeion Coordinator Amanda Hill:

    The Toronto branch of the Ontario Genealogical Society held a one-day conference on May 4th aimed at encouraging genealogists to make use of archives in the Toronto area. A number of archivists and librarians gave presentations, including representatives from the City of Toronto Archives, the Archives of the Roman Catholic Archdiocese of Toronto, the Archives of Ontario, Loretto Abbey Archives, the University of Toronto Libraries and the Canadiana Department of North York Central Library.

    For the AAO, I gave a talk aimed at novice users of archives, including an introduction to archival jargon, advice on how to conduct research in an archives and information on AAO resources which can help in locating archives (including Archeion, of course!). In case they might be useful for others giving a similar introductory talk, I've made the slides available on SlideShare under a Creative Commons licence so that they can be reused.

Address: 411 Richmond Street East, Suite 200, Toronto, ON M5A 3S5

Phone: 647-343-3334 | Email: aao@aao-archivists.ca

     

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