Isabel Meyer : DAMS Branch Manager. Ken Rahaim: DAMS Analyst

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Joel Lawrence
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1 Isabel Meyer : DAMS Branch Manager Ken Rahaim: DAMS Analyst 1

2 Background Smithsonian Institution: World s largest museum & research complex 19 museums and the National Zoo Over 30 million visitors in million Website visitors ( 9 science centers including observatories, conservation and tropical research 136 million+ collection objects, artworks and specimens Approximately 5,600 employees and 5,500 volunteers

3 Background Smithsonian Institution Mission The increase and diffusion of knowledge Based on James Smithson's Gift - "I then bequeath the whole of my property...to the United States of America, to found at Washington, under the name of the Smithsonian Institution, an Establishment for the increase & diffusion of knowledge... Digitization Strategic Plan Mission To digitize the resources of the Institution for the widest possible use by current and future generations. Slide 3

..to the United States of America, to found at Washington, under the name of the Smithsonian Institution, an

4 Digital Asset Management System(DAMS) Background 2002 Established Media Technical Working Group (MTWG) Developed Media Concept of Operation and High-Level Requirements documents and evaluated twenty-four media products Smithsonian Institution implemented pilot Digital Asset Management System (DAM) Artesia (OpenText) Enterprise Digital Asset Management For storage, preservation, indexing, search, retrieval and sharing of digitized assets. Provides multi-channel distribution for re-use and repurposing of the managed assets Pilot conducted in partnership with four Smithsonian units. National Museum of the American Indian (NMAI) Center for Folklife and Cultural Heritage (CFCH) National Museum of Natural History (NMNH) National Zoological Park (NZP) 4

storage, preservation, indexing, search, retrieval and sharing of digitized assets.

5 Digital Asset Management System(DAMS) Background SI purchased Artesia Enterprise license Formalized DAMS as a supported project (Project Manager & Funds) Conducted analysis to transition pilot DAMS to fully supported Enterprise system Slide 5

supported project (Project Manager & Funds) Conducted analysis

6 Digital Asset Management System(DAMS) Background 2009 Focus was on Enterprise Readiness Hardware, software, and DB infrastructure improvements. SAN Storage expansion & reconfiguration. Asset clean up (test, duplicate and unassigned assets). System standardization (SI User Roles, Asset Security Policies, Required Fields). Simplified Hot Folder Bulk Import configuration and process. Redefinition of the core image metadata model Development and deployment of the Image Delivery Service (IDS) to support SI Enterprise Digital Asset Network (EDAN) Services. Integration with EMu (Museum Collection Management) for NMNH. Slide 6

System standardization (SI User Roles, Asset Security Policies, Required Fields). Simplified Hot Folder Bulk Import configuration and process.

7 DAMS Initial Configuration Difficult to manage and maintain. 7

8 Current DAMS Enterprise Configuration Artesia DAMS 6.8 SP4 Application Server Sun T Core T2 Processor Solaris 10 DAMS Database Server (Asset Metadata) Server Sun E2900 Oracle 10 Enterprise Asset Repository EMC Clarion SAN Currently 22 TB Hot Folder Mount NetApps FAS3140 Daily Backup to Tivoli Archive 8

Database Server (Asset Metadata) Server Sun E2900 Oracle 10 Enterprise Asset

9 Target agetdams Architecture e 1 load-balanced Artesia system, 1 storage system, 1 repository 50 TB to 1+ PB storage DAMS Users HTTP, Virtual File System, API Content Switch (load-balancer) Artesia DAM Instance 1 Artesia DAM Instance 2 DB FS Full Replication - Tier 3 Storage: LTO4 tape (online, off-site) Hierarchical Storage Manager (HSM) - Tier 1 Storage: Fast FC-AC disks - Tier 2 Storage: Lower speed SATA II disks - Tier 3 Storage: Inexpensive LT04 tape (online) Offsite replication to tape 9

Replication - Tier 3 Storage: LTO4 tape (online, off-site) Hierarchical Storage Manager (HSM) - Tier 1 Storage: Fast FC-AC

10 What Should Go in DAMS SI s Digital Diamonds DAMS is the Digital Assets Vault Re-use Re-purpose Preserve (Value, Historical, Archival) Collections Images Audio Video Select Documents Slide 10

11 DAMS System Organization User Groups Identify and organize Units/Users Slide 11

12 DAMS System Organization Slide 12

13 DAMS System Organization Slide 13

14 DAMS System Organization User Roles Define access to application functionality Slide 14

15 User Role Examples User Role Manages access to DAMS Functionality Asset Manager with SI-Ingest/Edit/Delete All Role has ability to import new assets. SI-Read Only User has ability to search and view asset thumbnails and can save selected thumbnails into a set, but does not have ability to import new assets or create projects. Slide 15

SI-Read Only User has ability to search and view asset thumbnails and can save

16 DAMS System Organization Security Policies Manage groups/user access to Assets Slide 16

17 Security Policy Example This User has SI-Ingest/Edit/Delete Ingest/Edit/Delete All Role, but the NPG Asset Security Policy only allows search/view access to non NPG Users. User tried to edit Metadata on the selected NPG asset, but the NPG Security Policy blocked the edit. 17

allows search/view access to non NPG Users.

18 Image Metadata Model - Previous State One SI Metdata Model (SI Media Collection) Contained 150 Fields in Single Model. Included and displayed NZP, NMAI, NMNH, IPTC specific c fields for all users. s Cumbersome to navigate and search. Only 10 20% of fields were being populated or used. 18

Included and displayed NZP, NMAI, NMNH, IPTC specific c fields for all

19 New Core Image Metadata Model Developed for the ingest and management of digital Image assets (including images, layouts/graphics,, scans, and related text-based assets) into the DAMS. Working Group focused on streamlining the complexity and number of elements in the DAMS model while at the same time satisfying as many metadata requirements as possible. Development of the Core Image Model was a collaborative exercise by the Working Group. Achieving consensus for this model has been noteworthy. In addition, the extensive knowledge of the Working Group members in metadata modeling, cataloguing and library science has been invaluable to this project. SI Units that participated n the SI DAMS Metadata Working Group: AAA - Archives of American Art CFCH Center for Folklife and Cultural Heritage NMAH -- National Museum of American History NMAI -- National Museum of the American Indian NMNH -- National Museum of Natural History NPG -- National Portrait Gallery NPM -- National Postal Museum NZP -- National Zoological Park OCIO -- Office of the Chief Information Officer OFEO Horticulture Division OPA - Office of Public Affairs SAAM- Smithsonian American Art Museum SIA Smithsonian Institution Archives SIRIS Smithsonian Institution Research Information System 19

Development of the Core Image Model was a collaborative exercise by the Working Group. Achieving consensus for this model has been noteworthy.

20 Core Image Model Overview The Core Image Model: 79 metadata elements grouped into 5 main categories: Administrative elements (12) Descriptive elements (17) Technical elements (11) Rights Management elements (9) Embedded elements (29) IPTC or XMP DAMS detects and extract the IPTC or XMP information automatically from the digital image files upon ingestion and stores it as metadata in the system Notes (1) [displays as stand alone field]. 20

Embedded elements (29) IPTC or XMP DAMS detects and extract the IPTC or XMP information automatically from the

21 Importing Assets Import Methods Interactive via Gui (Single or Multiple) Hot Folder bulk import WebDav Drag and Drop Import Bulk Import API Integrations IPTC/XMP embedded metadata is automatically ingested with asset. Additional DAMS metadata can be assigned upon asset import. Slide 21

22 Search Methods Keyword/Favorite Category Slide 22

23 Search Methods Advanced Search Expert Database Search Slide 23

24 Displaying Assets Gallery View Slide 24

25 Displaying Assets Detail View Each user can personalize their Display Preferences and select the Metadata fields they want to display for each view. DAMS Core Image Model - Assigned Metadata Embedded Metada Automatically read and ingested upon asset import. Slide 25

26 SI schallenges and Opportunities Asset Control Asset Sharing Misconception of DAMS as a Storage System Explosion of digital assets exceeding SI staff resource bandwidth User Community education and awareness Potential for significant benefit to SI currently only 25% of system functionality is being used. Slide 26

27 What s Next? Define and implement audio and video metadata models. Extend DAMS functionality for audio and video asset ingest and support. Asset Export/Delivery requirements & standards. Develop DAM managed workflows (notifications, approvals, asset transitions). Evaluation and testing of new Product Release Artesia 7.0 Develop User Training and Documentation. 27

Let s Talk Digital An Approach to Managing, Storing, and Preserving Time-Based Media Art Works. DAMS Branch Manager Smithsonian Institution, OCIO

Let s Talk Digital An Approach to Managing, Storing, and Preserving Time-Based Media Art Works DAMS Branch Manager Smithsonian Institution, OCIO 1 Love and Marriage Digital Asset Management?? Digital Diamonds