Slides - CollectionSpace

righteousgaggleData Management

Jan 31, 2013 (4 years and 2 months ago)

140 views

Megan Forbes

Project Manager & Functional Lead

Museum of the Moving Image




CollectionSpace is an open
-
source,
web
-
based software application for
the description, management, and
dissemination of museum collections
information


from artifacts and
archival materials to exhibitions
and storage.

Project Partners


Museum of the Moving Image, New York


University of California, Berkeley,
Research and Content Technologies,
Information Services and Technology


University of Cambridge, Centre for
Applied Research in Educational
Technologies

Early Adopters



Museum of the Moving Image


Statens Museum for Kunst


University of California, Berkeley


Phoebe A. Hearst Museum of Anthropology


University and Jepson Herbaria


History of Art Visual Resources Collection


Walker Art Center


Planning phase: Balboa Park Online
Collaborative



Significant Releases

CollectionSpace Release 1.0:


Eight core procedures and related functionality covered,
including: acquisition, cataloging, loans, vocabulary control,
media handling, customization, security, and documentation.

CollectionSpace Release 1.8


Added support for media handling, hierarchical vocabularies,
delete, import, export, and groups. Significant changes under
the hood include improvements to performance, increased
support for localization, simplification of configuration, and
upgrade of the core platform to use PostgreSQL.


CollectionSpace Release 2.0


An expansion of the system's support for core collections
management functionality to improve the functionality of all
of the above; plus, list management, advanced search,
reporting, templates, and batch processing.


Functionality Overview


Acquisition


Cataloging


Loans In and Out


Location


Movement




Media handling


Reporting


Import


Export


Advanced search



Core collections management system
activities:

Working with Records

Functionality Continued


Vocabulary and authority control


Advanced search


User management


Roles and permissions


Procedure
-
level


Vocabulary
-
level


Admin
-
level


Multi
-
tenant capable (key to CSpace
-
as
-
a
-
Service)


User centered design

Advanced Search

User Management

Roles and Permissions

Term List Management

Vocabularies and
Authorities


Follow standard set out in
ANSI/NISO
Z39.19
-
2005
, Guidelines for the
Construction, Format, and Management of
Monolingual Controlled Vocabularies


Types:


Static term lists


Dynamic term lists


Controlled vocabularies (hierarchical)


Authorities (combinations of controlled vocabs)


Currently support person, organization,
and storage location, expanding to
include place, concept, and work


Development Process

The

CollectionSpace

project

team

is

composed

of

domain

experts,

designers,

architects,

and

developers

from

each

partner

organization,

and

is

structured

around

four

main

work

areas
:

Development Process


Begins with the
big picture


Schema
,
user stories
, and workflows (
i
,
ii
) are created


Designs

are developed


Scope is narrowed

down based on what can
be accomplished during one development
sprint


Tasks

for each layer are created


Development (usually 2
-
3 weeks per
release)


QA



full or partial depending on release
goals


Release

Development Challenges


Many moving parts


Easy to have unrealistic expectations,
both within the project team and among
early adopters


Geography and isolation of
roles/responsibilities can lead to
developer communication lag


CSpace architecture occasionally requires
asynchronous development which can extend
development times

Communication


Wiki


IRC


Video conferencing


Skype


Email lists




Jira (issue
tracker)


Google calendar


Face
-
to
-
face


ALL OPEN!




Time and distance require a smörgåsbord of
solutions:

Communication


Twice
-
weekly meetings with everyone so that all
teams members know what’s going on


Define workflow and process and stick to it


Which questions go to which list?


Who is responsible for follow
-
up?


Everyone must learn all tools, must participate,
and contribute


Openness is key


Documentation is difficult, a drag for
developers, and essential for deployers. Plan
to spend time doing it on a regular basis to
lessen the burden

Schedule communications and documentation
sprints:


CollectionSpace Phase III began
January 2012


Phase III will focus on the
development of CollectionSpace as a
sustainable enterprise, with key
activities:


Develop a business model and
strategic plan


Develop and deploy CollectionSpace as
a hosted service in two trial
environments


Complete initial core software
development cycle

What’s Next

Administration and Management


Legal establishment and support


Management of software intellectual property
issues


Maintenance of a repository of core software code
and re
-
usable components


Financial management


Administrative support


Conference logistics


Communications

CollectionSpace
Organization

Software Stewardship and Governance


Coordination of support for community
-
led design
of new features and functions


Coordination of CollectionSpace hosting and
service providers


Coordination of quality assurance and distribution
activities


Maintenance of a repository of core software code
and re
-
usable components


Guidance and processes for community code
contributions


Management and administration of a marketplace for
tools and other modules that will operate in the
CollectionSpace framework


Management of relationships with other open source
initiatives and support networks that have synergy
with CollectionSpace

CollectionSpace
Organization

Software Hosting and other External
Services


Managing and/or contracting with cloud
-
based
computing providers for storage, computation, and
preservation services


Support to museum professionals who use
CollectionSpace


Technical and implementation support to
organizations using CollectionSpace as a stand
-
alone application or a hosted service


Software development services to end
-
users for
enhancements to/refinements of existing
functionality


Software engineering services, as required, for
new feature development

CollectionSpace
Organization

Key requirements:


Schema extension model


Domain
-
specific extensions


Architecture that supports multiple
tenants


Software
-
as
-
a
-
service trials

CollectionSpace
-
as
-
a
-
Service

Schema Extension Model

Common Entity Schema

(common semantics)

Domain
-
specific extensions

(common across many institutions)

Deployment
-
specific extensions

(specific to one deployment or workflow)

Domain
-
Specific
Extensions

Performing arts

Walker Art Center


Digital media


Museum of the Moving Image


Fine Art

Statens Museum for Kunst


Herbaria


University & Jepson Herbaria


Anthropology


Hearst Museum of Anthropology


Visual resources


History of Art Visual Resources
Collection

Common Entity Schema

(common semantics)

Domain
-
specific extensions

(common across many institutions)

Deployment
-
specific extensions

(specific to one deployment or workflow)

Extensions in progress

Multi
-
Tenancy

CollectionSpace

Server

Identity

Provider

Tenant 1

Identity

Provider

Tenant 2

authenticate

Document

Repository

Tenant 1

Document

Repository

Tenant 1

Domain (default)

Workspaces

CollectionObjects

Locations

Domain (default)

Workspaces

CollectionObjects

Locations

Nuxeo


Nuxeo is an open
-
source enterprise
content management system (ECM)


Enterprise content management systems are
used to capture, manage, store, preserve,
and deliver content


in this case,
collections management data


Nuxeo provides the model for our schema
-
based data, version support, search and
indexing, a rules engine, and some
default security (Auth and AuthZ)


Cspace does not require Nuxeo


an
abstraction layer is built in that would
allow us to swap in another ECM if
recommended/required

Nuxeo


Pros


Open
-
source


Provides good support both from Nuxeo user
community and via fee
-
for
-
service at their .com
arm


Allows us to support much more complex schema
than other ECMs, a requirement with museum data


Many services already exist that we can work
from rather than building from scratch


Does the heavy lifting for our multi
-
tenancy
framework, one tech option behind CSpace
-
as
-
a
-
Service


Provides a framework that includes other tools
such as a digital asset management system that
may be of use to our community



Nuxeo


Pros


Based in Europe


They have recognized the importance of
CollectionSpace and became a supporter of the
project in 2011


Very good communications between developers at
Nuxeo and CollectionSpace


Cons


Have dependencies on their development schedule



SaaS Trials

CollectionSpa
ce

Organization

Walker Art Center

Museum of the
Moving Image

Balboa Park

Online
Collaborative

University of
California,
Berkeley

Phoebe A. Hearst
Museum of
Anthropology

University and

Jepson Herbaria

History of Art
Visual Resources
Collection

cloud

storage


Start small and focus on deliverables


Commit sufficient resources to user
interface design and development


Commit sufficient resources to quality
assurance


Don’t underestimate administrative burden


Manage expectations with early adopters


Ensure that technical support for early
adopters is identified as a
role/responsibility for all team members

Lessons Learned


Commitment to user
-
centered design


Emphasis on configurability


Focus on sustainable architecture and
components


Open and transparent processes


Emphasis on standards


Documentation, documentation,
documentation


Lessons Learned

Megan Forbes

Collection Manager, Museum of the Moving
Image

Project Manager,
CollectionSpace

mforbes@movingimage.us

www.collectionspace.org

718
-
777
-
6834


Slides and links available on the
Cspace

project wiki, just go to
wiki.collectionspace.org and click on
“events” in the left menu bar.




Questions?