On board with OnBase: Migrating a Digital Collection to an Enterprise Content Management System
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What do you do when your library’s largest digital collection is only accessible to fewer than 15 people, most of whom are not part of the library? As the University of Miami Libraries prepare to migrate to a new hosted digital library system, we have faced that question in dealing with the digitized papers of the university’s first three presidents. Together, the digitized collection contains more than 842,000 images, which make up over 263,000 digital objects. Due to privacy concerns, the collection is accessible only to the University Archivist and staff in the President’s Office. To meet the unique needs of this collection, the library has partnered with the university’s central IT office to migrate the collection from CONTENTdm to OnBase, the enterprise content management system used by the university. Managing the collection in OnBase will allow the library to make the digitized materials available in the same system where the current president’s materials are stored, and allow the library to take advantage of systems and storage provided by the university. This poster will report on the process of reimagining a digital collection for a non-library repository system, and the collaboration with the university IT department. Particularly, it will address the reasons for migrating the collection to OnBase, comparisons between OnBase and digital library systems, such as metadata and OCR functionality, and challenges and opportunities in partnering with university IT staff. The poster will also note some of the cleanup work necessary for migrating a large legacy digital collection to a new system, such as metadata remediation and reconciling access files with archival master files.