DAMmed if you Do or Don’t Larry Gall Head, Computer Systems Office Entomology Collections Manager Yale Peabody Museum of Natural History 2

More Alphabet/Acronym Soup Digital Asset = any JPG, TIF, PDF, PNG, ZIP etc. file https://en.wikipedia.org/wiki/Digital_asset_management

More Alphabet/Acronym Soup Digital Asset = any JPG, TIF, PDF, PNG, ZIP etc. file Digital Asset Management (DAM) consists of management tasks and decisions surrounding the ingestion, annotation, cataloguing, storage, retrieval and distribution of digital assets https://en.wikipedia.org/wiki/Digital_asset_management

More Alphabet/Acronym Soup Digital Asset = any JPG, TIF, PDF, PNG, ZIP etc. file Digital Asset Management (DAM) consists of management tasks and decisions surrounding the ingestion, annotation, cataloguing, storage, retrieval and distribution of digital assets Media Asset Management (MAM) refers to a sub-category of DAM, mainly for digital photographs, audio, video and other media content. Enterprise Content Management (ECM) describes solutions which address similar features but in a wider range of industries or applications; sub-categories include Web Content Management (WCM), and Marketing Resource Management (MRM), among others https://en.wikipedia.org/wiki/Digital_asset_management

“Simpler Backup/Archive Actions” versus DAM Some Examples: Copying to another computer Copying to removable drives/media University computer backup systems Uploading into an online repository

“Simpler Backup/Archive Actions” versus DAM Some Examples: Copying to another computer Copying to removable drives/media University computer backup systems Uploading into an online repository

“Simpler Backup/Archive Actions” versus DAM Some Examples: Copying to another computer Copying to removable drives/media University computer backup systems Uploading into an online repository

“Simpler Backup/Archive Actions” versus DAM Some Examples: Copying to another computer Copying to removable drives/media University computer backup systems Uploading into an online repository

“Simpler Backup/Archive Actions” versus DAM CHARACTERISTIC “SIMPLE BACKUP” DAM Lifecycle / Timeframe shorter term much longer term Security / Authentication varying usually extensive Metadata Management absent extensive Asset Versioning usually absent present Asset Transcoding usually present Asset Editing often present Derivative Management Content Delivery varying capability Scalability usually limited Fixity Checking Workflow Management (BPM) Interoperability

DAM Architectures, Functionality, Vendors are Quite Variable

DAM Architectures, Functionality, Vendors are Quite Variable

DAM Architectures, Functionality, Vendors are Quite Variable The markets across MRM (Marketing Resource Management), DAM (Digital Asset Management) and WCM (Web Content Management) are largely fragmented, with a different set of vendors targeting the three markets. These markets have some overlapping capabilities that often puzzle IT leaders as they work to select solutions. Numerous DAM vendors exist and market their software or services to prospects with a varied set of delivery models, architectures and value propositions. Abstracted from research and reports available through the “Gartner for IT Professionals” subscription

DAM Architectures, Functionality, Vendors are Quite Variable

DAM Architectures, Functionality, Vendors are Quite Variable

DAM Architectures, Functionality, Vendors are Quite Variable DAM, I NEED SOME HELP ! Your Library Your IT department Is there an “information architect” at your institution? Your colleagues at other organizations

DAM Architectures, Functionality, Vendors are Quite Variable DAM, I NEED HELP ! Your Library Your IT department Is there an “IT architect” on campus? Colleagues at other organizations DAM, I NEED MONEY ! https://www.idigbio.org/wiki/index.php/Workflows_Herbarium_Digitization https://docs.google.com/document/d/1OIgtMSMRt2YG8ii08I7bhBtrbP2WIzWolfvZBDZbkvs/edit Image Archiving             Ideally, images that are saved for archival purposes should be stored and managed in a digital preservation environment. Digital preservation is more than simply "backing-up" your images. Ensuring long-term preservation of digital assets is an ongoing process with many steps and considerations and involves medium- to long-term stewardship and accessibility. A large amount of activity has been devoted to the topic of digital preservation, resulting in guidelines, best practices, and standards. Some of these are provided below as resources and they were taken into consideration when developing this module. We strongly recommend that if you have access to digital preservation experts at your institution, you consult with them about developing a policy and/or plan for the preservation of your archival images. For example, libraries have been concerned with this topic for a long time, so seek out individuals in your institutional library for advice and guidance.  If your institution has a credible digital preservation environment or program, take advantage of it - don't reinvent the wheel. In fact, your institution may already have a policy concerning the preservation of digital assets, and you will need to consult it when developing a policy or plan for your assets.

Motivation - why give a DAM ? http://www.centerbrook.com/news/centerbrook_working_on_ivy_campuses

Motivation - why give a DAM ? 1. Yale actively pursuing campus wide strategy for all its digital assets, with focus on streamlining and cross-domain discoverability/delivery: Cost share; bring Peabody assets into new contexts for scholarly engagement; simplify interoperability with broad community initiatives e.g., GBIF, iDigBio 2. Place YPM non-biological collections in proximity to their Yale peers: Peabody Anthropology & Historical Instruments items e.g., more closely related to those in Center for British Art & Art Gallery than our biological collections 3. Integrate all of Peabody’s digital assets into a common solution: Collections assets are managed through EMu -- but no such “curatorial system” exists for non-collections assets (e.g., Events, Exhibits, Public Education), which are scattered widely and precariously without context on DVDs, hard drives, etc. http://www.centerbrook.com/news/centerbrook_working_on_ivy_campuses

Yale Center for British Art Four Yale partners looking for lots of asset storage and cross-domain discovery Yale Art Gallery Yale Center for British Art Peabody Museum Beinecke Library http://www.centerbrook.com/news/centerbrook_working_on_ivy_campuses

Four Yale partners looking for lots of asset storage and cross-domain discovery xx Xxxxx Xx http://www.centerbrook.com/news/centerbrook_working_on_ivy_campuses

Four Yale partners looking for lots of asset storage and cross-domain discovery xx Xxxxx Xx http://www.centerbrook.com/news/centerbrook_working_on_ivy_campuses

Four Yale partners looking for lots of asset storage and cross-domain discovery xx Xxxxx Xx http://www.centerbrook.com/news/centerbrook_working_on_ivy_campuses

DAM Timeline – and the inception of ODAI and YDC ODAI = Office of Digital Assets & Infrastructure, YDC = Yale Digital Commons 2009 2010 2011 2012 2013 2014 2015 JPEG 2000 Artesia DAM purchased Production System Live Artesia 6.8 upgrade to MediaManager >100,000 YCBA assets in DAM Customization/ implementation, MediaTools YCBA Online Collection Released - Yale policy on open access to digital representations of works in the public domain announced Over 50% of YCBA art collections digitally imaged Winter / Spring 2009 – systems and needs evaluated 6/30/2009 – Artesia purchased Fall 2009/Winter 2010 – customization and implementation, including the initial development of bulk ingest April 2010 – Production live A significant event for all of the museum partners that definitely had some effect on the development of our shared DAM moving forward was the announcement of the Yale policy on open access to digital representations of works in the public domain in May 2011. This event was just about concurrent with the release of the first version of the Yale Center for British Art’s online collection catalogue. Summer 2011 – major changes– as part of acquisition by the company Open Text, Artesia 6.8 upgraded to MediaManager (substantial UI and functionality changes – some for the better, and some…not so much.) IN 2012 and 2013, a number of very useful systems developed internally at Yale, and designed to integrate with the DAM and expand its functionality, went live, including a Content Delivery System and a level 1 digital preservation system that provided for tape backup of assets along with a very basic set of digital preservation metadata. Content Delivery and Digital Preservation Level 1 Services Live Slide courtesy of: Melissa Fournier Yale Center for British Art Philippe-Jacques de Loutherbourg, 1740–1812, Revellers on a Coach, between 1785 and 1790, Oil on canvas, Yale Center for British Art, Paul Mellon Collection

YDC = Yale Digital Commons Administered by ODAI as a campus partnership (Office of Digital Assets & Infrastructure)

YDC = Yale Digital Commons Administered by ODAI as a campus partnership (Office of Digital Assets & Infrastructure)

OpenText DAM Environment

OpenText DAM Environment 1. Domain-specific metadata mapped into a common crosswalk/model Library of Congress BagIT protocol for ingesting assets via hot folder Developed “Content Delivery Service” (CDS) for dissemination (APIs)

OpenText DAM Environment 1. Domain-specific metadata mapped into a common crosswalk/model Library of Congress BagIT protocol for ingesting assets via hot folder Developed “Content Delivery Service” (CDS) for dissemination (APIs)

OpenText DAM Environment CDS 1. Domain-specific metadata mapped into a common crosswalk/model Library of Congress BagIT protocol for ingesting assets via hot folder Developed “Content Delivery Service” (CDS) for dissemination (APIs)

Asset & Metadata flow at the Peabody and Yale

X IPT Asset & Metadata flow at the Peabody and Yale

X IPT Asset & Metadata flow at the Peabody and Yale

X IPT X Asset & Metadata flow at the Peabody and Yale CDS

X IPT X Asset & Metadata flow at the Peabody and Yale CDS CCD

X IPT X Asset & Metadata flow at the Peabody and Yale CDS CCD

Generates & manages asset derivatives CDS

CDS Provides API for asset derivatives

CDS Provides API for asset derivatives "metadata":{"caption":"IZ.000474.CN: Astraea (Orbicella) ocellina Dana, 1846: SYNTYPE. Pacific Ocean. Hawaii. Maui County. Molokai. U.S. Exploring Expedition 1838-1842. Coll: Dana, J. D. LatLon: 21.133, -157.", "imageCopyrightNotice":"metadata updated: 16 Nov 2015 17:17:10", "imageCredit":"Digital Image: Yale Peabody Museum of Natural History; photo by E. Lazo-Wasem, 2011", "webStatement":"http:\/\/hdl.handle.net\/10079\/8931zqj", "imageCopyrightMarked":"false", "usageTerms":"http:\/\/hdl.handle.net\/10079\/8931zqj", "assetId":"4e992293f745a4b2a5651c29e09a820e3781d4dd"}, (Yale-domain JSON, to be adjusted shortly to closely reflect Audubon Core) CDS Provides API for asset derivatives

CDS