Defining conservation taxonomy

Defining conservation documentation Taxonomy

Art Nicewick

Objectives

• Review the current manner that the conservation documents are stored

• Determine a shared taxonomy that allows all users from all conservation departments to store and manage documents

• Provide means to include additional resources (Email) into taxonomy

• Determine sustainable architecture

3

DepartmentDAM

File Storage Locations

Folder Structure and File Naming Project

DCL DepartmentFolders and Files

Many Folder Naming Patterns

Many File Naming Patterns


Images

Documents

Extensis Software Usage

Not Using Using

DCL Folders And Names

DCL Folder Naming Pattern

DCL File Naming Pattern


Images

Documents

Extensis Software Usage

Using

Other InterimSolutions

(Optional/TBD)

Conservation Space Software

Document Managementfeatures

Conservation Space

· Check-in/Check-out

· Complex Search· Advanced Search· Advanced

Metadata/Tagging · Document Policy

Conservation Functional

Requirements

Documents

· TMS Integration· Image Annotation· Conservation

Workflow · Functional Rules · Gallery Specific

Functionality· Structured

Treatment Data

Single Folder Hierarchy Standard

Single Document Naming Standard

Migration of documents and images to Network

Increased Adoption of DAM

Enterprise Digital Asset management

Enterprise Digital Asset Management Features

EnterpriseDigital Asset Managment

Images

· Advanced Permission· Centralized Image Repository · Advanced search · Gallery wide Workflow

Migrate to Departmental DAM

(DIVS)

Images

Migration images to Digital Asset management Folders

Timeline2011 2012 2013 2014 - 2015

1

3

4

5

6Link to TMS

( TBD )

Report Templates With Metadata (TBD)

2

TEDD Application

DCL-PA Treatment Documentation Database

· Structured Treatment Data· Advanced Search· Some Gallery advanced

features

Link to TMS

Conforms to Standard Industry wide Conservation Practices

Link to IRIS

Link to DAC

Link to TMS

Link to IRIS

Link to DAC

Design Concepts

Documents

Other Institutions

Design Concepts

A

B

C

Conditional

D

+ +Add storage

Conservation Roadmap

Project Plan

• Identify current patterns • Analyze common patterns across departments • Identify of business requirements • Analyze technical options available • Identify alternative solutions • Review alternatives with stakeholders• Pilot selected alternative (enhance as needed)• Roll out to departments

4

Source Person Interviewed

Folder Structure

Naming Diagrams

Screen Shots Report Types List

DCL-OB Katy May Yes Yes Yes Partial

DCL-PH Connie McCabe Yes Yes Yes Partial

DCL-SR Chris Maines Yes Yes Yes Partial

DCL-PT Elizabeth Walmsley Yes Yes No Partial

DCL-PT Jay Krueger Yes Yes No Partial

DCL-PT Joanna Dunn Yes Yes No Partial

DCL-PA Michelle Stein N/A N/A Yes Yes

Interviews

5

Other Sources Reviewed

• Suggest patterns for consideration– RKD and Mauritshuis Report - General– RKD and Mauritshuis Report – Conservation Example – RKD and Mauritshuis Report – The National Gallery of Art

London– DCL-PT 2009 Study by Katrina Bartlett – AIC (American Institute for Conservation of Historic and

Artistic Works) • Raise issues of associated content

– DIVS Image Folders Block Diagram – Digital Imaging and Visual Services – Exhibitions

6

Scope of naming patterns

7

DCL-COM

Example Department

Reports (all types of reports for works of art)

[NGA Collection Reports] Reports by Accession Number - Contains a folder for each Object

[Non-NGA Collection Reports] Reports by Name - contains folders for exhibitions, proposed Acquisitions, Object for Study ….

1937.1.112_Florentine_Madonna and Child

1937.1.112_Loan approval worksheet.docx

1937.1.113_XXX

1998CalderExhibition1998CalderExhibition1998CalderExhibition

Proposed Acquisition (Transient Holding Area)

1937.1.113_XXX1937.1.113_XXX

1937.1.113_XXX_Loan_worksheet.docx1937.1.113_XXX_TP.docx

XXXXXXX.docx

NGA Object Reports

Images

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23

4

5

Which files should be named according to the pattern?

- Treatments - Correspondence - Library- NGA\NonNGA Items - Presentations - Documents from other institutions- Proposed Acquisitions- Administrative (Budgets) - Image files - Saved Emails

What is out of scope? - Personal Documents - Confidential ?- Other ?

Type of Attributes

8

Major AttributesSource Accession

Number Artist

Title Type of

Treatment Date

DCL-OB Folder and File Folder (With Accession Number)

Folder (With Accession Number)

Entered in name No

DCL-PT (EW) Folder Folder (First 4) and File (First 4)

Folder (First 4) and File (First 4)

In file name Correspondence

DCL-PT(JK) Sometimes Folder, always in File Name

In Folder and Filename

No In File name With Dups

DCL-PT (JD) Folder and Filename

Folder and Filename

No In File name No

DCL-PH Folder and Filename

Folder and filename

No In File name Correspondence

DCL-SR In Folder In Folder In File No No

9

Common Patterns• Artist frequently used in either folder or file

name • Accession number frequently used in both file

and folder name • Accession Number separated by periods (.) • File name includes report type code • Inconsistent partial or abbreviated name of Artist

or title used • Most labs diverged from standard on occasion

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Objects Lab

File Extension (Doc,Docx, xls, … )

Report Type Common Document Types · Con = Condition Report· Tp = Treatment Proposal · Trt = Treatment Report · Sys = Technical Examination of Systematic

Catalog· Loa = Loan· Mnr = Minor Treatment

Infrequent Document types (Freeform) · Loan_Worksheet· Analysis Proposal· Condition Notes· Request for Loan

Special Cases Correspondence Organization Name · MFAH = Museum of fine Arts Houston

Accession Number (periods used)

Title (abbreviated)

Accession Number (periods used as separators)

\1937.1.113 _Loan_worksheet .docx\AAAA.A.A _DDDDDDDDDDD .XXX

1937.1.112 _Florentine _Madonna and Child AAAA.A.A _RRRRRRR _TTTTTTTTTTTTTTT

1937.1.112 _Florentine _Madonna and Child \1937.1.113 _Trt .docx

Artist (abbreviated)

Folders Files

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3

PaintingLab

Folders Files

Title

File Extension (Doc, xls, …) Windows 2007 “docx” standard not used

Report Date (YYYY MM DD ) [The date of the report]

Sequence Letter to represents multiple versions of the same document

Sequence number to represent multiple documents of the same document type (e.g. memo)

Type of Document · EXAM = Examination · Trt = Treatment · Trtlog = Treatment Log · Memo =Memorandum Special Case – Free Form

Last node of accession number, for example: · 1992.1.2.123 = ‘123’· 1992.3.4.112c = ‘112c’ In this example · 1942.9.11 = 11

Artist (First four characters)

Artist (First four characters)

Accession Number (underscore used as separators)

Type of Document (WordDoc, Powerpoint, Admin, DB,…)

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1942_9_11 _Coro Arti \WordDocs \Coro Arti _exam .docAAA_A_AA _RRRR TTTT \MMMMMMMM \RRRR TTTT _DDD .xxx

1942_9_11 _Coro Arti \WordDocs \Coro 11 _memo 1 a _20110101 .doc AAA_A_AA _RRRR TTTT \MMMMMMMM \RRRR AA _DDDD SS V _YYYYMMDD .xxx

Title (First four Characters)

Type of Document · Memo = Memorandum Special Case – Free Form


3

More Painting Lab

\Albers (CMS 130048) EXAM .doc


Type of Document · TMT = Treatment· EX = EXAM· EXAM = EXAM· EX&TMT = Treatment and EXAM· Sampling· Analysis· PROP = Proposal

Accession Number or CMS Number (If CMS number, the number is in Parens, and prefixed with “CMS”) Periods used in Accession number

\Albers 1992.28.1 TMT (2006) .doc

Year (optional)

Artist Name (Matching Folder)

Sequence Number (Multiple Similar docs)

Rothko \Rothko 1977.43.01 to 19

Artist Name (Matching Folder)

Accession Number Range <From and to >

AlbersAlbers

\Rothko 1977.43.21 TMT 1 (2007) .doc

Artist Name (Last Name)

Folders Files1

2

3

4

More Painting Lab

Correspondence

ReportsPeale 1985.59.2 \Peale 1985.59.1 Proposal .docPeale 1985.59.2 \Peale 1985.59.1 TrmntRpt .docRembrandt 1937.1.75 \Rembrandt 1937.1.75 Proposal .docRembrandt 1937.1.75 \Rembrandt 1937.1.75 _IRR \Rembrandt 1937.1.75 IRR _CompFlat .doc

Rembrandt 1937.1.75 \Prado Rembrandt \Prado Rembrandt Xray .tiff

Extension

Details about Treatment

Type of report · Proposal· TrmntRpt = Treatment Report · Proposal = Treatment Proposal · IRR

Accession Number

Artist Last Name

Type of Report (If multiple reports exist for topic)

Accession Number

Artist Last Name

Accession Number

Artist Last Name

Extension

Type of report · xray

Correspondence Site

Artist Last Name

Correspondence Site

Artist Last Name

Folders Files

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2 34

5

66 7

PhotoLab

Other Filename

Report Filename

Image Filename Artist and Treatments \Bochner \2009.33.1 \Images \DCLPH _142272 _A _NM_R _20110901 _00123 .DNG Artist and Treatments \Bochner \2009.33.1 \Images \DCLPH _142122 _A _NM_V _20110901 _00124 .DNG

TMS Object Number

Date of image capture

AIC Standard <See AIC Guide to Digital Photo 2nd Ed>NM_R = Normal Recto NM_V = Normal VersoRK_R = Raking Recto . . .

Department Acronym

Random Number from Camera

B = Before Treatment D = During Treatment A = After Treatment


Artist and Treatments \Bochner \2009.33.1 \Reports \2009.33.1 CR .doc Artist and Treatments \Bochner \2009.33.1 \Reports \2009.33.1 TP .doc Artist and Treatments \Bochner \2009.33.1 \Reports \2009.33.1 CR updated .doc

CR = Condition ReportTR = Treatment Report

Accession Number of TMS Object ID

“Updated Version”


Artist and Treatments \Bochner \2009.33.1 \Other Witkovsky _Evaluation _20110912 .doc Artist and Treatments \Bochner \2009.33.1 \Other \2009.33.1 _XRF _20110912 .pdf

_Evaluation_XRF

Accession Number Or Correspondence contact

Date


Artist

Accession Number

\Reports\Images \Other

“Artist and Treatments”

Folders Files

Science Lab

Short Version of Title


Works of Art \Other \Frames \Frank, Robert \1990.28.477 \WA 766 -Frank -GuildedF .PDFWorks of Art \Photographs \Frank, Robert \1990.28.477 \WA 766 -Frank -NewMexico .PDFWorks of Art \Paintings \Demi, Bob \1990.21.1 \WA 734 -Demi -Sunset .PDF

Artist Last Name (Prefixed with “-“)

Record Number

DatabaseWA = Work of Art Database CP = Commercial Product Database

Accession Number

Artist First Name

Artist Last Name + ‘,’

Request Lab\ClassificationPhotographPainting PaperFramesFurnitureTextiles Objects

Other [Optional] for smaller medium groups ( Frames. Furniture, Textiles)

Database (Type of Object)· “Works of Art”· “Commercial Products”

Folders Files

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12

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PatternsSource Accession

Number Artist Title Type of

TreatmentDate

DCL-OB Folder and File Folder (With Accession Number)

Folder (With Accession Number)

Entered in name No

DCL-PT (EW) Folder Folder (First 4) and File (First 4)

Folder (First 4) and File (First 4)

In file name Correspondence

DCL-PT(JK) Sometimes Folder, always in File Name

In Folder and Filename

No In File name With Dups

DCL-PT (JD) Folder and Filename

Folder and Filename

No In File name No

DCL-PH Folder and Filename

Folder and filename

No In File name Correspondence

DCL-SR In Folder In Folder In Fie No NoDIVS-Collection No No No No In Folder DIVS-Exhibition No No No No In Folder

Using Tags (Links) Directories

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Process for creating search tagsDirectory=ConservationDepartmentX\NGA StartRunAt: 3:00AM

1 ConservationDepartmentX 1 NGA

1 1991-1-23_Murdock1 1991-1-23_Tags

Ê _wObjID_0000023.lnkÊ _wArtist_Murdock.lnkÊ _wTitle_Story-In-the-hills.lnkÊ _wUsedBy_ArtNicewick.lnk

1 1991-1-24_Murdock1 1991-1-25_Murdock

1 NON-NGA1 VIEW

1 Artist1 Murdock

Ê _wObj_1990-1-123.lnkÊ _wObj_1991-1-21.lnkÊ _wObj_1991-1-23.lnk

1 MurrowÊ _wObj_1943-1-23.lnkÊ _wObj_1933-1-224.lnk

Select ObjectID, Artist, Title from TMS_Objects Where obj = ‘1991.1.23’

ObjectID = 0000023Artist=MurdockTitle=Story-In-the-hills.

Create Link _wObjID_0000023.lnkGoTo=\\ConservationDepartx\1991-1-23_Murdock

Create Link _wArtist_Murdock.lnkGoTo=\\ConservationDepartx\1991-1-23_Murdock

Create Link _wTitle_Story-In-the-hills.GoTo=\\ConservationDepartx\1991-1-23_Murdock

TMS

Create Tags Folder for Object

Create Artist Folder

Create Link _wObj_1991-1-23.lnkGoTo=\\ConservationDepartx\1991-1-23_Murdock

1991-1-23

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Network Storage

Program “LoadTagsIntoDirectories”

“Start”

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Metadata in comments Type of File Keyword field Comments field Custom Field

Windows XP Folder No No No

Files Yes Yes Yes [MsWord,.]

Links No No No

Windows 7 Folder No Yes [If system attribute turned on]

No

Files Yes Yes Yes [MsWord,.]

Links No Yes TBD

Mac Folder TBD Yes TBD

File TBD Yes TBD

Links TBD TBD TBD

[1] Although the “Keyword” was used as an example, this field refer to all other metadata defined field “besides” the comments field (e.g. Author, Album, …)

Summary of optionsEvaluation Criteria Criteria Importance ObjectID ObjectID +Artist Object Number Object Number

+ ArtistArtist Folder +

Object Number

Will need to change when accession number is assigned

Moderate

No No Yes Yes Yes

Short name folder Low Yes No Yes No No

Requires use of Search Tags to find item

Moderate

Yes Possibly Possibly No No

Based on users existing patterns High

No A little somewhat Yes Yes

Folder prevents duplicate Objects Low Yes No Yes No No

Easy to use High

No Maybe Maybe Yes Yes

Easiest to migrate Moderate No No Yes Yes Yes

Strategic Direction for Object Name usage

Moderate

Yes Yes No No No

Matched Work patterns High

Low Low Good Better Better

As Is

Accession Number (Hyphens) or NONNGA id

Type of Report (4 characters) · exam =Examination · icon =Condition Report· ocon =Outgoing Condition Check· trmt =Treatment · tlog =Treatment Log· tprp =Treatment Proposal· sysc =Technical Examination of Systematic Catalog· loan =Loan· mnrt =Minor Treatment · lwks =Loan Worksheet · aprp =Analysis Proposal· bexm =Batch Exam· tcon =Condition Report (Travel)· cass =Condition Assessment· rloa Request for Loan· memo =Memorandum · samp =Sampling· tanl =Technical Analysis· note =Special Notes· prpt =Report (Collection Report)


·

“NGA” or “NonNGA”

NGA \1992-1-72 _Warhol \1992-1-72 _trmt _20110112 .docNGA \1992-1-191 _Warhol \1992-1-191 _exam _20110112 .pdf\NGA \1992-1-191 _Warhol \1992-1-191 _exam _20110112 _SecondDraft .doc\NONNGA \Book-143 _Newton \Book_143 _trmt _20111213 .doc

Accession Number (Hyphens) or NONNGA id

Free Form

Date (YYYYMMDD)

NGA \1992-1-72 _ VanGough \Tags \_w Artist _ VanGough .LnkNGA \1992-1-72 _ VanGough \Tags \_m Artist _ VanGough .Alias

“Tags” - Hard coded

Type of tag Operating System Supported _w denotes a Macintosh “Alias”_w denotes a windows link

Type of “Search Tag”This can be everything that can be inferred from either TMS, as a new online application (if desired). This can also to a manually defined tag the a user may choose to record. The following is an example of some Tags

Nightly Auto Generated Tags from TMS · Title - “Title for NGA item”· Artist – “Forward Name for NGA item” · ObjectNum – TMS ObjectNumber for NGA item” · Date – Date (Art Period) for NGA item”· Medium – Medium for NGA item[Note: NonNGA items will not be updated with this search info]

Tags users may decide to create for themselves · Exhibition – Exhibition(s) that art work belongs to · ActiveFor – Name of conservators that are activiely working

on Object · Open – Note “Yes” or “No” if being worked on

Value of Search Tag - For TMS\NGA items this is machine generated

File Extension lnk = windows link (shortcut ) Alias = Macintosh Alias

Artist (First 10 of Last Name)

Folders Files

To BeFolder \ Files (“A”) Comments Field With MetaData (“B”)

“DCL-COM” LabX Reports TMS Campagnola_Domenico Domenico Campagnola [Italian, before 1500 - 1564] ID=2418 Gaddi_Agnolo Agnolo Gaddi [Italian, active 1369 - 1396] ID=1327 1937-1-4-a Madonna Enthroned with Saints&Angels [left panel] [OID=2] 1937-1-4-b Madonna Enthroned with Saints&Angels [Middle panel] [OID=3] 1937-1-4-c Madonna Enthroned with Saints&Angels [right panl] [OID=4] Rothko_Mark Mark Rothko [American, born Russia, 1903 - 1970] ID=1839 X-1869 Untitled [Blue, Green and Brown] [ObjectID=78805] X-1870 Untitled [ObjectID=78806] X-1872 No. 14 [White and Greens in Blue] [ObjectID=78808] X.1872_Intranet.url X-1873 No. 2 (No. 7 and No. 20) [ObjectID=78809] X-15245 No. 12 (Black on Dark Sienna on Purple) [ObjectID=102526] Brambilla_Francesco Francesco Brambilla, the Younger [Ital, 1530-1599] ID=13470 Botticelli_Sandro Sandro Botticelli [Italian, 1446 - 1510] ID=989 Abate_Niccolo_dell Niccolo dell Abate (Italian, 1509 or 1512 – 1571) ID=3474 1945-1-43 Flowers in the Lilies [ObjectID=10201] 1945-1-43_Intranet.url 1945-1-43_Trmt_20110101.doc 1945-1-43_Exam_20110101.doc Emails Emails for 1945-1-43 Sub-ApprovalForWork.pdf 1945-1-43-a Flowers in the Lilies – Recto - [ObjectID=10211] 1945-1-43-a_Intranet.url 1945-1-43-a_Trmt_20110101.doc 1945-1-43-a_Exam_20110101.doc

Validation

Directory=ConservationDepartmentX\NGA StartRunAt: 3:00AM

1 ConservationDepartmentX 1 NGA

1 1991-1-23_Murdock21991-1-23_Trmt_201121.doc21991-1-23_Exam_20120301_V3.doc21991-1-23a_Exam_20110301.doc21991-1-23_Trt_20110301.doc

1 1991.1.24_Murdock

TMS1

A

TRMTEXAMTPRPAPRP

.

.

.

Valid Report Codes

B

C

D

E

A Is Accession Num in TMS?

C

Is file Accession number same as parent?

B

Is report code a Valid code

D

Is Date format valid? E

Is Accession Num valid ?

Fail?

DeptDCL-XXDCL-XXDCL-XXDCL-XX

DCL-XX

Violations Message‘B’ Artist Name Not same as TMS‘C’ ‘Trt’ not valid report code ‘D’ Accession Num not same as parent ‘E’ Date format invalid

‘F’ Invalid Accession Number

Artist=Modock

Folder1991-1-23_Murdock1991-1-23_Murdock1991-1-23_Murdock1991-1-23_Murdock

1991.1.24_Murdock

Date1/1/20111/1/20111/1/20111/1/2011

1/1/2011

DeptDCL-AADCL-BBDCL-CCDCL-DD

DCL-XX

Data StewardJoe User Jill User

Pam User Sue User

Fred User

Does Artist name in Folder match TMS?

Ignore?YNNN

N

CreateEmail

Program “CheckFileData”

Yes

2

3 5 6

7

89

F

F

Overrides

Artist NameMr. Renaldo (Skipper) III :Jay

Desired Short Name Renaldo-3rd

Artist Name Overrides

Conversion Doc DB4

Inferred NameMr-Renaldo-Skipper-III-Ja

Next steps 1. Identify current patterns

- Review

2. Analyze common patterns across departments- Review

3. Identify business requirements - Review \ enhance

4. Analysis of technical options available - Review \ Enhance (With Macintosh issues)

5. Identify alternative solutions - Review \ enhance

6. Review alternatives with stakeholders- Determine what information to distribute- Determine primary stakeholder - Schedule

7. Pilot selected alternative- Select pilot department - Implement

8. Roll out to department25

Defining conservation taxonomy

Technology

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