Integrating museum systems: Accessing collections information at the Victoria and Albert Museum

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Integrating museum systems Accessing
collections information at the Victoria and
Albert Museum

• Christopher Marsden
• Sarah Winmill, Frances Lloyd-Baynes
• 17 September 2007

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This presentation

• Describes the VAs Core Systems Integration
  Project (CSIP)
• Looks at the challenges the project has presented
• Explores the technical and content-related issues
  of delivering collections data taken from a
  variety of sources and generated using varied
  approaches via a single interface
• Offers some lessons from the VAs work for
  others undertaking similar initiatives

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The Victoria and Albert Museum Background

• One of the worlds largest museums of art and
  design

Victoria and Albert Museum, front façade
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VA Collections
Approximately 1.5 million objects object data is
held electronically in the Collections
Information System (MUSIMS) and in paper-based
documentation Approximately 1.5 million items
are held most Bibliographic material held by the
National Art Library. The NAL is also the
curatorial department for the art, craft and
design of the book. Items are documented in the
Horizon database and available both on site and
online VA archives comprise the Archive of Art
Design, the VA Archive and the Theatre
Collections Archive data available via XML files
and the Horizon database (at collections level)
and in paper-based documents Over 160,000 digital
and analogue images, documented in the Digital
Asset Management database and available for
purchase online
Objects
Bibliographic and Archival material
Images
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The challenge

• Large, mature cataloguing solutions following
  diverse standards
• A growing number of record copies and
  harvests
• Systems linked in a complex mesh
• Poor (if existent!) system inter-dependency
  documentation
• Growing technological aspirations
• Poor customer data access

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Existing VA systems
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CSIP Aims Objectives

• to develop system architecture whereby
  applications can access object information via a
  Virtual Repository rather than mastering object
  data locally.
• to integrate the Museum's core systems and remove
  the dependencies on manual data manipulation
  tasks inherent in current practice, thus
  improving efficiency and accuracy of data
  delivery.

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CSIP project deliverables

• Gallery Services application
• Image linking to NAL system
• PROMIS project management system
• Publishing Process
• 'Virtual Repository'
• Data Mastering Protocol

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Existing VA systems
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Core Systems Integration Project phase 1
System Simulation Ltd.
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Gallery Services Application
VA, South Kensington, Information Desk
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Gallery Services key requirements

• The provision of access to information on objects
  (i.e. 'non- bibliographic' material)
• Access to the objects' current location
• Access object details through 'surrounding
  information' such as peoples' names (e.g.
  artist/maker people depicted), periods, places,
  dates, materials, etc.
• Quick access to data
• Concise results
• Illustrative images

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NAL bibliographic record
NAL web catalogue entry MARC and public output
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Object records
Object records from CIS and VA Access to
Images web site
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Archival records
VA Archive records public output and XML
mark-up
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Issues

• The hierarchical nature of the archival findings
  aids
• Item level vs. collection-level descriptions
• Authority-use variation and granularity
• System structure vs. user expectations
• Appropriate mapping model for CSIP
• Harvesting vs. Z39.50 retrieval

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Archival material
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Issues

• The hierarchical nature of the archival findings
  aids
• Item level vs. collection-level descriptions
• Authority-use variation and granularity
• System structure vs. user expectations
• Appropriate mapping model for CSIP
• Harvesting vs. Z39.50 retrieval

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Common Data Model Dublin Core
Dublin Core draft map
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Common Data Model CIDOC CRM
CIDOC CRM map for Sculpteur project
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Common Data Model Sculpteur project
Www.sculpteurweb.org
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Issues

• The hierarchical nature of the archival findings
  aids
• Item level vs. collection-level descriptions
• Authority-use variation and granularity
• System structure vs. user expectations
• Appropriate mapping model for CSIP
• Harvesting vs. Z39.50 retrieval

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Gallery services application
VA Gallery Services application mock-ups
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Lessons so far

• It is possible to integrate your data without
  putting it in one system
• High-level buy-in for the project is essential
• Market your project carefully talk about
  benefits and deliverables, not technology
• The major challenge is no longer the technology,
  but the underlying understanding of our data
• Dont wait for perfection

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Integrating museum systems Accessing
collections information at the Victoria and
Albert Museum

• Christopher Marsden
• Victoria and Albert Museum
• Cromwell Road
• London
• SW7 2RL
• United Kingdom
• www.vam.ac.uk
• c.marsden_at_vam.ac.uk