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MCN 2013 - Big-Picture Strategy for Collection-Information Technology Projects at the Cleveland Museum of Art Speakers:  Jane Alexander, Jeanne DeBonis, Andrea Bour and Niki Krause
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MCN 2013 - Big-Picture Strategy for Collection-Information Technology Projects at the Cleveland Museum of Art Speakers: Jane Alexander, Jeanne DeBonis, Andrea Bour and Niki Krause


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MCN2013 - Big-Picture Strategy for Collection-Information Technology Projects at the Cleveland Museum of Art …

MCN2013 - Big-Picture Strategy for Collection-Information Technology Projects at the Cleveland Museum of Art
Speakers: Jane Alexander, Jeanne DeBonis, Andrea Bour
and Niki Krause
How do you get and use data about your collections out there for the public to enjoy? How do you reach the researcher? How do you make sure the information offered up for each artwork is correct and current, wherever and whenever it's used? How do you make sure one change in the data is reflected everywhere? It takes a "big picture" strategy to get it right! The Cleveland Museum of Art shares its holistic approach to artwork-related information--from metadata standards and systems development, to integration and user interface--and illustrates its effectiveness with eight short case studies from recent and current technology projects. The team will also highlight the back-end data flows that enable these projects, and share hair-raising, real-life tales of data run amok when projects temporarily lose sight of the "big picture."

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  • SEARCH67 fields are indexed for standard internet search with Boolean operators inline.User can refine their broad searches using filters in a couple different ways, depending on their preferences and knowledge of the underlying data. Search criteria are shown in the left hand navigation bar.REVIEW AND EDITCDWA categories are grouped into 5 menu items, and pocketed on each pageMenu browsing is consistent whether the user is viewing or editing the record.When the user selects ‘edit the record’ , the database creates a ‘sandbox’ copy of the complete record in a separate database partition, allowing for long edit without changing the published record on the fly.BIG PICTURE concept –one of the major requirements for this system was distributed cataloging – curators, educators, conservators, etc need to be able to contribute to the content surrounding the artwork and share their research in a single database, however, changes affect modules within the application (for instance loan contracts and shipping docs) and well as every application consuming this artwork data downstream. (collections online and ArtLens).When the user has completed all edits in their research cycle, they can select to ‘submit’ changes, and the new record is launched into a three step approval workflow. This request to review and approve becomes a task item for each approver role in turn, with email notification both to the approver of a new task item. The requestor can observe approval progress on their personal site.
  • UPLOADThese realities of servers overburdened with multiple versions of the same document, with little or no metadata assigned to indicate which is current, final or even correct, or paper file folders full of useful but inaccessible correspondence, contracts, and notes needed resolution as well.Here you see a simple document upload process in use throughout the application. Document description and metadata is assigned at time of upload. These documents become securable items stored within database, accessible and searchable to all users with permissions.BIG PICTURE idea: as we accumulate metadata and assets directly linked to the artwork records, we can support new connections among our publishable content as well as expand research support
  • CONNECT (library)Citations and bibliographies are notoriously messy in institutions with cataloging predating unified library catalogs. Again, with the idea of supporting research and scholarship, we specified a simple interface in which catalogers can insert an OCLC number into a search field, and pull via API the correctly formatted citation. Users can further append the citation database row with page number, annotations, contributor (of citation) and chose to restrict publishing of the citation. BIG PICTURE idea: The database stores the OCLC number upon save, allowing for automatic refreshing of the citation details or format. Our library, or any other library for that matter can use the stored OCLC# to link from their catalog records to artworks in our collection.Of note – free text citations are also accommodated, for publications which predate or fall outside of the scope of OCLC catalog.
  • CONNECT (Getty and VIAF) Integration with controlled vocabularies for creators and owners (as well as AAT and TGN terms) was also required. This is a slightly more complicated scenario, as we need to support an encyclopedic collection where works within our Asian, native American and European collections have very different structure for identification of creation and ownership. A union list of our 15 year legacy person database allows CMA catalogers to maintain publishing authority over the attributions, while providing a database of linked aliases in ULAN to support search. VIAF database can also be queried, providing standardized language and details for persons and organizations not commonly found in art catalog databases. Additionally, new records can be added on the fly to the local union authority.BIG PICTURE idea: positioning this database to link into our Central Table, which is a consolidated database of our advancement division’s constituents (which will be presented here tomorrow) providing an enterprise wide view of constituent activity. 
  • PLAN (Exhibitions and Service Requests)Exhibitions module provides a unified planning space and bird’s eye view of collection activity for curators, conservators, educators and collection managers. Exhibition, venue and object attributes and statuses allow for detailed reporting and for the creation review committee’s agendas. The shared view provides completely up-to-date information for all decision-making stakeholders.Here again, documents and images can be uploaded with attributes and descriptive metadata for ease of sorting and search.Another feature is the ability to sync and un-sync a permanent collection record from the exhibition instance of the record. Tombstone details might changed or amended to fit the intellectual scope of the exhibition. These changes can remain as unique versions of the record specific to the exhibition, or can be synced back into the permanent collection record (following standard approval workflow demonstrated earlier.)Once the checklist is established, the planner selects a set of artworks using filters, and assign them to service requests (which will be linked to the exhibition). This loops photographers, conservators, registrars and packers into the planning and scheduling process. Cascading from requests for photography, photographers can schedule their service, and request art movement in turn. You may have noticed, all approval and request workflows link with our Active Directory supporting single sign-on and integration with Outlook calendar and email.BIG PICTURE idea: Integration with AD allows for simpler tech support. The shared platform for data and documents promotes efficiencies in staff time and data storage. 
  • COLLABORATE:It is impossible to determine whether this belongs at the beginning or the end of all these supported requirements. Stakeholders clearly specified the need to collaborate before, during, and sometimes even after the publication or installation of a collection related document or project. Sharepoint provides templates for custom team sites and document workspaces which users can create from their site and invite colleagues to join and collaborate. Sites can be customized on the fly with different ‘webparts’, depending on evolving project needs.Here I created a custom exhibition theme development site, invited educators to join, uploaded a couple documents, which you can see can be checked out , edited, uploaded, all with native version controls including rollback, in place. This functionality was a major draw for our stakeholder groups, envisioning a new way of doing business in within the museum as well as with external colleagues, who can be invited to join, share and collaborate with us. 
  • Transcript

    • 1. BIG PICTURE STRATEGY CLEVELAND MUSEUM OF ART Jane Alexander, Chief Information Officer Andrea Bour, Collection Information Data Analyst Jeanne DeBonis, Web Developer Niki Krause, Application Services Manager
    • 2. IMTS Applications Team Will, Andrea, Linda, Niki, Jeanne
    • 3. interactives test-bed GALLERY ONE + ARTLENS
    • 4. GALLERY ONE • • • • 1st „beneficiary‟ of digital strategy 78 works of important art 6 thematic lenses 3 dynamic interactives: – Collection Wall (40‟ long, 125 microtiles, 4000+ works) – Matching & Sorting game (2 stations) – Beacon (favorites, stats, visitor experiences)
    • 5. 10
    • 6. 12
    • 7. 13
    • 8. 15
    • 9. 16
    • 10. ARTLENS • • • • • • • • 55 works interpreted from Gallery One 150+ interpreted works in collection galleries 800+ videos & narrated slideshows 700+ text & image offerings 25 predefined tours wayfinding via 175+ APs 9,200 downloads to date 1,000+ visitor tours created
    • 11. NO ONE-OFFS!
    • 12. A FEW OF THE MANY… • • • • • • integrated CCMS DAM upgrade archival repository open-source website mobile site central table
    • 13. all intertwined OTHER PROJECTS
    • 14. search edit view CCMS connect upload collaborate plan
    • 15. WEBSITE • open source • extensible and extremely customizable • rapid application development • sophisticated theming layer • intuitive interface • in-house expertise • highly-engaged developer community better and faster search and faceting • active use and development in museum, library, and non-profit community ease of theming & design streamlined mobile site
    • 16. linking art citations + donors LIBRARY INTEGRATION
    • 17. DAM UPGRADE
    • 18. records in the clou ARCHIVAL REPOSITORY
    • 20. building a core system CCMS
    • 22. UPLOAD : Document Management
    • 23. CONNECT : WorldCat
    • 24. CONNECT : Getty and VIAF
    • 25. PLAN : Exhibitions • Service
    • 27. Product Description • • built on open technologies of Microsoft SharePoint Server, Microsoft SQL Server and .Net built with Collaboration as a primary goal o o o • • • • • employs SharePoint embedded features and custom workflows for sharing information with internal colleagues institutional based premise for sharing information between museums community based premise for publishing information to the world cloud-ready to support a community of museum catalogers and professionals from multiple institutions regardless of size built using the latest frameworks and design patterns including SOA (Service oriented architecture) and MVVM (Model-View-View-Model) designed to be agile and adaptable to multiple platforms; iOS, Android, Surface designed to scale from a few users to tens of thousands of users designed to be adaptable to specific museum by allowing theming and branding according to preference
    • 28. evolving PICTION DAM
    • 29. PICTION DAM UPGRADE • Piction 7 application upgrade • flattened legacy record structure (1:1) • expanded staff-requested tools – export PPT and Excel – contact sheets – batch downloads • integrated with CCMS • turbocharged downstream use
    • 30. A Basic DAM
    • 31. An Awesome DAM
    • 32. OAIS + cloud computing ARCHIVAL REPOSITORY
    • 33. OAIS Preservation Planning DATA MANAGEMENT metadata (descriptive, technical, preservation) INGEST ACCESS ARCHIVAL STORAGE digital assets (original + normalized) Administration
    • 34. MANAGEMENT SOFTWARE • IMTS preference for open source • options reviewed: – – – – DSpace (piloted and chosen) Fedora Commons (piloted) Archivematica ContentDM • custom loaders, search interface
    • 35. PLATFORM • • • • sustainability concerns in-house server/storage hosted/SaaS solutions cloud-based server/storage – full access to server & management software – top-flight local provider – same ISP backbone – out-of-region redundancy
    • 37. ISSUES • mapping by collection group • custom CMA schema added to DCMI, IPTC metadata • original + normalized archival file format – TIFF – PDF-A • preserving Photo Studio edits to images • automation of workflow steps
    • 38. migration and innovation WEBSITE
    • 39. GOALS OF MIGRATION TO DRUPAL CMS • staff intranet – ease of use – true content management by and for staff – ability to search documents, show news and alerts • museum website – consolidation of Sitecore website and Wordpress blog – understandable content and categorization – massive migration of data (>65,000 pages) • library website – migration from LAMP site, opacs, and Wordpress
    • 40. STAFF INTRANET (before Drupal)
    • 41. STAFF INTRANET CONVERSION • The easy part: implementation – installation – customization of content – theming • The challenge: training/retraining staff – content management means extra work (despite ease of use) – gatekeeper strategy requires single content manager per department – daily updates on intranet replace “all staff” emails
    • 42. STAFF INTRANET(with Drupal)
    • 43. PUBLIC WEBSITE CONVERSION • Save money with open source – – – – software cost license fees developer fees training fees • Legacy system (Sitecore CMS) disadvantages – – – – – non-standard implementation, heavy customization out of house development and updates search engine issues: limited SEO and lack of Google image indexing problematic social sharing unintuitive admin interface with buggy plug-ins and limited browser support
    • 44. PUBLIC WEBSITE CONVERSION • • • • • • in-house expertise rapid application development intuitive admin interface for content managers sophisticated theme layer separate from content highly-engaged developer community active use and development in museum, library, and non-profit community
    • 45. WEBSITE MIGRATION SCOPE • Time Challenges: July-December 2012 – – – – – • • “Redesign” Challenges: branded site Migration Challenges – – • hire third-party developers for decision making and complex migration “redesign” build migrate launch export >65K pages from relatively-unstructured database (“blobs”) decide how to handle user data and customizations Special Challenges – – integrate with Piction DAM (weekly refresh of ~60K objects‟ metadata and images) feed daily events to ArtLens (iPad application)
    • 46. GOALS OF SITE DESIGN & “REDESIGN” • fix things that were “broken” – Facilitate SEO – Reinstate images to Google index – Make social sharing work properly • follow already-established branding guidelines – Maintain menu and landing page layout – Keep general page look (banner, text, navigation) • update layout and functionality where possible • incorporate responsive design
    • 47. Homepage
    • 48. Landing Pages (Rendered Menus)
    • 49. CONTENT PAGES updated for usability • • • • Remove menu overlay Add peer content in left menu Move related content to top of left menu Reinstate browser “back” button functionality
    • 50. COLLECTION ONLINE search layout and functionality • • • Installed Apache SOLR search for speed Added facets to search navigation Added hover info for objects
    • 51. COLLECTION ONLINE object pages • • • Layout and functionality updated for usability Meta data displayed in pocketed sections NEXT to main image Thumbnail carousel for slide-show functionality
    • 52. MOBILE SITE CHANGES • Make entire site available on mobile platform • Maintain as much imagery as possible (Pentagram design guideline) • Work within user expectations for mobile site (menu dropdowns, single-column layout and “button” lists)
    • 54. MOBILE SITE IMPLEMENTATION • responsive design abandoned below tablet level • separate theme for mobile • templates, CSS, and Javascript • swipe and scroll functionality for image menus and slideshows • install server-side switching using Apache Mobile Filter for platform detection and domain assignment • create mobile site domain: • use Domain Access module in Drupal to handle theme assignment based on domain served
    • 55. looking at the big picture DIGITAL STRATEGY
    • 56. OBJECTIVES • • • • • • • • activate the collection connect art and audience through active experience promote new scholarship support research facilitate internal and external collaboration drive attendance increase revenue streamline work
    • 57. enjoying the big picture DIGITAL STRATEGY