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ConservationSpace An Open Source Application for the Digital Management of Conservation Information Mervin Richard Chief of Conservation, National Gallery.

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Presentation on theme: "ConservationSpace An Open Source Application for the Digital Management of Conservation Information Mervin Richard Chief of Conservation, National Gallery."— Presentation transcript:

1 ConservationSpace An Open Source Application for the Digital Management of Conservation Information Mervin Richard Chief of Conservation, National Gallery of Art MCN Austin, TX, October 29, 2010

2 Documents Reports Reports Examination Examination Treatment Treatment Scientific analysis Scientific analysis Handwritten notes Handwritten notes Photographs Photographs

3 Conservation Images Francisco Antonio Gijón (1653–c. 1721) and unknown painter (possibly Domingo Mejías) Saint John of the Cross, c. 1675 painted and gilded wood, 168 cm National Gallery of Art, Washington Patrons' Permanent Fund X-radiography

4 Conservation Images Infrared Reflectography Pablo Picasso The Tragedy, 1903 oil on wood, 1.053 x.690 m National Gallery of Art, Washington Chester Dale Collection

5 Conservation Documents

6 Conservation Documentation Initiatives in Digital Formats Andrew W. Mellon Foundation Andrew W. Mellon Foundation Brooklyn Museum of Art Brooklyn Museum of Art Conservation Data Systems (now in public domain) Conservation Data Systems (now in public domain) Gallery Systems Gallery Systems Harvard University Harvard University Museum of Fine Arts, Boston Museum of Fine Arts, Boston Museum of Fine Arts, Houston Museum of Fine Arts, Houston Philadelphia Museum of Art Philadelphia Museum of Art Smithsonian Institution Smithsonian Institution And the list goes on And the list goes on

7 Issues in Conservation Documentation Digital Formats, Institutional Priorities, and Public Access Organizer: The Andrew W. Mellon Foundation Organizer: The Andrew W. Mellon Foundation Metropolitan Museum of Art, NY, April 27, 2006 Metropolitan Museum of Art, NY, April 27, 2006 Current state of conservation documentation Current state of conservation documentation Directors, curators, conservators, and scientists Directors, curators, conservators, and scientists United States United States United Kingdom United Kingdom

8 Conservation Documentation in Digital Form A dialogue about the Issues Angelica Zander Rudenstine and Timothy P. Whalen The Getty Conservation Institute Newsletter Summer 2006

9 Conservation Documentation in Digital Form A Continuing Dialogue about the Issues Ashok Roy, Susan Foister, and Angelica Rudenstine Studies in Conservation Vol. 52, No. 4, 2007

10 Community Design Meetings for Conservation Documentation The Andrew W. Mellon Foundation The Andrew W. Mellon Foundation Ken Hamma, project manager Ken Hamma, project manager Metropolitan Museum of Art, New York, March 2009 Metropolitan Museum of Art, New York, March 2009 National Gallery, London, April 2009 National Gallery, London, April 2009 Focus Focus Software application requirements Software application requirements Manage work, documentation, and scientific data Manage work, documentation, and scientific data Conservators and conservation scientists Conservators and conservation scientists

11 Community Design Meetings for Conservation Documentation

12 ConservationSpace http://www.conservationspace.org/Welcome.html

13 Andrew W. Mellon Foundation Museum IT Initiatives ConservationSpace ConservationSpace CollectionSpace CollectionSpace ResearchSpace ResearchSpace ArchiveSpace ArchiveSpace

14 Andrew W. Mellon Foundation IT Initiatives Aluka www.aluka.org Aluka www.aluka.org ARTstorwww.artstor.org ARTstorwww.artstor.org Project Audience www.projectaudience.org/project Project Audience www.projectaudience.org/project Project Bambooprojectbamboo.org/ Project Bambooprojectbamboo.org/ Bedeworkwww.bedework.org Bedeworkwww.bedework.org CollectionSpacewww.collectionspace.org/ CollectionSpacewww.collectionspace.org/ ConservationSpacewww.conservationspace.org ConservationSpacewww.conservationspace.org Decapodwiki.fluidproject.org/display/fluid/Decapod Decapodwiki.fluidproject.org/display/fluid/Decapod Digital Antiquitydigitalantiquity.org Digital Antiquitydigitalantiquity.org DuraSpaceduraspace.org/index.php DuraSpaceduraspace.org/index.php Fedora Repository Projectwww.fedora-commons.org Fedora Repository Projectwww.fedora-commons.org Fluidfluidproject.org/ Fluidfluidproject.org/ Kualikuali.org Kualikuali.org JSTORwww.jstor.org JSTORwww.jstor.org Open Annotation Collaborationwww.openannotation.org/ Open Annotation Collaborationwww.openannotation.org/ Open Library Environment Project oleproject.org/overview/ Open Library Environment Project oleproject.org/overview/ Porticowww.portico.org/ Porticowww.portico.org/ ResearchSpace sites.google.com/site/rspaceproject/home ResearchSpace sites.google.com/site/rspaceproject/home Sakaisakaiproject.org/ Sakaisakaiproject.org/ Seasrseasr.org/ Seasrseasr.org/ Sophiewww.sophieproject.org/ Sophiewww.sophieproject.org/ uPortalwww.jasig.org/uportal uPortalwww.jasig.org/uportal Zoterowww.zotero.org/about/ Zoterowww.zotero.org/about/

15 ConservationSpace The ConservationSpace Project …[is for] … the development of an open source software application to address the need for a solution to the problems of managing conservation documentation in digital form. The ConservationSpace Project Final Report to the Andrew W. Mellon Foundation, December 22, 2009, p. 2.

16 ConservationSpace Three Phases Design Design Community design meetings Community design meetings Completed 2009 Completed 2009 Planning Planning September 2010 – September 2011 September 2010 – September 2011 Build Build Begin in 2012 - we hope Begin in 2012 - we hope

17 ConservationSpace Planning Phase September 2010 – September 2011 September 2010 – September 2011 Partnership Partnership National Gallery of Art National Gallery of Art Indianapolis Museum of Art Indianapolis Museum of Art Metropolitan Museum of Art Metropolitan Museum of Art National Gallery of Denmark National Gallery of Denmark Yale University Yale University British Museum British Museum Diane Zorich, Project Manager Diane Zorich, Project Manager Consultants Consultants Ken Hamma Ken Hamma Angela Spinazze Angela Spinazze Koven Smith Koven Smith Austin Nevin Austin Nevin

18 ConservationSpace Planning Phase Planning for the build phase Planning for the build phase No software development No software development Define technical requirements Define technical requirements Define scope of work Define scope of work Prioritize the wish list Prioritize the wish list

19 ConservationSpace Wish List Easy entry data for individual items and multiples as archive collections Easy entry data for individual items and multiples as archive collections Ability to create sub-records for objects pairs or parts of objects that share one accession number. Ability to create sub-records for objects pairs or parts of objects that share one accession number. Very easy associated file attachment with automated, voice-enabled metadata generation Very easy associated file attachment with automated, voice-enabled metadata generation Easy, rapid data entry for very minor or duplicate treatments Easy, rapid data entry for very minor or duplicate treatments Flexibility of formats for object records Flexibility of formats for object records easy moving/choosing between check lists, text blocks easy moving/choosing between check lists, text blocks not having to worry about file names not having to worry about file names Allow for idiosyncratic approaches Allow for idiosyncratic approaches Fun to use Fun to use Intuitive, simple system with tutorial and training Intuitive, simple system with tutorial and training A system that prompts our profession to keep evaluating why A system that prompts our profession to keep evaluating why Free with free support Free with free support Quantifying state of preservation Quantifying state of preservation transfer weathering into numbers e.g. yellowing of epoxy fillshow yellow? transfer weathering into numbers e.g. yellowing of epoxy fillshow yellow? Cloud-based, shared, trusted storage for (e.g.) images, data Cloud-based, shared, trusted storage for (e.g.) images, data Include HXS prompts and checklists/risk assessments Include HXS prompts and checklists/risk assessments Include condition assessments/treatment assessments with estimated time Include condition assessments/treatment assessments with estimated time Data entry & image uploads –multiple methods Data entry & image uploads –multiple methods Voice transcription Voice transcription Handwriting on tablets Handwriting on tablets Remote to networked systems Remote to networked systems Phones, handhelds Phones, handhelds Means of turning marked images into numbers Means of turning marked images into numbers Image editor for marking photos Image editor for marking photos Annotated images and data Annotated images and data Images of objects with links to text and data files Images of objects with links to text and data files Image based database--the objects are the best teachers Image based database--the objects are the best teachers Help to develop a visual vocabulary Help to develop a visual vocabulary Provide for searches of tech exam images just as xsections/uv/ir/x-ray Provide for searches of tech exam images just as xsections/uv/ir/x-ray Image based searchingexploring a predominantly visual domain via images Image based searchingexploring a predominantly visual domain via images New technology for condition checking software will accept audio, touchscreen etc. New technology for condition checking software will accept audio, touchscreen etc. Sharing image collections/resources Sharing image collections/resources Digital images for maps-(damage, treatment, samples etc.) Digital images for maps-(damage, treatment, samples etc.) with scale, grid, symbols, arrows etc. with scale, grid, symbols, arrows etc. Use digital images to draw eg. Damage on comp. Screen Use digital images to draw eg. Damage on comp. Screen Ability to store and view image files in high resolution, zoomability Ability to store and view image files in high resolution, zoomability Easy image uploading Easy image uploading Image-based vs text/written document-based Image-based vs text/written document-based Image mark-up layers which are separate but related to image file Image mark-up layers which are separate but related to image file DiGIR-type information sharing (3D) DiGIR-type information sharing (3D) Annotate-able images Annotate-able images Access to conservation images through database Access to conservation images through database Easy to create reports Easy to create reports Report draft tool with wiki functionality for collaboratively generated documents Report draft tool with wiki functionality for collaboratively generated documents Possible to print out hard copies of Possible to print out hard copies of treatment records treatment records proposals proposals assessments assessments vocabulary lists vocabulary lists check lists check lists A way to handle reports in bulk say what you want to say ok to moving 500 objects A way to handle reports in bulk say what you want to say ok to moving 500 objects Treatment/condition reports with tags to generate new connections (semantically tagged) Treatment/condition reports with tags to generate new connections (semantically tagged) Auto report summary for abstracts, etc. Auto report summary for abstracts, etc. NOT Crystal Reports NOT Crystal Reports Toggle between reports easily Toggle between reports easily Flexible creation of report templates Flexible creation of report templates individual objects individual objects multiple objects multiple objects Lists of images of single object Lists of images of single object Lists of reports on objects Lists of reports on objects Smart search Smart search Easy searching/indexing systems Easy searching/indexing systems Ability to store and search scientific data Ability to store and search scientific data Search by: Search by: media media technique technique procedure procedure analytical results analytical results attached media (pdf, image, etc.) attached media (pdf, image, etc.) Data mining tool Data mining tool especially, for email related to conservation work especially, for email related to conservation work Ability to call up ALL record for 1 object Ability to call up ALL record for 1 object Searchable paint x-sections database by different criteria: artists, color, pigments, etc. Searchable paint x-sections database by different criteria: artists, color, pigments, etc. Free text searches Free text searches Search on multiple fields Search on multiple fields Searchable image content Searchable image content Web feeding Web feeding Web browser database Web browser database Remote access Remote access Sharing across different institutions Sharing across different institutions Sharing across departments within museums Sharing across departments within museums One point of entry allowing access to lots of different types of information One point of entry allowing access to lots of different types of information Open access for allconservators, curators, scientists, other museum professionals + general public Open access for allconservators, curators, scientists, other museum professionals + general public Share our data with everyone in the world Share our data with everyone in the world Shared locations for capture/dissemination of knowledge Shared locations for capture/dissemination of knowledge ROBOTS! (non-evil) ROBOTS! (non-evil) Make it possible to create packages/groups of records/objects Make it possible to create packages/groups of records/objects Possibility to reach back to the people who searched our database Possibility to reach back to the people who searched our database Mixed procedure-narrative and data entry for occasional users Mixed procedure-narrative and data entry for occasional users Reference-able narrative chunks (stories) Reference-able narrative chunks (stories) Reduction of time spent in documentation! Reduction of time spent in documentation! Save time for documentation and search Save time for documentation and search Small treatment shortcut document Small treatment shortcut document Secretary, octopus, automated analysis Secretary, octopus, automated analysis Communication pattern templates with template edit/archive Communication pattern templates with template edit/archive Certified digital repository for conservation documentation Certified digital repository for conservation documentation Best practices protocols for documentation Best practices protocols for documentation Standardize documentation methods in training programs Standardize documentation methods in training programs Import/export Import/export A sustainable system and data export A sustainable system and data export Sell by date or best before… (additional note for materials?) Sell by date or best before… (additional note for materials?) Support access to information required Support access to information required Flexibility to modify Flexibility to modify Multi language Multi language National language (possibility to create an interface in local languages) National language (possibility to create an interface in local languages) Cameo in multiple languages Cameo in multiple languages Support for non-European, non left-to-right character sets Support for non-European, non left-to-right character sets Customizable pick lists for materials techniques and damages that reoccur often Customizable pick lists for materials techniques and damages that reoccur often Conservation materials lists with international alternatives Conservation materials lists with international alternatives Standard thesauri for conservation Standard thesauri for conservation Standard thesauri for object materials and conservation materials with synonymy resolution for preferred terms + foreign language terms Standard thesauri for object materials and conservation materials with synonymy resolution for preferred terms + foreign language terms Terminology: illustrated Terminology: illustrated Seamless edit/presentation Seamless edit/presentation An auditing system to ensure that material is not corrupted or altered at a later date An auditing system to ensure that material is not corrupted or altered at a later date Electronic signatures Electronic signatures Accountability Accountability tally tally lists of work accomplished lists of work accomplished Share information in a cascade from peers to wide public Share information in a cascade from peers to wide public Different levels of accessengage the public/legislators. Children are the future engage them as early as possible Different levels of accessengage the public/legislators. Children are the future engage them as early as possible Bibliographies/art historical/scientific/technical and treatment Bibliographies/art historical/scientific/technical and treatment Linked to selected case studiespaintings (any object) see in different ways front/back/different light and exam techniques Linked to selected case studiespaintings (any object) see in different ways front/back/different light and exam techniques Keep it simple! And do it soon! User-friendly Keep it simple! And do it soon! User-friendly Something simple Something simple Cons.pedia for learning Cons.pedia for learning Possibility for storing comp topographic movies Possibility for storing comp topographic movies Ability to plug in additional modules/techniques Ability to plug in additional modules/techniques Automated abstract possibilities Automated abstract possibilities Processes of exam and co explainedwhat in uvf how does it work?/ what does it tell us etc. Processes of exam and co explainedwhat in uvf how does it work?/ what does it tell us etc. Very complex database, very simple user interface Very complex database, very simple user interface Intuitive interface Intuitive interface Global buy-in to use Global buy-in to use Act as archive and support workflow Act as archive and support workflow Copes with small museums where one person fulfills many roles without unnecessarily steep learning curve Copes with small museums where one person fulfills many roles without unnecessarily steep learning curve Doesnt impose process on museums where not wanted: potential disaster: museum changes practice to match software Doesnt impose process on museums where not wanted: potential disaster: museum changes practice to match software Addressed what museums are really like, rather than only how they wish they were: being honest about what happens and exceeding good practice. Dont want something only useable by museums in heaven. Addressed what museums are really like, rather than only how they wish they were: being honest about what happens and exceeding good practice. Dont want something only useable by museums in heaven. Management of multiple workflow that occurs simultaneously Management of multiple workflow that occurs simultaneously Very flexible front-end generation/reformatting to allow customized workflows Very flexible front-end generation/reformatting to allow customized workflows Ability to track movement/loan history of an object Ability to track movement/loan history of an object Conservation history records transcribed with semantic links Conservation history records transcribed with semantic links Capture brief actions easily Capture brief actions easily Track tasks pending Track tasks pending by conservator by conservator by specialty by specialty Stratigraphy schemes with links to sample analysis, treatment reports etc. Stratigraphy schemes with links to sample analysis, treatment reports etc. Create/access analytical repositories, e.g., stone or bronze analysis Create/access analytical repositories, e.g., stone or bronze analysis Want to see global history of object in one area e.g., treatment, analytical work, when surveyed, when on loan etc. All in one plane. Want to see global history of object in one area e.g., treatment, analytical work, when surveyed, when on loan etc. All in one plane. Technical draw package associated with object record Technical draw package associated with object record Warning signs e.g., Check condition of sensitive objects Warning signs e.g., Check condition of sensitive objects Reminder function: carry out various tasks rel. To conserve. Reminder function: carry out various tasks rel. To conserve. In/out log function: part of studio manage/logistic In/out log function: part of studio manage/logistic Commonalities of a timeline with reminders/calendars Commonalities of a timeline with reminders/calendars Email notification Email notification based on group based on group select by project manager select by project manager Templates for process Templates for process series series layered layered Granularity Granularity Documentation-type wizards for workflows Documentation-type wizards for workflows modify modify edit edit Record sealing/locking Record sealing/locking Easy documentation Easy documentation in-line in-line on-line on-line Interoperability with other third-party applications Interoperability with other third-party applications library library museum museum collections management system collections management system Linkable to all existing collections management systems Linkable to all existing collections management systems Information exchange with collections management database Information exchange with collections management database Start with a work of art (image/3dmap/building) Start with a work of art (image/3dmap/building) linked to everything (analysis, physical history, paper trail, addition, other bjects, track views, entries) linked to everything (analysis, physical history, paper trail, addition, other bjects, track views, entries) Every field: possibility choose between free text/drop down list/or thesaurus Every field: possibility choose between free text/drop down list/or thesaurus Consider existing models (CIDOC) And exchange formats and look beyond conservation Consider existing models (CIDOC) And exchange formats and look beyond conservation Pop-up field documentation Pop-up field documentation Sort, group, filter by range of parameters Sort, group, filter by range of parameters Organization by: Organization by: object object project project Security by user Security by user add add edit edit read only read only access denied access denied System/data migration supported by Mellon Foundation System/data migration supported by Mellon Foundation Something with patents (?) Something with patents (?) Persistent identifiers for objects, concepts, images Persistent identifiers for objects, concepts, images

20 ConservationSpace Planning Meeting ConservationSpace Planning Meeting National Gallery of Art National Gallery of Art November 2-3, 2010 November 2-3, 2010 26 participants 26 participants

21 ConservationSpace My Vision But this is a Partnership Lets not reinvent the wheel Lets not reinvent the wheel Open source Open source Institutional and private conservators Institutional and private conservators Networks Networks Stand alone Stand alone Web based Web based Process and workflow management Process and workflow management Image tools Image tools Legacy documents Legacy documents

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