Access and Operations Transforming the University of St Andrews Photographic Collection KE EMu...

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Transcript of Access and Operations Transforming the University of St Andrews Photographic Collection KE EMu...

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Access and Operations Transforming the University of St Andrews Photographic Collection KE EMu European User Group Meeting 26 -27 April, 2012 Slide 2 The collection Upon my arrival in 2008 Compartmentalised databases ledgers website finance payment digital storage supporting documentation The Horror Slide 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 Slide 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 Slide 5 The collection The obvious solutions Centralising in EMu Collection records Acquisition records Controlled authorities Storage Web presence Slide 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 Slide 7 New public interface Slide 8 Existing resources A black hole of documents and assets Physical text based resources Digital assets Slide 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 Slide 10 Our solution Slide 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 Slide 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 Slide 13 Our challenge Developing a dynamic resource Slide 14 Our challenge Managing Email and Telephone Enquiries Slide 15 Slide 16 Slide 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 Slide 18 Slide 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 Slide 20 Our challenge Sharing the collection Slide 21 Increase income Decrease hands on client services Streamline payment Make the computers do the work Our challenge Rights and permissions Slide 22 Increase income Decrease hands on client services Streamline payment Make the computers do the work Our challenge Rights and permissions Slide 23 Increase income Decrease hands on client services Streamline payment Make the computers do the work Our challenge Rights and permissions Slide 24 Increase income Decrease hands on client services Streamline payment Make the computers do the work Slide 25 Increase income Decrease hands on client services Streamline payment Make the computers do the work Our challenge Rights and permissions Slide 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 Slide 27 Managing Email and Telephone Enquiries Slide 28 Slide 29 Slide 30 Slide 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 Slide 32 Thank you Marc Boulay Photographic Archivist Department of Special Collections University of St Andrews Library [email protected] Tel. 01334 462326 Linked.