Archive and Protect, Find and Use

Transcription

1 II Approaches for the efficient Handling of Image and Media Data in Museums Archive and Protect, Find and Use Archive and Protect, Find and Use II Approaches for the efficient Handling of Image and Media Data in Museums

2 Collection databases and the management of Image and Media Data 5376_MB.jpg 5376_MB.tif _GPKB_ Scan.tif SF1-DA Foto MAK.JPG Vase with grapevine pattern Inventory number Classification Model Design Dated Material/technique Description Credit line Literature Location Owner Vase Johann Jacob Irminger Königl. Porzellan-Manufaktur Meissen about 1715/20 Böttgerporzellan, relief made, partly gold painted corporal body with oval... donation of the corporation... (selection) GRASSI Museum of... GRASSI Museum of Applied Art GRASSI Museum of Applied Art 5376_MB.tif Asset data size: 52,5 MB Image width: 3500 Pix Image height: 5247 Pix :35:12 Reference number: 1049 Description: _GPKB_ Scan.tif Asset data size: 2,07 MB Image width: 708 Pix Image height: 1024 Pix :01:22 Shot end of 1920 Reference number: SF1-DA Foto MAK.JPG Asset data size: 111 KB Image width: 768 Pix Image height: 1024 Pix :01:22 Shot: 2007 Reference number: Description: small picture print monochome Object data Asset data

3 Glossary Asset In digital documentation, a digital asset is the entity of an image or media file with relevant metadata. DAM system is the abbreviation for Digital Asset Management system, a database specifically developed for the management of digital assets. Database is a system for managing data. Objects and archive documentation are managed in collection and archive databases (object databases), while DAM systems specialise in the management of digital media files. Catalogue A file or multiple files a DAM system can manage, each containing assetrelevant data sets with thumbnails, metadata and references to the image or media file. Often there is an overlap with the term database. Metadata descriptive information assigned to an image or media file. Approaches for the efficient handling of image and media data in museums In part one of our brochure Collection Databases and Digital Asset Management we concluded with the statement: The solution lies in the integration of both systems with the goal to efficiently use functionality offered by both, to share appropriate metadata and to offer a single point of access for those using either one or both of the systems. In this brochure we present practical approaches for achieving four main aims, which are as follows. GRASSI Museum Photo: Christoph Sandig, Leipzig 1. Utilising the functionality of both systems in each of the two databases A database is only useful if it is constantly updated and used. By working with a database on a regular basis, a user increasingly becomes familiar with its features and functionality, and over a short period of time will become more efficient in its operation. Therefore, switching between several databases on a regular basis is not always an efficient process. Normally, museum curators will always work in the collection database, whereas a public relations department will use a DAM system. Similarly, other staff will rely on one system more than the other. The key factor is that the important functions offered by both systems are available in both collection databases and DAM systems. Therefore, our approach is to ensure an object s image and media data can always be retrieved as normal but also, integration with the DAM system provides access to it s rich features and any additional image(s) and metadata related to the object. Reciprocal functionality is also made available from the collection database when using the DAM system. 2. A structured provision of image and media files (assets) A photographer is supplying photos of the latest exhibition launch on a DVD; documentation about an archaeological excavation is being sent back to your office in stages; a graphic designer exchanges draft layouts via ; a director uploads presentation slides onto the network, and the museum s education department receives a video. An ever-increasing amount of media data is delivered via different methods and in different formats and various people need to be able to access and use them! This is precisely the task for which DAM systems were developed. However they are delivered, in whatever medium or format, and no matter how many, all the files are supplied to the database and then it automatically extracts data so assets can be located and retrieved easily. Hierarchical category trees are able to build their own comprehensive thesauri and are used in the filing process. Unlike the path structure of operating systems, assets can be allocated to multiple categories in a DAM system a very valuable feature. Therefore, files are not duplicated and are not copied in multiple locations. Category trees can be created to reflect different uses: format, geography, department etc. Asset records can be allocated to as many categories as desired, and there is only one original file. Within the ingest process, there are two basic possibilities to structurally store the original data: The high resolution data remains at its source (central server, DVD/CD etc) and the DAM builds a reference (a file path) to this location. The path structure is automatically reproduced as a category tree. The high resolution data is automatically copied to a central protected storage location and the DAM stores a reference to this location. This ensures high resolution data is always accessible. If files are to be processed further, then the DAM can also be set up to retrieve previous versions as well (version tracking). With option 2, a file path is not available in the central storage location; however it can be reproduced in the category trees. GRASSI Museum Photo: Gunter Binsack, Leipzig

4 The following steps are automatically taken when cataloguing files: The files are copied to a central storage location if desired. A data set is created for each file. A thumbnail view is produced of every file (over 300 filters for different file formats). Original files are referenced or indexed (location is recorded, or files are given a digital tag so that they can be easily located). Metadata is extracted from the file (operating system data, EXIF, IPTC) and populates pre-defined metadata fields (with an option for synchronisation). In addition, the DAM will offer the creation of custom category trees and custom metadata fields to enhance search capabilities. A clear distinction must be made between the management of objects in a museum database and the asset data in the DAM system. The DAM manages media files and the collection database manages objects. Therefore the collection database will access the DAM to obtain image and image information thus avoiding duplication. To sum up, it is established that large amounts of data are automatically entered into the data structures of a DAM system, and they can be immediately searched through according to metadata and structural elements. The DAM system can create new variant files for any found record and in the background, can convert these specifically for their intended use. For example: Scale to a required size and resolution Convert to the desired colour space Default or customised cropping Sharpening Compress to offer zip file format Incorporate a watermark Any conversion used on a frequent basis, can be saved centrally and shared so they can be accessed when needed. As well as conversion, the same process can also determine specified how the new variant file is delivered: Download Copy to... Send by to... Create and send a link to the file(s) with custom-defined access restrictions The original file(s) remain unchanged in the central storage location. The newly variant can be deleted after use, or can be reproduced again at any time. When files are downloaded or forwarded via etc, network load is only affected by the final size of variant files, as the server carries out all conversions. By integrating with the collection database, DAM system users are able retrieve object information from. Collection database users can likewise retrieve asset information from the DAM system while at the same time make use of advantageous conversion and delivery features of the DAM. 4. Singular data management (reducing redundant and duplicated data) GRASSI Museum Photo: Christoph Sandig, Leipzig 3. Efficient use of image and media files (assets) As with every database, a DAM system can be searched hierarchically and by simply or logically searching field content or values. If the found records from a search result are required for a specific use, the DAM system offers streamlined features to process the found assets. By using an integrated system, the combination of collection and DAM databases, all the features and functionality are at hand to ensure efficiency of collection management and the management of media files. A key to the success of such integrations is to develop a workflow that is adhered to consistently. Workflows will vary slightly for each establishment but the basic elements of such a workflow can be considered as follows: Media files are selected for entry in the DAM and edited if necessary. Media files and metadata (assets) are catalogued immediately in the DAM system. Structured data sets with the necessary detailed archive information are created for the collection objects in the collection database if not allready existing. All asset data sets relevant to the collection are marked in the DAM system and provided with a key (usually the inventory number or signature). An automated process secures access to the relevant data in each different database.

5 Prospetto d(ell ) alma città Roma visto dal Monte Gianicolo (detail), Guiseppe Vasi, Roma, 1765, etching, 1st state, measurement (without frame) cm (mounted of 12 parts) by courtesy of the GRASSI Museum of Applied Art, Leipzig, Germany A detail from a Hindu temple, Nepal, Photo: Günther Gromke The following guidelines should be followed in order to avoid duplicates: The DAM system should be configured so duplicate data is ignored during the cataloguing process. Downloads should be deleted after work is completed or, if a new variant is generated, this new version should be entered into the database. Before copying a file to a specific location or sending as an attachment, decide if sending a download link to the selected files is more appropriate and can be sent to the recipient. Files that are not suitable for long-term archive can be highlighted using an expiry date, triggering a notification or an alternative action. In every institution a large amount of media data will have accumulated before the installation of a DAM system. This old content must be re-examined and duplicates removed. There are two possible ways to do this: Using special search functions, duplicate files can be found and removed. Image files with similar credentials can be sorted automatically and then reviewed individually. By consistently adhering to the basic principles described above, the reduction of file duplication effectively increases storage capacity. In part III of our Archive and Protect, Find and Use series, we describe the workflow of image and media data in museums. Automated import of assets and metadata Automated generation of working copies for print/non-print Generation of digital assets METADATA I Download CDS Gromke e.k. Editing and post-processing METADATA II Processing analogue finding aids METADATA III Electronic mail Collection link Access via other systems Media library on the Internet Wachsmuthstraße 3 D Leipzig Germany Phone +49 (0) Fax +49 (0) info@cds-gromke.com Web Owner Günther Gromke Manual ingestion of METADATA IV Assets (image and media files) Metadata (asset-based) You will find more information on the relationship between DAM system and collection database in Part I and II of the series Archive and Protect, Find and Use Part III Workflow of Image and Media Data in Museums