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A collection management system for museums A-Z (Art to Zoology) Chris Hoffman and Marlita Kahn University of California, Berkeley.

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Presentation on theme: "A collection management system for museums A-Z (Art to Zoology) Chris Hoffman and Marlita Kahn University of California, Berkeley."— Presentation transcript:

1 A collection management system for museums A-Z (Art to Zoology) Chris Hoffman and Marlita Kahn University of California, Berkeley

2 UC Berkeleys collection management systems CollectionSpace How to learn more


4 Specimen Management System for California Herbaria (SMASCH) (University & Jepson Herbaria) PAHMA Collections (BNHM Consortium, Phoebe A. Hearst Museum of Anthropology) SAGE (UC Botanical Garden) UCMP Specimen Database (BNHM Consortium, UC Museum of Paleontology) Essig Specimen Database (BNHM Consortium, Essig) MVZ/Arctos Specimen Database (BNHM Consortium, MVZ) Biocode Specimen Database (BNHM Consortium) HERC Specimen Database (BNHM Consortium, HERC) History of Art Visual Resource Collection (HAVRC) (Department of History of Art) Slide & Photograph Image Retrieval Online (SPIRO) (Architecture Visual Resources Library) CineFiles (Pacific Film Archives) Berkeley Language Centers Archival Catalog & Circulation System (Berkeley Language Center) Plus … Bancroft Special Collections and many others

5 Campus supports a broad range of collections, from Art to Zoology, but … Too many aging legacy systems Millions of objects, artifacts, specimens Managed in about 20 different collection management systems Running on about 15 hardware platforms Maintained by about 10 different technology groups, with various degrees of technical experience Inconsistent decision-making Insufficient and inadequate funding models in a time when university funding is challenged Does this sound familiar?

6 The beginning of a campus-wide structure for planning and decision-making

7 Collection Management Systems Taxonomy and Thesauri Outreach and Data Sharing Digital Assets and Content Education Archives and Libraries Field Data Collection Field Station Sensor Network Exhibitions Molecular Lab Information Management Geospatial Services

8 Criteria and weights 40% Functionality 30% Business case and sustainability 30% Technology and architecture Formal scorecard Natural history and other campus collections BNHM-IST Steering Committee decision to adopt CollectionSpace BNHM Directors sign agreement

9 … is the key to sustainability! Within the BNHM-IST Partnership Across campus Across UC system Nationally and internationally


11 CollectionSpace is an open source/open community web-based application for the description, management, and dissemination of museum collections information – from artifacts and archival materials to exhibitions and storage.

12 A platform for sharing collections information Designed to address the needs of all museum domains from cultural heritage to natural science collections Highly customizable and configurable Web-based Interoperable Local or hosted deployments Communities of practice

13 Focus on sustainability from inception An emerging foundation-like partnership Communities, collaboration, and consortia Consortial fund-raising Working with vendors and service providers Exploring boundaries (libraries, archives, museums) Beyond higher education


15 No exotic technologies: just the Web HTML, CSS, and JavaScript Open source: Java, MySQL, JBoss, jQuery Web services (REST) and plug-in architecture; enable data sharing and interoperability Accessible: Works great with keyboard and assistive technologies

16 Addresses functional expectations for enterprise- class services secure, scalable, efficient Web-services approach enables re-use across multiple domain-specific activities such as cataloging, accession, loans, controlled- vocabularies, etc. Each domain has specific needs, but share much Art History may not need Stratigraphic-location mash-ups …and new applications not yet envisioned

17 Today: Prevalence of content-centric applications Re-use is a necessity Enterprise Content Management (ECM) is a natural platform upon which to build Provides rich, flexible functionality CMIS standards adoption (OASIS) -> emerging as abstraction layer ECM WCM (web-content management)

18 For real SOA re-use: Must align contracts (minimum requirement for SOA to make sense in enterprise) Should reuse code to save costs (realistic ideal) May share actual deployments (hard: must align schedules, ESBs, SLAs, cost models, etc.) None of this happens naturally, or for free Requires investment Requires governance How to do this in higher ed and across consortial projects? No top-down authority as in industry

19 Schema model for a customized service deployment Herbaria UCJEPS Visual Resource Collections Visual Resource Collections History of Art VRC

20 Bridges services and UI layers Supports configuration and extensions hide/rename field names to match museum use specify controlled-vocabularies and authorities Allows integration with other systems via plug-ins and APIs


22 Integrated with CollectionSpace 1.x-2.0 planning Principles for a campus-wide approach Aggressive, agile, approach Careful resource planning Resource commitments Template-driven and document-driven Paired deployments Accelerated deployment timelines

23 Lead by Informatics Services team in IST-Data Services Interaction with CollectionSpace developers Interaction with other CollectionSpace deployment teams Data analysis and migration with functional experts (open source ETL tools) Templates and documentation Testing and feedback to developers

24 DwC Description catalogNumberobject_numberaccession.accession_idAn identifier (preferably unique) for the record within the data set or collection. institutionCode collectionCode responsible_departmenti.inst_nameThe name (or acronym) in use by the institution having custody of the object(s) or information referred to in the record. collectionCodecollectioni.inst_nameThe name, acronym, coden, or initialism identifying the collection or data set from which the record was derived. decimalLatitude field_loc_lat_decimal accession.loc_lat_deci mal The geographic latitude (in decimal degrees, using the spatial reference system given in geodeticDatum) of the geographic center of a Location. Positive values are north of the Equator, negative values are south of it. Legal values lie between -90 and 90, inclusive. decimalLongitude field_loc_long_decimal accession.loc_long_de cimal The geographic longitude (in decimal degrees, using the spatial reference system given in geodeticDatum) of the geographic center of a Location. Positive values are east of the Greenwich Meridian, negative values are west of it. Legal values lie between -180 and 180, inclusive. year month day field_collection_date_earliest accession.early_jdate (calc)The four-digit year, month, or day in which the Event occurred, according to the Common Era Calendar. And so on… … …… Univ. & Jepson Herbaria DwC

25 + Paleo Extension + Cultural Extension Standards- based publishing portals (DarwinCore, TAPIR, IPT) DwC The University and Jepson Herbaria

26 Phoebe A. Hearst Museum of Anthropology University and Jepson Herbaria

27 Has extensive and extensible functionality to serve all museum domains and sizes Campus-wide efficiencies Excellence for core missions True community-source and open-source solution Consortial community-based approach to funding and financial sustainability

28 CollectionSpace Status CollectionSpace Release 1.0 (summer 2010) Core procedures: object entry, acquisition, cataloging, loans in, loans out, and retrospective documentation. Vocabulary control, media handling, configuration, security, and documentation. Pilot deployments Domains from Anthropology to Life Science to Cultural Heritage Community-driven templates and experience (data migrations…) CollectionSpace 2.0 Goals: Stability, usability, and sustainability Expand baseline functionality Increase documentation Optimize software for service providers Implement CollectionSpace (community) sustainability plan

29 We would like to: Learn more about your institutions needs Help you gain support for implementation of CollectionSpace within your organization Build a sustainable community of users and contributors

30 ormatics+Services

31 Phoebe A. Hearst Museum of Anthropology







38 University and Jepson Herbaria





43 Mar 07, 1997 CA Flowering/Fruiting May 06, 1891 May 02, 1891 Solano USA W. L. Jepson May May a108dfc0-5a62-49c9-bbcb-557aace48ddf label: collectionobjects_common Content-Type: application/xml collector number university-of-california-herbarium UC18876 Sidalcea keckii Wiggins Mounted on Paper catalog date North-Western Solano, California

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