Collections and the Cloud. Adam Smith Curator Stearns History Museum

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1 Collections and the Cloud Adam Smith Curator Stearns History Museum

2 Disclaimer I have never said nor claim that PastPerfect is going away. Only that information provided to me suggested that there could be problems with it going forward into the future due to a lack of support of VFP by Microsoft. No need for a panic it will still be there Recent information has suggested they are developing a web-hosted product and PP6

3 Disclaimer 2 The main point of my presentation is to provide additional options in regards to collections CMS, with cloud based being the main focus. Look at process of Stearns History Museum in choosing and implementing new collections CMS

4 All information stored in house on a server or on a computer hard drive (including externals) Desktop

5 Pros and Cons Pros You have control over all information Secure Cons Can only access in-house Sometimes only on a single computer Limited storage Backup! Including off-site In case of computer crashing or fire

6 Computing model where software and data are stored on devices and host computers accessed through the internet What is The Cloud

7 Pro and Cons Pros Access anywhere you have internet Reduced IT maintenance Resource utilization Cons Security Usually secure but potential exists Internet connectivity issues Long-term storage

8 Public Access Collections/Exhibits Allows patrons to see collections xe?request=ks oricalsociety.org/collection/se arch/ Build virtual exhibits Strong movement/desire from patrons to access collections and play a role in forming collections Want to see the stuff in the backrooms Contribute to the collections of the museum Still nothing like seeing the real thing in person

9 Online/Cloud Options PastPerfect offers online catalog, online version this fall ehive CollectiveAccess open source CollectionSpace open source Collector Systems ARCHON/Archives Space

10 Open Source vs Proprietary Open Source No up-front license Control over the code Ability to choose any support provider Proprietary Don t have to worry about hardware, software or maintenance Storage Backup storage Have to upgrade and maintain or find some to do it Server to store data Company confidence Make sure they are investing in the company upgrades, customization, etc

11 Expensive? Depends on your definition Desktop installation fees, network upgrade all upfront unless you want to pay for support; online collections setup fee and annual fee varies depending on number of collections; maintenance or upgrades Proprietary Cloud user fee/month depends on level; setup fee Open source Cloud initial set up cost can be high; then depends on storage/maintenance

12 The Stearns History Museum Story Oct 2012 we examined several collections CMS options Liked cloud based options the best Advancing technology in the field Access Storage capacity Offsite storage with wireless internet

13 SHM Open Source vs Proprietary Open Source Couldn t handle technology maintenance Not a computer programmer Consultant looked at programming and felt it was outdated Security Proprietary Didn t have to worry about maintenance Collector Systems was primarily for private art collectors and wanted to move into museum market Looking to adapt, changed, added some components for us

14 Working with Collector Systems Worked with us to upgrade their database Added nomenclature 3.0 field User defined tabs Gallery view Have worked to upgrade their database Batch uploading Providing technical support Transition plan

15 Transfer of data Using Accessions Software On a single computer Scared to turn if off! Managed to export the data and convert to an Excel file Data was ok, but problems existed Some caused by madeup or misunderstood nomenclature

16 Working with the CMS Trial and error Experiment until it looks and works the way we want it to Manipulating fields to match our needs Write it down! Exhibits Locations Still tweaking, not entirely happy with what I have Collections

17 Working with the CMS Metadata Without accurate metadata you can t search or find anything! Using correct nomenclature Terminology for conditions, descriptions Consistency Photographs Batch uploading Condition, marks, eliminate background Inventory Excel, batch uploading

18 Gallery View/Online Exhibits Create online photograph and artifact collections Myron Hall scanning matching with newspaper Knevel Clown Collection Artifact photos need to be clear, eliminate background and provide multiple angles Allows patrons to see the artifacts Online exhibits provide ways to bring photos, artifacts and curatorial knowledge to public who can t visit the museum

19 Lessons Learned Metadata Consistency Allow for boolean search in fields Simple and advanced search Create multiple ways to search for something Think of the user when creating fields and terms Staff Public Interface Multiple users Fine line between simplicity and including relevant data fields

20 Lessons learned continued Photos Name the photos with your accession numbers E.g ;main;obverse width backup Backup Cloud companies should back up automatically check! Otherwise store in multiple locations Review other databases, talk with people who ve done it Use the best you see to develop your Collections CMS

21 Take the leap! Opportunity to store your metadata Photos Access your collections Museum community Staff The public Social media Find ways to use social media to enhance both 2D and 3D collections and invite public to participate in your collections

22 Thanks! Questions, comments, concerns, debate Much of my presentation became question and answer with discussion. If you have questions feel free to contact me: