Archives of Institutional Memory at Indiana University
What is the Archives of Institutional Memory?
The Archives of Institutional Memory is a digital repository for disseminating and preserving official Indiana University records with long-term, indefinite administrative, legal, fiscal or historical value. AIM manages and distributes digital items and allows for indexing and searching of the files and associated metadata to locate and retrieve the items. AIM is built on DSpace, an open-source software product created at the Massachusetts Institute of Technology that is widely used to create interoperable scholarship repositories. AIM is supported by the IU Office of University Archives and Records Management, the IU Libraries and the Digital Library Program.
What is in the Archives of Institutional Memory?
AIM contains Indiana University records that have long-term, indefinite administrative, legal, fiscal or historical value. Records typically found in AIM include:
- Mission critical documents such as IU Bulletins, Schedule of Classes, annual and strategic reports, and various types of planning documents
- IU Policy documents
- Publications of IU schools, departments and administrative offices
- Publications created by official university groups - faculty, student or alumni - such as the Bloomington Faculty Council, the IU Student Association, and the Alumni Association
- Records documenting IU events, such as commencement, founders' day, etc.
How is the Archives of Institutional Memory different from the IUScholarWorks repository?
IUScholarWorks is a digital repository for disseminating and preserving scholarly work created at Indiana University by its faculty, administrators and staff, and students. Examples of types of scholarly works that are appropriate for deposit in IUScholarWorks include publications, pre-publication scholarship, working papers, technical reports, supplementary research material not included in print journals, and conference papers. AIM, on the other hand, is designed to preserve and make available the official records with long-term value produced by the Indiana University administrative and academic community. Examples of types of records that are appropriate for deposit in AIM include IU Bulletins; annual reports; publications of IU administrative offices, schools and departments; policy documents; and records documenting IU activities, such as athletic events, commencement and founders' day. In other words, AIM is designed to function as the repository for IU's official, institutional records.
What is the value of placing records in the Archives of Institutional Memory?
AIM is designed to preserve and make available indefinitely authentic, digital records. This means that once records are put into AIM they are protected from unauthorized and undocumented alterations or deletions. It also means that over time managers of AIM will convert or migrate the records into new formats or software environments so that users can retrieve and use the documents. Finally, by placing records into AIM users can be assured that the records will be accessible and can be easily retrieved via an intuitive and functional user interface. In short, AIM is a repository designed to manage authentic, unchanging records that will be used for many purposes over long periods of time.
How to do I get my records into the Archives of Institutional Memory?
If you have archival quality records that you would like to place into AIM, please first contact Philip Bantin, Director of the Office of University Archives and Records Management at firstname.lastname@example.org or at 855-5897. We will then discuss the best strategy for getting your records into AIM.
How is the Archives of Institutional Memory organized?
AIM is organized into communities (campuses, departments, research centers, or other groups) and collections (bulletins, policies, reports, newsletters or other types of official University records).
Who can read the files in the Archives of Institutional Memory?
AIM provides easy access to freely distributed records. The default is open access to all deposited items for all users of the World Wide Web. However, if necessary and appropriate, access to records can be restricted to a defined community of users.
How do I find an item in the Archives of Institutional Memory?
The organization of the AIM repository makes it easy to browse by community and by collection. It can also be searched by keyword or phrase, or browsed by author, title, or date submitted. In addition, the metadata will be picked up by other similar search systems and by general search engines like Google.
How do I link to an item in the Archives of Institutional Memory?
Every item in AIM has a persistent/static URL (called an identifier or a handle) that can be linked directly from your department website.
What software does the Archives of Institutional Memory use?
IUScholarWorks is built on DSpace, which is freely available open source software jointly developed by MIT Libraries and Hewlett-Packard Labs as a solution for creating various kinds of digital repositories. DSpace is developed in Java, using Java Servlet technology and Java Server Pages, and uses the PostgreSQL relational database to store the metadata. The document objects are stored as bitstreams on disk, and both the metadata and document text are indexed and searched via the Apache Lucene text search engine. Persistent identifiers to items are provided by the CNRI Handle system.