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PRESENTATION TITLEPresentation Subtitle
#DAMandDMStrat
DAM & DM Strategizing with Collections Management PracticesSamantha Norling, Archivist
@SamiNorlingKayla Tackett, Manager of Exhibitions
@MuseumOfKaylaAnne M. Young, Manager of Rights and Reproductions
@AyoungRandR
#DAMandDMStrat
Collections Management System (CMS): A computer program that facilitates the administrative responsibilities (cataloguing, accessioning, tracking loans, exhibition planning, digital image retrieval, copyright management, etc.) associated with the documentation and stewardship of a cultural institution’s holdings.
Digital Asset Management System (DAM): A digital program used for storing, managing and retrieving digital assets, such as images of collection objects.
Document Management System (DM): A digital program used for storing, managing and retrieving born-digital or digitized documents; may be the same system as a DAM.
— From Rights & Reproductions: The Handbook for Cultural Institutions, 2015
Defining the Alphabet Soup
#DAMandDMStrat
The Access Quandary
The need to find an efficient way to utilize and disseminate collection and non-
collection media while retaining the associated metadata and copyright information.
Step 1 – New DAM Step 2 – New Collection & Archive SitesStep 3 – New DM
#DAMandDMStrat
DAM & DM Timeline at the IMA
2013:Research for a new DAM
2013-14:Implement new DAM
January 2015:
Launch new
Collection Search
May 2015:
Launch new
Archive Portal
2014-15:
Research for a
new DM
2015-16:Implement new DM
#DAMandDMStrat
Step 1 – New DAM
#DAMandDMStrat
Why a New DAM (a.k.a. What Wasn’t Working)
• Photography department images lived in 4 places
• Many images not “finished” and no way to if they were
• All image requests had to go through photography
• No way of running reports or statistics
• No caption or rights information retained
• Metadata and image syncing prone to failure
• No ability to batch process anything
• Reliance on old technology and institutional memory
#DAMandDMStrat
• Created an IMA specific list of DAM requirements
• Internship (information science graduate student):– Separated the search for DAM and DM– Researched DAM systems and which institutions
using them
• Interviewed institutions using the DAM systems and interviewed them about their experience.
Preparatory Work for a New DAM
#DAMandDMStrat
New DAM System
Sought a new system with:1. Backend/technical that worked with IMA’s CMS2. Keyword searching (with IMA controlled vocabulary)3. Customizable folder organization4. Ease of uploading/downloading files5. Multiple permission levels for end-users6. External vendor support (not reliant on IMA staff for
all maintenance and updates)
#DAMandDMStrat
Workbench system:1-Digitise2-Manage3-Discover4-Distribute
piction.com
@PictionDAMs
#DAMandDMStrat
Interdepartmental Task Force
Only five staff members:
• Director of IMA Lab• System and Database Administrator• Manager of Photography• Manager of Rights and Reproductions• Registrar
#DAMandDMStrat
• Created institution approved controlled vocabulary
• Cleaning up hundreds of thousands of non-collection images:– Adding keywords from controlled vocabulary & metadata
• Cleaning up over 90,000 collection images:– Evaluating file size, quality, color balance & contrast levels– Standardized file formats retained:
TIFF, JPG & DNG derivatives for each approved image– Standardized file naming conventions:
(PS_XXXX-XX_v01 and REG_XXXX-XX_v01)
18-Month Implementation
Preparatory Work
vs.
#DAMandDMStrat
Field Name Mapping:CMS to DAM
Creating Additional Metadata Fields
#DAMandDMStrat
Fine Tuning
• Search functionality• Metadata ingestion & Imbedding• Thesaurus terms for collection imagery• Sorting order• Permission levels for staff – 4• Tombstone info on prints• Caption generation• Multiple collections require varied import scripts
File downloads based on user group permissions.
Word document export includes thumbnail image with basic Tombstone data about the work.
Fine Tuning
Requests
#DAMandDMStrat
CMS-DAM Coordination Results
• Self sufficiency for museum staff for majority of image requests
• More time for photography staff to document the collection
• Relaunch of online collection pages with improved search functionality and image quality
• Ability to obtain accurate statistics of collection imagery
• Increased accessibility to collection has allowed us to apply for grant support for additional collection documentation
#DAMandDMStrat
CMS-DAM Coordination ResultsIncreased OA at the IMA
• Ability to obtain accurate statistics of collection images
• Benchmarked and amended fee schedule to align with new Open Access program:– Income is no longer the only goal– Still want to know where IMA images are
reproduced– Instead seek to disseminate images and foster
research, scholarly, and personal endeavors
#DAMandDMStrat
Step 2 – New Collection & Archive Sites
#DAMandDMStrat
Redesign of IMA’s Collection Web Pages
Pre-2015 2015-Present
KE-EMu
Central Data
Repository
Piction
MediaBin (former DAM)
Tags (STEVE)
Extended Text
Color Detection
Related Media
Nuxeo (former DAM)
KE-EMu
IMA Website
#DAMandDMStrat
collection.imamuseum.org
Simplified Navigation Tools
Jump to Object
Information
Download arrow appears on public
domain works with high-resolution
images available
#DAMandDMStrat
Object InformationMore Data Pushing from CMS
Intended use captured to know how IMA works reproduced. NOT to approve/deny use.
OA Image Download
OA Requestor Information
Short form to fill out prior to download. This captures information about scholarly and commercial uses of IMA works.
Once completed, the Download Image button is enabled.
DAM Implementation Phase 2: IMA Archives
The IMA Archives contains over 130 years of institutional records and related manuscript and visual collections
Archival items and information compliment Registration files to provide full picture of IMA collections and history of activities
Museum-wide DAM implementation would bring collections together in
digital realm
#DAMandDMStrat
Considerations:• Which metadata schema?
• How to link to Museum collections?– Accession Numbers– Exhibitions
• Looking ahead:– Indiana Memory– Digital Public Library of America (DPLA)
Metadata Planning
#DAMandDMStrat
The Result: Metadata Map
Digital Archives Portalarchive.imamuseum.org
#DAMandDMStrat
Digital Archives Portal
Launched May 2015 with Miller House and Garden Collection
• IMA Lab customized interface based on Collections Page, but to fit Archives metadata
• Unique design features:– Separate “Transcription” tab– “Related Items in the Museum Collections”
#DAMandDMStrat
Digital Archives PortalZoom In
Zoom Out
Full Screen
Citation
Object Information
Download
Future of the Digital Archives Portal
• Currently digitizing past exhibition catalogs and checklists to add to Portal– Metadata will include full transcription
(keyword-searchable) and accession numbers for exhibited Museum collection pieces
• Hope to digitize past exhibition installation photography
In this way, IMA Digital Archives Portal is creating NEW data about collections!
#DAMandDMStrat
Step 3 – New DM
Why a New DM (a.k.a. What Wasn’t Working)
• Reliance on old technology and institutional memory
• No central digital document storage:– Personal drives– Departmental drives– Shared drive– Basecamp– Desktops
#DAMandDMStrat
• Registrar• Director of IMA Lab• Archivist• Systems and Database Administrator
• Manager of Exhibitions• Manager of Rights and Reproductions
Document ManagementCore Task Force
• 25 Top Priorities, including:– Backend/Technical– Searching– Organization– Uploading/downloading– Permissions– Vendor Support
• 27 Secondary Considerations
Finding a DM: IMA Requirements• Researched existing systems (including both commercial and
open-source systems) and who is using them.• Reviewed how systems integrate with DAM and current CMS.
#DAMandDMStrat
Text Retrieval Functions
• Establish system organization:– Combination of department and project based folder
structures
• Standardize file naming conventions:– Enable batch processing with added prefix
• Create institution approved controlled vocabulary to enable document searching
• Update department retention schedules
• Meet with departments for specific needs
DM 12-Month Implementation
• Establish system organization:– Combination of department and project based• Generally organized by department• Major, cross-departmental projects (such as exhibitions
and publications) will be the exceptions
DM System Organization
#DAMandDMStrat
TOP LEVEL:
• ARCHIVES• DEPARTMENTS• INSTITUTIONAL
REPOSITORY• PROJECTS
• Mirrors Department and Project folder structures and organization.
• Single folder for each calendar year.
DM System Organization
#DAMandDMStrat
TOP LEVEL:
• ARCHIVES• DEPARTMENTS• INSTITUTIONAL
REPOSITORY• PROJECTS
• Board of Governors• Campus Enhancement
Project• Collections Committee• Exhibitions• Gallery Reinstallations• Publications• Rotations• TSA
DM System Organization
#DAMandDMStrat
TOP LEVEL:
• ARCHIVES• DEPARTMENTS• INSTITUTIONAL
REPOSITORY• PROJECTS
DM System Organization
• Each Department has its own folder to place non-Project related items.
#DAMandDMStrat
Cross-departmental file naming standardization:– Departmental prefix of the department that has
produced the document when uploaded
– Project name
– Document type
– Date created or updated (year-month-day)
– Version (if applicable, i.e. if the document was revised twice in one day)
DM File Naming Conventions
#DAMandDMStrat
• Underscores between each section of the document name
• Capitalize each new word• Hyphens between numbers in the date
Examples:• REG_Baumann_IncomingShippingChecklist_
2015-08-04• DES_CampusEnhancement_
FinalSignageDesign_2015-08-04_v03
DM File Naming Conventions
DM Controlled Vocabulary1. advertisement2. agenda3. application4. architectural plan5. article6. billing information form7. brochure8. budget9. calendar10. checklist11. clipping12. contract13. correspondence14. database15. diagram16. directory17. donor agreement18. form (template)19. inventory20. invoice21. job description22. label copy
23.layout (floorplan)24.licensing agreement25.list26.loan agreement27.memorandum28.metadata29.minutes30.notes31.photograph32.plan33.policy/procedure34.presentation35.press release36.proposal37.publication (reference)38.receipt39.report40.roster41.schedule42.schematic43.template
Implementation of new DM is the perfect opportunity for ALL departments to: – Inventory existing electronic records– Evaluate e-records creation, storage, and
management practices of individuals and departments
– Make retention and disposition decisionsHow we accomplished this:– Identified “Records Steward” for each
department/unit– Created “E-Records Inventory” template
E-Records Management
#DAMandDMStrat
E-Records Inventories
What to Expect When You’re Ingesting (into )
• Access and update to username permissions• Review controlled vocabulary• Clean up & prepare files for bulk ingest:– Place on Shared drive within specified department
and/or appropriate project folder• 01_Staging Area-Document Management• Past-employee files/old files to be placed into
“Inactive” folder within department folder– Task Force will add departmental prefixes onto
existing filenames for bulk ingest
DM-DAM Coordination Results
DM-DAM Coordination Results
#DAMandDMStrat
• Saving institutional archives for second phase– Less stress for task force AND all staff– Piction indexing feature will facilitate appraisal– Will require separate workflows/features, such as:• Open Archival Information System (OAIS) Reference
Model-compliant• Create checksums at time of transfer, and review for data
loss on a regular basis• Access permissions may/may not change on transfer• Additional metadata added for archival description/access
DM Implementation Phase 2: IMA Archives
#DAMandDMStrat
• Take the time to get it right:– Access levels to data and media content– Staffing of task force(s) to implement– Establish workflows, file naming conventions &
controlled vocabularies up front
• Don’t jump into DAM & DM implementation without workflows set:– Ensure the coordinated delivery of collection
data with related media content.
A Few Final DAM Thoughts
PRESENTATION TITLEPresentation Subtitle
#DAMandDMStratThank you!
Samantha Norling, Archivistsnorling@imamuseum.org | @SamiNorling
Kayla Tackett, Manager of Exhibitionsktackett@imamuseum.org | @MuseumOfKayla
Anne M. Young, Manager of Rights and Reproductionsayoung@imamuseum.org | @AYoungRandR
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