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Digital Archives Project
AMIA Conference
Miwa Yokoyama, Digital Project Manager
Friday, November 8, 2013
Background on Archives
Old Archives Space

New Archives Space
ZERO to DAMS
• What does starting from zero mean for CH?
– Had some basic description and metadata in
Access databases
– Finding Aids and OPAS Database
– Development wanted Archives to apply for grants
Digital Archives Project
• What exactly is the DAP?
o Conservation and
Digitization
o Setting up a new DAMS
o Establish digital
preservation procedures
• July 2012 – July 2015

Susan and Elihu Rose Foundation

Photo courtesy of Colorlab

Photo courtesy of The MediaPreserve
Photo courtesy of NEDCC
Planning
1. Hired a consultant
2. Researched best practices
3. Prioritized collections (assessment)
o Timeline and budget

4. Hired a Digital Project Manager
5. Formed a core team of advisors
6. Estimated a production schedule
Digitization
• Preparing materials
o Inventories and basic
item-level description
• Write an SOW to spell out
your specifications and
requirements
• How to best ship materials

Photo courtesy of The MediaPreserve

Photo courtesy of Colorlab

Photo courtesy of Colorlab
Working with Vendors
• Asked for
recommendations from
colleagues
• Sent out RFP
• Selected a vendor that fits
for your project
• Be clear about your
expectations for customer
service and deadlines
• Don’t be afraid to ask
questions

Photo courtesy of Colorlab

Photo courtesy of NEDCC
DAMS Selection
Step 1: Gathered Requirements (6 months)
– Who will your users be?
– How many assets will the DAMS support?
• Digitized assets
• Born-digital assets

– What functions are must-haves?
– Storage Architecture Requirements
– Other technical requirements
DAMS Selection cont’d
Step 2: Came up with a shortlist of possible
vendors that might fit
Step 3: Wrote a Request for Proposals
Step 4: Reviewed and Ranked Vendors
Step 5: Demo-ed top 2 or 3
Step 6: Decision Making
Taxonomy Development
•
•
•
•
•

Established an internal working group
Need for a unified terminology
Research and Development
GOAL – document of controlled vocabulary
Work in progress, needs monitoring
Next Steps
•
•
•
•
•
•
•

Hand over assets and data to vendor
RFP for second primary storage
YEAR 2 Digitization
Develop and Implement Taxonomy
Design public portal site
Develop digital preservation policies
Apply for more grants
DAP YEAR ONE
• Digitized
o 1294 audio recordings
o 2 film collections
o 833 videotapes
o 35,000+ pages
• Set up a digital media
station
• Selected a DAMS
• Secured 440TB storage
onsite
Lessons Learned…so far
• Be flexible with your timeline
– Things will take longer than you expect!

• Become friendly with your IT Department and
ask questions
• Articulate your expectations to vendors
• Use time-saving tools
• Need organizational support for buy-in
• Advocate for your DAM project
Thank you!
• Questions? Contact myokoyama@carnegiehall.org or
Archives@carnegiehall.org
• http://www.carnegiehall.org/digitalarchivesproject/

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AMIA Presentation 2013 -- Richmond, VA

  • 1. Digital Archives Project AMIA Conference Miwa Yokoyama, Digital Project Manager Friday, November 8, 2013
  • 2. Background on Archives Old Archives Space New Archives Space
  • 3. ZERO to DAMS • What does starting from zero mean for CH? – Had some basic description and metadata in Access databases – Finding Aids and OPAS Database – Development wanted Archives to apply for grants
  • 4. Digital Archives Project • What exactly is the DAP? o Conservation and Digitization o Setting up a new DAMS o Establish digital preservation procedures • July 2012 – July 2015 Susan and Elihu Rose Foundation Photo courtesy of Colorlab Photo courtesy of The MediaPreserve Photo courtesy of NEDCC
  • 5. Planning 1. Hired a consultant 2. Researched best practices 3. Prioritized collections (assessment) o Timeline and budget 4. Hired a Digital Project Manager 5. Formed a core team of advisors 6. Estimated a production schedule
  • 6. Digitization • Preparing materials o Inventories and basic item-level description • Write an SOW to spell out your specifications and requirements • How to best ship materials Photo courtesy of The MediaPreserve Photo courtesy of Colorlab Photo courtesy of Colorlab
  • 7. Working with Vendors • Asked for recommendations from colleagues • Sent out RFP • Selected a vendor that fits for your project • Be clear about your expectations for customer service and deadlines • Don’t be afraid to ask questions Photo courtesy of Colorlab Photo courtesy of NEDCC
  • 8. DAMS Selection Step 1: Gathered Requirements (6 months) – Who will your users be? – How many assets will the DAMS support? • Digitized assets • Born-digital assets – What functions are must-haves? – Storage Architecture Requirements – Other technical requirements
  • 9. DAMS Selection cont’d Step 2: Came up with a shortlist of possible vendors that might fit Step 3: Wrote a Request for Proposals Step 4: Reviewed and Ranked Vendors Step 5: Demo-ed top 2 or 3 Step 6: Decision Making
  • 10. Taxonomy Development • • • • • Established an internal working group Need for a unified terminology Research and Development GOAL – document of controlled vocabulary Work in progress, needs monitoring
  • 11. Next Steps • • • • • • • Hand over assets and data to vendor RFP for second primary storage YEAR 2 Digitization Develop and Implement Taxonomy Design public portal site Develop digital preservation policies Apply for more grants
  • 12. DAP YEAR ONE • Digitized o 1294 audio recordings o 2 film collections o 833 videotapes o 35,000+ pages • Set up a digital media station • Selected a DAMS • Secured 440TB storage onsite
  • 13. Lessons Learned…so far • Be flexible with your timeline – Things will take longer than you expect! • Become friendly with your IT Department and ask questions • Articulate your expectations to vendors • Use time-saving tools • Need organizational support for buy-in • Advocate for your DAM project
  • 14. Thank you! • Questions? Contact myokoyama@carnegiehall.org or Archives@carnegiehall.org • http://www.carnegiehall.org/digitalarchivesproject/