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

3. More Alphabet/Acronym Soup
Digital Asset = any JPG, TIF, PDF, PNG, ZIP etc. file

4. 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

5. 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

6. “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

7. “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

8. “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

9. “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

10. “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

11. DAM Architectures, Functionality, Vendors are Quite Variable

12. DAM Architectures, Functionality, Vendors are Quite Variable

13. 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

14. DAM Architectures, Functionality, Vendors are Quite Variable

15. DAM Architectures, Functionality, Vendors are Quite Variable

16. 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

17. 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 !
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.

18. Motivation - why give a DAM ?

19. 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.

20. 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

21. Four Yale partners looking for lots of asset storage and cross-domain discoveryxx
Xxxxx Xx

22. Four Yale partners looking for lots of asset storage and cross-domain discoveryxx
Xxxxx Xx

23. Four Yale partners looking for lots of asset storage and cross-domain discoveryxx
Xxxxx Xx

24. 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 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

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

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

27. OpenText DAM Environment

28. 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)

29. 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)

30. 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)

31. Asset & Metadata flow
at the Peabody and Yale

32. X
IPT
Asset & Metadata flow
at the Peabody and Yale

33. X
IPT
Asset & Metadata flow
at the Peabody and Yale

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

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

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

37. Generates & manages asset derivatives
CDS

38. CDS
Provides API for asset derivatives

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

40. CDS