Access and operations
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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. The collection Upon my arrival in 2008. Compartmentalised databases ledgers website finance payment digital storage

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Access and operations

Access and Operations

Transforming the University of

St Andrews Photographic Collection

KE EMu European User Group Meeting

26 -27 April, 2012


The collection upon my arrival in 2008

The collectionUpon my arrival in 2008

Compartmentalised

  • databases

  • ledgers

  • website

  • finance

  • payment

  • digital storage

  • supporting documentation

“The Horror…”


The collection upon my arrival in 20081

The collectionUpon 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


Our approach

Our approach

  • 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…


The collection the obvious solutions

The collectionThe obvious solutions

Centralising in EMu

  • Collection records

  • Acquisition records

  • Controlled authorities

  • Storage

  • Web presence


Specific goals

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


New public interface

New public interface


Access and operations

Existing resources

A black hole of documents and assets

Digital assets

Physical text based resources


Access and operations

Our solution

Mining existing resources

  • Linking supporting documents to catalogue

    • Even if they’re 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


Access and operations

Our solution


Access and operations

Our challengeHardwiring knowledge

Placing collection knowledge in the system

Managing risk of institutional memory

Reducing user questions and

expanding the scope of their

resources


Access and operations

Context through relationships and links

Relationship Tab …augmented

  • Qualifying relationships by type

    • Understanding the link without clicking

  • Related records reverse

    • Why do it twice?!


Access and operations

Our challengeDeveloping a dynamic resource


Our challenge managing email and telephone enquiries

Our challengeManaging Email and Telephone Enquiries


Our challenge managing email and telephone enquiries1

Our challengeManaging Email and Telephone Enquiries


Our challenge managing email and telephone enquiries2

Our challengeManaging Email and Telephone Enquiries


Access and operations

Sharing the collectionMaking it useful, practical and easy to engage

  • 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


Our challenge efficient exploitation or rights and permissions with minimal staff intervention

Our challengeEfficient exploitation or rights and permissionswith minimal staff intervention

  • 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 sharing the collection

Our challengeSharing the collection


Our challenge rights and permissions

Our challengeRights and permissions

  • Increase income

  • Decrease hands on client services

  • Streamline payment

  • Make the computers do the work


Our challenge rights and permissions1

Our challengeRights and permissions

  • Increase income

  • Decrease hands on client services

  • Streamline payment

  • Make the computers do the work


Our challenge rights and permissions2

Our challengeRights and permissions

  • Increase income

  • Decrease hands on client services

  • Streamline payment

  • Make the computers do the work


Access and operations

  • Increase income

  • Decrease hands on client services

  • Streamline payment

  • Make the computers do the work


Our challenge rights and permissions3

Our challengeRights and permissions

  • Increase income

  • Decrease hands on client services

  • Streamline payment

  • Make the computers do the work


Our challenge rights and permissions4

Our challengeRights and permissions

  • Increase income

  • Decrease hands on client services

  • Streamline payment

  • Make the computers do the work

  • 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


Managing email and telephone enquiries

Managing Email and Telephone Enquiries


Managing email and telephone enquiries1

Managing Email and Telephone Enquiries


Managing email and telephone enquiries2

Managing Email and Telephone Enquiries


Managing email and telephone enquiries3

Managing Email and Telephone Enquiries


Future p lans

Future plans

  • 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…


Thank you

Thank you

Marc Boulay

Photographic Archivist

Department of Special Collections

University of St Andrews Library

[email protected]

Tel. 01334 462326

Linked .


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