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Getting Started With Archeion

For AAO institutional members

Connor White

Archeion Coordinator, Archives Association of Ontario

Last updated: 2026.01.25

Link to slides: bit.ly/getting_started_with_archeion

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Welcome to the Getting Started with Archeion slide deck for Archives Association of Ontario institutional members.

This is the instructional slide deck to learn about Archeion and how to use it.

The slide deck is continuously updated with information so always be sure to check the “last updated” date on this slide.

The slide deck will always be publicly available at the URL on this slide - https://bit.ly/getting_started_with_archeion

Past AAO Archeion instructional sessions are also available as recordings on YouTube: https://www.youtube.com/playlist?list=PLxUBD1CtefSDFrdNpHicz93DLg14icyZx

With thanks to many colleagues and Archeion institutions for wonderful feedback and ideas for additions to this slide deck! Please reach out if you have corrections, feedback, or ideas for additions: archeion@aao-archivists.ca

The slide deck contains the work of many past Archeion Coordinators:

2023 - 2026: Kelli joined the Archives Association of Ontario as a part time staff member filling the Archeion Coordinator role in January 2023. Kelli is a past AAO Board member and also works full time as the Digital Initiatives Librarian with the University of Toronto Libraries. With an MLIS with a focus on archival studies and past early career experience in archives, Kelli now works on digital access and discovery services for online archives and special collections. Kelli (she/her) is white, able-bodied, the ancestor of settlers, and works on the traditional territory of many nations including the Mississaugas of the Credit, Huron-Wendat, and the Seneca in Toronto (Tkaronto).
2022: Jazmine Aldrich took over the part time role of Archeion Coordinator in 2022 and contributed many Archeion training materials that are referenced or included in this slide deck, including:

https://docs.google.com/presentation/d/1q_a4OfxW08Owj0-Hcbpq8NBoKq8zQ8An/edit#slide=id.p1
AAO Professional Development Committee Bulk Uploading Slides: https://docs.google.com/presentation/d/1qTQivtJewC5K-lWtwmLuoZdQAtTIIQQf/edit#slide=id.p1

2016-2022: Lisa Snider contributed manter training materials for the Archeion service, including the original slide deck on which this slide deck is based.

See also the 2018 version of the Getting Started With Archeion training materials: https://docs.google.com/presentation/d/1mDWvz4oC1k4kGSS7K74_-hGSjC7U-OhW/edit?usp=share_link&ouid=111967759727475855646&rtpof=true&sd=true

2010-2016: Amanda Hill took over as Archeion Coordinator in 2010 and supported the AAO community with transitioning Archeion to the AtoM platform in 2011, making multi-level descriptions and digital objects available for the first time. Amanda Hill was responsible for generating the first AtoM Archeion training materials.
Other training materials from AtoM maintainers, Artefactual Systems, are also referenced throughout this deck including:

2024.02.23: Artefactual Systems AtoM Overview session for the AAO - https://youtu.be/8Bybr-YBQ0o?feature=shared
AtoM Training Worksheet: https://drive.google.com/file/d/1upAD-iW1AynKhkxZU-NrVhCCGeqsLiWe/view?usp=sharing

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Agenda

What is Archeion?
Who can use Archeion?
How do I use Archeion?
Why would I use Archeion?
Archeion-specific instructions

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Official AtoM documentation

https://www.accesstomemory.org/en/docs/latest

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Archeion is live! Use AtoM demo

https://demo.accesstomemory.org/

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1. What is Archeion?

Archeion, Ontario’s Archival Information Network, is a publicly available shared discovery technology service for archives and memory institutions.

Archeion provides researchers with a central i nstitutional directory to connect with archives and memory institutions across the province. This directory represents past and present institutional members of the Archives Association of Ontario (AAO).

Archeion provides search and browse access to select archival descriptions and digitized records documenting Ontario’s rich and diverse history. The Archeion database also facilitates cross-institutional discovery through its shared authority record list for people and organization record creators.

Access it at https://www.archeion.ca/

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https://www.archeion.ca/

204 institutions

https://aao-archivists.ca/

23,820 digital objects

128,632 descriptions

Archeion snapshot as of December 16, 2025

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1. What is Archeion?

Archeion is a free service for Institutional Members of the Archives Association of Ontario providing them with a public archival description database plus free support from the Archeion Coordinator for onboarding and using the system.

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1. What is Archeion?

Archeion uses AtoM, archival description software maintained by Canadian software company, Artefactual Systems, with community support from the AtoM Foundation.

Archeion currently runs on AtoM version 2.8

Read AtoM 2.8 documentation to learn more about the AtoM archival description software powering Archeion.

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2. Who can use Archeion?

As mentioned, Archeion is a free service to Institutional Members of the Archives Association of Ontario.

Sign up as an AAO Institutional Member to begin using the system.

Once you are signed up, contact the Archeion Coordinator to get your Archeion login(s) and to set up your institutional profile.

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AAO Members in Archeion

MEMBERSHIP LEVEL	# IN ARCHEION	CONSIDERATIONS
Volunteer or unpaid institution	18	Archeion is used most heavily as an affordable option for smaller institutions to access an archival description management platform. These institutions rely on the Archeion service. Larger institutions can participate in Archeion’s institutional directory feature. These institutions do not rely on Archeion but benefit from being promoted and visible within it as well as connecting their records with other institutions. Data maintenance is a consideration given the current number of Archeion institutions with inactive AAO memberships (these institutions do not have active Archeion logins).
1-4 staff	87
5-10 staff	13
11-24 staff	3
25+ staff	1
Individual (legacy issue)	9
Inactive	71

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2. What is the AAO? (1)

The Archives Association of Ontario promotes the development of a cooperative system of archives in Ontario by:

Advocating on behalf of Ontario’s archival community to the Government of Ontario, local government, and other provincial institutions in order to advance archival practice and promote the value of archives

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2. What is the AAO? (2)

The Archives Association of Ontario promotes the development of a cooperative system of archives in Ontario by:

2) Promoting professional standards, procedures, and practices among archival repositories

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2. What is the AAO? (3)

The Archives Association of Ontario promotes the development of a cooperative system of archives in Ontario by:

3) Facilitating archival communication and cooperation among institutions, users, and sponsors

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2. What is the AAO? (4)

The Archives Association of Ontario promotes the development of a cooperative system of archives in Ontario by:

4) Providing leadership through communication and co-operation with individuals, groups, and associations interested in the preservation and use of Ontario's documentary heritage

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3. How do I use Archeion?

Login - after the Archeion Coordinator has contacted you with your login information, go to https://www.archeion.ca/ to login.

Archeion is web-based - meaning you do not have to download anything to your computer. Simply login using the “Log in” button on the website.

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3. How do I use Archeion?

Once you are logged in, you will see the editor toolbar in the top right of your screen. Your username will reflect your Archeion Institution ID and institution name. Please do not change the user name of your account.

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3. How do I use Archeion?

You can see your user profile at any time by clicking the down arrow and selecting “Profile”.

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3. How do I use Archeion?

From your profile page you can also reset your password.

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3. How do I use Archeion?

Once logged in, there are a number of actions you can take to contribute to Archeion. Since Archeion uses the AtoM software, it is suggested you refer to the AtoM documentation to learn how to use the system.

Archeion-specific slides also follow.

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4. Why would I use Archeion?

Extremely cost effective way to access archival description software and enhance the discoverability of your archives
Archeion has excellent rankings in search engines like Google and a high number of page views monthly
Standards-based
Cross-institutional discovery
Free support from the Archeion Coordinator

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Archeion-Specific Instructions

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Topics

Section 1: AtoM editing basics
Section 2: Institution Profile
Section 3: Search, Browse and Export Features
Section 4: Authority Records
Section 5: Archival Descriptions
Section 6: Access Points
Section 7: Digital Objects
Section 8: Migrating and Bulk Uploads

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Section 1

AtoM Editing Basics

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AtoM editing basics

Remember that Archeion uses a technology platform called AtoM - click here to reference the official AtoM documentation
AtoM uses a markup language like HTML (but not HTML) called Markdown - see the Markdown guide to learn how to make Archeion data formatted as bold or italic
Remember you must be an active AAO institutional member to have an active Archeion user account to make edits in the Archeion database
Remember Archeion is a shared database - do not edit descriptions outside of your own institution

Remember that Archeion uses a technology platform built for archives, based on archival standards, called Access to Memory or AtoM or A 2 M.
If you want to format any of the text as you are adding information into the Archeion database please note that AtoM does not use regular html formatting, like <i> tags or <b> tags - AtoM uses a markup language called Markdown. I’ve linked to the Markdown guide in the slides (https://www.markdownguide.org/)
This section assumes you have an institutional profile in Archeion and also active Archeion user accounts. If you do not, please contact the Archeion Coordinator email
Remember also that Archeion is a shared database so please be respectful and a good Archeion community member and do not edit any descriptions outside of your own institution. If you see an error or issue you can contact the institution responsible for that description, or contact the Archeion Coordinator.

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AtoM editing basics: “Gotchas”

AtoM time-outs - remember to periodically save your work every 30 minutes!

In the slide notes I have linked to a great presentation from AtoM maintainers, Artefactual Systems about “Things I Wish I Had Known About AtoM” with tips, tricks, and gotchas (https://www.slideshare.net/accesstomemory/things-i-wish-id-known-atom-tips-tricks-and-gotchas)
An important thing to note before you begin editing in Archeion is that the AtoM platform will time out your editing session. The slide deck from Artefactual has more information on this.
What this means for you is that if you are editing a lot of information in Archeion - such as adding dozens of children records to a description or manually editing a large block of text, if you are editing for twenty-plus minutes or so and then step away from your computer, the AtoM platform may log you out and you will lose your unsaved work
Please remember to periodically save your work at about 20-30 minute intervals
In Archeion, we cannot update the session time out past its current limit - you will have to remember to save your work after 20-30 minutes

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AtoM editing basics: “Gotchas”

Do not add the Creator or Repository data at lower levels of descriptions - these get inherited

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AtoM editing basics: “Gotchas”

Have patience with the Archeion edit forms when using fields that are drop down lists - do not copy and paste into these fields - you could accidentally create a duplicate record!

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Section 2

Institution Profile

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Institution Profile

AAO Institutional Members…

get a free Institution Profile page in Archeion
can contact the Archeion Coordinator to set up their Institution Profile page and get their assigned Archeion Identifier Number
can contact the Archeion Coordinator for their Archeion user account login. This login enables members to fill in and update their Institution Profile and begin contributing to Archeion

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Institution Profile: Basic Information

The minimum fields required on an Institution Profile are:

Name of Archives
Assigned Archeion Identifier Number
Type of Archives
Full Address
Contact Information (phone, email, website)
Opening Times/Appointment Only
Suggested: if only using Archeion as an institutional directory, add a link to your internal finding aid database in the “Finding aids, guides, and publications” field (example)

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Institution Profile: Example

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Institution Profile: Example

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Institution Profile: Edit Information

To edit your profile information, ensure you are logged into Archein and click the “Edit” button on your profile.

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Institution Profile: Edit Information

Note that AtoM’s institution profile edit form is based on the International Council on Archives’ International Standard for Describing Institutions with Archival Holdings. You can refer to this standard as you edit.

Here I just want to flag that the Institution Profile edit form is based on the International Council on Archives’ International Standard for Describing Institutions with Archival Holdings - or ISDIAH (unsure of correct pronunciation of that acronym). In the slides I have linked to the webpage for the standard and also the English and French PDF documents of the full standard. You will notice in the Institution Profile edit form of Archeion that every field has an ISDIAH number and you can reference this number in the PDFs linked in the slides to read the rules about entering data into the edit form fields to ensure you are entering the correct type of information into each field. It can be helpful to refer to ISDIAH to get guidance on formatting your institution’s information per field.

See:

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Institution Profile: Edit Information

AtoM platform maintainers Artefactual Systems have excellent public documentation that you can refer to for instructions on filling out your institution profile information.

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Institution Profile: Edit Information

Our sibling provincial discovery portal, MemoryNS has a fantastic video about filling in the institution profile “Edit” form. You can watch it at https://youtu.be/woCqvYwUKXE.

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Institution Profile: Edit Information

The core thing to remember when editing your institutional profile is to make it inviting and accurate for researchers and the public looking to access and discover archival records…

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Keep your profile up-to-date - review contact information annually.

If it is incorrect, in the “Contact area” of the edit form you can click the pencil icon to edit it.

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Ensure you fill in the “Main” and “Physical Location” tabs in the Contact edit pop up.

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Institution Profile: Basic Information

TIP: the City field in the Contact area shows up in the Archival Institutions browse page as “Locality” and is also sortable and searchable.

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Institution Profile: Basic Information

TIP: the Type field in the Identity area of the institution form shows up in the Archival Institutions browse page as “Archive Type” and is also searchable.

Please use one or more of Archeion’s existing Repository Type terms. If you would like to suggest a new Type please contact the Archeion Coordinator.

Another Archeion-specific field in the Institution Profile edit form that should be flagged is the Type field. This field is not in the Contact area of the edit form, it is in the Identity area. This “Type” field is important because it shows up in Archival Institutions browse page as the Archive Type facet on the left hand side of this page. So, for example, if someone using Archeion is looking for all of the religions archives in Archeion, they could click the “Religious Organization” link in the archive type list to access all of the Religious Organization archives in Archeion. And I’ve linked to this example in the slide deck notes. Note that this field is a controlled term field - you need to select an existing Archive Type from the Repository Type taxonomy. If you need to suggest a new Type you can contact the Archeion Coordinator email. So in this field please select from the drop down list in the edit form - do not add an entirely new term here. This Repository Type taxonomy is cleaned up annually by the Archeion Coordinator.

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Institution Profile: Basic Information

TIP: You can add a “Thematic area” access point to your profile, too.

Please use one or more of Archeion’s existing “Thematic area” terms. If you would like to suggest a new Thematic area term please contact the Archeion Coordinator.

As of May 2023, do not use Geographic subregions access point. This list requires revision (need to apply AAO Chapter regions to Archeion institutions).

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