Implementing Rosetta while integrating with a DAM

A little background… Digitization began in 2000 No thought of preservation Now have 130 TB Adding 5 TB per month Digitize for internal and external clients

Leading up to Rosetta Files somewhat organized Moved to archival servers Policies created DPS softwares evaluated Rosetta recommended, end of 2012

Digitization CDM Pre-Rosetta workflow Primo Digital Archive – folders/files Project Client Archival images Coll. and m’data admin Web display NO LINK BETWEEN ARCHIVE AND CDM No preservation m’data Deriv. images Tech. m’data Some desc. m’data Most desc. m’data Clients’ Items

Initial implementation goals 1.Create semi-dark archive connected to DAM a.Master files in Rosetta b.Derivative files in DAM 2.Input descriptive metadata in DAM to be mirrored in Rosetta 3.Create new collections workflow 4.Create legacy collections workflow

How did scope creep start? Communication problems Sales reps vs developers/trainers Were we clear enough during needs assessment Lack of pre-implementation knowledge Digital Preservation and Digital Operations with different needs Which metadata where? Why? Rosetta as DAM? Every item in both systems or no?

Revised goals 1.Create Submission Information & Metadata (SIMP) ingest tool Ingest IEs into both Rosetta and DAM Ingest IEs into both Rosetta and DAM 2.Archival Resource Key (ARK) to keep items connected 3.Move descriptive metadata to SIMP, input only in DAM Title, ARK only metadata in Rosetta Title, ARK only metadata in Rosetta 4.Focus on new collections workflow

Digitization CDM Rosetta Workflow 1 Primo Rosetta Project Client Archival images ARK No desc. m’data Coll. and m’data admin Web display Deriv. images ARK Tech. m’data Some desc. m’data SIP/A RK ML App ARK Dual ingestions – but data not replicated CDM ingestion process remains as-is ARK is new m’data field ARK is THE link between Rosetta and CDM

Digital Operations* Metadata Services Digital Preservation SIMP Tool Staging Folders Digitized Content Workflow 1

Digital Operations* Metadata Services Digital Preservation Derivative s Gallery PACKAGING 1.Select Content (IEs) 2.Specify Package Title 3.Copy from Staging » Extract Technical Metadata » Create Derivatives 4.Mint ARK PACKAGING 1.Select Content (IEs) 2.Specify Package Title 3.Copy from Staging » Extract Technical Metadata » Create Derivatives 4.Mint ARK Staging Folders Digitized Content SIMP Tool Workflow 1

Staging Folders Digital Operations* Metadata Services Digital Preservation Digitized Content SIMP Tool METADATA EDITING 5.Set Metadata Template 6.Edit Metadata » Spreadsheet » Save Data 7.Approve METADATA EDITING 5.Set Metadata Template 6.Edit Metadata » Spreadsheet » Save Data 7.Approve PACKAGING 1.Select Content (IEs) 2.Specify Package Title 3.Copy from Staging » Extract Technical Metadata » Create Derivatives 4.Mint ARK PACKAGING 1.Select Content (IEs) 2.Specify Package Title 3.Copy from Staging » Extract Technical Metadata » Create Derivatives 4.Mint ARK Derivatives Gallery Descriptive Metadata Workflow 1

Staging Folders Digital Operations* Metadata Services Digital Preservation Digitized Content SIMP Tool SEND TO ROSETTA 9.Send to Rosetta » Checksums » METS Record » Copy to Digarch (UIT) SEND TO ROSETTA 9.Send to Rosetta » Checksums » METS Record » Copy to Digarch (UIT) METADATA EDITING 5.Set Metadata Template 6.Edit Metadata » Spreadsheet » Save Data 7.Approve METADATA EDITING 5.Set Metadata Template 6.Edit Metadata » Spreadsheet » Save Data 7.Approve PACKAGING 1.Select Content (IEs) 2.Specify Package Title 3.Copy from Staging » Extract Technical Metadata » Create Derivatives 4.Mint ARK PACKAGING 1.Select Content (IEs) 2.Specify Package Title 3.Copy from Staging » Extract Technical Metadata » Create Derivatives 4.Mint ARK DOWNLOAD.TSV 8.Download Metadata DOWNLOAD.TSV 8.Download Metadata Derivatives Gallery Descriptive Metadata Workflow 1

SIMP: Administration

SIMP: Browse Servers

SIMP: Navigate collections

SIMP: Create Packages

What’s in those packages?

Thumbnail images

SIMP: Send to Rosetta

Rosetta view

DAM view

Rosetta ingests so far…

Where are we now? Rolling out SIMP to Library depts for testing Gauging preservation needs/size by dept Coordinating workflows to ingest legacy files Planning Rosetta expansion beyond Library

Our biggest obstacles Building the SIMP tool to work with a DAM as well as Rosetta before going Live Changing the ways & order items are ingested into DAM Making sure Rosetta wasn’t forgotten due to DAM focus Coordination with Ex Libris implementation team

Scope creep: the bad Lengthened implementation period Strained communication Muddied Rosetta implementation with DAM concerns

Scope creep: the good Created a more robust ingest tool Multiple platforms served Library divisions came together, more cohesive

What did I learn? Communication is key! No one cares about long- term preservation as much as you (it’s not their job to). Internal education is important. If a project gets too stressful, take a couple months off!

Questions? Tawnya Keller Digital Preservation Archivist, J. Willard Marriott Library