1. Besser--Seybold--Digital Asset Mgmt 8/29/00 1 Digital Asset Management: An Academic View Howard Besser UCLA School of Education & Information http://www.gseis.ucla.edu/~howard

2. Besser--Seybold--Digital Asset Mgmt 8/29/00 2 Digital Asset Management: An Academic View- _ Interoperability _ Importance of Standards _ Best Practices for Managing Digital Projects _ Implications of Digital Projects _ Longevity

3. Besser--Seybold--Digital Asset Mgmt 8/29/00 3 Traditional Digital Collection Model DL user search & presentation

4. Besser--Seybold--Digital Asset Mgmt 8/29/00 4 Ideal Digital Collection Model DL user search & presentation

5. Besser--Seybold--Digital Asset Mgmt 8/29/00 5 For Interoperability Digital Collections Need Standards _ Descriptive Metadata for consistent description _ Discovery Metadata for finding _ Administrative Metadata for viewing and maintaining _ Structural Metadata for navigation _... Terms & Conditions Metadata for controlling access...

6. Besser--Seybold--Digital Asset Mgmt 8/29/00 6 Metadata is not just indexing terms _ CBIR attributes used for retrieval on color, shape, texture, etc. _ Structural attributes used for page-turning _ Administrative attributes used for managing a digital work over time _ IPR attributes to limit unauthorized use _ Identification attributes to determine what application software is needed to view a particular digital work _ Can be located anywhere

7. Besser--Seybold--Digital Asset Mgmt 8/29/00 7 Why are Standards and Metadata consensus important?  Managing digital files over time  Longevity  Interoperability  Veracity  Recording in a consistent manner  Will give vendors incentive to create applications that support this

8. Besser--Seybold--Digital Asset Mgmt 8/29/00 8 Why Standards?  Why do we need standards? – To make information universally available to users – facilitate sharing and interchange of information – To preserve information (make it safe from changes in hardware and software)  Standards only work if communities widely accept them, but they’re necessary for communities to work together

9. Besser--Seybold--Digital Asset Mgmt 8/29/00 9 Best Practices for Managing Digital Projects- _ Who will your users be? _ Best Practices Guidelines _ Workflow and Management Issues

10. Besser--Seybold--Digital Asset Mgmt 8/29/00 10 Why are you Managing this Information?  Organizational mission & type  Users  Uses

11. Besser--Seybold--Digital Asset Mgmt 8/29/00 11 Why are Standards and Metadata consensus important?  Managing digital files over time  Longevity  Interoperability  Veracity  Recording in a consistent manner  Will give vendors incentive to create applications that support this

12. Besser--Seybold--Digital Asset Mgmt 8/29/00 12 Collaborative Metadata Projects  Dublin Core  NSF/ERCIM Digital Collaboratory  OCLC CORC Project-  Visual Resources Association (VRA) Core  Encoded Archival Description (EAD)  Computerized Interchange of Museum Information (CIMI)-  Records Export for Art and Cultural Heritage (REACH)

13. Besser--Seybold--Digital Asset Mgmt 8/29/00 13 CORC--Cooperative Online Resource Catalog _ both bib records & webliographies (pathfiinders) _ supports both AACR2/MARC and DC _ began 1/99, scheduled availability 7/00 _ 100-200 participants – Academic libraries – OCLC networks, special libraries, public libraries, state & national libraries, consortia

14. Besser--Seybold--Digital Asset Mgmt 8/29/00 14 Making of America II-  Background of the DLF Project  Administrative Metadata  Structural Metadata

15. Besser--Seybold--Digital Asset Mgmt 8/29/00 15 MOA2 Goal is Interoperability  Book example

16. Besser--Seybold--Digital Asset Mgmt 8/29/00 16 MOA2 Access OPAC Finding Aids List Collectn level record Finding Aid Digital Objects

17. Besser--Seybold--Digital Asset Mgmt 8/29/00 17 DLF Metadata for Interoperability Testbed: the MOA II Project  R & D  Distributed Repositories  Transportation, 1869-1900  Testbed Project  Best Practices  Structural and administrative metadata

18. Besser--Seybold--Digital Asset Mgmt 8/29/00 18 Previous Projects/Background  Library Standards Background  UC Berkeley Background  Finding Aids  EAD  SGML  EAD “Digital Archives”

19. Besser--Seybold--Digital Asset Mgmt 8/29/00 19 MOA II Classes of Objects  Continuous Tone Photos  Photo Albums  Diaries, journals, letterpress books  Ledgers  Correspondence

20. Besser--Seybold--Digital Asset Mgmt 8/29/00 20 MOA II Metadata _ Administrative Metadata – for enhancing resource management _ Structural Metadata – for reflecting internal hierarchies and relationships btwn parts _ Raw/Seared/Cooked

21. Besser--Seybold--Digital Asset Mgmt 8/29/00 21 MOA II Behaviors  Navigation  Display/Print

22. Besser--Seybold--Digital Asset Mgmt 8/29/00 22 MOA II Best practices  Use/Users/Collection:  Benchmarking  Masters vs. Derivatives  Scanning-  Administrative Metadata-  Structural Metadata-

23. Besser--Seybold--Digital Asset Mgmt 8/29/00 23 Scanning Best Practices _ Think about users (and potential users), uses, and type of material/collection _ Scan at the highest quality that does not exceed the likely potential users/uses/material _ Do not let today’s delivery limitations influence your scanning file sizes; understand the difference between digital masters and derivative files used for delivery _ Many documents which appear to be bitonal actually are better represented with greyscale scans _ Include color bar and ruler in the scan _ Use objective measurements to determine scanner settings (do NOT attempt to make the image good on your particular monitor or use image processing to color correct) _ Don’t use lossy compression _ Store in a common (standardized) file format _ Capture as much metadata as is reasonably possible (including metadata about the scanning process itself)

24. Besser--Seybold--Digital Asset Mgmt 8/29/00 24 Why Scale is important

25. Besser--Seybold--Digital Asset Mgmt 8/29/00 25 Administrative Metadata to uniquely identify a digital resource and manage it over time _ Information about where the various pieces/versions of the object reside _ Information to view the digital object _ Information about the scanning process

26. Besser--Seybold--Digital Asset Mgmt 8/29/00 26 Structural Metadata: that which is relevant to presentation of the digital object to the user _ metadata defining the "object”: a book, a diary, a photo album _ metadata defining the “sub-objects”: pages (physical) or chapters and subheads (intellectual)

27. Besser--Seybold--Digital Asset Mgmt 8/29/00 27 SGML, XML, HTML _ TEI for structured humanities text _ EAD for Finding Aids

28. Besser--Seybold--Digital Asset Mgmt 8/29/00 28 Museum Online Archive of California -- Goals _ Access to Museum Collections _ Use of Encoded Archival Description (EAD) for Museums _ Integration of primary source access across institution types _ Scalable production methods

29. Besser--Seybold--Digital Asset Mgmt 8/29/00 29 MOAC Participants _ 8 Museums –Berkeley Art Museum/Pacific Film Archive –Phoebe A. Hearst Museum of Anthropology –Oakland Museum fo California –UCLA Grunwald Center for the Graphic Arts –UCR/California Museum of Photography –Bancroft Library –UCLA Fowler Museum of Cultural History –Stanford University Iris & B. Gerald Cantor Center for Visual Arts –Japanese American National Museum

30. Besser--Seybold--Digital Asset Mgmt 8/29/00 30 Collection goals _ 29 Collections _ 73,000 images –Paintings & drawings –Sculpture & ceramics –Masks, textiles, cultural objects –Artists books –Photographs & stereographs –Audio & video

31. MOAC Homepage and search box

32. Search results in finding aid viewer

33. Search Result in Fowler Museum Finding Aid

34. Search Result in Berkeley Art Museum Finding Aid

35. Multimedia Object in Berkeley Art Museum Finding Aid

36. Multimedia Object navigation

37. Besser--Seybold--Digital Asset Mgmt 8/29/00 37 Unique Outcomes _ Finding Aids for museum collections _ Integration of item & collection level information _ Presentation & navigation of multi-media

38. Besser--Seybold--Digital Asset Mgmt 8/29/00 38 Methods _ Standards based (EAD, SGML, XML, REACH, LCSH, AAT) _ Digital Asset Mgmt. Database –Automated markup –Connections to collection mgmt. DBs –Image workflow –Export to EAD

39. Besser--Seybold--Digital Asset Mgmt 8/29/00 39 Progress _ 6 finding aids _ 5200 images _ 6 month cycles: digitization & encoding followed by mounting and access (4 iterations to gain knowledge) _ Alternative MOAC portal (with fielded searching)

40. Besser--Seybold--Digital Asset Mgmt 8/29/00 40 MOAC Contact information _ http://www.bampfa.berkeley.edu/moac/ http://www.bampfa.berkeley.edu/moac/ _ MOAC Project Manager Rick Rinehart (rinehart@uclink4.berkeley.edu)rinehart@uclink4.berkeley.edu _ OAC Manager Robin Chandler Robin.chandler@ucop.edu

41. Besser--Seybold--Digital Asset Mgmt 8/29/00 41 Further OAC Discussion _ More pieces of OAC –CDL Best Practices –Access to online Finding Aids- _ Broader Implications of OAC and similar projects- –utility of image browsing –Digitization means new audiences –New users’ lack of familiarity with Finding Aids –searching across finding aids _ More general issues of digital projects-

42. Besser--Seybold--Digital Asset Mgmt 8/29/00 42 NISO/DLF Image Metadata Workshop Possible Goals  Metadata fields  Rules for Field Contents (authority control)  Core set of necessary fields  Syntax for expressing fields and contents (headers)

43. Besser--Seybold--Digital Asset Mgmt 8/29/00 43 Image Metadata Focus on Metadata that may prove helpful for  management  use  preservation ...

44. Besser--Seybold--Digital Asset Mgmt 8/29/00 44 Image Metadata Break-out Groups: Work Done  Characteristics and Features of Images  Image Production and Reformatting Features  Image Identification and Integrity

45. Besser--Seybold--Digital Asset Mgmt 8/29/00 45 NISO/DLF Image Metadata Workshop (4/99) Image Technical Information : Possible Goals  Metadata fields  Rules for Field Contents (authority control)  Core set of necessary fields  Syntax for expressing fields and contents (headers)

46. Besser--Seybold--Digital Asset Mgmt 8/29/00 46 Image Metadata Focus on Metadata that may prove helpful for  management  use  preservation ...

47. Besser--Seybold--Digital Asset Mgmt 8/29/00 47 Image Metadata Break-out Groups: Work Done-  Characteristics and Features of Images  Image Production and Reformatting Features  Image Identification and Integrity

48. Besser--Seybold--Digital Asset Mgmt 8/29/00 48 Image Metadata Elements for Data Dictionary Data Dictionary Entries _ Element Name _ Definition (short) of the element name _ Is the element required? (Identified as: Mandatory, Mandatory if Applicable, Recommended, Optional) _ How is the value of the element represented? _ Examples _ When is this data collected? _ What is the purpose of this data? _ Who would the identified users be? _ How is the metadata used? _ What other metadata standards reference it?

49. Besser--Seybold--Digital Asset Mgmt 8/29/00 49 Image Metadata Elements for Data Dictionary Characteristics and Features Element List _ Format Issues: _ Resolution Issues: _ Encoding: _ Compression: _ Others:

50. Besser--Seybold--Digital Asset Mgmt 8/29/00 50 Image Metadata Elements for Data Dictionary Image Production Element List (Pertaining to the Image) _ In-image target(s): _ System target(s), associated with the object: _ Responsible agent _ Rationale: _ Hardware: _ Software:

51. Besser--Seybold--Digital Asset Mgmt 8/29/00 51 Image Metadata Elements for Data Dictionary Image Production Element List (Pertaining to the Process) _ Format of the image _ Intrinsic characteristics of the image _ Identification _ Provides a means for defining methodology including documentation and rationale _ Who is involved with the file? _ Who created the image file? _ Who commissioned the creation of the image file (i.e., the chartering entity), as opposed to: Who is the responsible agency? Who is the owner? _ Where _ What _ When: necessary dates including: capture date/time, modification _ Checksum _ Navigational aid _ Encoding tools

52. Besser--Seybold--Digital Asset Mgmt 8/29/00 52 Image Metadata NISO/DLF Image Metadata: In Progress _ Data Dictionary for both “Characteristics & Features” and for “Image Production Elements” due end of 6/00

53. Besser--Seybold--Digital Asset Mgmt 8/29/00 53 Finding Image Origins

54. Besser--Seybold--Digital Asset Mgmt 8/29/00 54 Identification/Provenance (Images)-  The number of variant forms of a work can be enormous  Image Families  A digital image frequently has many layers of parentage  Information about the parentage that can indicate the quality and veracity of the image (Dublin Core "Source" and "Relation")  how to deal with different versions derived from the same scan or different encoding schemes  Vocabulary Standards to express this

55. Besser--Seybold--Digital Asset Mgmt 8/29/00 55 The number of variant forms of a work can be enormous  different views of the same object  different lighting of the same object  different scans of the same photo  different resolutions  different compression schemes  different compression ratios  different file storage formats  different details of the same image ...

56. Image Families

57. Besser--Seybold--Digital Asset Mgmt 8/29/00 57 Identification/Provenance  how to deal with different versions (browse, hi-res, medium res) derived from the same scan or different encoding schemes (TIFF, PICT, JFIF)  Vocabulary Standards to express this – VRA Surrogate Categories – CIMI's "Image Elements”

58. Besser--Seybold--Digital Asset Mgmt 8/29/00 58 Other Metadata _ Description of depiction/surrogate (What VRA calls its "Surrogate Categories") _ Description of original object _ Rights and Reproduction Information _ Location Information

59. Besser--Seybold--Digital Asset Mgmt 8/29/00 59 Metadata for Digital Commerce  DOI  -

60. Besser--Seybold--Digital Asset Mgmt 8/29/00 60  formal structure for describing and uniquely identifying intellectual property itself, the people and businesses involved in its trading, and the agreements which they make about it (primarily for publishing, music, and visual arts)  will develop high-level specifications for the services that will be required to implement a global IP trading system based on this generic data model  focus is on encoding rights at a high level, not on resource discovery  likely to involve metadata schma registration and directory to allow interoperation of personal identifiers for rightsholders and users  supported by EEC DG-13  First meeting July 1999  http://www.indecs.org/

61. Besser--Seybold--Digital Asset Mgmt 8/29/00 61 Serious Longevity Problems _ What we know from prior widespread digital file formats _ Images separating from their metadata _ Inaccessibility of software needed to view an image _ Inability to even decode the file format of an image

62. Besser--Seybold--Digital Asset Mgmt 8/29/00 62 The Translation Problem  Content translated into new delivery devices changes meaning – -A photo vs. a painting – -If Info is produced originally in digital form in one encoded format, will it be the same when translated into another format? – Behaviors

63. Besser--Seybold--Digital Asset Mgmt 8/29/00 63 Pieces of the Solution (1/2)  -We need to insist upon clearly readable standardized ways for digital objects to self- identify their formats  -We should discourage scrambling  -We need to better understand information inter-relates to other Info, and what constitutes “boundaries” of Info objects

64. Besser--Seybold--Digital Asset Mgmt 8/29/00 64 Pieces of the Solution (2/2)  -People and organizations wishing to make information persist need guidelines of how to go about doing it  -We need to better understand how translating from one storage or display format to another affects the meaning of a work  -We need to save the “behaviors” of a digital object, not just it’s “contents”

65. Besser--Seybold--Digital Asset Mgmt 8/29/00 65 Metadata can be the first line of defense  Can tell you – where the file is (if you can’t find the file) – where more info about the file is (if you have the file but most other metadata has become separated) – what the file format is – what the compression scheme is – what application program and version is needed for the file

66. Besser--Seybold--Digital Asset Mgmt 8/29/00 66 Groups Working on the Big Longevity Problem http://sunsite.Berkeley.EDU/Longevity/  CPA Task Force  Getty “Time & Bits” Conference & follow- up  NEDLIB, CURL, Michigan  Internet Archive  Long Now

67. Besser--Seybold--Digital Asset Mgmt 8/29/00 67 UCLA/Getty Summer Institute for Knowledge Sharing http://www.getty.edu/gri/standard/intrometadata/ http://www.ifla.org/II/metadata.htm http://sunsite.Berkeley.EDU/Imaging/Databases/ http://sunsite.Berkeley.EDU/moa2/ http://sunsite.Berkeley.EDU/Longevity/ http://www.oac.cdlib.org/ http://lcweb.loc.gov/ead/ http://purl.oclc.org/metadata/dublin_core/ http://www.gseis.ucla.edu/~howard/image-meta.html http://www.gseis.ucla.edu/~howard/Metadata/UC-May00/ http://sunsite.berkeley.edu/Metadata/sp2000.html http://www.gseis.ucla.edu/~howard/ http://is.gseis.ucla.edu/impact/f95/special-collectns.html http://is.gseis.ucla.edu/impact/f95/Papers-projects/Projects/Trowbridge/

68. Besser--Seybold--Digital Asset Mgmt 8/29/00 68 Workflow and Management Issues- _ Managing multiple image files _ Persistent Identification _ Making your works accessible throughout the Net

69. Besser--Seybold--Digital Asset Mgmt 8/29/00 69 Identification/Provenance  how to deal with different versions (browse, hi-res, medium res) derived from the same scan or different encoding schemes (TIFF, PICT, JFIF)  Vocabulary Standards to express this – VRA Surrogate Categories – CIMI's "Image Elements”

70. Besser--Seybold--Digital Asset Mgmt 8/29/00 70 Persistent IDs--the Problem _ Need to separate work ID from work location _ URNs probably won’t be ready until 2003 _ Becomes a business process issue when one organization maintains the resource and another organization references it (ie. licensed from vendors or managed by separate administrative structures)

71. Besser--Seybold--Digital Asset Mgmt 8/29/00 71 Making your works accessible throughout the Net _ The DLF/Mellon Metadata Harvesting meeting _ An administrative and political issue as much as a a technical one

72. Besser--Seybold--Digital Asset Mgmt 8/29/00 72

73. Besser--Seybold--Digital Asset Mgmt 8/29/00 73 Major Issues Facing Digital Projects _ Dangerous Changes in Intellectual Property Law _ Intellectual Access _ Storage & Delivery _ Usefulness to User –Integration with other tools –Interoperability

74. Besser--Seybold--Digital Asset Mgmt 8/29/00 74 Containers and Packages of Metadata Warwick, not MARC _ modular _ overlapping _ extensible _ community-based _ designed for a networked world to aid commonality btwn communities while still providing full functionality within each community

75. Besser--Seybold--Digital Asset Mgmt 8/29/00 75 DC Qualifiers _ allows one community to express important nuances and qualifications, while still making the basic importance available to communities with simple needs _ our community can reflect alternate title, transliterated title, and main title, yet they will all be found under a simple Web search under “title”

76. Besser--Seybold--Digital Asset Mgmt 8/29/00 76 Crosswalks  mapping btwn differing metadata structures  eliminate the need for monolithic, universally adopted standards  focus on flexibility and interoperatiblity  RDF-based metadata registries

77. Besser--Seybold--Digital Asset Mgmt 8/29/00 77 Crosswalk Example

78. Besser--Seybold--Digital Asset Mgmt 8/29/00 78 Utility of Image Browsing ^ _ [[http://sunsite.berkeley.edu/CalHeritage/]] –http://www.oac.cdlib.org:28008/dynaweb/ead/calher/bully/@Generic__Bo okTextView/146;hf=0#X _ implications of Image Browsing for Cataloging

79. Besser--Seybold--Digital Asset Mgmt 8/29/00 79 Digitization means New Audiences

80. Besser--Seybold--Digital Asset Mgmt 8/29/00 80 Proposed EAD enhancements for diverse groups (Anne Gilliland-Swetland) _ Subject searching _ Name searching _ Geographic location searching _ Physical form or genre searching _ Bottom-up searching