1. Archiving and Delivery of Student Portfolios
JTS 2007
Toronto
Dirk Matthews
Assistant Director
Portfolio Center
Columbia College Chicago

2. Introduction About Columbia College Chicago
The Portfolio Center of Columbia College
Defining Portfolios in Higher Education
Educational vs. Professional

3. History of Portfolio Center
Formed in 2004
Focused on college mission regarding student 'Body of Work'
Collection of 500 digital portfolios and 100 physical portfolios
Seven full-time staff

4. Portfolio Center Programming
Educational Material
Podcasts, workshops, etc.
Topics include Portfolio Best Practices, Archiving Strategies for Students, and Compression for the Web
Instilling need for student responsibility in preserving their own work

5. Portfolio Center Programming
Portfolio Advising
Portfolio Reviews
1 of 4 employers who visit / hire a student
Portfolio Production
Physical collection of 200 professional, student, and alumna portfolios and press kits
Archive

6. Portfolio Center Programming
Created a Wiki for Portfolios
Winner 2006 National Association of Student Personnel Administrators (NASPA) Silver Excellence Award in the Careers, Academic Support, Service Learning, Community Service category

7. Lessons Learned at JTS2004
Lesson 1 - It is easier to fund a method of delivery than a preservation system

8. Lessons Learned at JTS2004
Lesson 1 - It is easier to fund a method of delivery than a preservation system
Lesson 2 - Collection must be under control BEFORE digitizing

9. Lessons Learned at JTS2004
Lesson 1 - It is easier to fund a method of delivery rather than a preservation system
Lesson 2 - Collection must be under control BEFORE digitizing
Lesson 3 - Labor is more expensive than hardware

10. Lessons Learned at JTS2004
Lesson 1 - It is easier to fund a method of delivery rather than a preservation system
Lesson 2 - Collection must be under control BEFORE digitizing
Lesson 3 - Labor is more expensive than hardware
Lesson 4 - There is a difference between an archive and a collection

11. Lessons Learned at JTS2004
Lesson 1 - It is easier to fund a method of delivery rather than a preservation system
Lesson 2 - Collection must be under control BEFORE digitizing
Lesson 3 - Labor is more expensive than hardware
Lesson 4 - There is a difference between an archive and a collection
Lesson 5 - Toronto is a great city

12. Defining Needs for Preservation
No digital repository on campus at start of project
Worked closely with college Library
Dublin Core Metadata standards
Uncompressed copies of original files from students
Only preserve the present, including current seniors and recent alumna
Keep collection relevant
Redundancy

13. Defining Needs for Digital Presentation
Power of the web in finding work in Arts & Media
Professional level web portfolio standards
Content-driven websites

14. Stage One Fall 2004 Archive Management FileMaker Pro Database
Stored on Mac G5 desktop
Back up with DV tapes and silver coated CDs and DVDs
All digital assets stored in uncompressed original formats
Created workflow for digitizing and cataloguing assets

15. Stage One Web Presentation Menalto Gallery (version 1.4)
Static Web Galleries
Formats: JPEG, MOV, MPEG
No native audio formats
Audio must be converted to QuickTime
Mac G4 desktop as Webserver

16. Stage Two or, How to stop worrying and learn to find the money Commenced Fall 2006
Limited Funding
Faculty act as consultants
Programming by advanced student worker

17. Stage Two Archive Management Extensis Portfolio
Migrate local storage to server
Archive both uncompressed originals and web files
Copies of each portfolio on silver CDs and DVDs
Allows for export of asset and metadata in XML format

18. Stage Two Web Presentation WebPublish Beta
Programmed in PHP with a MySQL database
Dynamically updatable portfolios at admin level
Unique URL for each site
Example: portfolio.colum.edu/firstlast
Design as a standalone website
Variety of styles for students to choose between (currently 20)
Sites searchable through Portfolio Search Page

19. Stage Three (Fall 2007 Release)
Funding within Student Affairs secured for hiring professional programmers and additional staff
Archive Management
Upgrade of Extensis Portfolio into MySQL database
Continue to Archive both uncompressed and web files
Export of each portfolio into an XML file for archive and presentation
College Library starting Digital Archive in
Fall 2007 (Fedora)
Migrate asset management into Library's repository once complete
Purchase back up server

20. Stage Three Web Publish 1.0
Sites are dynamically updated through user interface
Sites customizable at a student level
Sites searchable through Portfolio Search Page and metatagged for recognition by search engines
Sites archived upon completion through HTTrack
Store statistics of visits to site

21. Stage Three Web Publish 1.0 Additional functionality
Storage area for internal documents as well as for public web pages. This will allow students to store optional work samples prior to posting to page
Faculty login page allows faculty to comment on students design, layout, and choice of work.

22. Stage Three Web Presentation
Purchase and set up of backup server to mirror current server
Provide streaming server for quality and speed of media delivery
Commenting features for faculty
Integration of assessment questionnaires

23. Columbia College Chicago
Conclusion
Completion of system dynamically updated sites with interchangeable templates
Symbiotic interface between archive and delivery of student work
Exploring open source options
Dirk Matthews
Portfolio Center
Columbia College Chicago