EHRI for Collection Holding Institutions: Integrate Your Data in the EHRI Portal
If you work for an institution that holds Holocaust-related archival materials, in Europe or beyond, you can become part of the EHRI Portal.
This page will provide you with information on how you can integrate metadata about your institution and its Holocaust-related collections into the Portal. You can also download a short guide to EHRI for Collection Holding Institutions.
If you encounter any difficulties or have questions, please don’t hesitate to contact EHRI.
The EHRI Portal offers access to information on Holocaust-related archival material held in institutions across Europe and beyond.
By the end of 2017, the EHRI portal contained the following:
- national reports, which provide overviews of the Second World War and Holocaust histories of, as well as of the archival situation in, 57 countries.
- descriptions of 1,942 archival institutions that hold Holocaust-related material, located in 51 countries.
- 232,453 descriptive units about Holocaust-related archival materials, located in 489 institutions
The EHRI Portal is a growing resource. Everyday new institutions that hold Holocaust-related material are connected and their descriptions are integrated.
It has several advantages to integrate your data into the EHRI Portal:
- It will help to raise the profile of your institution on an international level.
- It will increase the findability of your institution and your data.
- It will make your data Findable, Accessible, Interoperable and Reusable (FAIR). Read more about FAIR.
- It will connect you to a pool of other institutions and professionals that gives you the possibility to share expertise.
- After creating a portal profile, you will have control over adding collection descriptions and making changes.
If you want to know more about the EHRI Portal, watch this video that will explain the background and use of the portal in only 2 minutes.
The Portal Manual details step by step how the EHRI Portal works and which steps you need to undertake to create a profile. Additionally, the manual gives you a thorough explanation of how the portal has been constructed and its structure. It will provide you with in-depth knowledge about the Portal, thus enabling you to understand how users might find and use your metadata after you have integrated them.
Once you have created your profile in the portal, you can add notes, comments, etc. to already existing collections.
The advantage of having a profile, is that you can also utilize it to integrate your collection descriptions. This can be done in various ways.
The European Holocaust Research Infrastructure offers various tools and manuals to integrate your collection descriptions into the online portal or to give feedback on the collections the portal already holds. This so-called metadata integration can be done using various methods and tools:
- Manual integration
- Tools for automated integration:
Before you can start to integrate your data, you need to determine which scenario is possible for your specific institution:
If your institution has difficulties to export collection descriptions and other data in an automated way, you can always opt for manual integration. This mode of data integration is simple, but depending on the amount of relevant collections you have, may be labour intensive, as you will have to manually input information about your institutions and collections via a web administrative interface. The tutorial for manual integration can be found here. If you plan on using access points, you have the EHRI Thesaurus at your disposal here.
If you want to integrate your data manually, you need to inform EHRI by contacting email@example.com. Charlotte will then provide you with access to the Portal’s administrative interface, and will also be able to answer any questions you may have
The automated integration of collection descriptions and other data has the advantage that it permits to make a sustainable connection between your institution and the EHRI portal. This means that when collection descriptions at your institution’s information system are updated, the descriptions shown in the EHRI portal will be automatically updated too. Of course, this is never done without your permission. The importance of sharing data in a sustainable way is the subject of an EHRI publication where you can find in detail all the advantages that it can have for your institution.
If you already possess metadata about your collections according to the EAD (Encoded Archival Description) format, there are two ways of publishing these in the EHRI portal. If you are able to share these descriptions according to OAI-PMH (Open Archives Initiative Protocol for Metadata Harvesting) you may directly contact Francesco.firstname.lastname@example.org and the data can be harvested by the EHRI portal. If you are not able to share via OAI-PMH you can use the Metadata Publishing Tool (MPT).
However, if you need to generate your data according to the EAD standards or need to check whether your EAD is valid, EHRI can help you via the EAD Conversion Tool (ECT).
This tool is simple to use and can generate EAD-files so that an export can be made to EHRI. The tool can also be used to validate your data to make sure it is in the correct EAD format. The ECT application can be downloaded here.
There is also a tutorial available here.
You can also watch this slideshow which shows you how to install and use the ECT:
Once you have generated valid EAD files using the ECT-tool, you have to publish these so that EHRI can harvest them. To do this, EHRI proposes the Metadata Publishing Tool (MPT).
The MPT-tool gives the opportunity to your institution to publish its EAD-files in a sustainable way. The tool is based on the ResourceSync Framework Specification so that EHRI can harvest the resources (in EHRI’s case EAD files) and integrate them into the EHRI portal. This tools also gives your institution the possibility to update its descriptions on a regular basis, to select for publication those descriptions that are Holocaust-relevant, thereby only publishing what it wants and whenever it suits in an automated way.
After the installation, content specialists such as archivists, librarians, information specialists or curators can use the tool to select the archives/collections that the institution wants to share with EHRI. A manual for archivists can be found here.
Additionally, EHRI provides a slideshow to help you with all the steps:
If you have any questions or possible problems you can always contact EHRI:
- Technical problems regarding the tools: Francesco.email@example.com
- Problems with the manuals or other questions: firstname.lastname@example.org