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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. Compartmentalised databases ledgers website finance payment digital storage

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Access and Operations

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  1. Access and Operations Transforming the University of St Andrews Photographic Collection KE EMu European User Group Meeting 26 -27 April, 2012

  2. The collectionUpon my arrival in 2008 Compartmentalised • databases • ledgers • website • finance • payment • digital storage • supporting documentation “The Horror…”

  3. 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

  4. 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…

  5. The collectionThe obvious solutions Centralising in EMu • Collection records • Acquisition records • Controlled authorities • Storage • Web presence

  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

  7. New public interface

  8. Existing resources A black hole of documents and assets Digital assets Physical text based resources

  9. 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

  10. Our solution

  11. Our challengeHardwiring knowledge Placing collection knowledge in the system Managing risk of institutional memory Reducing user questions and expanding the scope of their resources

  12. Context through relationships and links Relationship Tab …augmented • Qualifying relationships by type • Understanding the link without clicking • Related records reverse • Why do it twice?!

  13. Our challengeDeveloping a dynamic resource

  14. Our challengeManaging Email and Telephone Enquiries

  15. Our challengeManaging Email and Telephone Enquiries

  16. Our challengeManaging Email and Telephone Enquiries

  17. 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

  18. 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!

  19. Our challengeSharing the collection

  20. Our challengeRights and permissions • Increase income • Decrease hands on client services • Streamline payment • Make the computers do the work

  21. Our challengeRights and permissions • Increase income • Decrease hands on client services • Streamline payment • Make the computers do the work

  22. Our challengeRights and permissions • Increase income • Decrease hands on client services • Streamline payment • Make the computers do the work

  23. Increase income • Decrease hands on client services • Streamline payment • Make the computers do the work

  24. Our challengeRights and permissions • Increase income • Decrease hands on client services • Streamline payment • Make the computers do the work

  25. 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

  26. Managing Email and Telephone Enquiries

  27. Managing Email and Telephone Enquiries

  28. Managing Email and Telephone Enquiries

  29. Managing Email and Telephone Enquiries

  30. 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…

  31. Thank you Marc Boulay Photographic Archivist Department of Special Collections University of St Andrews Library mdab@st-andrews.ac.uk Tel. 01334 462326 Linked .

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