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ACURIL XLI TAMPA, FLORIDA, MAY 30 – JUNE 3, 2011

ACURIL’s Caribbean Disaster Commons with Google Sites, being worked out collaboratively As a Wiki Sites

as a  Wiki

Project of ACURIL/EGCTI-UPR with the sponsored of UNESCO, Caribbean and Latin American Region


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Contents of the workshop – Part I – The Basics Introduction

Creating a Google Sites Account

Creating a separate page

Editing the page

Creating a sub-page

Editing the Structure of the site

Privacy and sharing management ©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Introduction v The development of information and communication technologies has had a significant progress that give way to new opportunities in the provision of services and access to information. Organizations, including libraries and archives are using technological resources for document and archival creation and management more frequently.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Introduction v Natural and human made disasters bring loss and break the organizational structure of an information unit. The creation of a collaborative virtual space, such as a Wiki, dedicated to collect information and electronic documents related to disaster preparedness, mitigation and research in information units of the Caribbean will be a great contribution to the Caribbean libraries and archives.

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ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011

Organization and Management of Documents


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v Document: Etymologically comes from the Latin documentum, derived from the verb docere: to teach, instruct. “Recorded information, that is, data or information fixed or inherent to a support”. (Vázquez Murillo, 2008) “The combination of a support and information recorded on it, which can be used as evidence or for consultation”. (Diccionario de terminología archivística, 1988)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Characters of Documents Externals:

Internals:

1.  2.  3.  4.  5. 

1.  Producing Entity 2.  Functional Origins 3.  Date and Place of production 4.  Substantive content

Class Type Format Amount Form

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Document Values v Primary or Administrative :

Its principal objective is to capture the management of a particular activity, the development of a function that manifests reliably by the written redaction. (Vázquez Murillo, 2008)

v Example:

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Document Values (continuation) v Secondary or Historical:

Its main objective is to serve as a source for historical research and cultural action. (Vázquez Murillo, 2008)

v Example: Budgets / Fiscal Years Incidence on Quality of Life Economic Model of Development

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Life Cycle of Documents First Age

Second Age

Third Age

Planning

Validity

Documental Selection

Processing

Precautionary term

Permanent or Historical Phase

(Vázquez Murillo, 2008) ©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Classification of Documents •  Mandatory Broadcast •  Open Access •  Confidential •  Secrets

•  Sustantives or Characteristical •  Facilitative or Common

•  Disposition or imperatives •  Testimonials •  Probatories

Level of Accessibility

Documental Type

Type of Function

Documental Tradition •  Original •  Copy •  Draft •  Minute

(Vázquez Murillo, 2008) ©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Classification of Documents •  Visual or Visible •  Sound Audibles •  Audiovisuals •  Virtuals

•  Old •  Current

•  Public •  Private

Human meaning

Legal Area

Text Support

Temporal Relation •  Previous to the fact •  Simultaneou s •  Posteriors

(Vázquez Murillo, 2008)

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ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011

Archives and Libraries


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Archive “One or more sets of documents, whatever their date, form and material support, accumulated in a natural process by a person or public or private institution in the course of their management, conserves, respecting that order, to serve as testimony and information for the person or institution that produces it, for the citizens or to serve as sources of history”. (Heredia, 1987) “Institution responsible for receiving, processing, inventory, maintenance and service of documents”. (Dictionary of archival terminology, 1988)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Library “Institution whose purpose is the acquisition, preservation, study and exhibition of books and documents”. (Dictionary of the Spanish Royal Academy, 2001) “The organized collection of printed books, magazines and other graphic materials (audiovisuals, etc.) with appropriate personnel to provide services to users based on their information needs, research, education and recreation”. (UNESCO, 1994) ©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Difference Archive - Library v The primary function of libraries is to make information resources available to users. v It is also true of the archives, with one fundamental difference: the documents, as a result of the administration, have probative value of legal and administrative character in a given period of its life, during which there are not freely accessible.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Archival Document “Information object that records acts or transactions of the society and thus, has a functional nature that gives administrative and patrimonial value”. (Amoroso, 2009) “Information created, received and kept as evidence and information by an organization or individual in compliance with legal obligations or in the development of their transactions and business activities”. (Norm ISO 15489, 2001) Its definition is not determined by its support or by type of registry, but for the role of the information they provide.

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•  Administrative • Historical

Amount of Usage

•  Singulars •  Multiples

Location in System

•  Native •  Foreign •  State •  Non- State •  Nationals •  Provincials •  Municipals •  For profit •  Non-Profit

Amount of Institutions

Type of Institution

Classification of the archives •  Actives •  Semi actives •  Inactive

(Vázquez Murillo, 2008) ©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

•  Specials •  Specialized

Information Type

•  Provisional •  Permanent

Features Sets

Relation with Final Destiny

Classification of the archives •  Free Access •  Confidentials

(Vázquez Murillo, 2008)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

TIC and Archives v The effect that technology has had on the archives has been of consolidation, because to know them and identify the advantages they offer gives us the possibility to automate many processes: storage and substitution of supports, transfer, control of disposal, description, distribution , etc.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Electronic Management of Documents v Conceived for the development of all administrative activities in an office environment that will allow from the automatic entry of documents, the processing through the network, recovery and accessibility systems. (Cruz, 1987)

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Electronic Document “Archival document that is created in electronic form”. (Duranti, 2007)

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ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011

Conservation and Preservation of the Patrimonial Documents


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Conservation “Comprises specific plans and practices relating to the protection of library and archival materials from deterioration, damage and neglect, includes the methods and techniques developed by qualified personnel” . (Dereau, 1988) “Measures to adequately protect the documents, in order to prolong its use in optimal conditions for as long as possible”. (Carpallo, n.d.)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Preservation “Organization and programming of all aspects and activities related to conservation of collections”. (Brandt, 1994) “Group of procedures and measures aimed at permanent safeguarding and securing physical integrity of the documents regardless of their support”. (ICAI, 2006)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Digital Preservation “Processes that are used in order to preserve information and any other patrimonial document available in digital format and to ensure permanent access to them”. (National Library of Australia, 2003) “Group of activities necessary to ensure that digital objects may be located, accessed and used in future”. (Gallart, 2009)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Patrimony “Legacy of the past, our current assets and what we bequeath to future generations”. (UNESCO, 2003)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Patrimonial Documents “Documents that have two characteristics: they are considered archival documents, and in turn bear witness to an event or circumstance”. (UNESCO, 2003)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Digital Patrimony v  The Constitution of the UNESCO on article I, subsection c) reads: “Assuring the conservation and protection of the world’s inheritance of books, works of art and monuments of history and science, and recommending to the nations concerned the necessary international conventions; By encouraging cooperation among the nations in all branches of intellectual activity… initiating methods of international cooperation calculated to give the people of all countries access to the printed and published materials produced by any of them”.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Digital Patrimony v The Guidelines for the Preservation of Digital Heritage of the UNESCO (2003) reads: “Resources of human knowledge or expression, whether cultural, educational, scientific and administrative, or embracing technical, legal, medical and other kinds of information, are increasingly created digitally, or converted into digital form from existing analogue resources. Where resources are “born digital”, there is no other format but the digital original.”

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Digital Patrimony(continuation) “Digital materials include texts, databases, still and moving images, audio, graphics, software, and web pages, among a wide and growing range of formats. They are frequently ephemeral, and require purposeful production, maintenance and management to be retained.”

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Why Preserve? v Some documents are conceived as electronic rather than on paper. v Applications to create electronic documents change frequently and in a short period of time.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Why Preserve? (continuation) v We must preserve and make the digital heritage of all regions, nations and communities, to promote the presence of all peoples, nations, cultures and languages as time goes by. (UNESCO, 2003) v The objective of preserving the digital heritage is to make it accessible to the public.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Why Preserve? (continuation) It is necessary then: 1)  Guarantee permanent access, and 2)  Guarantee the protection of private information.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

How to Preserve? v  The modes of preservation are different, as are many resources to protect, the important thing is to create a conservation and preservation program that corresponds with the principles of : 1.  Continuity, and 2.  Selection of information.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Principle of Continuity Measures to be taken from its creation to usage.

Existence

Production

Access

Principle of Continuity

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Principle of Selection Through policies, standards and procedures must respond to the following : 1) What to preserve? a)  Identify those documents for its functionality, testimony, evidence or proof of the acts of the society are documental heritage. b)  Document the origin and history of the document. c)  Identify and document: method of storage, backups, security mechanisms.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Principle of Selection (continuation) 2)  Who is responsible for the program? a)  Assign tasks and responsibilities to the members of the conservation program.

3)  For how long? a)  Establish term retention and accessibility of the document in the current technical infrastructure.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Preservation Program The key objectives of digital preservation programs are: 1) Norms 2) Organizational Structure 3) Preservation policies and planning 4) Service Providers

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Norm ISO 15489 v  v 

v 

Emerged to standardize international best practices in document management. Proposes to establish a framework for the management of documents in any format or media and in any type of organization. Its aim is to standardize policies, procedures and practices of archival documents management to ensure adequate care and protection, and allow the evidence and the information they contain may be recovered in a more efficient and effective manner.

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Norm ISO 15489 (continuation) Use the following methodology for the implementation of the management system: 1)  2)  3)  4)  5)  6)  7)  8) 

Preliminary investigation; Analysis of activities; Identification of requirements for documents; Evaluation of existing systems; Identification of strategies to satisfy the requirements (risk levels); Redesign of processes (management system); System implementation; and, Post-implementation review.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Internal Regulations

The organization creates an internal regulation of conservation and preservation of documents, which may contain the following structure: 1)  2)  3)  4)  5)  6)  7) 

General dispositions; Description of the information unit; Document management (processing, management, concentration, historical archive, etc.); Conservation of documents; Availability of documents; Preservation of documents; Others (sanctions, transients, etc.)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Policy and/or Disaster Plan v  The essential points are, to diagnose the current state of collections, establish priorities for preservation and conservation, in addition to estimating the value of collections. v  Raise awareness of the importance of collections and resources, and how through the implementation of the plan can improve and maintain them better, reflecting in an economic benefit for the institution.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Content of the Policy I.  II.  III.  IV. 

V. 

Introduction Context (information unit, users, colections and services). Goals, objectives and priorities of the plan Conservation, Preservation and Restoration Program (value of collections or resources to maintain, description and condition, maintenance activities, preservation and conservation) Disaster Plan (training of staff, identification of resources to save, supporting documents, links to agencies, recovery area, potential sources of hazards and risks, actions to take)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

List of Descriptors v 

It is a controlled and structured list of terms used in subject analysis and retrieval of documents.

v 

For Spanish link to: Centro Regional de Información sobre Desastres América Latina y el Caribe: [http://www.cisas.org.ni/gestion/conceptos/vocabulario.pdf]

v 

For English link to: Controlled Vocabulary on Disaster Information by Caribbean Disaster Information Network. (CARDIN). [http://mona.uwi.edu/cardin/virtual_library/docs/1127/1127.pdf]

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ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011

Strategies of Conservation


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Objectives v  To ensure the eligibility and intelligibility of the documents to be preserved. v  Preserve their authenticity. v  Provide security for confidential documents.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Most Discussed Strategies: v  v  v  v 

Preservation of Technology Conversion Emulation Migration

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Migration “The periodic transfer of digital materials from one configuration to another or from one generation to another”. (Rothenberg, 1995)

Objective: That the documents may be accessible by the existing technological systems, and that people can present, retrieve and use the same regardless of the constant changes in technology.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Migration (continuation) Advantages: 1)  It promotes the upgrade of the media; 2)  Solves the obsolescence of storage in which documents are created; 3)  Promotes the optimal use of physical space. Disadvantages: 1)  It can be expensive, slow and routine. 2)  Involves loss of information.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Introduction – Theoretical Frame

Why a Commons?

“The influence and adoption of technology has transformed libraries. The library is a center of knowledge with adaptation of technology, reconfiguring spaces to accommodate this transformation. “ “The commons should include defined spaces, flexibility and adaptability, staff and technology. It is a space shared in common. ” (Tise, 2011)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Introduction – Theoretical Frame “How do we change the mindset to use nontraditional learning spaces to keep students interested? If we have the vision of what we want to create, this is how we can change.” “The experience of a community of practice, as Wenger said, allows us to create knowledge. That is what is done in a commons.” (Hanson, 2011)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Introduction – Wiki •  A collaborative Web site comprises the perpetual collective work of many authors. Similar to a blog in structure and logic, a wiki allows anyone to edit, delete or modify content that has been placed on the Web site using a browser interface, including the work of previous authors. In contrast, a blog, typically authored by an individual, does not allow visitors to change the original posted material, only add comments to the original content. •  The term wiki refers to either the Web site or the software used to create the site. •  Wiki wiki means "quick" in Hawaiian. The first wiki was created by Ward Cunnigham in 1995. (Webopedia, 2011)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Introduction – Google Sites •  An open source tool that allows to create safe web pages in a simple way, for intranets and team projects without the use of HTML code. •  Store documents, presentations, videos, and other elements. Teams stay organized. •  Google Sites works with PC, Mac and Linux. •  Administrators may grant permissions to the shared use of documents within the team, authors may share or may not share any time. (Google Sites, 2011)

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Examples of the use of Google Sites as a Wiki in Libraries

Lafayatte Elementary School Commons Wiki Creating process

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Examples of the use of Google Sites as a Wiki in Libraries

Lafayatte Elementary School Commons Wiki ©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

A Commons Wiki for Disaster Preparedness, Mitigation and Research

National Libraries

Public Libraries

Academic Libraries

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School Libraries

Special Libraries

Archives


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Part I – Creating a Wiki Using Google Sites – The Basics

Getting Started

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Create an Account in Google Sites

wn a o u o If y account il G-ma oogle G a ing Creat ccount. a

Go to http://www.sites.google.com ©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Assign a Google Username and Password

Select a e usernam

Sele pass ct a word

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Create a New Site to Build a Wiki

Click here

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Naming the Wiki egin

e to b t a l p m e t s Select thi

wiki, no longer Choose the name of your than 30 characters long.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

The Site/Wiki is Created Notice your name on top, as site creator/author, and three important buttons.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Creating a New Page tion.

is op h t t c e l e S

N

page w e n e ame th

Click here for individual page

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

The New Page is Created

To manage the new page, please click edit page.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Editing a Page

Give a title to the page created

Save your changes

Add content

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Creating a Page within a Page

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Creating a Sub-page

Click here Name the subpage and select the second option this time. Click here

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

The Sub-page is Created

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

More actions – Editing the Structure of the Site

Click on More actions and select page templates.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Changing the Page Template – More actions

Preferred for the structure of the wiki

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Moving a page – More actions

It allows changing the order of the pages.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Page settings – More actions

Check or uncheck as the site is built. It depends on the material that wants to be shared on each page. Save your changes.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Manage the site appearance – More actions

Edit content of the header or sidebar, change the logo/banner of the site, save the changes.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Colors and Fonts – More actions Select the parts of the page that need to change its color, customize, and save changes

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Themes – More actions

Choose a theme and save the changes.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Privacy and site permissions – More actions

2. Choose collaboration level.

1. Write the email address

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Contents of the workshop – Part II – The Advanced Introduction/ Recapitulation

Components of a Wiki

Different uses for page templates

Creating Tabs

Make a Table of Contents

Inserting images

Collaboration Policies

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Introduction/Recapitulation: Google Sites as a Wiki --Part I –  Theoretical Frame •  Documents •  Preservation •  Commons •  Wiki

–  Google Sites –  Getting Started, The Basics

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Part II – Creating a Wiki Using Google Sites The Advanced

Getting Started

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Elements of a Wiki

About the Wiki

Team Members

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Mission

Objectives

Contact Information


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

About the Wiki / Objectives

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Team Members / Contact Information

It is important to let users know who are the contributors and collaborators and how to contact them.

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Different uses for page templates

Web Page Template

Announcement Templates

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File Cabinet Template

List Template


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Remember… How

to create a page using Web Page Template 1. Press the Create page button

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Remember… How

to create a page using Web Page Template? ose o h C 2. page b e W ate l p m te

3. Name the new page 4. Select where you want to put the new page. 5. Press the Create Page button

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Examples of each Page Template Web Page

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Now… How

create a page using Announcements Page Template. 1. Press + Create page button

ose s o h C nt 2. e m e ounc te n n A la temp

3. Name the new page 4. Select where you want to put the new page. 5. Press the Create Page button

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Examples of each Page Template. Announcements

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Now… How

create a page using File Cabinet Page Template.

1. Press + Create page button

3. Name the new page 4. Select where you want to put the new page. 5. Press the Create Page button

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Examples of each Page Template.

File Cabinet

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Now… How

create a page using List Page Template.

1. Press + Create page button

3. Name the new page 4. Select where you want to put the new page. 5. Press Create Page button

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Examples of each Page Template. List

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Changing Layout

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Changing Layout – Example – Three Columns

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Creating Tabs

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Creating Tabs 1. Go to Manage Site click the More Actions button.

2. Select Site layout

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ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Creating Tags 3. Click above Change site layout

4. Mark on Horizontal navigation bar

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Creating Tabs

5. Press on edit content

6. Click on Add page

Well done! You did it! 7. Press OK

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Make a Table of Contents There are three options.

1. Add a Table of contents gadget.

©2011. ACURIL/GSIST-UPR/UNESCO

2. Edit your Sidebar.

3. Add a Subpage listing gadget. (Only in the inside of a page.)


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Make a Table of Contents – using a Table of contents gadget

This option is only functional when you add the gadget for the first time. If you deleted a Table of Contents gadget, you can not add the contents in a new table.

Press on edit content

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Make a Table of Contents – using a Edit Sidebar

1. Select Edit sidebar.

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Make a Table of Contents – using a Edit Sidebar In the sidebar column the following things can be done: 1.  Edit content in the Navigation space that is provided (table of contents). 2.  Add new items, such as: other Navigation space, or any elements, like text box or a countdown box.

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Make a Table of Contents – using a Edit Sidebar 1.  To edit a Navigation space: a.  Rename de title and mark or unmark to display it. b.  Add page or URL to your Navigation space. c.  Click on OK

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Make a Table of Contents – using a Edit Sidebar

2. To add a sidebar item: b. Select the item you preffered. c. Edit the item was created. 2.To add a sidebar item: a. Click above Add a sidebar item ©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Make a Table of Contents – using a Subpage listing (Only at the interior of a page.)

Press on edit content

©2011. ACURIL/GSIST-UPR/UNESCO

The Subpage listing will appear in the page.


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Inserting Images

Press on edit content Click on Insert and then select Image

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

1.  Click on Choose File to select an image from your computer.

2.  Then, select OK.

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Inserting Images – Example

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Collaboration Policies

•  By its collaborative nature, it invites information professionals and experts in the field to contribute valuable resources and information in all the main languages used in the Caribbean, oriented to Libraries, Archives and Information Centers. •  Please, contact us at: caribbeandisastercommons@gmail.com

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Create a Collaboration Policy to manage Information in the Wiki. CARIBDISCOM Collaboration Guidelines Policy and Procedures The purpose of this project is to gather all the information found online and shared documents by experts in the field, by content areas in the wiki. Only those entries that are relevant to any of the main subject categories, evaluated by the project directors along with other experts in the field, will be considered for publication in the wiki. Entries in the main languages spoken in all Caribbean countries will be accepted. All articles involved with this project must be linked to either an academic entity, such as a University, Research Institution, Library, Archive, School, or a Disaster Management Organization (ex. UNESCO’s Disaster Prevention) or Professional Association (ACURIL) or a Project (ex. CARDIN), relevant to the main subject categories.

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

A Closer Look at the Caribbean Disaster Commons Wiki

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

Recap Creation of a Google Sites Account

Creation of a separate page

Editing the page

Creation of a sub-page

Editing the Structure of the site

Privacy and sharing management

Components of a Wiki

Creation of Tags

Adding content columns on a page

Inserting images ©2011. ACURIL/GSIST-UPR/UNESCO

Collaboration Policies


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

References Amoroso, Y. (2009). Gobierno electrónico: el reto de la gestión y conservación permanente de la información digital. XIII Congreso Iberoamericano de derecho e informática, Universidad de Lima, Perú (10-14 noviembre) Archivo General de la Región de Murcia. (2009). Manual de organización de documentos en archivos de oficina. Murcia, España: Imprenta Regional Beagle, D.R. (2006). The Information Commons Handbook. New York, NY: Neal-Schuman Publishers. Biblioteca Nacional de Australia. (2003). Directrices para la preservación digital del patrimonio digital. Recuperado de http://unesdoc.unesco.org/images/ 0013/001300/130071s.pdf Borrell, A.; Cueto, A.; Castillo, D. & Mazorra, Y. (2004). Lineamientos para la conservación de documentos en la Biblioteca Médica Nacional de Cuba. Recuperado de: http://bvs.sld.cu/ revistas/aci/ vol12_5_04/aci12504.htm

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

References Boya, R. (2008). Conservación de documentos a largo plazo. Sociedad de la Información; Febrero: 8 Brandt A. (1994). Conservación preventiva: principales orientaciones, estrategias y métodos. IFLA Journal; 20(3): 276-83 Carpallo, A. (s.f.). El papel de la “conservación documental” como disciplina al servicio de los profesionales de la documentación. Recuperado de http:// www.ucm.es/info/multidoc/ multidoc/revista/num10/paginas/pdfs/ acarpallo.pdf Casellas, L. E. (2009). La norma ISO 15489: Información y documentación: gestión documental. Caracas, Venezuela: Universidad Simón Bolívar. Cruz, J. R. (1987). La catalogación de documentos. Bilduma, 1, pp. 129-143 Cruz, J. R. (2005). Manual de archivística. Madrid: Fundación Germán Sánchez Ruipérez

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

References Dereau, J. M. & Clements, D. W. (1988). Principios para la preservación y conservación de los materiales bibliográficos. Madrid: Dirección General del Libro y Bibliotecas Diccionario de términos técnicos en línea. Recuperado de http:// tecnologia.glosario.net/terminos-tecnicos-internet/digitalizar-500.html Dictionary or Archival Terminology = Dictionnaire de Terminologie Archivistique. (1988). Munich: K. G. Saur Digital preservation management: Implementing short- term strategies for longterm problems. Recuperado de: http://www.icpsr.umich.edu/dpm/ Duranti, Luciana. (2007). El concepto de documento archivístico en entornos experienciales, interactivos y dinámicos: Ensayo de discusión. Vancouver, Canadá: InterPARES

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

References Google Sites for Business(2011). Google Sites. Recuperated on 5/14/2011 at http://www.google.com/apps/intl/es/business/sites.html#utm_medium=e t&utm_source=sites-en&utm_campaign=crossnav Gonzáles-Cam, C. (2007). La Importancia de la Digitalización de Archivos para la Biblioteca. Convención Nacional de Centros Binacionales. Trujillo, Perú, 11-12 Octubre 2007. Recuperado de http:// eprints.rclis.org/bitstream/ 10760/10647/1/La_importancia_de_la_digitalizaci %C3%B3n_de_archivos_para_la_bi%E2%80%A6.pdf Heredia, A. (1991). Archivística General: teoría y práctica. Sevilla: Diputación Provincial Información y documentación. Gestión de documentos. Proyecto UNE-ISO 15489-1. (2005). Revista Española de Documentación Científica; 28 (1) : 87-116

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

References International Federation of Library Associations and Institutions(IFLA). (Producer). [Tise, E. and Hanson, A. ](2011,March 30). The Challenge of and Strategies for Equal Access to Information with Learning and Research Commons in Libraries in the Caribbean: Moving Towards the Future and the Future is Here!. [Audio podcast]. Retrieved from http:// conference.ifla.org/ifla77/news/podcasts-and-video-from-the-learningresearch-commons-conference-now-available Pontificia Universidad Católica de Valparaíso. (2010). Manual de procedimientos para la catalogación de documentos patrimoniales, históricos y etnográficos. Valparaíso, Chile: Libra. Real Academia Española. (2001). Diccionario de la Real Academia Española. (22. ed.). Madrid, España: Autor.

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

References Rothenberg, Jeff (1995) Ensuring the Longevity of Digital Documents. Scientifi c American; 272(1): 42–7 Rothenberg, Jeff (2008). Digital preservation: The uncertain future of saving the past. Rand Europe. Recuperado de: http://www.rand.org/content/dam/rand/ pubs/research_briefs/2008/ RAND_ RB9331.pdf Tanodi, A. (1975). Manual de archivología. Córdoba : Centro Interamericano de Formación de Archiveros. United Nations Educational, Scientific and Cultural Organization (2003). Actas de la conferencia general: Volumen 1, Resoluciones. Recuperado de http:// unesdoc.unesco.org/images/0013/001331/ 133171s.pdf#page=85 Universidad de Alicante. (2003). Manual de organización de archivos de oficina. Recuperado de http://www.ua.es/es/bibliotecas/archivo_generaln/index.htm

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

References Universidad ICESI. (2009). Documentos patrimoniales o culturales. Recuperado de http://www. icesi.edu.co/servicios_apoyo/ documentos_patrimoniales_culturales.php Vázquez Murillo, M. (2008). Administración de documentos y archivos: planteos para el Siglo XXI. Buenos Aires: Alfagrama Vázquez Murillo, M. (2006). Cómo seleccionar documentos de archivo. Buenos Aires: Alfagrama Wiki . Webopedia, (2011). Recuperated on 5/14/2011 at http:// www.webopedia.com/TERM/W/wiki.html

©2011. ACURIL/GSIST-UPR/UNESCO


ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki

CREDITS Project of the Program of Continuing Education and Professional Development of the Asociation of Caribbean University, Research and Institutional Libraries (ACURIL) and the Graduate School of Sciences and Technologies of Information, University of Puerto Rico, co-sponsored by UNESCO, Caribbean and Latin America Region. http://executivesecretariat.acuril.org ; executivesecretariat@acuril.org Tutors: Cindy Jiménez-Vera(cindyjvera@gmail.com) Yariliz Quiles-Martínez (yrquilesmartinez@gmail.com) With the Collaboration of the ACURIL WebTeam

©2011. ACURIL/GSIST-UPR/UNESCO


Thank you very much for your attention. We invite you to explore T

As an alternatuve tool, To preserve patrimonial documents in your information unit, Within the community of practice of ACURIL Š2011. ACURIL/GSIST-UPR/UNESCO

Google Sites Caribbean Disaster Commons  

Google Sites Caribbean Disaster Commons, English Version

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