The document discusses a media management and thesaurus project at the Netherlands Institute for Sound and Vision. The project aims to create high quality metadata for multiple user groups in an efficient manner by closely collaborating with content producers. A key goal is developing a tool to map tags entered during the production process to terms in the institute's thesaurus to ensure consistent metadata across systems. The project involves several pilot projects and will explore challenges of integrating controlled vocabularies into production workflows.

1. Media Management and thesaurus
use in the production environment
Tom De Smet
Netherlands Institute for Sound and Vision
tdsmet@beeldengeluid.nl
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Tom De Smet: Media Management and thesaurus use

2. Media Management
Collaborating closely with producers of content
àTo create great metadata: high quality,
large quantity
àIn an efficient manner
àFor several user groups
àAnd to make these metadata
available as early as possible
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Tom De Smet: Media Management and thesaurus use

3. An MSP programme
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18+ projects combined in a programme
Shared vision and benefits
Coordinated by programme manager
September 2012- December 2014
All parts of the organisation participate
Responsibility for implementing change lies with
management
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Tom De Smet: Media Management and thesaurus use

4. Benefits
More efficient annotation process
High quality metadata
Collection that suits needs current and future users
High customer satisfaction
Extensive services meeting customer needs and
expectations
• Relevance as an audiovisual institute/archive for
education and science
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Tom De Smet: Media Management and thesaurus use

5. Looking back...
● Kick-off in September 2012, right before FIAT meeting
● BBC presentation, interactive sessions
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Tom De Smet: Media Management and thesaurus use

6. Planning
● September 2012- March 2013: start up phase
● April- September 2013: Phase 1, exploration
○ research
○ analysis
○ recommendations
● October 2013- June 2014: Phase 2, implementation
○ structural improvements
■ processes
■ infrastructure
● July- December 2014: Phase 3, expanding scope
○ including education & science user groups
○ including acquisition, digitisation processes
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Tom De Smet: Media Management and thesaurus use

7. Structure of the programme
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Tom De Smet: Media Management and thesaurus use

8. Phase 1- Exploration (Q2-3 2013)
Internal research:
process analysis
lessons learned session
External research:
Metadata flow survey
User survey (online survey and interviews)
Pilot projects:
● VARA broadcaster: “Early Birds”/ Vroege Vogels radio & tv
● NOS news broadcaster
● other broadcasters have just started:
○ Omroep Max, KRO, Andere Tijden, Radio 4
Tom De Smet: Media Management and thesaurus use
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9. ‘Vroege Vogels’ project
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Tom De Smet: Media Management and thesaurus use

10. Vroege Vogels/ Spotvogel
• http://spotvogel.vroegevogels.vara.nl/
• >50.000 tags generated in the first week!
• partners: VARA broadcaster, Naturalis Biodiversity Institute
• generating specific nature-related terms, eg species
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Tom De Smet: Media Management and thesaurus use

11. Experience so far
1. Using current capacities and
experience for the benefit of others
2. Changing HR-profile
3. A shifting mindset
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Tom De Smet: Media Management and thesaurus use

12. Phase 2- Implementation (start Q3 2013)
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Tom De Smet: Media Management and thesaurus use

13. Phase 2- Implementation (start Q3 2013)
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Tom De Smet: Media Management and thesaurus use

14. Thesaurus project
Goal
To create a widget or tool, integrated in production/
publication systems, that invisibly maps autocomplete tags to
the Sound and Vision thesaurus and, eventually, results in
tags in the B&G-catalogue
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Tom De Smet: Media Management and thesaurus use

15. Thesaurus project
Currently : OpenSKOS interface
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Tom De Smet: Media Management and thesaurus use

16. Thesaurus project
Expected results:
■ Prototype of low-key and dummyproof tool to use thesaurus in
external system (dec 2013)
■ Implementation in several external
systems (2014)
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Tom de Smet: Media Management and thesaurus use
Tom De Smet: Media Management and thesaurus use

17. Thesaurus project
Benefits
● Structured metadata throughout production
process
● Both partners doing what we do best
● Not only relevant for broadcasting; opportunities
for all producers of content & users of thesaurus
● Thesaurus as part of Linked Open Data cloud
offers opportunities
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Tom De Smet: Media Management and thesaurus use

18. Thesaurus project
Technical challenges
● What system to implement this in?
○ Generic broadcasting system
■ web publication system
■ linear transmission system
○ or programme/ broadcaster specific cms
○ or a combination of the above?
● Generic widget or integrated (and customized) tool?
● How do we make sure the tags get into the archive
correctly?
Tom de Smet: Media Management and thesaurus use
Tom De Smet: Media Management and thesaurus use
#FIATIFTADubai2013

19. Thesaurus project
● POMS (public broadcaster media service)
● system supports all web publications
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Tom De Smet: Media Management and thesaurus use

20. Thesaurus project
Topical challenges
● Low key user interface versus controlled terms
○ Users don’t want to know they’re using a controlled list
○ S&V as “the authority” isn’t used to unauthorized users
● Names and places are easy; what about topical terms?
● How to control new terms?
● How many terms per item are enough?
● Should we keep free text (personalized) tags (and huge
messy lists) or should we abandon them completely?
Tom De Smet: Media Management and thesaurus use
Tom de Smet: Media Management and thesaurus use
#FIATIFTADubai2013

21. Thesaurus project
Future planning
○ Collaboration with Sound and Vision R&D department,
Collections unit and external POMS architecture team
○ Testing in November 2013
○ Prototype: plan for implementation end 2013
○ Starting implementation in spring 2014
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Tom De Smet: Media Management and thesaurus use

22. Thesaurus project
Question
As far as we know, we are the only ones implementing
controlled lists/ thesaurus for tagging in the production
environment...
○ Does anyone have any experience with mapping
thesaurus terms to free text lists?
○ Or with using a thesaurus in the production environment?
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Tom De Smet: Media Management and thesaurus use

23. Media Management and
thesaurus use in the
production environment
Tom De Smet
Netherlands Institute for Sound and Vision
Copyright
©
of
this
presenta1on
is
the
property
of
the
author(s).
FIAT/IFTA
is
granted
permission
to
reproduce
copies
of
this
work
for
purposes
relevant
to
the
above
conference
and
future
communica1on
FIAT/IFTA
without
limita1on,
provided
that
the
author(s),
source
and
copyright
no1ce
are
included
in
by
each
copy.
For
other
uses,
including
extended
quota1on,
please
contact
the
author(s).
tdsmet@beeldengeluid.nl
#FIATIFTADubai2013
#FIATIFTADubai2013
Name of presenter(s): “Title of Presentation” thesaurus use
Tom de Smet: Media Management and (Keep it short)
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