AMIA Presentation 2013 -- Richmond, VA
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Transcript of AMIA Presentation 2013 -- Richmond, VA
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 The MediaPreserve
Photo courtesy of NEDCC
Photo courtesy of Colorlab
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 [email protected] or
• http://www.carnegiehall.org/digitalarchivesproject/