1. Access and Operations Transforming the University of St Andrews Photographic Collection KE EMu European User Group Meeting 26 -27 April, 2012

2. The collection Upon my arrival in 2008 Compartmentalised – databases – ledgers – website – finance – payment – digital storage – supporting documentation The Horror…

3. The collection Upon my arrival in 2008 – inefficient – repetition of data entry – inconsistent data entry – no time for collection – poor institutional records – institutional memory – staff dependant access – exclusive – low commercial success – poor access – low public opinion – inability to gain momentum

4. Access as strategic priority Maximising past investment in old resources with new technologies An integrated system which bridges all aspects of operations – Streamline collection workflow – Improved statistics reporting Closing the books… Our approach

5. The collection The obvious solutions Centralising in EMu – Collection records – Acquisition records – Controlled authorities – Storage – Web presence

6. Specific goals A public interface which suits the collection and its users Providing broad access as the priority – Quantity over quality ensures access to full scope of collection – Iterate in response to research trends and user demands Maximising the potential for interdisciplinary study

7. New public interface

8. Existing resources A black hole of documents and assets Physical text based resources Digital assets

9. Our solution Mining existing resources Linking supporting documents to catalogue – Even if theyre not perfect… Placing dormant resources where it counts – Bring them back to life to fulfil their purpose Encouraging users to build on previous research – Building momentum Managing current research / contribution Why bother with your hard drive? – DAMS at you fingertips

10. Our solution

11. Placing collection knowledge in the system Managing risk of institutional memory Reducing user questions and expanding the scope of their resources Our challenge Hardwiring knowledge

12. Relationship Tab …augmented Qualifying relationships by type – Understanding the link without clicking Related records reverse – Why do it twice?! Context through relationships and links

13. Our challenge Developing a dynamic resource

14. Our challenge Managing Email and Telephone Enquiries

17. Commercial users – Authors, publishers, production companies sharing groups Teaching resource – Professors creating groups in support of curricula – Using online surrogates to plan lectures which engage originals Learning resource – Selecting images for papers, presentations, theses – Engaging with groups for curatorial projects / exhibitions Public ownership and engagement – Creating groups for personal interests – Historic societies engaging on a community level – Facilitating dialogue by making it easy to share and view Sharing the collection Making it useful, practical and easy to engage

19. Increase income to garner institutional support Decrease hands-on client services Improve client experience to encourage return business Streamline order tracking Streamline multiple payment options Report on client trends to refine strategy Make the computers do the work! Our challenge Efficient exploitation or rights and permissions with minimal staff intervention

20. Our challenge Sharing the collection

21. Increase income Decrease hands on client services Streamline payment Make the computers do the work Our challenge Rights and permissions

22. Increase income Decrease hands on client services Streamline payment Make the computers do the work Our challenge Rights and permissions

23. Increase income Decrease hands on client services Streamline payment Make the computers do the work Our challenge Rights and permissions

24. Increase income Decrease hands on client services Streamline payment Make the computers do the work

25. Increase income Decrease hands on client services Streamline payment Make the computers do the work Our challenge Rights and permissions

26. Increase income Decrease hands on client services Streamline payment Make the computers do the work Our challenge Rights and permissions Automatic email sent to staff with ID no. of Enquiry in Events Module Client record is created in Parties Module and linked to enquiry Images are linked to the enquiry within the Events Module Financial details, totals, VAT no. are all entered By summer 2012 client will be directed to online payment site

27. Managing Email and Telephone Enquiries

31. Greater introduction of technology – iPad / Emu client interface for direct collection work – Zoomify – Page turning – World map topographic interface – Increase dissemination by introducing PowerPoint / Keynote export for public Web 2.0 user interface – Leveraging external knowledge – Empowering public ownership of collection Cross-departmental image resource – Shared expenses and infrastructure – Interdisciplinary research – PAD, Art History, Astronomy, etc… Future plans

32. Thank you Marc Boulay Photographic Archivist Department of Special Collections University of St Andrews Library mdab@st-andrews.ac.uk Tel. 01334 462326 Linked.