1. Project Opal Digital Asset Management

2. Outline What is digital asset management? Timeline of NMA’s development / research into digital asset management Experience Where to from here? Discussion

3. What is digital asset management? -About 10 years old -Data management solution for digital resources -Can vary in format -Are costly to create and manage, but are high in value to the organisation -Differ in metadata, organisational structure and workflows -Requires metadata to be successful

4. DAM Benefits Improved workflows Consolidation of assets for discoverability, management and preservation Version control Rights Management

5. NMA Timeline 2003

6. NMA Timeline 2004 –Developed media asset record creation in the Catalogue Module –Te Papa visit and discussion of model, NMA system not yet live –Meeting with KE in August to outline digital asset management as a priority –October – NMA hosts a digital collections forum

7. Timeline 2005 March – Melbourne Meeting, preparation of a discussion document and experience using developed solution KE model document Te Papa model document October - Digital Asset workflow consultant reviews NMA environment November – MCN conference and discussions with North American institutions

8. What do we want? NMA objectives Physical and digital collections –Best creation, management, preservation and access practices –Single point of management and access to digital corporate resources –Adherence to acquisition, use, disposal and preservation criteria –Common data standards for description & classification –Physical and electronic security –Recoverable and transferable

9. What do we want? Management of physical and digital collection items needs to be conducted in a consolidated and consistent manner Maximise limited staffing and budget resources Information created about one item or related items that exist in different formats needs to be together and discoverable

10. WDWW – part 3 Minimal integration, systems and technical environments, or effective integration to ensure minimal confusion for staff for which system to use to record or find a piece of information Minimum system and record duplication Maximum automation Clear business processes

11. Business process Request / project / BAU - trigger Tracking, job number Digitisation Ingestion Documentation Rights Management Relationships Delivery Use History / Reporting Rights Management Preservation Disposal

12. Change Cultural Organisational Information management Use and management Technological

13. Why? Today’s digital asset may become tomorrow’s national historic collection item…

14. Options NMA specific customisation KE EMu community development Purchase another system and integrate Purchase another system with physical and digital collection information management capabilities

15. Digital Asset Management in the Catalogue Module Legacy Systems Hierarchical catalogue is powerful Were able to connect images with objects and show relationship Can use all the other modules for management, ie add images to an exhibition list Reporting is easier

16. Disadvantages Data integrity and loss of synchronisation between records through the inheritance method Cannot link object and media asset records retrospectively Completely manual and labour intensive for format information Dependent on master record (either collection or digital) existing

17. Collection Record - Title Tab

18. Collection Record - Hierarchy Tab

19. MA Record (Master) Analogue - Media Assets Tab

20. MA Record (Master) Digital - Media Asset Tab

21. MA Record (Master) Digital - Format Tab

22. MA Record (Master) Digital - Production 1 Tab

23. MA Record (Usage) - Media Asset Tab

24. MA Record (Usage) - Events Tab

25. MA Record (Usage) – Event Module – Job Request

26. MA Record (Usage) – Event Module – Objects

27. “Born Digital” MA Record - Media Asset Tab

28. “Born Digital” MA Record – Hierarchy Tab

29. “Born Digital” Usage – Events Tab