4 UC Berkeley’s Collection Management Systems 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 Center’s Archival Catalog & Circulation System (Berkeley Language Center)Plus … Bancroft Special Collections and many othersMany collections, from Zoology to Art, many domains…Centrality of collections to mission. Collections include:Historical and cultural artifacts, specimens from many life science domains, VRCs from art history, etc., archival materialsAcross museums, archives, research, and faculty collectionsHere we show a list that is primarily but by no means exclusively Museums. Boundaries are fuzzy.
5 25 Year Technology Legacy Campus supports a broad range of collections, from Art to Zoology, but …Too many aging legacy systemsMillions of objects, artifacts, specimensManaged in about 20 different collection management systemsRunning on about 15 hardware platformsMaintained by about 10 different technology groups, with various degrees of technical experienceInconsistent decision-makingInsufficient and inadequate funding models in a time when university funding is challengedCampus-wide enterprise pictureDoes this sound familiar?
6 BNHM-IST PartnershipPartnership formed between a consortium of natural history museums and central information technology provider to take on this problemBecoming a model for broader campus collections planning and decision-makingBNHM is a leader in biodiversity collections-based research and in biodiversity informatics. We’ve worked with them for decades to develop and maintain collection management systems and related services (e.g., for geospatial mapping and species identification).UCB’s IST Data Services, an IT organization created to focus on Data and Content Management Technologies and Services for campusOne of 4 major central IT departmentsBoth Administration and ResearchStrong engagement with e-research & shared services – technically, programmaticallyInformatics Services, the team I manage has been working with museums and supporting collection management systems for many years.Starting with UC Berkeley, but we believe this is an approach that can work with other campuses in the UC system. As we’ll see the combined approach to services design, community-supported open source software, is aligned with UCB’s Operational Excellence initiative.The beginning of a campus-wide structure for planning and decision-making
7 Collection Management Systems – the center of a scholarly ecosystem Taxonomy and ThesauriOutreach and Data SharingDigital Assets and ContentEducationArchives and LibrariesField Data CollectionField Station Sensor NetworkExhibitionsMolecular Lab Information ManagementGeospatial ServicesCollection Management SystemsThis ecosystem continues to grow, and unpredictably so (driven by science and discovery), exacerbating problems we all face – funding, decision-making, support. This is the problem we faced.
8 BNHM-IST Collection Management System Evaluation Criteria and weights40% Functionality30% Business case and sustainability30% Technology and architectureFormal scorecardNatural history and other campus collectionsBNHM-IST Steering Committee decision to adopt CollectionSpaceBNHM Directors sign agreementBut each of these existing museums in the BNHM Consortium was using an existing collection management system and had developed its own technology direction.Context: Legacy systems that are placing a heavy burden on service providers and on museums, not meeting the current and emerging needs of museums. Our partnership with the BNHM has demonstrated that a shared collaborative approach is the only way to move forward.
9 Collaboration … is the key to sustainability! Within the BNHM-IST PartnershipAcross campusAcross UC systemNationally and internationallyHave this come in as a fly in saying “key to sustainability” and then each item also flies in
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.So what is CollectionSpace? A partnership and collaborative project using and building best practices for distributed software development across multiple institutions-Talk about shared infrastructure and tools here as key to efficient software development, deployment, and maintenance
12 CollectionSpace Design Features A platform for sharing collections informationDesigned to address the needs of all museum domains from cultural heritage to natural science collectionsHighly customizable and configurableWeb-basedInteroperableLocal or hosted deploymentsCommunities of practiceWhat do we like about CollectionSpace? Functionality; business case and sustainability emphasis; technology and architectureCan support a range of hosting and deployment models, from dedicated servers, to cloud-based virtual machines, to robust data center environmentsDesigned for small standalone museums and large multi-museum universitiesDesigned for simple installs by small museums as well as enterprise-wide deployments and custom configurationsFrom minimal technical support at a museum to enterprises with access to IT professionals.Multi-tenancyFlexible deployment models
13 CollectionSpace Sustainability Focus on sustainability from inceptionAn emerging foundation-like partnershipCommunities, collaboration, and consortiaConsortial fund-raisingWorking with vendors and service providersExploring boundaries (libraries, archives, museums)Beyond higher educationUC Berkeley and CollectionSpace project participating in a wide range of conversations about higher education and research cyberinfrastructure sustainability.E.g., talking to Archivists’ Toolkit (and Archon) projects about collaborative opportunities
16 Enterprise-Class Services Platform as Strategy Addresses functional expectations for enterprise- class servicessecure, scalable, efficientWeb-services approach enablesre-use across multiple domain-specific activities such as cataloging, accession, loans, controlled- vocabularies, etc.Each domain has specific needs, but share muchArt History may not need Stratigraphic-locationmash-ups…and new applications not yet envisionedNot just an architectural fetishWe’re building a new services-based platform to support a range of applications around management of museum and archival collections (SW dev)
17 Leveraging Enterprise Content Management (ECM) Today:Prevalence of content-centric applicationsRe-use is a necessityEnterprise Content Management (ECM) is a natural platform upon which to buildProvides rich, flexible functionalityCMIS standards adoption (OASIS) -> emerging as abstraction layerECM ≠ WCM (web-content management)Why ECM – common these across content-centric projects, the tools they provide, the disciplines the impose, the challenges they bring
18 SOA Re-use Requirements 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 freeRequires investmentRequires governanceHow to do this in higher ed and across consortial projects?No top-down authority as in industrySOA applications as oxymoron
19 Schema Extension Model HerbariaUCJEPSVisualResourceCollectionsHistory of Art VRCMust support extension, customizationCan add additional information beyond the core set for a given serviceJust edit the XML schema for a service to add these – the system manages the restBy dividing the extensions into two groups, we will facilitate sharing and re-use within sub-domains.Longer term, if a domain community standardizes their common extension schema, we can then consider adding domain-specific functionality that takes advantage of this.Schema model for a customized service deployment
20 Application Layer Bridges services and UI layers Supports configuration and extensionshide/rename field names to match museum usespecify controlled-vocabularies and authoritiesAllows integration with other systems via plug-ins and APIsBusiness rules and workflows? Recast with services’ capabilities under Benefits of technical architecture
22 UC Berkeley Deployments Integrated with CollectionSpace 1.x-2.0 planningPrinciples for a campus-wide approachAggressive, agile, approachCareful resource planningResource commitmentsTemplate-driven and document-drivenPaired deploymentsAccelerated deployment timelinesEspecially relevant considering budget cuts. Based on need for more effective campus operations. Addressing the legacy problems identified earlier.
23 Deployment Team and Approach Lead by Informatics Services team in IST-Data ServicesInteraction with CollectionSpace developersInteraction with other CollectionSpace deployment teamsData analysis and migration with functional experts (open source ETL tools)Templates and documentationTesting and feedback to developersInformatics Services team has ongoing relationships with museums, and domain knowledge, managing numerous collection management systems right now.Talend and Kettle/Pentaho ETL toolsProviding performance feedback with real data to the CollectionSpace development team.
24 Sample Mapping between Darwin Core (DwC), CollectionSpace, and University & Jepson Herbaria DwC DescriptioncatalogNumberobject_numberaccession.accession_idAn identifier (preferably unique) for the record within the data set or collection.institutionCodecollectionCoderesponsible_departmenti.inst_nameThe name (or acronym) in use by the institution having custody of the object(s) or information referred to in the record.collectionThe name, acronym, coden, or initialism identifying the collection or data set from which the record was derived.decimalLatitudefield_loc_lat_decimalaccession.loc_lat_decimalThe 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.decimalLongitudefield_loc_long_decimalaccession.loc_long_decimalThe 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 dayfield_collection_date_earliestaccession.early_jdate (calc)The four-digit year, month, or day in which the Event occurred, according to the Common Era Calendar.And so on……DwCUniv. & JepsonHerbariaCustomization and configuration is the key to success for our diverse set of museums, but we need to balance that against needs for efficiencies and standards to reduce burden of ongoing support while allowing flexibility for inevitable changes and growth.This slide demonstrates how during our schema mapping and data migration planning, we are modeling a Darwin Core mapping that can be shared across natural history collections (and extended as needed) to support data sharing and interoperability from the core.Darwin Core and IPT as a framework for data sharing from BNHM deployments of CollectionSpace
25 Future publishing models for BNHM museums using Darwin Core (DwC) The University andJepson HerbariaDwCStandards-based publishing portals (DarwinCore, TAPIR, IPT)DwC+ Paleo ExtensionAnother example of our domain-based approach, this will facilitate data sharing and interoperability. CollectionSpace will have built-in common services for data extracts and interoperability. In our deployments, we are building extensions for natural history collections to accommodate data sharing standards (legacy, emerging, and future).We could say the same thing for our Visual Resource Collections: We will develop a VRA Core data publishing strategy.CSpace schema and process extensions have the advantage of being sharable back into the broader community by mapping to standards. This approach can work for multiple museums and is therefore more scalable than most other solutions.DwC+ Cultural Extension
26 Demos Phoebe A. Hearst Museum of Anthropology University and Jepson Herbaria
27 So why CollectionSpace? Has extensive and extensible functionality to serve all museum domains and sizesCampus-wide efficienciesExcellence for core missionsTrue community-source and open-source solutionConsortial community-based approach to funding and financial sustainabilityCampus-wide efficiencies: Best combination of functionality, business case for sustainability, and technology/architectureCore mission excellence: A framework and platform for research, education and outreach to support the missions of the museums and the university
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 deploymentsDomains from Anthropology to Life Science to Cultural HeritageCommunity-driven templates and experience (data migrations…)CollectionSpace 2.0Goals: Stability, usability, and sustainabilityExpand baseline functionalityIncrease documentationOptimize software for service providersImplement CollectionSpace (community) sustainability planHow many other deployments are being considered? Many organizations coming to CollectionSpace to ask about testing. E.g., one state government testing CollectionSpace as a multi-domain. CS 2.0 partners include museums in …. CollectionSpace community design workshops attracted professionals from ## institutions.Emphasize that pilots are proceeding already, to maximize testing, feedback, and experience with tools for porting collections informationTalk about the contributions that museums and service providers make to the total CSpace repositoryNote that there will be another wave of deployments in 2010 that will provide a good base set of schemas and templates for others to use, along with a community of practice to support one another, which will also support further adoption.Community-drivenExpanded use of the collections: e.g., public-facing collections browser, interoperability and data-sharingInfrastructure for …28
29 Getting Involved We would like to: Learn more about your institution’s needsHelp you gain support for implementation of CollectionSpace within your organizationBuild a sustainable community of users and contributorsWe are looking for partners to help us make this a success!
30 UC Berkeley and CollectionSpace ormatics+Services
31 ScreenshotsPhoebe A. Hearst Museum of Anthropology
43 <. xml version="1. 0" encoding="UTF-8" <?xml version="1.0" encoding="UTF-8"?> <ns2:collectionobjects_naturalhistory xmlns:ns2=" xmlns:xsi=" xsi:schemaLocation=" <fieldLocLongDecimal> </fieldLocLongDecimal> <fieldLocLatDecimal> </fieldLocLatDecimal> <catalogDate>Mar 07, 1997</catalogDate> <fieldLocState>CA</fieldLocState> <phenology>Flowering/Fruiting</phenology> <fieldCollectionDateLatest>May 06, 1891</fieldCollectionDateLatest> <fieldCollectionDateEarliest>May 02, 1891</fieldCollectionDateEarliest> <fieldLocCounty>Solano</fieldLocCounty> <fieldLocCountry>USA</fieldLocCountry> <fieldCollector>W. L. Jepson</fieldCollector> <fieldCollectionDate>May May </fieldCollectionDate> </ns2:collectionobjects_naturalhistory> --a108dfc0-5a62-49c9-bbcb-557aace48ddf label: collectionobjects_common Content-Type: application/xml <ns2:collectionobjects_common xmlns:ns2=" xmlns:xsi=" xsi:schemaLocation=" <otherNumberType>collector number</otherNumberType> <otherNumber>14079</otherNumber> <responsibleDepartments> <responsibleDepartment>university-of-california-herbarium</responsibleDepartment> </responsibleDepartments> <objectNumber>UC18876</objectNumber> <title>Sidalcea keckii Wiggins</title> <briefDescription>Mounted on Paper</briefDescription> <dateAssociation>catalog date</dateAssociation> <comments>North-Western Solano, California</comments> </ns2:collectionobjects_common>Do this in demo?Just by changing the URL for this object (a RESTful URL), we can get the data in XML format.