Portland Art Museum DAM Schema 

 

MIMSY Related Custom Fields 

o Accession number o Title o Artist o Artist Nationality o Artist Life Dates o Date o Curatorial Department o Collection  o Object Type o Credit Line o Copyright Statement o Copyright Instructions 

Other Custom Fields 

o Department o Copyright Status o Archival Storage Disc o Archival Storage Location o Event(s) o Exhibition(s) o Professional Photograph o Program(s) o Project(s) o Resource Type o Digital image o View Type  o IPTC Copyright o IPTC Copyright Status 

Metadata Planning Tool

Field Name Description Type Priority Single/Multiple Vocabulary ValuesKeywords Keyword search terms Text Crucial Multiple UnrestrictedDescription Who, what, when, where, and why information Text Block Crucial Single UnrestrictedApproved Is the asset approved for external distribution? Text Crucial Single Controlled Yes

NoExpiration Date Asset may no longer be distributed after expiration date Date/Time Crucial Single UnrestrictedPeople Names of people in photos Text Nice to have Multiple Hybrid John Doe

Davin KluttzMarisela AlzuhnEdward Smith

Rating Rating of asset from 1 (worst) to 5 (best) Number Nice to have Single Controlled 12345

Stock Photo Price Price of stock photo asset Decimal Negligible Single UnrestrictedStock Photo Website Website URL of stock photo source URL Negligible Single Unrestricted

PORTFOLIOUploading/Downloading Instructions

In an effort to help standardize and streamline the centralization of our digital assets, you need to follow the guidelines below before uploading images to the Portfolio server.

1. File names – Keep names short and use underscores for spaces. Always include the file (.jpg). Never use uncommon characters like /, \, or ~ as it may create conflicts. Include photographer initials before file number. Examples: JobFair_PR6723, EXPO_CL4673, Gallery_NLV4928

2. File formats – Always save your work in the jpg format with maximum quality.

3. File resolution – 300dpi (absolutely NO interpolation, we need quality, not quantity).

4. Minimum file size – 4” x 6” (1200ppi x 1800ppi) at 300 dpi *Note: 4” x 6” at 300 dpi = 16” x 25” at 72 dpi

5. File mode – RGB

6. Folder Categories – We have standardized the folder categories at the root level of the Portfolio server and ask you to be descriptive, but concise, when creating sub-folder categories, as this is one way Portfolio generates keywords. Example: Event_Name_090209pr, i.e. Board_Meeting_090217pr, Job_Fair_090116cl

7. Edit – Please edit your work before uploading. This will minimize the amount of storage space needed, enhance consistency and promote quality, since only the best of the selection gets exposed.

8. Metadata – There are two options on how to get your metadata embedded in your images: Using Portfolio - This is the recommended option to assure consistency and is done once the images are cataloged in Portfolio. Using third party software - You may use Lightroom, Bridge, Aperture or even Photoshop for your Metadata needs. If this is your preference, the Metadata needs to be done BEFORE you upload your images to the Porfolio server. Refer to the following table for Portfolio’s Extracting/Embedding Metadata settings:

Portfolio Custom Field* Bridge LightRoom Photoshop file info

_People in photo XMP-Headline Headline Headline

_Event name XMP-Description Caption Description

_Photographer XMP-Copyright Copyright Description

_Campus XMP-Source Source Source

* All custom fields have a maximum of 250 characters

DAM Technology and Workflow Document

DAM ServerWeb Portal ServerSQL ServerFile Server

Service Username PasswordDAM ServerWeb Portal ServerSQL Connect

Password

ProtocolOriginalsPreviews

Server DataDAM Server Catalogs (Windows)DAM Server Catalogs (Mac)Web Portal Server Sites (Windows)Web Portal Server Sites (Mac)File Server OriginalsFile Server PreviewsSQL Server Database

Server Information

Web Portal Site Creation

PASSWORDS

FILE SHARES

Application Hostname/IP OS

SERVER SPECIFICATIONS

Admin Username*

SERVICE ACCOUNTS

TypeDAM Server Admin

Proc. RAM Password*

LOCATIONS TO BACKUP

Path

Web Portal Server Admin

Path

DAM Technology and Workflow Document

Number of Seats

AutoSync

Type User\Level PasswordSettings:

Previews Path:Settings:

Previews Path:Settings:

Previews Path:

2903445 (SMB/CIFS) 548 (AFP)445 (SMB/CIFS) 548 (AFP)

2903445 (SMB/CIFS) 548 (AFP)

8085Web Portal ServerDAM ClientDAM Client

Catalog 2

Catalog 3

Catalog Name

808680Web Portal Server (View)

Catalog 1

To: Inbound Port

Web Browser

DAM ServerFile ServerFile ServerDAM ServerFile ServerWeb Portal Server (Publish)

Web Portal Server

FIREWALL PORT EXCEPTIONSFrom:

DAM ClientDAM ClientDAM Server

Client

Catalog InformationCATALOG OVERVIEW

Web Portal Server (Admin)

SQL ConnectWeb Portal Server

SERIAL NUMBERSSerial Number

DAM Server

Web Portal

Software Information

LicenseDAM Client (Win)DAM Client (Mac)

DAM Technology and Workflow Document

Field 1 Field 2 Field 3 Field 4 Field 5 Field 6NameTypeMultiple value?Drop down menu?Drop down items

CUSTOM FIELDSKeywords & Custom Fields