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The GNM-DMS a Document Management System for the Germanische Nationalmuseum

The GNM-DMS a Document Management System for the Germanische Nationalmuseum. Martin Doerr, ICS-Forth Siegfried Krause, GNM April 2004. GNM-DMS, the Idea. Breaking up Rigid Structures:

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The GNM-DMS a Document Management System for the Germanische Nationalmuseum

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  1. The GNM-DMS a Document Management Systemfor the Germanische Nationalmuseum Martin Doerr, ICS-Forth Siegfried Krause, GNM April 2004

  2. GNM-DMS, the Idea • Breaking up Rigid Structures: (The GNM is a heterogeneous research organization, not an object administrator, with 15 departments, 1.5 million objects) • Maintain object documentation as XML documents • Reduce rigid database structures to minimum • Increase flexibility for dedicated structures • Apply a flexible approach to vocabulary control • Consistency enforcement, without imposing workflow, requires very careful analysis and algorithms • Integrating the Past and the Future: • Retrospective documentation • System migration • Digital preservation are integral part of the concept • Deliberately slow development for extensive field tests

  3. GNM-DMS, current stage: • Object documentation integrated with object entry, in use at client site • revised version in daily use since one year. • Registrar’s office, research departments (collections) with multiple XML-DTDs • Vocabulary control: mandatory, open list of terms and scope notes. Retrospective documentation • Object move, loan in/out, accession,de-accession, photographic documentation • System migration, digital preservation are integral part of the concept • Monitoring, rather than imposing work-flow • Prototype tested at user site

  4. Museum DMS Purpose Capture all facets of the knowledge about the museum objects, providing consistency and integrity control of objects, documents and referred concepts • Administrational tasks (functions) • Accession, Document Initialization • Loan-In, Loan-Out, Movement (Location tracking) • Scientific tasks (functions) • Inventory document management (collective objects, merge, split, change of inventory number, retrospective documentation) • Documentation phase • Relations between objects • Semantic linking of objects and other documents • Search - retrieve • Use of Thesaurus (person, place, period, object type) • Electronic publishing

  5. Client side Server side Document Initialization Accession iFS: Document Repository Document Search Object Relations Thesaurus Master Catalogue: Document Index FTP Protocol Oracle Administration User Interface WEB Browser Scientific User Interface XML Document Editor Download Upload

  6. <?xml version=“1.0”> <Accession> …. </Accession> <Loan> …. </Loan> Thesaurus Dept.2 Semantic relations Dept.1 Dept.3 Scientific part Administration part XML Documents Identification part Consistency relations Master Catalogue

  7. Documentation facets • Scientific part • Object type, object title, object history, subject depicted, material and technique, mark and inscription etc. • Administration part • Accession,location, de-accession, loan in, loan out • Identification part • Object related: Inventory number, accession number, department • Document related: document identifier, version, author • Registrar’s information: core documentation for administration purposes

  8. Consistency and Integrity control • Thesaurus: museum knowledge • Person • Place • Period • Object type • Master catalogue: consistency and integrity control mechanism • Museum object • XML documents • Correlations

  9. GNM-DMS, functional modules • Document administration module • Creation and maintenance of documents stored in the Internet File System (iFS) • Interaction with document repository • Generation of inventory numbers • File access: document retrieval, store update, lock, unlock. • Correlation and consistency management module • Ensures coherent correlation between identification identifiers of museum objects (accession number, inventory number) • Maintains the amendment history of information (old inventory numbers) • Ensures consistent update of master-catalogue and the identification information stored in inventory documents • Search module • Retrieval of inventory documents • Access to both administrational and scientific information • Support of full text search and text retrieval on specified tags of the XML inventory documents

  10. GNM-DMS, User Interface • User Interface design: two level approach • Administrational information handling: Web browser user interface guides the document management • Registrar’s office interface (provides access to all the necessary administrational information, exclusively managed by the registrar’s office) • Department curator interface (provides access to all the necessary scientific information, managed by the dept. curator) • Object documentation: Customized XML editor guides and simplifies the documentation process • System Administrator Interface

  11. GNM-DMS, Web browser UI Banner Toolbar List of Work areas List of documents

  12. GNM-DMS, XML Editor Customized menu Automatic insertion of inventory document information units Edit the selected information unit

  13. GNM-DMS, Critical Algorithms • Inventory number changes for Retro inventory documents • Inventory splitting – merging issues

  14. Inventory number changes for Retro inventory documents • During the transcription of paper-based information: two different objects may refer to the same identification number (conflict cases) • GNM-DMS: can recognize all conflict cases and provides means to solve them • Describing the problem: two states, two museum objects object A object B paper GNM-DMS

  15. True conflict case object A object B X1 paper X1 Sys-Inv# X1 X1 GNM-DMS object A object B System response: Save X1 to other-numbers and assign system generated inv# to identify object B X1 paper X1 X1 X1 GNM-DMS Conflict Querying the object with old identification information is retained

  16. Typing mistake in database Sys-Inv# X2 object A object B object A object B object A object B X1 paper X2 X1 paper X2 X2 X1 paper Sys-Inv# X2 X2 GNM-DMS GNM-DMS X1 GNM-DMS object A object B X1 paper X2 X2 X2 GNM-DMS conflict mistake X1 X2 correction correct situation

  17. Merge – Split Issues • A lot of time after an object’s acquisition, causes of considering the object as two (or more) different ones, may be raised. • One the other, research can prove that two (or more objects) should have been considered as one. • System keeps track of the objects merge – split history: • providing a rollback channel in case of new research results, • considering that an extracted object may belong to a new collection, • considering that a lot of the info of the extracted/merged document, already exists in the system, • strictly storing all the numbers under which material may have been referred in GNM-DMS.

  18. Split Algorithm New inventory document produced with numberGlf20045 Old Number (due to Split) Glf20001 XML Ref: “extracted from” XML Ref: “has extracted” Split of inventory document with NumberGlf20001 “Parent” inventory document retains its number

  19. Merge Algorithm … to inventory document with NumberGlf20001 … Merge inventory document with NumberGlf20076 … Old Number (due to Merge)Glf20001 Invalid and Read-Only document with numberGlf20076

  20. Split – Merge Example Inv. Number Glf20005 Old Numbers Glf20006 (Merge) Glf20007 (Merge) Glf20032 (Split) Inv. Number Glf20005 Inv. Number Glf20006 Inv. Number Glf20007 ? ? ? ? Inv. Number Glf20032 Inv. Number Glf20032 Old Numbers Glf20005 (Merge) Inv. Number Glf20032 Old Numbers Glf20005 (Merge)Glf20006 (Merge) Glf20007 (Merge) Inv. Number Glf20032 Old Numbers Glf20005 (Merge)Glf20006 (Merge) Glf20007 (Merge) Inv. Number Glf20032 Old Numbers Glf20005 (Merge)Glf20006 (Merge) Pool of Invalid Documents Pool of Invalid Documents

  21. Split – Merge Example Inv. Number Glf20005 Old Numbers Glf20006 (Merge) Glf20007 (Merge) Glf20032 (Split) Validation Date: 10/10/2000 From: 08/11/2000 Inv. Number Glf20005 ? To: 02/02/2001 ? ? … … … ? Inv. Number Glf20032 Inv. Number Glf20032 Old Numbers Glf20005 (Merge) Inv. Number Glf20032 Old Numbers Glf20005 (Merge)Glf20006 (Merge) Glf20007 (Merge) Inv. Number Glf20032 Old Numbers Glf20005 (Merge)Glf20006 (Merge) Glf20007 (Merge) From: 10/10/2000 To: 08/11/2000 Split Date: 02/02/2001 Merge Date: 08/11/2000

  22. Critical Algorithms …Complete analysis implemented and documented …

  23. Conclusions • The object documentation as documents satisfies the curators, helps digital preservation and reduces the development cost • Report writing and precise queries become more complex, whereas information retrieval becomes very simple • The use of leading edge technology, particularly XML WYSIWYG editors, requires flexibility from developers and clients – though technology stabilizes rapidly • Respect of the local organization culture is a key to success

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