Digital Asset Management DAM + Image Intellectual Property Management IIPM. MCN 2010 Alan Newman, National Gallery of Art

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1 Digital Asset Management DAM + Image Intellectual Property Management IIPM MCN 2010 Alan Newman, National Gallery of Art 1

2 National Gallery of Art Mission Statement Serve the country by preserving, collecting, exhibiting, interpreting, and encouraging the understanding by the American people of original, great works of art. 2

3 Art History and Its Publications in the Electronic Age Hilary Ballon and Mariet Westermann, 2007 Mellon supported study conclusions It is clear that the current regime of images and permissions impedes scholarly publication in art history in its print as well as digital forms. We recommend an organized campaign to break down barriers to access and distribution of images, in all media and at affordable prices, for scholarly research and publication. Work with museums to remove copyright restrictions on images of works currently in the public domain, on the grounds that public access to highquality images of such works is appropriate to the public status and educational and scholarly missions of most museums. Create a streamlined digital image licensing system with low- or no-cost pricing for scholarly use, and with an online order form. 3

4 New Pricing Models Museum image licensing pricing is based upon an outdated paradigm of color transparency production, duplication and rental If we build self-serve systems that can provide access and distribution at minimal cost to us we should revamp pricing and offer images at low or no cost to users The people have paid for this once; they should not pay for this again, Mark Jones, director of the V&A Experiment with free exchange of images between museums Met/NGA handshake and Bizot plan Look to new business models of selling value-added products such as prints, personal books, apps Allow your images to be ubiquitous in the culture 4

5 An Agenda for Rights Managers Build community for rights and permissions best practices Consider low/no cost pricing for images of PD Ease of access/fulfillment Discussion wiki for CHIN DRM guide? Support PLUS Propose global free exchange of images among museums for exhibition and publication use at Bizot Group 2011 and other meetings Lobby artist rights and estates to permit true fair uses without charge e.g. web information, free podcasts, brochures and audioguides, signage 5

6 Rapid Capture What is it? Brute force Digital Asset Production! 90% quality for 10% effort yield 1,000% production What works? Ideal for works on paper, small objects (coins) What uses? Web, print on demand, general publishing when absolute facsimiles aren t required. Fuels access and distribution. 6

7 NGA Rapid Capture Project Mass infusion of collection images on Gallery website and available for licensing Will increase web images from present 7,000 to 26,000 in 2011 and 60,000 by ,000 in year one. Increase web image size from 400 pixels long to full screen lecture size image with hi-res pan/zoom From 6% (2009) to 50+% (2013) of collection online Provide free images of works in the public domain for scholarly and educational uses. Two year project funded by the Samuel Kress Foundation ( ). Seeking funding for 2-3 additional years through

8 Image Management History Access & Dissemination Ten year plan began in 2004 to build a staged suite of applications for image access and fulfillment, internally and externally DAM implementation for collections images which feeds TMS, website and intranet IRIS, Internal Request for Image Services is developed and deployed NGA Images, web based image-licensing under development planning enterprise DAM system as large-scale image repository 8

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10 IRIS Internal Request for Imaging Services We replaced a dysfunctional 6-part paper form, which did not permit serious control over production workflow, data validation by TMS, queues organized by deadline, project management and assignments to photographers and printers. 10

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12 NGA Images RFP for NGA Images, a web-based, selfserve Image Licensing system with back office management is solicited and selected build NGA Images using off the shelf configurable software from Capture, Ltd. Finalizing design now and will test in-house first quarter 2011 Public launch spring,

13 Draft Design will be fine-tuned 13

14 Image IP Management IP Audit. Law school intern identifies, working with myself and legal department maps workflows for rights and permissions determinations and data stores. Large-scale decentralization. Files with lawyers, curators, registrar, R&R, CMS, spreadsheets, paper files, rights i/o Diane Zorich completes An Assessment of Image Intellectual Property Policies and Procedures based upon audit and interviews and makes recommendations to centralize and build IP Management practices develop IP and DAM policies and committees, following Zorich roadmap. 14

15 IIPM Possible Data Fields Date of Deed of Gift, on file where or permissions excerpted Date of Object Creation (from TMS) Name of Artist (from TMS) Nationality of Artist (from TMS) Date of first publication if known Image credit line Other Contracts with artists, estates, third parties regarding permissions Date researched Researched by whom owned by (or) Public domain determined Rationale for decision (law citation) third party agent if different than above NGA contract # Contract date Allowable Uses? Licensing Restrictions? 15

16 Digital Asset Management NGA uses as authority for all collection and exhibition images the DAM system, Extensis Portfolio Feeds NGA website, image search, display and download on intranet, IRIS and NGA Images. Manages all derivatives and technical, administrative and descriptive image metadata. Portfolio DAM data dictionary is maintained on intranet site and freely distributed see Digital Image Asset Management at the National Gallery of Art (US), A. Newman & P. Dueker, RLG Diginews Volume 10, Number 6 ISSN , 16

17 DAM Technology (Current) Extensis Portfolio - strengths Low cost among DAMs, easy to use application SQL based, extensible to Gallery information architecture (such as TMS, IRIS, website) Used for NGA collection images since 2005: collection objects (masters and derivatives), painting conservation, temporary exhibition images from outside sources 17

18 DAM Technology (Current) Extensis Portfolio - limitations Broad security only, lacks granularity, i.e. assigning target group access to specific image clusters is not possible No connection to Active Directory Performance and reliability unknown for very large databases (300,000+) records Client-server application is less preferred than thin web client Not the best tool for an enterprise DAM for heterogeneous image collections 18

19 Pilots to inform edam development Interim solution to aggregate, preserve and catalogue image collections Assist requirements definitions for an enterprise level DAM Discover how departments use & create images Define basic image cataloging requirements for short & long-term collections Pilot participants/collections All Conservation images (treatment, scientific, etc.) Archives of entire exhibition installation history Publicity and events Architecture and CAD Personal curators specialized image collections 19

20 Enterprise DAM Authoritative image repository Centralized, single source for a multiplicity of Gallery image collections Users can retrieve current, use appropriate files directly from edam eliminates storage redundancy Consistent metadata for long-term preservation of digital assets Crosswalk to intellectual property rights and controls for images 20

21 Enterprise DAM Project Overview The development of the edam will be a five-year project and with persistent growth beyond Years 1-3 transition extant high value image collections [collection/exhibition objects, exhibition installation history, conservation] into the system and establishing training and best practices Years 3-5 incorporate DAM pilot collections: events, architecture, construction history (pilots, rich media e.g. podcasts, video, CAD) 21

22 Enterprise DAM Intended Functionality Save image sets for projects: exhibitions, publications, use in other systems User-defined reporting capabilities or choose from templates Workgroups across divisions can build and share image-based reports for exhibitions, publications and other projects Slide show capability Ability to handle standard rich media types including audiovisual and CAD files 22

23 Enterprise DAM Intended Functionality Convert images on the fly to choice of size or format, e.g. choose a group of exhibition images for export to Powerpoint Pan-zoom hi-res images to inspect details Standard file formats including DNG Check-in, check-out audit trail Single image authority to feed other systems that use NGA images - TMS, intranet, IRIS, public web Documentation of intellectual property rights for images as well as relationship issues with artists 23

24 Enterprise Digital Asset Management (edam) + Image Intellectual Property Management (IIPM) to come Merge requirements definitions into one unified project, i.e. edam crosswalks with IIPM Expand role/membership of IIPM committee into workgroup for edam Produce requirements definitions, RFI and RFP, and ready to award contract and begin development in fy