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AMIA Presentation 2013 -- Richmond, VA

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Presented at the Association of Moving Image Archivists' 2013 annual conference, this presentation describes Carnegie Hall's Digital Archives Project and includes information on processes related to its archival digitization, preservation, and digital asset management activities.

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Digital Archives Project AMIA Conference Miwa Yokoyama, Digital Project Manager Friday, November 8, 2013
Background on Archives Old Archives Space New Archives Space
ZERO to DAMS • What does starting from zero mean for CH? – Had some basic description and metadata in Access databases – Finding Aids and OPAS Database – Development wanted Archives to apply for grants
Digital Archives Project • What exactly is the DAP? o Conservation and Digitization o Setting up a new DAMS o Establish digital preservation procedures • July 2012 – July 2015 Susan and Elihu Rose Foundation Photo courtesy of Colorlab Photo courtesy of The MediaPreserve Photo courtesy of NEDCC
Planning 1. Hired a consultant 2. Researched best practices 3. Prioritized collections (assessment) o Timeline and budget 4. Hired a Digital Project Manager 5. Formed a core team of advisors 6. Estimated a production schedule
Digitization • Preparing materials o Inventories and basic item-level description • Write an SOW to spell out your specifications and requirements • How to best ship materials Photo courtesy of The MediaPreserve Photo courtesy of Colorlab Photo courtesy of Colorlab
Working with Vendors • Asked for recommendations from colleagues • Sent out RFP • Selected a vendor that fits for your project • Be clear about your expectations for customer service and deadlines • Don’t be afraid to ask questions Photo courtesy of Colorlab Photo courtesy of NEDCC
DAMS Selection Step 1: Gathered Requirements (6 months) – Who will your users be? – How many assets will the DAMS support? • Digitized assets • Born-digital assets – What functions are must-haves? – Storage Architecture Requirements – Other technical requirements
DAMS Selection cont’d Step 2: Came up with a shortlist of possible vendors that might fit Step 3: Wrote a Request for Proposals Step 4: Reviewed and Ranked Vendors Step 5: Demo-ed top 2 or 3 Step 6: Decision Making
Taxonomy Development • • • • • Established an internal working group Need for a unified terminology Research and Development GOAL – document of controlled vocabulary Work in progress, needs monitoring
Next Steps • • • • • • • Hand over assets and data to vendor RFP for second primary storage YEAR 2 Digitization Develop and Implement Taxonomy Design public portal site Develop digital preservation policies Apply for more grants
DAP YEAR ONE • Digitized o 1294 audio recordings o 2 film collections o 833 videotapes o 35,000+ pages • Set up a digital media station • Selected a DAMS • Secured 440TB storage onsite
Lessons Learned…so far • Be flexible with your timeline – Things will take longer than you expect! • Become friendly with your IT Department and ask questions • Articulate your expectations to vendors • Use time-saving tools • Need organizational support for buy-in • Advocate for your DAM project
Thank you! • Questions? Contact myokoyama@carnegiehall.org or Archives@carnegiehall.org • http://www.carnegiehall.org/digitalarchivesproject/

More Related Content

AMIA Presentation 2013 -- Richmond, VA

  • 1. Digital Archives Project AMIA Conference Miwa Yokoyama, Digital Project Manager Friday, November 8, 2013
  • 2. Background on Archives Old Archives Space New Archives Space
  • 3. ZERO to DAMS • What does starting from zero mean for CH? – Had some basic description and metadata in Access databases – Finding Aids and OPAS Database – Development wanted Archives to apply for grants
  • 4. Digital Archives Project • What exactly is the DAP? o Conservation and Digitization o Setting up a new DAMS o Establish digital preservation procedures • July 2012 – July 2015 Susan and Elihu Rose Foundation Photo courtesy of Colorlab Photo courtesy of The MediaPreserve Photo courtesy of NEDCC
  • 5. Planning 1. Hired a consultant 2. Researched best practices 3. Prioritized collections (assessment) o Timeline and budget 4. Hired a Digital Project Manager 5. Formed a core team of advisors 6. Estimated a production schedule
  • 6. Digitization • Preparing materials o Inventories and basic item-level description • Write an SOW to spell out your specifications and requirements • How to best ship materials Photo courtesy of The MediaPreserve Photo courtesy of Colorlab Photo courtesy of Colorlab
  • 7. Working with Vendors • Asked for recommendations from colleagues • Sent out RFP • Selected a vendor that fits for your project • Be clear about your expectations for customer service and deadlines • Don’t be afraid to ask questions Photo courtesy of Colorlab Photo courtesy of NEDCC
  • 8. DAMS Selection Step 1: Gathered Requirements (6 months) – Who will your users be? – How many assets will the DAMS support? • Digitized assets • Born-digital assets – What functions are must-haves? – Storage Architecture Requirements – Other technical requirements
  • 9. DAMS Selection cont’d Step 2: Came up with a shortlist of possible vendors that might fit Step 3: Wrote a Request for Proposals Step 4: Reviewed and Ranked Vendors Step 5: Demo-ed top 2 or 3 Step 6: Decision Making
  • 10. Taxonomy Development • • • • • Established an internal working group Need for a unified terminology Research and Development GOAL – document of controlled vocabulary Work in progress, needs monitoring
  • 11. Next Steps • • • • • • • Hand over assets and data to vendor RFP for second primary storage YEAR 2 Digitization Develop and Implement Taxonomy Design public portal site Develop digital preservation policies Apply for more grants
  • 12. DAP YEAR ONE • Digitized o 1294 audio recordings o 2 film collections o 833 videotapes o 35,000+ pages • Set up a digital media station • Selected a DAMS • Secured 440TB storage onsite
  • 13. Lessons Learned…so far • Be flexible with your timeline – Things will take longer than you expect! • Become friendly with your IT Department and ask questions • Articulate your expectations to vendors • Use time-saving tools • Need organizational support for buy-in • Advocate for your DAM project
  • 14. Thank you! • Questions? Contact myokoyama@carnegiehall.org or Archives@carnegiehall.org • http://www.carnegiehall.org/digitalarchivesproject/