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

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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

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The Result: Metadata Map

Digital Archives Portalarchive.imamuseum.org

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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