One System to rule them all - an epic journey to manage our collections

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Bennett Lester
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1 One System to rule them all - an epic journey to manage our collections Lynne Billington Manager, Data Quality, Systems and Standards Euwe Ermita Systems and Applications Leader

4 One system to rule them all an epic journey to manage our collections

5 This is where a caption goes. Maybe for two lines.

6 Matthew Flinders, ca watercolour miniature portrait State Library of New South Wales

7 State Library of NSW New South Wales cultural institution Oldest library in Australia Collection valued at $AU 3.15 billion Home of important collection items such as First Fleet diaries, papers of Sir Joseph Banks, Matthew Flinders and P.L. Travers, oldest Australian photograph, WWI diaries, Mitchell Wing State Library of New South Wales

15 billion Home of important collection items such as First Fleet diaries, papers of

Archival Collections Over 10,000 linear metres of manuscripts Over 16,000 pieces of realia - swords, coins, locks of hair, architectural models, convict shackles, taxidermy 2354

8 Archival Collections Over 10,000 linear metres of manuscripts Over 16,000 pieces of realia - swords, coins, locks of hair, architectural models, convict shackles, taxidermy 2354 paintings Hierarchical arrangement as per international standards ( respect des fonds ) Matthew Flinders, ca watercolour miniature portrait State Library of New South Wales

2354 paintings Hierarchical arrangement as per international standards ( respect des

9 Beginning of Journey

10 Workforce

11 Staffing Review and Change Library-wide reviews of structure New divisions formed 2014: LIS/DXD Library and Information Services (LIS) Collection Management Function -> Function-based Digital Experience Division (DXD) -> Service-based Business and System owners

(LIS) Collection Management Function -> Function-based Digital

12 Current Systems ACMS & DAM: Bespoke Archival Search: Funnelback ILS: Millennium eresources: 360 Search Workflow: Team Track

13 Digital Excellence Program $48.6 million in State funding over 5 years 2 streams of work Digitisation program Mass digitisation of cultural material Digital infrastructure Infrastructure upgrades Library Systems Integration Project

14 The Solution

15 Ex Libris partners with Axiell Aviators & DH60 biplane Hood Collection, State Library of New South Wales

16 Integrated Collection Management System Unpublished Collections Management Integration Published Collections Management Workflow Preservation and Digital Asset Management API Resource Discovery Batch/Bulk

17 Integrated Collection Management System Unpublished Collections Management Integration Published Collections Management Workflow Preservation and Digital Asset Management API Resource Discovery Batch/Bulk

18 Integrated Collections Management System AdLib Deposit and publishing Hierarchical archival collections and findings aids management, circulation, tracking and display for both digital and physical objects Stage 1 Ex Libris Rosetta Digital Asset Management Ingestion Deposit Digital Preservation Digital Legal Deposits

tracking and display for both digital and physical objects Stage 1 Ex Libris

19 Integrated Collections Management System AdLib Hierarchical archival collections and findings aids management, circulation, tracking and display for both digital and physical objects MD Synch, updates MD and item notes Collection Management Print and Electronic resource management Resource sharing Authority control Serials management Fulfillment MD Synch Ex Libris Alma Deposit and publishing Publishing Ex Libris Rosetta Digital Asset Management Ingestion Deposit Digital Preservation Digital Legal Deposits Publishing Publishing Ex Libris Primo Discovery, End user search and content delivery

sharing Authority control Serials management Fulfillment MD Synch Ex Libris Alma Deposit and publishing Publishing Ex Libris Rosetta Digital Asset

20 Integrated Collections Management System AdLib HR Hierarchical archival collections and findings aids management, circulation, tracking and display for both digital and physical objects MD Synch, updates MD and item notes APIs, Web Services, MD Synch Collection Management Print and Electronic resource management Resource sharing Authority control Serials management Fulfillment Ex Libris Rosetta Digital Asset Management Ingestion Deposit Digital Preservation Digital Legal Deposits Publishing Publishing Ex Libris Primo Discovery, End user search and content delivery EDRMS LDAP APIs, Web Services, MD Synch MD Synch Ex Libris Alma Deposit and publishing Publishing Finance Corporate Systems

Authority control Serials management Fulfillment Ex Libris Rosetta Digital Asset Management Ingestion Deposit Digital Preservation Digital Legal Deposits Publishing

21 Adlib Architecture Adlib Internet Server V5.0 Adlib API server Adlib Application server V4.5 Adlib Database server

22 Adlib Architecture Adlib Internet Server V5.0 Adlib API server Adlib Application server V4.5 Adlib Database server Rosetta: Integration points

23 Rosetta Architecture Rosetta <<chosen for digital preservation and Digital Asset Management>> Digitised and born digital

24 Rosetta Architecture Rosetta Adlib: Integration points

25 Archival Collections: Integrated Workflow Adlib: Archival Record Adlib: Attach Digital Object(s) Adlib -> Rosetta: Deposit to Rosetta Rosetta: Move to Preservation Rosetta -> Adlib: Update Adlib with Identifier Adlib -> Primo: Publish to Primo Alma -> Adlib: Purchase Order Primo: Harvest Adlib & Update Indexes Rosetta: Validate & Ingest

26 ICMS Data Integration Points

27 Challenges & Lessons Data migration: Estimation: extract, transform, load Technical integration and workflows Infrastructure, architecture Staffing / resourcing: Project and business-as-usual Organisational change management: Business process: new and updated Training and knowledge management Ongoing project communication

28 Future plans Stage 1 Go-live: Late 2015 Adlib & Rosetta Stage 2 Go-live: Early 2016 Alma & Primo + stage 1 integration Rosetta as a Digital Asset Management System Identity and Access Management across all sites User experience: Delivery and viewers

29 Questions? Lynne Billington Euwe Ermita

Digital Collecting Strategy

Digital Collecting Strategy 2014-15 and 2015-2016 Version: 1.0 Approved by: Executive Owner/sponsor: Director, Library Services Contact Officer: Manager, Collection Strategy and Development Date approved: