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Collections Information Database (CID) Gabriele Popp BFI Head of Information & Stephen McConnachie Collections Information Data Manager.

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Presentation on theme: "Collections Information Database (CID) Gabriele Popp BFI Head of Information & Stephen McConnachie Collections Information Data Manager."— Presentation transcript:

1 Collections Information Database (CID) Gabriele Popp BFI Head of Information & Stephen McConnachie Collections Information Data Manager

2 BFI collections National Archive of Film and Television 60,000 fiction films 120,000 non-fiction film 750,000 television titles Special Collections 30,000 unpublished scripts 15,000 film posters 600 named paper collections 1 million still images 3,000 production & costume designs Library 53,000 books 5,000 journal titles Almost 1 million indexed journal articles Over 1 million digitised press cuttings

3 What am I? Where did I come from? Where am I going? How long have I got?

4 The past

5 The future El Cid – data in safe hands

6 CID phase one Combine moving image collection datasets into one single database, incl. TecRec: archive holdings (ca. 1.4m items) BID: filmographic records (800k works / variants) SIDX: subject index / thesaurus (50k entries) DDE: direct data entry project data (50k) Barcoding: standalone item tracking data (ca. 120k) And build a workflow management system…

7 BFI collections management High volume of access provision to film and video collections – direct access to viewing materials or online Four sites in different geographical locations from Central London to Hertfordshire and Warwickshire Conservation programmes on a large scale – from nitrate film to obsolete video

8 What we do with our collections RestorationPreparation for projection Film printingFilm processing

9 Audio encoding Video copying … and more

10 What we wanted Workflow to deliver Standard approach regardless of activity or combination of activities Multiple activities grouped under jobs Defined activities with the ability to repeat as required Automated pick and return lists for retrieval from vaults Assignment of staff resources Working to deadlines for individual activities and the job overall Tracking items as they move through workflow Status for activities, items and jobs: In Progress, Finished, Cancelled or On hold

11 Vaults Operations Dry Lab Operations Digital Operations Dubbing Wet Lab Operations Film Image Quality Quality Control Pick items; Return items; Transport out; Transport in; Loan in; Loan out Inspection; Technical selection; Preparation for printing; Preparation for scanning; Preparation for projection; Other preparation; Service on return SD scanning; HD scanning; 2K/4K scanning; Audio encoding; Video encoding; Transcoding; Ingest data; Data migration Video copy; Audio copy Film cleaning; Film printing; Film processing Analogue image grading; Digital image grading; Digital image restoration/manipulation; Silent inter-title restoration; New title creation Technical acceptance – Theatre; Video quality control; Audio quality control; Digital quality control Defined workflow activities

12 Who and How? Supplier: Adlib Off-the shelf Archival data standard ISAD(G) for hierarchy Museum standard Spectrum for collections management New development of CEN compliant hierarchical data structure and Workflow

13 Timeline Project initiation (Nov 2008) Tender process starts (Oct 2009) Appointment of supplier (March 2010) Contract signed (May 2010) Development starts (Aug 2010) System goes live on 14 September 2011 Remaining collections (library, posters, stills and designs) added by end of 2012

14 Lessons learnt Opportunities Being the first In-house vs. external supplier Legacy data – a problem that lasts forever? Change management New department, new roles & responsibilities, e.g. Information Specialists Turning a project into business as usual

15 A new BFI policy BFI consults widely on new Collection Policy archive-collections-policy (publ. 16 Nov 2011) archive-collections-policy Includes documentation principles Fitness for purpose, Efficiency and Quality Commitment to standards Cataloguing, Format, Information architecture and Vocabularies Roles and responsibilities Overall ownership, data quality, training

16 The future in action – BFI vocabularies Film and Television genre terms Revision project began October 2010 on a flat list of 365 genres Final list of 95 preferred and 66 non-preferred terms in a hierarchical structure Data cleaning and enrichment on-going: so far over 200,000 records cleaned Old genres: Compilations, Outtakes, Trailers, N-Lit, Film Noir, Adult films… New genre term: Artists Moving Image SN Works which use experimentation to subvert mainstream cinema and television practices UFAbstract film Avant-garde Experimental Structural films Underground films

17 Vocabularies – continued Subject indexing terms and headings 61,000 terms/headings in one database Consolidation of vocabularies now technically feasible Work begun on methodology and strategy UDC-based thesaurus (47,000 terms) for film and television programmes o Pubs UFPublic house BTPublic refreshment buildings NTFox Inn RTBars In-house thesaurus (1,000 terms) for film stills o Accessory BT Clothing NT Hat UDC classification scheme (4,000 terms) for books o Lantern slides Subject heading list (9,000 headings) for journal articles o Cinemas. Latin America

18 Meanwhile, in Europe … A new European metadata standard on cataloguing and indexing of cinematographic works emerges… EN 15907:2010 Film identification – Enhancing interoperability of metadata – Element sets and structures Based on FRBR More info at BFI becomes first implementer of new standard

19 Objectives for the collection Manage: enable search using descriptive and filmographic data (names/country/subject/genre/synopsis) and technical data Link: enable linking of film / TV collection to other BFI collections: stills, posters, designs, scripts, pressbooks, BFI Library books and periodicals Digitise: enable linking of collection records to digitised video / images / documents (eg low-res proxy files, animation cels, correspondence) Deliver: XML to enable delivery of records and linked digital assets through API, for web platforms (eg BFI website, wireless barcode scanners)

20 The data model: EN 15907* * Film identification - Enhancing interoperability of metadata - Element sets and structures

21 Mapping BFI data to CEN

22 Work Top level of the ladder: describes the general / abstract qualities of a moving image creation Provides a single access point to all Manifestations / Items Enables collection search using descriptive filmographic as well as technical data – eg country of production / director) Can be standalone, collection, series or component part of larger work

23 Work Can define any moving image creation: film television web medical surveillance training video recorded sporting events etc

24 Work Includes content descriptions: Descriptive text: synopsis shotlist Descriptive terms: subject indexing genre


26 Manifestation An embodiment of a Work – includes information about specific release / distribution context, or the place in the life-cycle of the Work: theatrical release non-theatrical (community, training, prison, etc) home viewing (blu-ray, laserdisc, etc) pre-release (assembly edit, censorship submission, etc) web exhibition / distribution television transmission etc.

27 Manifestation Includes information about: format (eg DCP, 35mm Film, Umatic) language / usage (eg French dialogue, English subtitles) sound / silent colour / black and white running time / duration / footage distributing / exhibiting person or institution date (of release, submission, publication, or other relevant contextualising date) place (of release, submission, publication, etc)


29 Item The object-level record for an archive holding, a single example of a Manifestation. Includes analogue objects (film, video cassettes and discs, etc) and digital files Encompasses fragments or otherwise incomplete or defective objects (eg single reel of multi-reeler, mute print of sound film)

30 Item Includes all object-level technical data: format / description (eg Camera Negative, Separation, Internegative, Digital Betacam, Umatic) gauge / width (eg 35mm, 8mm, 1inch) sound detail (eg combined as sound, mute) colour detail (eg 2 Strip Technicolor, Ektachrome) running time / duration / footage condition / preservation requirements and priorities acquisition history / status / access conditions completeness / number of carriers / components etc


32 Web browser view (online by early 2013)

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