Contributing to the Archives Hub is a great way to expose your collections to a wider audience, and experience the benefits of being part of a large-scale cross-searching service.
Contributions are welcomed from institutions in all UK sectors who hold collections of value to education and research, and contributing to the Hub is free. See our collection policy for more information. If you're interested in becoming an Archives Hub contributor, please Email us.
What you need to do
In order to contribute to the Hub:
1. Let us know that you are interested and we'll send you some relevant information
2. Ensure you have an archon code
3. We need information about your repository.
We will give you a login for the Archives Portal Europe We use the directory entry created on APE to create your entry on the Archives Hub, so that you only need to create the information once.
- Your ARCHON code is provided by The National Archives which uniquely identifies your repository. If you don't have an ARCHON code, you can contact The National Archives to apply for one.
- You need to confirm your repository name, so, for example, not just 'University of Bradford', but 'University of Bradford Special Collections'.
- In your APE entry you will need to give your address, contact details, website and opening hours and confirm disabled access
- You can provide additional descriptive information. This may include information about your repository, access and services.
What you need to know
We are introducing an administrative interface for all our users. This will be rolled out in 2017. We will give you a login and you will be able to view, search, upload and delete your descriptions.
We have an Open Data ethos, and are very keen to promote open and reusable metadata. We are keen to encourage initiatives for the free-flow of data, to help increase profile and use of archives. Therefore we apply an open licence to our metadata. This does not apply to actual content, such as images that may be displayed as part of your collection descriptions.
The Archives Hub descriptions are created in Encoded Archival Description (EAD). This is an international standard that provides for sustainability and interoperability, enabling us to exchange data and giving the potential to expose the descriptions to the widest possible audience.
There are several ways you can contribute descriptions to the Archives Hub:
- If you are creating new descriptions, or modifying existing descriptions, you may wish to use our EAD Editor. This allows you to easily create, modify, and submit EAD descriptions. The Editor is user-friendly, and supports collection-level and component-level descriptions, as well as the inclusion of digital objects.
- You can export descriptions from a growing number of Archive Management Systems to the Archives Hub. Please contact us if you would like to use this approach, as we will ask for some sample descriptions in order to begin to set up a workflow. If you wish to use the Editor to modify your exported descriptions you must let us know - you will probably find you cannot upload them directly, but we will arrange for them to be taken through our transformations and made available on the Editor.
- You can use any other means to create valid EAD, but please do send us a test description so that we can check that the EAD complies with our Hub EAD requirements.
Every month we have a feature on a theme or specific collection from the Archives Hub. It’s a great way to promote your collections and you can use this to coincide with the launch of an exhibition or a project. The features get good search engine ranking, so they are a useful way to profile your collections. Contact us if you're interested in writing or contributing a feature.