Digital Asset Management
DAM
+
Image Intellectual Property Management
IIPM
1
MCN 2010
Alan Newman, National Gallery of Art
National Gallery of Art
Mission Statement
Serve the country by preserving, collecting,
exhibiting, interpreting, and encou...
Art History and Its Publications in the Electronic Age
Hilary Ballon and Mariet Westermann,
2007 Mellon supported study co...
New Pricing Models
•  Museum image licensing pricing is based upon an
outdated paradigm of color transparency production,
...
An Agenda for Rights Managers
•  Build community for rights and permissions best
practices
•  Consider low/no cost pricing...
Rapid Capture
•  What is it?
Brute force Digital Asset Production!
90% quality for 10% effort yield 1,000% production
•  W...
NGA Rapid Capture Project
•  Mass infusion of collection images on Gallery website
and available for licensing
•  Will inc...
Image Management History
Access & Dissemination
•  Ten year plan began in 2004 to build a staged
suite of applications for...
IRIS
Internal Request for Imaging Services
We replaced a dysfunctional 6-part paper form,
which did not permit serious con...
11
NGA Images
•  2008-09 RFP for NGA Images, a web-based, self-
serve Image Licensing system with back office
management is s...
13
Draft Design—will be fine-tuned
Image IP Management
•  2005-06 IP Audit. Law school intern identifies, working
with myself and legal department maps workf...
IIPM Possible Data Fields
• Date of Deed of Gift, on file where or permissions excerpted____
• Date of Object Creation (fr...
Digital Asset Management
•  NGA uses as authority for all collection and exhibition
images the DAM system, Extensis Portfo...
DAM Technology (Current)
Extensis Portfolio - strengths
•  Low cost among DAMs, easy to use application
•  SQL based, exte...
DAM Technology (Current)
Extensis Portfolio - limitations
•  Broad security only, lacks granularity, i.e.
assigning target...
Pilots to inform eDAM development
•  Interim solution to aggregate, preserve and catalogue
image collections
•  Assist req...
Enterprise DAM
Authoritative image repository
•  Centralized, single source for a multiplicity of Gallery
image collection...
Enterprise DAM
Project Overview
•  The development of the eDAM will be a five-year
project and with persistent growth beyo...
Enterprise DAM
Intended Functionality
•  Save image sets for projects: exhibitions,
publications, use in other systems
•  ...
Enterprise DAM
Intended Functionality
•  Convert images on the fly to choice of size or
format, e.g. choose a group of exh...
Enterprise Digital Asset Management (eDAM)
+
Image Intellectual Property Management (IIPM)
to come…
• Merge requirements d...
Newman, DAM + Image Intellectual Property Management
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Newman, DAM + Image Intellectual Property Management

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Digital Asset Management
DAM + Image Intellectual Property Management IIPM MCN 2010
Alan Newman, National Gallery of Art

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Newman, DAM + Image Intellectual Property Management

  1. 1. Digital Asset Management DAM + Image Intellectual Property Management IIPM 1 MCN 2010 Alan Newman, National Gallery of Art
  2. 2. National Gallery of Art Mission Statement Serve the country by preserving, collecting, exhibiting, interpreting, and encouraging the understanding by the American people of original, great works of art. 2
  3. 3. Art History and Its Publications in the Electronic Age Hilary Ballon and Mariet Westermann, 2007 Mellon supported study conclusions •  It is clear that the current regime of images and permissions impedes scholarly publication in art history in its print as well as digital forms. We recommend an organized campaign to break down barriers to access and distribution of images, in all media and at affordable prices, for scholarly research and publication. •  Work with museums to remove copyright restrictions on images of works currently in the public domain, on the grounds that public access to high- quality images of such works is appropriate to the public status and educational and scholarly missions of most museums. •  Create a streamlined digital image licensing system with low- or no-cost pricing for scholarly use, and with an online order form. 3
  4. 4. New Pricing Models •  Museum image licensing pricing is based upon an outdated paradigm of color transparency production, duplication and rental •  If we build self-serve systems that can provide access and distribution at minimal cost to us we should revamp pricing and offer images at low or no cost to users •  “The people have paid for this once; they should not pay for this again”, Mark Jones, director of the V&A •  Experiment with free exchange of images between museums—Met/NGA handshake and Bizot plan •  Look to new business models of selling value-added products such as prints, personal books, apps •  Allow your images to be ubiquitous in the culture 4
  5. 5. An Agenda for Rights Managers •  Build community for rights and permissions best practices •  Consider low/no cost pricing for images of PD •  Ease of access/fulfillment •  Discussion wiki for CHIN DRM guide? •  Support PLUS •  Propose global free exchange of images among museums for exhibition and publication use at Bizot Group 2011 and other meetings •  Lobby artist rights and estates to permit true fair uses without charge e.g. web information, free podcasts, brochures and audioguides, signage 5
  6. 6. Rapid Capture •  What is it? Brute force Digital Asset Production! 90% quality for 10% effort yield 1,000% production •  What works? Ideal for works on paper, small objects (coins) •  What uses? Web, print on demand, general publishing when absolute facsimiles aren’t required. Fuels access and distribution. 6
  7. 7. NGA Rapid Capture Project •  Mass infusion of collection images on Gallery website and available for licensing •  Will increase web images from present 7,000 to 26,000 in 2011 and 60,000 by 2013. 18,000 in year one. •  Increase web image size from 400 pixels long to full screen lecture size image with hi-res pan/zoom •  From 6% (2009) to 50+% (2013) of collection online •  Provide free images of works in the public domain for scholarly and educational uses. •  Two year project funded by the Samuel Kress Foundation (2009-2011). Seeking funding for 2-3 additional years through 2013+. 7
  8. 8. Image Management History Access & Dissemination •  Ten year plan began in 2004 to build a staged suite of applications for image access and fulfillment, internally and externally. •  2005 DAM implementation for collections images which feeds TMS, website and intranet. •  2005-07 IRIS, Internal Request for Image Services is developed and deployed •  2008-10 NGA Images, web based image-licensing under development •  2010-11 planning enterprise DAM system as large-scale image repository 8
  9. 9. IRIS Internal Request for Imaging Services We replaced a dysfunctional 6-part paper form, which did not permit serious control over production workflow, data validation by TMS, queues organized by deadline, project management and assignments to photographers and printers. 10
  10. 10. 11
  11. 11. NGA Images •  2008-09 RFP for NGA Images, a web-based, self- serve Image Licensing system with back office management is solicited and selected •  2010-11 build NGA Images using off the shelf configurable software from Capture, Ltd. •  Finalizing design now and will test in-house first quarter 2011 •  Public launch spring, 2011 12
  12. 12. 13 Draft Design—will be fine-tuned
  13. 13. Image IP Management •  2005-06 IP Audit. Law school intern identifies, working with myself and legal department maps workflows for rights and permissions determinations and data stores. Large-scale decentralization. Files with lawyers, curators, registrar, R&R, CMS, spreadsheets, paper files, rights i/o. •  2007 Diane Zorich completes “An Assessment of Image Intellectual Property Policies and Procedures” based upon audit and interviews and makes recommendations to centralize and build IP Management practices. •  2008-11 develop IP and DAM policies and committees, following Zorich roadmap. 14
  14. 14. IIPM Possible Data Fields • Date of Deed of Gift, on file where or permissions excerpted____ • Date of Object Creation (from TMS) • Name of Artist (from TMS) • Nationality of Artist (from TMS) • Date of first publication if known • Image credit line • Other Contracts with artists, estates, third parties regarding permissions • Date © researched • Researched by whom • © owned by (or) • Public domain determined • Rationale for ©decision (law citation) • © third party agent if different than above • NGA contract # • Contract date • Allowable Uses? • Licensing Restrictions? 15
  15. 15. Digital Asset Management •  NGA uses as authority for all collection and exhibition images the DAM system, Extensis Portfolio •  Feeds NGA website, image search, display and download on intranet, IRIS and NGA Images. •  Manages all derivatives and technical, administrative and descriptive image metadata. •  Portfolio DAM data dictionary is maintained on intranet site and freely distributed see Digital Image Asset Management at the National Gallery of Art (US), A. Newman & P. Dueker, RLG Diginews Volume 10, Number 6 ISSN 1093-5371, http://tinyurl.com/yftrvol 16
  16. 16. DAM Technology (Current) Extensis Portfolio - strengths •  Low cost among DAMs, easy to use application •  SQL based, extensible to Gallery information architecture (such as TMS, IRIS, website) •  Used for NGA collection images since 2005: collection objects (masters and derivatives), painting conservation, temporary exhibition images from outside sources 17
  17. 17. DAM Technology (Current) Extensis Portfolio - limitations •  Broad security only, lacks granularity, i.e. assigning target group access to specific image clusters is not possible •  No connection to Active Directory •  Performance and reliability unknown for very large databases (300,000+) records •  Client-server application is less preferred than thin web client •  Not the best tool for an enterprise DAM for heterogeneous image collections 18
  18. 18. Pilots to inform eDAM development •  Interim solution to aggregate, preserve and catalogue image collections •  Assist requirements definitions for an enterprise level DAM –  Discover how departments use & create images –  Define basic image cataloging requirements for short & long-term collections •  Pilot participants/collections –  All Conservation images (treatment, scientific, etc.) –  Archives of entire exhibition installation history –  Publicity and events –  Architecture and CAD –  Personal curators specialized image collections 19
  19. 19. Enterprise DAM Authoritative image repository •  Centralized, single source for a multiplicity of Gallery image collections •  Users can retrieve current, use appropriate files directly from eDAM – eliminates storage redundancy •  Consistent metadata for long-term preservation of digital assets •  Crosswalk to intellectual property rights and controls for images 20
  20. 20. Enterprise DAM Project Overview •  The development of the eDAM will be a five-year project and with persistent growth beyond –  Years 1-3 transition extant high value image collections [collection/exhibition objects, exhibition installation history, conservation] into the system and establishing training and best practices –  Years 3-5 incorporate DAM pilot collections: events, architecture, construction history (pilots, rich media e.g. podcasts, video, CAD) 21
  21. 21. Enterprise DAM Intended Functionality •  Save image sets for projects: exhibitions, publications, use in other systems •  User-defined reporting capabilities or choose from templates •  Workgroups across divisions can build and share image-based reports for exhibitions, publications and other projects •  Slide show capability •  Ability to handle standard rich media types including audiovisual and CAD files 22
  22. 22. Enterprise DAM Intended Functionality •  Convert images on the fly to choice of size or format, e.g. choose a group of exhibition images for export to Powerpoint •  Pan-zoom hi-res images to inspect details •  Standard file formats including DNG •  Check-in, check-out audit trail •  Single image authority to feed other systems that use NGA images - TMS, intranet, IRIS, public web •  Documentation of intellectual property rights for images as well as “relationship issues” with artists 23
  23. 23. Enterprise Digital Asset Management (eDAM) + Image Intellectual Property Management (IIPM) to come… • Merge requirements definitions into one unified project, i.e. eDAM crosswalks with IIPM • Expand role/membership of IIPM committee into workgroup for eDAM • Produce requirements definitions, RFI and RFP, and ready to award contract and begin development in fy2012 24
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