Where next for Museum Documentation

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

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Where next for Museum Documentation

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

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