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Managing your digital collection assets 161213
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Training for East Midlands museums on managing digital assets.

Training for East Midlands museums on managing digital assets.

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  • For more technical advice…
  • Born digital: user data, digital artists
  • Page 9
  • The collections in the care of cultural heritage professionals include 5 key components Page 4
  • Page 10
  • Page 15Integration of digital asset and collections management workflows
  • Acquisition and disposal (CT, 22)
  • See CT 22-27 (Digital Asset Policies)Information security, resilience and user access control (CT, 24)
  • http://www.lib.cam.ac.uk/dataman/resources/PrePARe_IPR_checklist.pdf
  • Obsolescence: (HLF 5.2)Proprietary vs open (HLF 5.3)Formats: CT 25
  • JISC Digital MediaUncompressed, optimised & compressedRAW image files are unprocessed and proprietary.
  • File-naming conventions (CT 25) ‘derivatives/surrogates’
  • Year first so files sort logically.Very easy to make mistakes…
  • (HLF 6.3) and geotagging
  • (CT 28-31)Dublin Core: descriptive, technical and rights
  • See ‘Cataloguing guidelines for community archives’ pp8-14http://communityarchives.org.uk/page_id__889_path__0p4p60p.aspx15 elements. http://dublincore.org/documents/dces/See HLF Appendix 3
  • assets from diff sources. Public vs record shots. Royal Coll
  • Storing master assets - eg on DAMS - vs serving onto Vimeo etc Time to import can be v highIssues with Flickr, Dropbox etcPublication and derivativesCMS: Mgmt, archive and information resource. Publication separate from archive/mgmt.
  • Storage media: HLF 6User access control, risk management (CT 24-25)Backup, Recovery & Disaster Planning: Although it can support digital preservation and archiving, your DAMS is not in itself an archive. (CT 27)
  • http://www.lib.cam.ac.uk/dataman/
  • Pioneers, settlers, well-poisoners - change mgmtMore benefits at CT, 9
  • Stay close to platforms already in use rather than creating complicated middleware.
  • Define what you want to do & talk to suppliersRelationship with supplier is as important as the software itselfCreate user scenarios/use cases
  • (CT, 8)

Transcript

  • 1. Managing your digital collection assets Fiona Marshall
  • 2. We’ll talk about… • • • • SPECTRUM & Digital Asset Management File formats Naming and organising assets Describing assets – (metadata… but simpler than cataloguing an object) • Archiving and preserving assets – (& why that’s different from backing up) • Digital Asset Management Systems 16/12/2013 2
  • 3. 16/12/2013 3
  • 4. What are digital assets? • Digital materials created or owned by your institution • Examples of – Digital collection assets and – Non-collection assets? 16/12/2013 4
  • 5. Digital collection assets • Images of objects • Word documents about objects • Emails about objects • PDFs featuring objects • Scans of entry forms • Videos, audio, resources about objects • Powerpoints of lectures about objects • Digital artwork • Websites about collections 16/12/2013 Other digital assets • Images of visitors / staff • Structure charts • Spreadsheets about budgets / visitor figures • PDF of operational plans • Health & Safety policy • Training videos • Powerpoints on equal opportunities training • Direction maps • Web pages about opening hours and facilities 5
  • 6. Using assets: what is your priority? • • • • • • • • Link objects to related digital assets? Answer enquiries more effectively? Find images for exhibitions more quickly? Add security images to your catalogue? Provide free images on your website? Seek public input to describing images? Publish images on social media? Sell images / videos? 16/12/2013 6
  • 7. 16/12/2013 7
  • 8. SPECTRUM Digital Asset Management “In the broadest sense, DAM refers to the processes and practices involved in the creation, description, storage, discovery, reuse and preservation of digital assets.” 16/12/2013 8
  • 9. 16/12/2013 9
  • 10. Collections Trust advice on DAM “The success of your DAM activity will depend on establishing a culture across your whole organisation which values the management, preservation and re-use of digital assets as a core aspect of your work alongside the equivalent management of your collections and the knowledge associated with them.” 16/12/2013 10
  • 11. 16/12/2013 11
  • 12. How are you doing? • Do you manage your digital files as well as you do your object history files? • How easy is it for you to find all the digital assets relating to one object / group of objects? • Are your digital assets as safe as your physical objects? 16/12/2013 12
  • 13. Exercise • A visitor brings you an interesting old photograph and invites you to scan it. They say they own the copyright. • You scan the print and save the digital file. • What records do you create relating to the acquisition of the digital asset? • How do you store the digital asset? 16/12/2013 13
  • 14. Digital asset management policy • Policy on acquisition of… – Digital surrogates (eg scans of photographs) – Digital artworks – User-generated digital media about the collection • “Due consideration should be given to whether the digital media should formally be accessioned into the collection, or should serve as part of the documentation and inventory of physical collection items.” 16/12/2013 14
  • 15. Acquiring a new digital asset • • • • Ownership Rights to scan and re-use Other legal and ethical issues Status: new object or loan in or ? • • • • Format: opening & preserving the file Filename and Folder structure Description and Metadata Security, policies, procedures and training 16/12/2013 15
  • 16. 16/12/2013 16
  • 17. HLF’s terms of grant 22. You agree to: • a. hereby grant to us an irrevocable, perpetual and royalty-free licence to use, copy, keep and disseminate the Digital Outputs as we see fit and to grant sub-licences of the same kind; • b. obtain and maintain in force all authorisations of any kind required for you to use, copy, keep and disseminate the Digital Outputs and to grant such licence to us; • c. contract to the effect that any creation by you or on your behalf of material which forms Digital Outputs is undertaken on terms that either the copyright in the digital material is assigned to you or that the copyright owner may not commercially exploit it; • d. ensure that the Digital Outputs are kept up-to-date, function as intended and do not become obsolescent before the fifth anniversary of the Grant Expiry Date; • e. comply with these terms of grant in relation to the digital files that make up the Digital Outputs for the period agreed pursuant to paragraph 37. For the avoidance of doubt, this includes ensuring that the digital files are held securely and are available on request to the public and to us; • f. grant licences in respect of the Digital Outputs under the Creative Commons model licence Attribution Non-Commercial but not on other terms without our prior written consent; • g. not otherwise exploit the Digital Outputs commercially without our prior written consent. 37. These terms of grant will last for the period set out in the Grant Notification Letter. = 1O YEARS? 16/12/2013 17
  • 18. 16/12/2013 18
  • 19. File formats • ‘Open’ standards vs common proprietary • Quality / Fit for purpose 16/12/2013 19
  • 20. 16/12/2013 20
  • 21. Asset Archive/Master format Delivery format Images TIFF Print from TIFF Web/license: JPEG Video DV (AVI / MOV)? MPEG-4 Audio WAV / AIFF? MP3 Text PDF/A? PDF Packages Separate as above 16/12/2013 Apple apps??/Flash??? 21
  • 22. 16/12/2013 22
  • 23. Filenames & Folders • Set up & enforce a rigorous naming system to cover masters and surrogates • NOT Fiona pictures, Fiona 1, Fiona 11 etc… • Some browsers ignore data after a space • 11 sorts before 2. 002 sorts before 011. • 1_1990 sorts before 2_1989 • Try to keep to 8 characters before .tif – Particularly if cutting DVDs • Either adapt object numbers or keep a strictly updated list of running image/object numbers 16/12/2013 23
  • 24. Possibilities? • Object MUS/2013/001 or MUS/1/2013 – First master image = 20130011.tif – Surrogate: web full screen = 20130011F.jpg – Second master image = 20130012.tif – Surrogate: web full screen = 20130012F.jpg – Surrogate: thumbnail = 20130012T.jpg • History>2013 – History>2013>001>Masters – History>2013>001>FullscreenJPEGs – History>2013>001>Thumbnails 16/12/2013 24
  • 25. Metadata = Structured data about resources • Describes the creation, content or purpose of a digital file or a collection of files • Either created automatically (e.g. when Windows tells you the size of a file) or… • Descriptive (e.g. what you can see in a photo) – using information and language that will make most sense to the intended users. (Heritage Lottery Fund, Using digital technology in heritage projects, Appendix 3) 16/12/2013 25
  • 26. 16/12/2013 26
  • 27. DC element Use for Example Identifier Reference number Filename MUS/2013/001 20130011.tif Title Title Photograph of four boys at play Description Description (of content) Boys playing outside Smith’s Bakers… Type Type of object Photographic print or Digital image Format Dimensions W15cm, H10cm Coverage (spatial) Place Newark, 12-14 High Street Coverage (temporal) Date of coverage 1920-1925 Date Date of creation 1920-1925 or 2012-02-20 Creator Creator(s) Smith, Fred (photographer); Jones… Subject Subject (keywords) Recreation, Shop, Baker Source Source object MUS/2011/001 Relation Related object MUS/2011/123 Contributor Contributor Smith, John (owner) or (lender) Rights Copyright owner Smith, John 16/12/2013 27
  • 28. Metadata for assets • Support expected uses • Integrate with physical collections mgmt • Usually much simpler than physical objects • Controlled vocabulary • Develop skills to create metadata 16/12/2013 28
  • 29. Quality • Information • Metadata • Image quality – Is it better to have a poor image for now than no image at all? 16/12/2013 29
  • 30. Version control • NOT filename_draft, draft2, last draft, final version, final version2 etc… • Copy and renumber each successive draft, eg v0.1, v0.2, v1.0, v1.1, v2.0 etc. • If others comment, name temporarily as eg v1.0_FMcomments • Don’t rely on file dates! 16/12/2013 30
  • 31. Archive vs backup • Backup: Make copies of all changed files – including drafts. Store them away from the live files. • Archive: Move the finished/master to the archive and DON’T CHANGE IT. • Use: Copy from your archive and convert the copy into the appropriate format. 16/12/2013 31
  • 32. Create Save Master Use Publication Archive /DAMS Website Draft Backup 16/12/2013 Catalogue 32
  • 33. from Archive to DAMS? • • • • Archive Digital archive Digital repository Digital Asset Management System 16/12/2013 33
  • 34. HLF’s terms of grant 22. You agree to: • a. hereby grant to us an irrevocable, perpetual and royalty-free licence to use, copy, keep and disseminate the Digital Outputs as we see fit and to grant sub-licences of the same kind; • b. obtain and maintain in force all authorisations of any kind required for you to use, copy, keep and disseminate the Digital Outputs and to grant such licence to us; • c. contract to the effect that any creation by you or on your behalf of material which forms Digital Outputs is undertaken on terms that either the copyright in the digital material is assigned to you or that the copyright owner may not commercially exploit it; • d. ensure that the Digital Outputs are kept up-to-date, function as intended and do not become obsolescent before the fifth anniversary of the Grant Expiry Date; • e. comply with these terms of grant in relation to the digital files that make up the Digital Outputs for the period agreed pursuant to paragraph 37. For the avoidance of doubt, this includes ensuring that the digital files are held securely and are available on request to the public and to us; • f. grant licences in respect of the Digital Outputs under the Creative Commons model licence Attribution Non-Commercial but not on other terms without our prior written consent; • g. not otherwise exploit the Digital Outputs commercially without our prior written consent. 37. These terms of grant will last for the period set out in the Grant Notification Letter. = 1O YEARS? 16/12/2013 34
  • 35. 16/12/2013 35
  • 36. Preserving digital assets • • • • • • Security Storage media Migrating old formats to new Permanent links (‘Persistent identification’) Metadata Selection and disposal 16/12/2013 36
  • 37. 16/12/2013 37
  • 38. 16/12/2013 38
  • 39. 16/12/2013 39
  • 40. Getting organised • Is everyone in your museum – Naming their digital files, – organising their digital files and – recording information about digital assets in the same way? 16/12/2013 40
  • 41. Planning & implementation • “DAM strategy much more about people, psychology, motivation than technology.” (Collections Trust) • What do internal & external users need? • Integrate into daily work. Listen to concerns. • Sharing needs leadership • Make sure users understand not an IT project. • Try out with small parts of your collection. Quick wins. • “Whatever your motivation in implementing a DAM strategy…be clear about the benefits you are hoping to achieve.” 16/12/2013 41
  • 42. Using assets: what is your priority? • • • • • • • • Link objects to related digital assets? Answer enquiries more effectively? Find images for exhibitions more quickly? Add security images to your catalogue? Provide free images on your website? Seek public input to describing images? Publish images on social media? Sell images / videos? 16/12/2013 42
  • 43. Digital Asset Management System? • Use/extend your – Filing / folder system and your – Collections Management System? – Content Management System? • Or integrate a new ‘DAMS’? 16/12/2013 43
  • 44. Digital Asset Management Systems • • • • • • • • • • Automatically ‘ingest’ groups of images Version control / automatic backup Create virtual groups or categories Generate thumbnails & other delivery versions Read and write metadata Control user access Publish to web Export assets and metadata to other systems Audit and reporting tools Term lists? E-commerce? Image editing? 16/12/2013 44
  • 45. Other systems are available… • • • • • ‘Free’: Google Picasa, Irfanview Cheap: ACDSee (80US$), Adobe Lightroom (c.£60) Cloud: Adobe Bridge (£48 per month) Hosted: Third Light (£169 per month) Image management: Capture (BL), Extensis Portfolio (Courtauld), iBase (Leicestershire CC, RIBA) • Objects & images: System Simulation (Waterways et al) • Sales: Internova (MACE, London’s Transport Museum), Media Storehouse (English Heritage) – Prints: Picture Cabinet, Magnolia Box 16/12/2013 45
  • 46. Procuring a system • See Collections Trust’s ‘Choosing a DAMS’ & • JISC Digital Media 16/12/2013 46
  • 47. Collections Trust advice • “…the success of your DAM activity will depend on establishing a culture across your whole organisation which values the management, preservation and re-use of digital assets as a core aspect of your work alongside the equivalent management of your collections and the knowledge associated with them.” 16/12/2013 47
  • 48. That’s it! • http://www.collectionslink.org.uk/spectrum-dam-resources • http://www.jiscdigitalmedia.ac.uk/ • http://www.hlf.org.uk/HowToApply/furtherresources/Pages/T hinkingaboutgooddigitalpractice.aspx • http://www.lib.cam.ac.uk/dataman/resources/PrePARe_selec tion_retention_checklist.pdf • http://www.lib.cam.ac.uk/dataman/resources/PrePARe_IPR_c hecklist.pdf • fiona@fionamarshall.co.uk 16/12/2013 48