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Where next for Museum Documentation


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Presentation to the Fachgruppe Dokumentation at the Konrad Zuse Institut in Berlin

Presentation to the Fachgruppe Dokumentation at the Konrad Zuse Institut in Berlin

Published in: Business, Technology

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  • 1. Where next for museum Documentation? Nick Poole, CEO, Collections Trust
  • 2. Introducing the Collections Trust
    • Support museums, archives, libraries and galleries in unlocking the potential of their collections, by:
      • Providing know-how
      • Developing and promoting excellence
      • Challenging existing practices
      • Pioneering new ideas
      • Bringing experts together
  • 3. Our work
    • 5 Programmes
      • OpenCulture
      • Collections Link
      • Culture Grid
      • Excellence in Collections
      • International
  • 4. Excellence in Collections
    • A common framework to connect Collections standards to:
      • End-user value and impact
      • Organisational resilience
      • Cost-effectiveness
      • Sustainable collections development
  • 5. 10 Strategic Priorities for Documentation
  • 6. Documentation Delivers
    • We have to demonstrate that Documentation & Information Management deliver long-term value for our institutions
    • SPECTRUM evolving into a Management Tool
    • Analysing and improving operational efficiency
    • Minimising risk
    • Developing Performance Indicators for Collections Management
    • Using SPECTRUM Workflows to simplify, streamline and rationalise
  • 7. Museums are Digital
    • Museums are producers and managers of large quantities of Digital material
    • Digital production and management needs to be integrated into the core functions of the museum
    • Developing SPECTRUM Procedures for Digital Photography, Digitisation, Digital Rights Management and Digital Preservation
    • Evolving to address the needs of Digital delivery channels
    • Integrating Digital Asset Management into core Collections Management Systems
  • 8. Museums are Knowledge Organisations
    • Museums create, manage and distribute knowledge across all business functions
    • Documentation, finance, personnel, education, exhibitions
    • The value of knowledge is limited where it is siloed
    • Documentation needs to adapt to deliver information and records management across the whole enterprise
    • SPECTRUM evolving to embrace Archival Records Management & integrated Information Management
  • 9. Proactive Collections Development
    • A Collection is an evolving, organic thing, not a fixed point
    • The Collections and collections-related knowledge need to adapt to the changing requirements of the museum and its audiences
    • We cannot afford to be held back by material that is unaccessioned, uncatalogued or of unknown ownership
    • Documentation must support proactive Collections Development, including collaborative collecting and proactive disposal
    • SPECTRUM evolving to support batch-level processes
  • 10. Collections Working Harder
    • We need to ensure that our Collections are working as hard as possible to deliver value for our institutions
    • Our Collections procedures need to support rather than inhibit new behaviours by our museums – we need to help establish new relationships and new attitudes to loans
    • SPECTRUM evolving to facilitate the loan and use of material in store
  • 11. Collections Are Different
    • Digitisation has tended to create an impression of homogeneity – that all Collections are essentially the same
    • Different Collection types are different, and they have different requirements
    • Documentation needs to adapt to reflect these different requirements, based on a common core of information management
    • SPECTRUM evolving to provide subject/material-specific variants and procedures
  • 12. Museums are Publishers
    • Museum Documentation has evolved from stock-management to an entertainment medium. In the process, we have to adopt the model of publishers, broadcasters and the media – publish once, repurpose many times
    • SPECTRUM evolving to embrace a ‘framework’ approach – enabling museums to select the standards, application profiles and protocols most appropriate to their needs and the needs of their audience
    • Integrating support for LIDO, Europeana Data Model and other Digital formats and protocols
    • Integrating not just Rights Management but proactive Licensing
  • 13. A Museum is a Conversation
    • Social media has created an environment in which the user expects to be a participant. Processes of museum interpretation and presentation are being democratised via the web
    • Offering an opportunity to crowdsource functions which we lack capacity to deliver
    • Documentation needs to preserve accountability and ‘authority’, while supporting informal knowledge exchange and social interpretation
    • SPECTRUM evolving to provide structured approaches to user-generated information and external knowledge
  • 14. We are united
    • Culture is a global endeavour
    • The Collections Management community is engaging with these issues worldwide
    • SPECTRUM Community unites professional communities working on or with SPECTRUM
    • A ‘family’ of translations and localised versions, with each community contributing to the overall direction of SPECTRUM
  • 15. Where we are today…
  • 16.  
  • 17.  
  • 18.
  • 19.
  • 20. SPECTRUM Local
    • SPECTRUM is an international open standard, used in more than 7,500 museums and galleries and 40 countries worldwide
    • Licensed to national partners to translate and to localise (to reflect local variations in policy, practice and law)
    • Current translations in the Netherlands, Flanders and Germany
    • Active communities in Sweden, Portugal, Greece, France, Switzerland
    • Arabic & Chinese translations planned
    • An international community of practitioners
  • 21. SPECTRUM Partners
    • 14 Partners worldwide representing an installed user base of some 30,000 institutions
    • Working together to develop a common vision of International Documentation standards and practice
    • A vision that is essentially focussed on delivering operational efficiency and user value
    • Access Compliance
    • Functional Compliance
    • Informational Compliance
    • Procedural Compliance
  • 22. Europeana INSIDE
    • EU-funded project to integrate tools into your system to reduce the structural, financial, strategic, legal and operational barriers to participation in open content services.
    • Need to change the balance from ‘it’s too hard’/’I’ll do it next year’/’I’ll do it when my Documentation is complete’ to ‘we’re doing it’ (and the sky hasn’t yet fallen on our heads…)
      • Drag and drop one-time-only data mapping
      • Granular access/use/rights management
      • Object/collection/institution level control (send it there, don’t send it there)
      • Tracking secondary & tertiary reuse
      • Re-ingesting enriched metadata into systems
  • 23. SPECTRUM Roadmap
    • Planning the 4-5 year Development Path for SPECTRUM
    • Specific requirements include:
      • SPECTRUM 4.0 Schema
      • Digitisation & Digital Photography
      • Digital Asset Management
      • Digital Rights Management
      • Digital Preservation
      • BPMN Workflows & automated systems
      • User-generated content
      • Narrative/re-use
      • Agile rights and usage metadata
  • 24.
    • The greatest Collections Management Show on Earth!
    • 26 th & 27 th June 2012
    • London, Oval
    • SPECTRUM Community get-together!
  • 25. Contact
    • Nick Poole
    • Collections Trust
    • [email_address]
    • @NickPoole1