The document summarizes the implementation of new Digital Asset Management (DAM) and Document Management (DM) systems at the IMA Museum. It discusses the preparatory work, including defining requirements and controlled vocabularies. For the DAM, this involved cleaning up image metadata and standardizing formats. For the DM, it involved organizing documents and standardizing file naming. The results were improved access to collection images and documents as well as coordination between the systems.

1. PRESENTATION TITLE
Presentation Subtitle
#DAMandDMStrat
DAM & DM Strategizing with
Collections Management Practices
Samantha Norling, Archivist
@SamiNorling
Kayla Tackett, Manager of Exhibitions
@MuseumOfKayla
Anne M. Young, Manager of Rights and Reproductions
@AyoungRandR

2. 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

3. 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 Sites
Step 3 – New DM
#DAMandDMStrat

4. 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

5. #DAMandDMStrat
Step 1 – New DAM

6. 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

7. • 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

8. New DAM System
#DAMandDMStrat
Sought a new system with:
1. Backend/technical that worked with IMA’s CMS
2. Keyword searching (with IMA controlled vocabulary)
3. Customizable folder organization
4. Ease of uploading/downloading files
5. Multiple permission levels for end-users
6. External vendor support (not reliant on IMA staff for
all maintenance and updates)

9. #DAMandDMStrat
Workbench
system:
1-Digitise
2-Manage
3-Discover
4-Distribute
piction.com
@PictionDAMs

10. 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

11. • 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
#DAMandDMStrat

12. Preparatory Work
vs.

13. Field Name Mapping:
CMS to DAM
#DAMandDMStrat

14. Creating Additional
Metadata Fields

15. 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
#DAMandDMStrat

16. File downloads based on user
group permissions.
Word document export includes
thumbnail image with basic
Tombstone data about the work.
Fine Tuning

17. Requests

18. 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

19. CMS-DAM Coordination Results
Increased 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

20. #DAMandDMStrat
Step 2 – New
Collection &
Archive Sites

21. 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

22. collection.imamuseum.org
#DAMandDMStrat

23. Simplified Navigation Tools
Jump to
Object
Information
Download arrow
appears on public
domain works with
high-resolution
images available

24. Object Information
More Data Pushing from CMS
#DAMandDMStrat

25. Intended use captured to know how IMA works
reproduced. NOT to approve/deny use.
OA Image Download

26. 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.

27. 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

28. 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

29. The Result: Metadata Map
#DAMandDMStrat

30. Digital Archives Portal
archive.imamuseum.org

31. 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

32. Digital Archives Portal
#DAMandDMStrat
Zoom In
Zoom Out
Full Screen
Citation
Object Information
Download

33. 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!

34. #DAMandDMStrat
Step 3 – New DM

35. 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

36. • Registrar
• Director of IMA Lab
• Archivist
• Systems and Database Administrator
• Manager of Exhibitions
• Manager of Rights and Reproductions
Document Management
Core Task Force
#DAMandDMStrat

37. • 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.

38. #DAMandDMStrat
Text Retrieval Functions

39. • 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

40. • 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

41. 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

42. 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

43. TOP LEVEL:
• ARCHIVES
• DEPARTMENTS
• INSTITUTIONAL
REPOSITORY
• PROJECTS
DM System Organization
#DAMandDMStrat
• Each Department has its
own folder to place non-
Project related items.

44. 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

45. • 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
#DAMandDMStrat

46. DM Controlled Vocabulary
1. advertisement
2. agenda
3. application
4. architectural plan
5. article
6. billing information form
7. brochure
8. budget
9. calendar
10. checklist
11. clipping
12. contract
13. correspondence
14. database
15. diagram
16. directory
17. donor agreement
18. form (template)
19. inventory
20. invoice
21. job description
22. label copy
23. layout (floorplan)
24. licensing agreement
25. list
26. loan agreement
27. memorandum
28. metadata
29. minutes
30. notes
31. photograph
32. plan
33. policy/procedure
34. presentation
35. press release
36. proposal
37. publication (reference)
38. receipt
39. report
40. roster
41. schedule
42. schematic
43. template

47. 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 decisions
How we accomplished this:
– Identified “Records Steward” for each
department/unit
– Created “E-Records Inventory” template
E-Records Management

48. E-Records Inventories
#DAMandDMStrat

49. 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

50. DM-DAM Coordination Results

51. DM-DAM Coordination Results

52. • 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
#DAMandDMStrat
DM Implementation
Phase 2: IMA Archives

53. • 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
#DAMandDMStrat

54. PRESENTATION TITLE
Presentation Subtitle
#DAMandDMStrat
Thank you!
Samantha Norling, Archivist
snorling@imamuseum.org | @SamiNorling
Kayla Tackett, Manager of Exhibitions
ktackett@imamuseum.org | @MuseumOfKayla
Anne M. Young, Manager of Rights and Reproductions
ayoung@imamuseum.org | @AYoungRandR