Presentation title

1

Date: May 2, 2023

DAMs in the Nonprofit Sector From Striving to Thriving

Inspiration:

“My mission in life is not merely to survive, but tothrive and to do so with some passion, some compassion, some humor, and some style” – Maya Angelou

Presentation title

2

Date: May 2, 2023

DAMs in the Nonprofit Sector From Striving to Thriving

Presentation title

3

Date: May 2, 2023

Introductions

Douglas HegleyMinneapolis Institute of Art

Julie SheanThe Metropolitan Museum of Art

Marianne NouwenVan Gogh Museum

Marianne PeereboomVan Gogh Museum

Presentation title 4Date: May 2, 2023

Why?

5

It’s nonprofit solidarity, baby!

• Build on last year’s HSDAMNY sessions• Collaboration!

Apologies for cheesy 1970s American TV reference

6

Five vital topics

• Implementation DAMs – starting from scratch• Adopting DAMs – “phase two” (staff uptake)• Video … it’s hard• Metadata ... it’s hard too!• Rights management, argh!

Presentation title 7Date: May 2, 2023

One Year Later …

Competition is Fierce

9

We are ALL digital publishing houses

10

11

Mission

• Service to the community• Mandate to preserve• Mandate to share (make

accessible)• Sensitive to rights and

permissions

12

Nonprofits• Practical limits on $• Limited software spend in general• Limited commitment to long-term technology investments

- Too often dependent on one skilled individual

Image Source: https://clintondentalcenter.com/wp-content/uploads/2015/05/cleaning-your-toothbrush.jpg

“Standards are like toothbrushes, everybody agrees you should have one, but no one wants to use yours”

Attributed to Joe Croser (variations attributed to Connie Morella)

14

Okay, Douglas is really starting to bore me now …

Image Source: http://www.christinecarter.com/wp-content/uploads/2012/10/bigstock-Yawning-7116292.jpg

15

16

This document is for internal use only and shouldnot be circulated beyond Metropolitan Museum staff.

Digital Asset Management2006/2016

Julie Shean

DAM @ The Met

18

Title onlyDate: May 2, 2023The Metropolitan Museum of Art 1870-1920

DAM @ The Met 2006/2016

19

The Met Today…Date: May 2, 2023

• ~2 million art objects in the collection• 17 curatorial departments• 30-50 art exhibitions per year• 6.3 million visitors (2015)• 35 million unique website visitors (2015)

• 1,244,461 digital files in the DAMS growing by hundreds per day

DAM @ The Met 2006/2016

20

Date: May 2, 2023

Presentation title

21

Date: May 2, 2023

DAM @ The Met 2006/2016

22

Date: May 2, 2023

DAM @ The Met 2006/2016

23

Date: May 2, 2023

DAM @ The Met 2006/2016

24

Date: May 2, 2023

DAM @ The Met 2006/2016

25

Date: May 2, 2023

DAM @ The Met 2006/2016

26

Date: May 2, 2023

DAM @ The Met 2006/2016 Date: May 2, 2023

IOWA DAMS

CMS

Custom ordering application matched incoming assets to object placeholders

Photograph Studiostill photography

JPEGs deployed on a schedule to TMS and then website

TIFFs manually downloaded

Workflow 1.0

object placeholder records added to the DAMS

DAM @ The Met 2006/2016

28

Date: May 2, 2023

DAMSDatabase

Media transcoding engine(s)

Workflow engine

Application server(s)

Search engine

Web portal(s)

DAMS are really tech platforms

DAM @ The Met 2006/2016

29

Date: May 2, 2023

DAMS

“Local Collections” stills, audio, books, and analogue scans

Digital Media videosYouTube

CMS

DAMS now asks for object info on import+ nightly ETL refresh

DAM @ The Met 2006/2016

30

Date: May 2, 2023

Museum DAMS workflows are *mostly about our image collections

DAMS are resource-intensive and complicated

Keep your DAMS platform current

Integrations add value (and overhead and risk)

Consumer-side workflows will change relatively quickly

Parting thoughts…

Presentation title

31

Date: May 2, 2023Case Study Two

“400 pictures of the bedroom”Collection Management &DAM in the Van Gogh Museum

02-05-2023Vincent van Gogh Museum Amsterdam 33

Today’s topics

Van Gogh Museum, facts & figures

CIS-DAM integration

Challenges

Lessons learned (high ambition vs reality check)

02-05-2023Vincent van Gogh Museum Amsterdam 34

Van Gogh Museum – Amsterdam – The Netherlands

Established 1973 by Ir. Vincent Willem van Gogh (Vincent’s nephew) + Dutch Government

300 staff | Number of visitors per year: 1.5-2 million

02-05-2023Vincent van Gogh Museum Amsterdam 35

Our mission

“The Van Gogh Museum makes the life and work of Vincent van Gogh and the art of his time accessible to as many people as possible in order to enrich and inspire them.”

02-05-2023Vincent van Gogh Museum Amsterdam 36

CollectionsPaintings• Van Gogh: 210 – Other 290

Drawings • Van Gogh: 500 – Other 680

Prints• 500 Japanese prints and• 1500 magazine illustrations collected

by Van Gogh• 1800 French prints

Various objects: sculpture, furniture, coins

02-05-2023Vincent van Gogh Museum Amsterdam 37

Collections

Letters:• Most of extant correspondence of Van Gogh• Family correspondence• Theo’s business letters

Hendrik Willem Mesdag (1831-1915) • 1260 objects (art works & craft

objects)

“Rich digital imaging”

Standard (“beauty light”)Polarized

Raking lightDetails

TilingVerso

With frame

Our photo studio

Operational 2009

Metamorfoze standards

02-05-2023Vincent van Gogh Museum Amsterdam 39

Challenge 1: CIS – DAM integration1. CIS databases: COLLECT (museum objects) and DOCUMENT

(library catalog)

2. Subset of metadata from all records in COLLECT and DOCUMENT are imported in DAM (changes are pulled daily)

3. DAM matches object number in filename with CIS record

4. DAM copies the metadata from the CIS record to the asset record

5. No match? No CIS metadata (only other metadata sets)

CIS record: blue background

Preferred image (web): beige background

02-05-2023Vincent van Gogh Museum Amsterdam 41

CIS to DAM

URL executes search in DAM for all assets related to this art object

Lots of tabs with various metadata fields: rich info about art object

1 picture for reference purposes copied back from DAM

Challenge 2: add rich asset metadata automatically

_gbcaCropped = trueImage status = approved image for printExposure = beauty light

_rExposure = raking light_r2Raking light type = top right

_vs_Verso = True

_wfr Frame = Work in frame

02-05-2023Vincent van Gogh Museum Amsterdam 43

Challenges 3: Migration – phase 2

Phase 1: Go Live June 2016 with photostudio images

Phase 2: From June onwards…

Goals:- Add more types of assets- Add departments, one at the time- Train and add super users per department

02-05-2023Vincent van Gogh Museum Amsterdam 44

Migration – phase 2 (cont.)

Preparation:

• Which assets do they have• How are assets stored, named, used, shared...?• Which metadata are required?• Changes to DAM configuration needed?• Can metadata be added through ingestion rules, bulk edit

etc.• Define work to be done before migration (clean-up,

standardization file names etc.)

02-05-2023Vincent van Gogh Museum Amsterdam 45

Migration – phase 2 (cont.)

- Adapt DAM- Ingest existing files- Set (new) roles and permissions- Train department super user - …. and off they go!

Risk: time consuming & labor intensive

Pay offs: great benefits in terms of management, (re)-usability, sharing, collaboration, quality control, etc.

Migration - phase 2Example: Restoration department

Folder “Bedroom”

02-05-2023Vincent van Gogh Museum Amsterdam 47

Organizational & technical reality checkWorking with DAM system means totally different workflow

Gathering requirements from colleagues who are in the “old workflow” mindset… … or see DAM from an CIS perspective Risk: turning DAM into ‘shadow’ CIS or vice versa

Departments feel ‘proprietory’ about their own images Don’t solve through roles and permissions what should be solved by

cooperation, rules for use, respecting expertise

People fear “pollution” by assets they don’t use Solve not by permissions but by good filtering options

02-05-2023Vincent van Gogh Museum Amsterdam 48

CIS – DAM integration is by far the most difficult bit!

Quality of your CIS data + Quality of DAM data and asset = high quality digital resource

Phase 2 is still “dream” phase > to be checked against reality from June onwards.

Organizational & technical reality check 2

02-05-2023Vincent van Gogh Museum Amsterdam 49

A rich digital resource…

To enrich and inspire…

02-05-2023Vincent van Gogh Museum Amsterdam 50

‘The painting comes to me as if in a dream.’Vincent van Gogh

Case Study Three: Mia

artsmia.org

52

Art Objects(TMS)

Digital Media Assets(DAMs)

Website(CMS) Blogs

MobileWeb

Print(floorplans,

brochures, etc.)Pubs

(magazines, Catalogs, books)

Press(PR, marketing,

news, etc.)

Documents(reports, plans,

grant apps, policies) Archive(library, paper files)

e.g., Social Media Content

Created: DigitalStored: Analog

Created: AnalogStored: Analog

Created: DigitalStored: Digital

Goal: Integrate/share all content using open APIs and/or web services

Goal: Store in digital format, with appropriate access permissions in metadata Goal: Digitize as needed (no mass-

digitization project); store digital versions in ECM

ePubs

Digital Art?

Enterprise Content Production, Museum-style

Other

©Douglas Hegley 2015

Content- Object records/metadata- Constituent records

Potential Content Types- Maps, charts, diagrams- LI content- D& E content (e.g., Verso components- Etc.

Content Types- Still images- Video- Audio

DAMs(Open Source)

Enterprise Content Management Ecosystem

Web CMS

DAMs(Commercial)

Collections Data(CIS)

MetaMia – Search & Retrieval tool

Index & access

Search/Retrieve

Result set

Filters/Facets

Access: Internal

API

API

API

API File Shares(Not in scope)

Potential needs- Hot folders for auto-ingest

NEW

NEW

NEW

NEW

Funding for the Mia ECM project provided by:©Douglas Hegley 2015

55

Queries across:1. CIS2. DAMs13. DAMs24. Web CMS

56

If you build it, they will come. Well, maybe IN THE MOVIES!

Presentation title 57Date: May 2, 2023

At Your Table

58

Table Topics – Choose One1. Implementing and/or driving adoption of DAMs2. Costs versus aspirations: how to balance3. Metadata models and standards – best approach?4. Are DAMs too complex for their own good?5. DAMs beyond photography: audio, video, multimedia, 3D, VR, etc.6. CIS & DAMs for collecting institutions: integration & synchronization

59

Table Topics – Choose One1. Implementing and/or driving adoption of DAMs2. Costs versus aspirations: how to balance3. Metadata models and standards – best approach?4. Are DAMs too complex for their own good?5. DAMs beyond photography: audio, video, multimedia, 3D, VR, etc.6. CIS & DAMs for collecting institutions: integration & synchronization

Discuss (please assign a notetaker and at least one person to report)• Hurdles• Tips for Success• Unanswered questions

60

Please Share

Presentation title 61Date: May 2, 2023

Presentation title 62Date: May 2, 2023

Summing Up

Presentation title 63Date: May 2, 2023

Thank you!Thank you!