Archival Systems and Off-Site Storage

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Although libraries have been storing materials off-site for decades, archives have only recently begun to send collections off-site. This has major implications for the systems and workflows we use to manage and retrieve materials. At the University of Maryland (UMD) Libraries, we use a combination of systems to make materials accessible at our off-site storage facility. For example, we use Aeon to manage researcher accounts and requests. We are currently split between two management systems as we upgrade from a homegrown Microsoft Access database to ArchivesSpace, which will also be our discoverability system for the public. Additionally, we have print materials that are discoverable via UMD's online library catalog. These systems would ideally integrate in order for patrons and staff alike to have a seamless experience when requesting and managing off-site collections. Our situation is not unique. During this roundtable, participants will discuss the systems they use to manage their archival and special collections materials, as well as the systems-related challenges they face as they move collections off-site. Participants will discuss and brainstorm possible solutions and workarounds for integration and enhanced access.