Summary of features
Presidency of the Portuguese Republic
University of Coimbra Archive
Ponte de Lima Municipal Archive
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Archeevo is a state-of-the-art archival management software capable of handling millions of archival records and terabytes of digital assets. This software consists of 9 functional modules that meet the needs of the most experienced archival professional, i.e. records description, management of digital assets, online publication, conservation and restoration, intermediate archive, deposit management, virtual reference room, administration and productivity management, and interoperable programmable interfaces.
This software is perfectly aligned with the guiding vision of an information society where more activities and business processes are being supported by electronic mediums streamlining and ensuring a complete, fast and transparent service to the common citizen.
This solution is based a set of international standards and guidelines: 1) ISAD(g) – International Standard Archival Description; 2) EAD – Encoded Archival Description; 3) ISAAR (CPF): International Standard Archival Authority Record; 4) OAI-PMH – Open Archives Initiative Protocol for Metadata Harvesting; 5) Guidelines for Archival Description; e 6) The BagIt File Packaging Format.
The first two standards, harmonised since the publication of the 2002 version of EAD, are intended to support the process of archival description and interoperability among archival institutions. The third is satisfied by integrating with national authority records registry services. The fourth helps the integration of the software with external OAI-PMH service providers, such as European Archives Portal, Europeana, Driver, and others.
Through its nine functional modules, this solution ensures the overall management of every piece of documentation in your Archive. Archeevo enables the archival professional to do description, management of digital assets, deposit management, online publishing, productivity management, conservation and restoration, reporting, intermediate archival including transfers and records eliminations, deposit management, etc.
Archeevo brings support to management of semi-active documentation. It supports import and export of selection tables and the application of rules to series of records in batch mode. With a single click of a mouse, the user can delete or transfer records, which have exceeded their retention schedule, as well as generate delivery and removal reports. Archeevo also includes support for document loans.
The deposit management component allows you describe the physical structure of the archive based on a hierarchical model, by levels, that correspond to deposits and installation units (rack, shelf, box, etc.). In a simple and quick may, documents can be associated (intellectual properties) to physical structures (installation units). This association may also be done in a lot along the tank through a separate application installed on a mobile device.
Given its modularity and high configurability, Archeevo is suitable for all kinds of archival institutions, ranging from small archives consisting of only 1 or 2 professionals to high-ended national archival institutions composed by several tens of professional employees doing collaborative work. It is possible to change a large number of settings that control the system behaviour. These include the levels of description, mandatory fields, default values, numbering patterns, watermarks, themes, supported languages, units of measurement, user profiles, controlled vocabularies, etc.
Archeevo is currently implemented in dozens of archives building a corpus of knowledge without rival. On a daily basis, this software is used by several hundreds of users. This enhances quality, reliability and performance of the software by means of constant user feedback. Our network of users is constantly contributing with improvement suggestions, allowing us to maintain a continuous cycle of development with new and attractive features.
Archeevo has a well-defined cycle of continuous development that ensures constant improvement and sustainability. Aligned with the latest technologies and international standards, this system is perfectly compatible with the latest versions of Windows operating systems, as well as with all server software for maximum performance and stability. All data can be exported using the export features available on the Backoffice module.
The Archeevo integrates with centralized user management systems. In this way, all users are recorded and managed centrally, giving it a high level of security and ease at management level.
The centralized authentication service is supported LDAP (Lightweight Directory Access Protocol), also compatible with Active Directory.
Online publication of archival information (e.g. catalogues, guides, fonds, etc.) is just one click away. Without any additional costs, users can publish their archival descriptions and digital assets on the Web, making all information readily accessible for consultation to interested parties.
Archeevo’s public online interfaces are rated AAA, ensuring that all citizens even the ones with severe disabilities have access to the information published online. The Frontoffice module is 100% compatible with Accessibility Guidelines for Web Content Accessibility Guidelines (WCAG) 2.0.
Archeevo incorporates a number of features that make it one of the most secure archival management systems in the world: 1) data exchanged between modules and the Core Services that implement the business logic and have access the database is encrypted using SSL technologies preventing non authorised parties to inspect the content being exchanged; 2) the system displays a safeguard against accidental deletion of data by recycling functionality, descriptive records are never permanently deleted; 3) safety against unintentional modification of data; and 4) support for permissions at the record level.
Archeevo supports volumes of information in order of millions of records without any deterioration in its performance. Through means of the quick location field positioned at the top of the screen, users can directly access records and digital representations by entering their reference code. Users can also browse through the hierarchical structure of fonds without any compromise to its performance even on fonds composed of several thousand records. The system is also able to ingest terabytes of digital assets with automatic generation of lightweight images for Web publication, thumbnails and watermark stamping.
Both the Backoffice and as Frontoffice modules have suffered major updates to their design. The Backoffice follows the layout a Web browser favouring usability through visual metaphors widely known to every user. It also supports simultaneous editing and visualisation of multiple records, drag-n-drop of descriptive records and digital assets, drag-n-drop to associate digital assets to descriptions, etc. Frontoffice has full support for “themes” that can be customised by the manager on the Administration module.
By default, Archeevo is distributed in English and Portuguese. Nonetheless, Archeevo has native support for hundreds of languages being fully adapted to the requirements of the globalised world. In the Administration module the user can modify every string/expression displayed by the system and also translate it into an entire new language.
Archeevo includes a set of tools that transform frequent manual tasks into automatic fast-forward events. For example, unit dates and extensions can be automatically calculated by processing thousands of descendant records in just a few seconds. The new record revision interface allow users to quickly browse through issues found on description records and solve them in a single user interface.
Archeevo includes over 80 administrative reports with the ability to export them to various formats such as PDF, Word, Excel, Text, HTML, RTF, and others.
Thanks to the new SQL Reporting Services engine, Archeevo is capable of generating reports with over 1000 pages in less than 5 seconds.
Next you will find a description of the services associated with this product. The services bellow should be selected according to the needs and requirements of the client.
This service encompasses the development of a design proposal to adapt the software to the graphical identity of the client institution. It also includes all the necessary work to implement the approved design in the software.
This service includes the analysis of requirements from the client, and the correct installation and configuration of the whole system in the production site, this being at the client location or in the cloud.
Training course for users of the product. The training will be given at the client’s location. Certificates of presence will be handed to every participant.
This service entails the extraction, transformation and transference of data from legacy systems to the newly implemented system. Our data migration service follows a well-established methodology that ensures predictability and the success of the migration process.
This service encompasses the diagnosis and resolution of problems, user support, and changes to the system’s settings in order to cope with modifications in its execution environment. This process is in accordance with ISO 27001 – Information Security Management System.
This service consists of the analysis and development of new software features in order to cope with additional client requirements, e.g. development of modules to interoperate with existing systems in the organisation.