Overview: Collection Tools
Harvard University Library provides two collection creation tools for curators: Virtual Collections (VC) and TEmplated Databases (TED). VC creates a customized web presence for selected items already cataloged in the HUL union catalogs, while TED builds new online catalogs for collections that aren’t a good fit for any of the existing HUL union catalogs.
What is the Virtual Collections Service?
Who can use the Virtual Collections service?
What materials are eligible?
How to Participate
Fees
What is the Virtual Collections Service?
Virtual Collections (VC) is a HUL OIS service that can harvest descriptions and links from HUL union catalogs (e.g., HOLLIS, VIA, HGL) and provide a web-based search and display interface of these materials for the user.
Using VC, a curator can create a web-based catalog that provides a unified, collection view of thematically related resources that exist in a number of systems or within a single system. A virtual collection catalog provides basic online catalog features (searching and browsing of the unified collection; short and full record displays; links to digital content; search history). To learn more, consult the List of Virtual Collections and explore one for yourself!
VC Subject Categories. The curator can also create a controlled list of VC “categories” and associate these with collection records. Categories are optional topical terms created within the VC environment that are distinct from any subjects contained in the harvested records.
Public Access to VC. Access to a virtual collection must be provided by a HOLLIS record and an entry in E-Research@Harvard. See Promoting Your Collection. The virtual collection and the descriptions it contains must be open to the public (VC does not perform any type of access control). The digital materials that a virtual collection links out to may be publicly accessible or restricted to all members of the Harvard community.
Maximum Size Limit. A single virtual collection can contain up to 25,000 records. Collections larger than this are possible, but may require additional maintenance fees.
VC Maintenance System. The VC Maintenance System is a web-based interface that allows the curator to maintain a collection in real time using a web browser. For more information, see Maintenance Systems.
Virtual Collections Data Harvesting. VC offers an OAI data provider that exposes our virtual collections for harvesting by other institutions. For more information see Virtual Collections Data Harvesting.
Who can use the Virtual Collections service?
Harvard libraries, museums and archives are eligible to use the Virtual Collections service. Other Harvard organizational units and individual members of the Harvard community are eligible, when sponsored by a Harvard library.
What materials are eligible?
Materials cataloged in a HUL union catalog (HOLLIS, VIA, Harvard Geospatial Library) are eligible to be included in a virtual collection. Collections described in a virtual collection can belong to any academic discipline, subject domain, etc. There are no limits on the vocabulary used.
A collection being considered for the Virtual Collections Service should consist of materials that have library-like qualities (materials with persistent value, intended to support research or teaching). The Virtual Collections Service is not designed for short term use. Virtual collections created using this service should have persistent value.
How to Participate
- Review the Virtual Collections Overview information on this page to determine if VC is appropriate for your collection materials. Be sure to get preliminary approval from your department administrators before contacting OIS – local administrative support for a virtual collection is essential.
- Assign a “curator” for the VC project. The curator should be a staff member from the library, archive, or museum that is sponsoring the virtual collection. The curator will be the main contact for OIS regarding the VC project and will take the lead on planning and setup related to the virtual collection.
- Complete and submit a preliminary VC project proposal form. For HCL projects: A complete proposal includes compliance with the HCL review process, which begins with submission of an internal application that is available on the HCL intranet.
- If your project is accepted, OIS will respond with a proposal that describes project timing and associated fees.
Scheduling of VC projects is based on the availability of OIS resources.
For more information, see Virtual Collections Guide for Curators.
Fees
For current set-up and maintenance fees, see Library Systems Fees and Assessments.