Transcript Making Connections: Museum CMS and Archives at The Henry Ford

EMu and Archives Management
at The Henry Ford: An Update
Brian Wilson
KE EMu North America User Conference
Winterthur Museum, Garden & Library
17 October 2013
Primary Workflows
Archival Workflow
Item Digitization Workflow
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Workflows and Archival Collection Hierarchy
Accession
Archival workflow
Digitization workflow
Collection
Series I <c01>
Archival workflow
Series II <c01>
File <c02>
File <c02>
Item <c03>
Digitization workflow
Item <c03>
Multimedia
Digitization workflow
Multimedia
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Acquisition: Accession Lot Records
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Selection: Event Records
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Selection: Objects w/ and w/o Records
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Imaging
• Three primary in-house sources
– Museum photography (3D objects)
– On-demand scanning (2D reflective and transparent)
– Rapid imaging (2D reflective)
• 5000-10,000 objects imaged per year
– Nearly 20,000 objects on digital collections website
– 2.5-3 : 1 ratio images to objects
– 0.75 – 1.5 TB master file data volume
• All three sources deliver access images to EMu
• Manual and import methods for record creation
and attachment
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Rapid Imaging: Multimedia Records and Imports
• Spreadsheets to record image metadata
• Data includes links to image files
• Data exported as CSV
• CSVs imported into EMu
• MM records created w/ attached images
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Item Description: Metadata
Object ID
Main Title
Collection Title
Object Status
Object Category
Object Rank
Object Name
Accession Lot
Credit Line
Subject Date Range
Subject Date Earliest
Subject Date Latest
Color
Height
Width
Subject-Personal Name
Subject-Corporate Name
Subject-Geographic Name
Subject-Topical
Subject-Local
Genre
Current Location
Movement Notes
Publish on Internet Y/N
Publish to Internet Location
Publish on Intranet Y/N
Publish to Intranet Location
In selected cases creating “Low-Res” records:
- Increase rate of record production
- Aggregate titles and subject terms
- Fewer subject terms
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Item Description: Record Creation
Rapid Imaging using batch methods
- Templates and CSV
- Alone and in combination
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Archival Description: Record Structure and Creation
Accession
manual entry
Collection
(Single-Level)
(Multi-Level)
Series I <c01>
Series II <c01>
ead import
or
manual,
template, or
csv import
File <c02>
File <c02>
Item <c03>
template, csv import
or
manual
Item <c03>
Multimedia
Parent/Child
Attachment
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Multimedia
csv import
or
manual
Archival Description: Single-Level Record
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Archival Description: Multi-Level Records
Series
File
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Sub-series
Item
Archival Description: Relating Multi-Level Records
Collection (parent)
Link child to parent
Series (child)
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Archival Description: Multi-Level Hierarchy
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Archival Description: Record Creation Methods
• Manual data entry
• Template and Ditto functions
• CSV import
– Create from Excel or similar
• XML import
– Encoded Archival Description or similar XML
– XSLT provides mapping
• Combinations of the above
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Archival Description: EAD Import Example
Accession 232, World’s Fair Photographs series
– 2100 lines of xml
– 203 linked records
EAD segment
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CMS Record Tree
Archival Description: EAD Output
EAD output concept tested
–
–
–
–
–
XML
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Goal to “round trip” EAD
Created catalog module XML report
Report run against collection record
XSLT file transforms report to valid EAD
Transform done external to EMu using Oxygen
XSLT
Storage: Locations for Physical Material
Physical location scheme
– Split physical from intellectual location
– Similar to 3D object location scheme
Current flat structure
– 232 World's Fair Photographs.Box 1.Chicago World's Fair--No.1-15
Shift to Hierarchy
- Benson Ford Research Center
- Collections
- A34.A6
- 64.167.232.0.B1
- 64.167.232.0.B1.F1
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Storage: Records for Shelf, Box and Folder
Shelf (Location)
Box (Holder)
Folder (Holder)
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Storage: Digital Material
THF Network Boundary
Archival Storage
AIP
Preservation
Files
Ingest
Preservation
Actions
SIP
Scan Output
Files on
External
Drive
Or
Workstation
DA
Output
Original
Files
DA
Output
Duke
Data
Accessioner
Application
(DA)
Preservation on ‘Parks’
Dissemination
DIP
Access
Files
Symbol Key
CCO
Metadata
• Files
• Metadata
• Network Storage
THF Scanning Output File Pipeline
Based on 31May2012; B. Wilson
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EMu
Item Access/Use: Access Points
EMu Client
EMu
Public
Staff
Firewall
Kiosks
SQL
EMu Web
Mobile Site
Web
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MARC
Public
EMu
Staff
Firewall
Archival Collection Access/Use: Access Points
PDF
OCLC
XTF
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Further Work: EMu
• Development of revised tab and field arrangement
• Use of markup in text fields
– <list> for example
• Linked fields redefined as free text
– Acquisition, Author, Sponsor
• Finish work on Locations and Holders
– Incorporate into XML-out report and EAD XSLT
• Hierarchy display tool sort order
– Affects display and drag-drop
– Manual work-around to allow data export
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Further Work: Internal
• Data entry, data entry, data entry…
• Clean up data, clean up data, clean up data…
• Workflows and practices need modification
– Record creation - who, what, when
– Division of work between Registrars and Archives
• Redesign of internal and public facing websites
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More Issues to Consider
Changes to Key Archival Standards
• Recently released update to DACS (2nd Ed)
• Impending revisions to EAD schema (EAD3)
Digital Preservation
• Issues involving attachments
– File format(s)
– Storage of master as well as access copy
• Backup / replication of EMu database
• File storage, management and access
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Thank you.
Brian Wilson
Benson Ford Research Center
The Henry Ford
Dearborn, Michigan
[email protected]
@brilwil