acm 2013udp gormanj - anacostia community...

Unit Digitization Plan

for

_____________________Anacostia Community Museum_______________________ Unit Name

Approved by: ___________________________________ _______Camile Akeju___________ ____________________________ Unit Director (Signature) Unit Director (Print Name) Date (Copies of this plan are to be submitted to the Digitization Program Office. See UDP User Guidelines for submission process.)

Unit Digitization Plan January 29, 2013 |36

Unit Digitization Plan

Table of Contents

1. Executive Summary ................................................................................................................. 3 2. Strategic Context ..................................................................................................................... 4 3. Scope ....................................................................................................................................... 7 4. Goals ....................................................................................................................................... 8 5. Capacity ................................................................................................................................. 10 6. Priorities ................................................................................................................................ 19 7. Relationships and Dependencies ........................................................................................... 26 8. Policies and Standards ........................................................................................................... 27 9. Unit Digitization Program Administration and UDP Plan Management ................................... 31 UDP/DAMP Glossary of Terms ................................................................................................... 35


Revision History Version Date Pages affected Description of Change Author/Reviewer

1. EXECUTIVE SUMMARY (MANDATORY)

The Executive Summary provides a brief, “at-‐a-‐glance” snapshot of the most important information in the UDP. The highest priority for digitization are the artifacts, photographic, and archival holdings maintained by the Collections division. Maintaining and providing access to these materials are an essential part of the museum’s mission. This plan outlines the operational plan for achieving the prioritized digital description and surrogacy of collections to a standard level by the end of FY16. This plan describes current capacity and details needs for funding to achieve these goals.


2. STRATEGIC CONTEXT

The Strategic Context section articulates how digitization supports unit and pan-‐Institutional goals, and ensures that digitization efforts serve these overarching commitments.

2.1 SI Unit Vision & Commitment (MANDATORY) Briefly explain how your unit’s vision, as articulated in your unit strategic plan, is supported by digitization.

ACM: When the Anacostia museum was founded in 1967 its original purpose was to take the Smithsonian to an under-‐served area of Washington, far from its museums on the National Mall. It quickly achieved its goal as a neighborhood museum, intent on documenting, representing, collecting artifacts and understanding the culture of the local community. With the inception of the Anacostia Neighborhood Museum documenting, through photography, audio-‐recordings and collecting of artifacts the events and history of a largely African American community east of the river, became central to our mission and effort. A new mission in 2006 recognized that Anacostia and the other communities East of the Anacostia River, like many communities across the nation, is changing, and with changing demographics, neighborhoods and institutions, the museum needs to adapt. True to our new mission our focus will be towards documenting the changes in the community, the emergent culture and the new histories that will be written “East of the River.” A strategic plan generated in 2010 also encourages the museum to see East of the River in comparative, global, and environmental perspective. Our vision for the Anacostia Community Museum is that through research, collections, exhibitions, and programs we will document and interpret the impact of historical and contemporary events and issues on communities East of the River and throughout the world; and a digitized collection will enable the museum to reach a broad constituency. Specifically, the plan calls for:

• Digitization supporting ACM’s goal to improve digital archives and make them more accessible in multiple modes for users to

enable collections and research to be utilized by a broad constituency. • Digitization supporting ACM’s goal to increase public awareness of the scope/diversity of our collections, research and

programs.


• Digitization supporting creation of an access plan that is visual, audio, descriptive, and user-‐friendly; to launch a digital Museum space; and in the process to strengthen the collections management system.

2.2 Background: Unit Digitization Efforts to Date (RECOMMENDED) Digitization efforts at ACM have been simultaneous to formal collecting at ACM. The museum received collecting authority from the Board of Regents in 1991 facilitating the hiring of the first Registrar and implementation of a Collections Management Policy in 1992. -‐ First digital collections catalogue, MultiMIMSY 1992 -‐ Migration to iO CMS 2002 -‐ First digital images of collections objects created 2002 -‐ Cataloguing and separation of museum archives 2002-‐2003 -‐ Installation of TMS CMS 2007 -‐ Transfer Archives CMS to SIRIS 2009 -‐ Use of DAMS by Design photographer 2011 -‐ Full object collections catalogue completed 2012 -‐ Systematic digital photography of object 2013 collection begun -‐ Full catalogue of Archives collections 2013 (anticipated) 2.3 Unit Alignment With SI Digitization Strategic Plan 2010-‐2015 (MANDATORY) How does the unit’s strategic plan align with the Smithsonian’s Digitization Strategic Plan 2010-‐2015 in its goals to:

• Provide access to SI collections, research, and programs by creating, managing and promoting the Institution’s digital assets?

(See Page 13 of Appendix A. ACM’s Strategic Plan: Organizational Processes-‐Opr3: Aggressively make collections and research accessible to the public; Organizational Capacity –OC2 – Improve technology capabilities and application);

• Integrate digitization into its core functions? (See Page 23 of Appendix A, OPr3 of ACM’s Strategic Plan: Aggressively make collections and research accessible to the public);


• Secure sufficient resources and build capacity to create and sustain digitization activities? (See Page 13 of Appendix A. ACM Strategic Plan: Financial Stewardship-‐Budget/Fund Raising-‐FIN2-‐Diversify and increase philanthropic support; FIN3-‐Increase earned; income potential).


3. SCOPE

The Scope section ensures that there is clarity about the specific materials and activities covered in the UDP. All questions in the UDP need to be answered consistent with the digitization scope outlined in this section. 3.1 Scope of Plan and Description of Collections (MANDATORY) This plan must address digitization of SD600 collections but it may also address digitization of other collections or materials that are not covered under SD600 (for example, publication materials, collections used in educational programs, conservation materials, performances, events, etc.) It should not address business records of the institution: these are covered under SD501 Archives and Records of the Smithsonian Institution. In this section, broadly characterize the materials that are covered by this UDP and briefly identify what you will be digitizing in each of these categories.

ACM: 1. SD600 collections, Surrogates and Records for:

Accessioned Object collections – Permanent Collections Painted Objects Other Objects Accessioned Archival collections

Anacostia (Community) Museum Records (including Education Department Program records, Outreach Department Event photos and records)

Anacostia Community Records Special Collections Discrete Collections Exhibit Records

Audio-‐Visual Collections Image-‐Based Collections.

2. Non-‐SD600 materials, Surrogates and records for:


Object Collection Object and Accession Files Archives Collection, Collections Records Active Research Digital Assets (Images, videos, computer documents)

3.2 Out of Scope (RECOMMENDED) Apart from business records (see 3.1 above), briefly note which materials explicitly are not covered by this UDP.

Education Object Collections Surrogates and Records Exhibition Props Surrogates and Records Business Records of the ACM


4. GOALS

The Goals section clarifies what your unit wants to achieve in the area of digitization, and how you’ll get there. It identifies your digitization goals, the activities you’ll undertake to meet these goals, the audiences your digitization activities address, and what impact you’d like to make with your digitization efforts. 4.1 Goals (MANDATORY) In keeping with the ACM desire to achieve broad access to digital surrogates and assets the following roadmap identifies measurable targets for Unit digitization efforts. FY2013

-‐ Collections-‐level catalogue records for 100% of Archival holdings on SIRIS; -‐ Minimal catalogue information for 100% permanent Object collections on TMS; -‐ 100% distribution of standard-‐level catalogue records for all collections to Collections Search Center; -‐ Creation of Standard-‐level Digital Surrogates for 5% of Archival Audio-‐Visual holdings with items held in DAMS and linked to

item-‐level catalogue records; -‐ Creation of Standard-‐level Digital Surrogates for 30% of permanent Object collections with items held in DAMS and linked to

TMS records; -‐ Identification of departmental digital assets for implementation of Unit General DAMP and assessment for Unit Archival

schedule. FY2014

-‐ Continued creation of Standard-‐level Digital Surrogates for 30% of permanent Object collections with items held in DAMS and linked to TMS records;

-‐ Update 50% of permanent Object collections catalogue records to Standard level descriptions with simultaneous update of surrogate metadata in DAMS;

-‐ Create Standard-‐level Digital Surrogates for 25% of Archival Discrete Collections; -‐ Create EAD Finding Aids for 25% of Archives Discrete Collections; -‐ Hire Digital Archivist to coordinate cataloguing and care of born digital materials in ACM collections; -‐ Catalogue and ingest 50% of born digital research materials into ACM Archives; -‐ Expand digital cataloguing of permanent object collections to include Constituent, Accession and Exhibition information.


FY2015 -‐ Continue creation of Standard-‐level Digital Surrogates for 30% of permanent Object collections with items held in DAMS and

linked to TMS records; -‐ Update 20% of permanent Object collections catalogue records to Standard level descriptions with simultaneous update of

surrogate metadata in DAMS; -‐ Create Standard-‐level Digital Surrogates for 25% of Archival Discrete Collections; -‐ Create Finding Aids for 25% of Archives Discrete Collections; -‐ Catalogue and ingest 50% of born digital research materials into ACM Archives; -‐ Expand digital cataloguing of permanent Object collections to include linked subject cataloguing and integration with ACM

Archival and SI Library collections. 4.2 Target Groups (MANDATORY) What primary audiences are driving your digitization efforts? How will they benefit? Provide uses cases for your top three audiences. As always, the foundation of ACM—our history, persons, programs, events, and future—is based upon the core values of our past: a commitment to community service; a commitment to community empowerment through engagement and education; a commitment to programs that showcase issues, people and places that are both thought provoking and inspirational; and a commitment to diversity, inclusiveness, open-‐mindedness and relevance. In addition to maintaining a standard of excellence and dedication to scholarship that is expected of all Smithsonian units we are also committed to sustaining a museum environment that is engaging, stimulating, nurturing, and respectful of staff, volunteers, visitors and others. Moving forward, ACM will continue to accomplish the Smithsonian’s goal to increase public engagement through exhibitions, public programs, and collections using resources that are inclusive of a broad range of communities.

-‐ Formal researchers Formal researchers discover ACM digital assets using traditional academic research mechanisms such as the library catalogue, finding aids, citation indexes and literature surveys. Affiliated with the museum and other Smithsonian units, or pursuing independent or university-‐based scholarly research, these scholars are interested in large bodies of materials for comparative use as well as selections that respond to persistent research questions and illustrate the breadth of material in a collection. These users drive ACM digitization efforts by demanding standard, accessible data


available on public, networked databases. In response to their demands we endeavor to provide access to collections using standard descriptive metadata standards including MARC, EAD and LIDO, we hope to maintain standard descriptive data, relying on standards like CCO, AAT, LC and other established authorities and thesauri to provide as connected experience as possible to drive discoverability and consistency of collections information. Accessing the museum at a distance and locally, our principal commitment to these users focuses on consistent description of and access to collections.

-‐ Informal, engaged community learners Informal learners and researchers drive our efforts to create and provide access to a diverse, richly described assortment of digital surrogates. These users, less likely to search for items using academic research resources, discover through web searches, links from blogs, access facilitated through social media and targeted discovery through our website. These users are frequently local to the museum and have ties to or are part of our constituent communities. These users frequently engage in cultural heritage or artistic production themselves and look to the museum to provide sources, content, inspiration and connections to the work they remember, use and create. Frequently made up of the many local and regional school groups that visit our museum every year, these users push us to find mission-‐related, interesting items in our collections and to make them available through accurate and contextualized descriptions and high quality surrogates that allow reuse and repurposing.

-‐ Casual discoverers – local and remote

Casual discoverers might not have been looking for the ACM. They may never have heard of us or they might just have seen a listing for us in the Lonely Planet guide. These users are driven by content and kept by context. Discoverability and interestingness of digital assets is key for these users and must be available both locally and using common digital discovery methods. Our digitization program goals serve these audiences primarily through providing interesting, diverse, contextualized, discoverable digital assets that link specifically to exhibition, programmatic and research content. Our current prioritization of East of the River collections materials seeks to engage these users seeking to experience “Anacostia” and leverages our unique capacity to provide the material and documentary evidence of our neighborhoods across several generations.


5. CAPACITY

The Capacity section identifies the resources you’re already bringing to bear on the digitization challenge, shows how far those resources take you, clarifies what resources are required to realize the ambitions of this UDP, and outlines a strategy for finding additional funding. This information will be crucial in assessing whether the pan-‐Institutional investment in digitization is appropriate, and provides arguments for increased resources (if warranted).

USE THE EXCEL WORKBOOK ENTITLED “UDP SECTION 5 CAPACITY WORKBOOK” TO COMPLETE THIS SECTION. Each of the questions in subsections 5.1 and 5.2 (with the exception of Question 5.2.3) has a corresponding worksheet in an Excel Workbook that can be found at OBJ Enter your data into the appropriate worksheets in this Workbook. When you are finished with each worksheet, select it and then copy and paste it into the relevant subsections below so that all the information pertaining to this plan is as self-‐contained as possible. 5.1 Snapshot of FY2013 Digitization Investment and Digitization Capacity In this subsection, use the following guidelines when entering the number of FTE’s (Federal and Trust) working on each of the digitization activities listed in the worksheets:

• Only count individuals who contribute at least a quarter of their time (≥0.25FTE) to any of the tasks listed. Note that 1 FTE might

be two individuals spending half of their work hours on digitization, or three people spending approximately one third of their work hours on digitization.

• Use the following definition from SD610 to determine which activities are in scope for “digitization”:

“Digitization (is) a set of processes that converts physical resources to a digital form, or that creates materials in a digital form (born digital). These processes include:

• Identification, selection and prioritization of materials to be digitized; • Digital asset creation or conversion;


• Creation of descriptive and technical metadata sufficient to allow retrieval and management of the digital assets and to provide basic contextual information for the user;

• Quality control of digital assets and metadata; • Enhancement of the digital assets and metadata.”

Do NOT include staff whose activities are involved in the delivery of data assets (i.e., Web design, mobile app development, etc.)

5.1.1 Current Staff (MANDATORY) Enter your response into the Excel Worksheet tab entitled, “5.1.1 Current Staff”.

CURRENT Staff Investment FEDERAL FEDERAL TRUST TRUST CONTRACTORS VOLUNTEERS/

INTERNS TOTAL

CURRENT $$

Note that service contracts should be reflected in 5.1.2

# of individuals

FTEs # of individuals

FTEs FTE (equivalent)

# of Volunteers/

Interns

Total Unit Staff (includes staff who are NOT involved with digitization tasks/functions). 17 16 1 1 4 22

Number of Total Unit Staff dedicated to creating, maintaining and/or enhancing digital descriptive records (cataloguing) 3.75 2.00 1.75 Number of Total Unit Staff dedicated to creating, maintaining and/or enhancing digital surrogates 1.25 1.00 0.25 Number of Total Unit Staff dedicated to managing digital assets 0.25 0.25 Number of Total Unit Staff dedicated to other digitization tasks/functions

TOTAL 5.25 3.25 0.00 0.00 2.00 0.00 $0.00


5.1.2 Current Outsourcing for Service Contracts (RECOMMENDED) Enter your response into the Excel Worksheet tab entitled, “5.1.2 Current Outsource”. CONTRACTS/OUTSOURCING Investment-‐-‐ Describe below. Note that contractors working alongside Smithsonian Staff should be reflected in 5.1.1 FEDERAL funds TRUST funds TOTAL $$

SWC-‐funded creation of digitial surrogates of archival AV collections $12,000.00 $12,000.00


TOTAL $0.00 $12,000.00 $12,000.00

5.1.3 Current Hardware/Software (RECOMMENDED) Enter your response into the Excel Worksheet tab entitled, “5.1.3 Current HW SW”. Digitization hardware and software (equipment, maintenance, parts, post-‐processing software) expenditures. Federal funds Trust funds Total $$

Purchased equipment $1,500.00 $1,500.00

Donated equipment

TOTAL $1,500.00 $0.00 $1,500.00

5.1.4 Current Storage (RECOMMENDED) Enter your response into the Excel Worksheet tab entitled “5.1.4 Current Storage”. Local and centralized digital file storage expenditures. N.B. "Local storage" is storage managed by the unit; "Centralized storage" is storage managed by OCIO.

Total GB/TB committed Total GB/TB Used Total $$

Local (Unit managed) 6.00 3.00 $500.00

Centralized (OCIO managed) (if known) 64 + DAMS ∞ 34.00 TOTAL 6.00 37.00 $500.00

5.1.5 Current Other Expenditures (RECOMMENDED) Enter your response into the Excel Worksheet tab entitled, “5.1.5 Current Other Exp”. N/A 5.1.6 Space (RECOMMENDED)


Enter your response into the Excel Worksheet tab entitled, “5.1.6 Space”. Space available to operate digitization hardware (digital capture). Please describe below Total square feet

Photo studio 323.00

5.1.7 Rapid Capture Capacity (MANDATORY IF APPLICABLE) If you have deployed any rapid capture workstations, enter the object type you are capturing in this manner, and the rate of throughput you are achieving, into the Excel Worksheet tab entitled, “5.1.7 Rapid Capture”. N/A 5.1.8 Current Digitization Capacity (MANDATORY) Enter your response into the Excel Worksheet tab entitled, “5.1.8 Current Digitization Capacity”. Consult your SD600 Unit Digitization Assessment (formerly called Digitization Statistics) to help you fill out this worksheet. If your UDP includes digitization for non-‐SD600 assets (see Section 3 Scope), include those assets in the information you enter into this worksheet.

DIGITAL SURROGATES (type of output) Current Production Avg rate/ year Image files 1,850.00 Audio files (hrs) Video files (hrs) Other

DIGITAL DESCRIPTIVE RECORDS Current Production Avg rate/ year

Record Creation 300.00


Record Enhancement 500.00 5.1.9 Digitization Rate (MANDATORY) Enter your response into the Excel Worksheet tab entitled, “5.1.9 Digi Rate”. Yes 5.2 Required Digitization Investment (FY14-‐16) and Capacity for Meeting UDP Goals (as articulated in Section 4.1) 5.2.1 Required Digitization Investment (FY14-‐16) (MANDATORY) To deliver on the unit goals outlined in Section 4, and align with pan-‐Institutional plans and goals, enter the capacity increases that will be required into the Excel Worksheet tab entitled, “5.2.1 Projected Investment”. Complete all that apply FY14 FY15 FY16 # $$ # $$ # $$ STAFF 1.00 $50,000.00 1 $65,000 CONTRACTS $98,767.00 $98,767.00 $98,767.00 EQUIPMENT (Hardware/Software) $6,000.00

DIGITAL FILE STORAGE additional (GB/TB) needed 500gb 500.00 500.00

OTHER Expenditures (training) $2000

SPACE square feet needed 95.00

Required Digitization Investment SUMMARY TOTAL FTE needed FY14-‐16: 2.00

TOTAL $ needed FY14-‐16: $411,309.00


TOTAL Space (Square Feet) needed FY14-‐16: 95.00

5.2.2 Digitization Capacity (if the investment identified in 5.2.1 is fully funded) (MANDATORY) Enter your response into the Excel Worksheet tab entitled, “5.2.2 Projected Digi Capacity”. If your UDP includes digitization for non-‐SD600 assets (see Section 3 Scope), include those assets in the information you provide in this worksheet.

5.2.2 Digitization Capacity (if fully funded) (Mandatory) If your UDP includes digitization for non-‐SD600 assets (see Section 3 Scope), include those assets in the information you provide in this worksheet.

DIGITAL SURROGATES (type of output) Projected Production Avg rate/ year Image files (#) 6,600.00 Audio files (hrs) 50.00 Video files (hrs) 50.00 Other

DIGITAL DESCRIPTIVE RECORDS Projected Production Avg rate/ year Record Creation 215.00 Record Enhancement 6,600.00 5.2.3 Projected Impact on SD600 Digitization Assessment (formerly called Digitization Statistics) (RECOMMENDED) What impact will successful execution of this UDP, and funding at the required capacity level (see 5.2.1 Required Digitization Investment (FY14-‐16)) have on your unit’s SD600 Digitization Assessment? What estimated percentage of throughput can realistically be achieved specifically for SD600 collections? Some background: The Smithsonian has made a strong commitment to digitization, as exemplified in the pan-‐Institutional strategic plan “Inspiring Generations through Knowledge and Discovery” through the goal (pg. 24) of “doubling the current rate of digitization”


over its 5 year run-‐time. (This goal corresponds to a 20% increase of digitization throughput every year.) This question is not meant to hold you accountable for a 20% increase, but to provide data that allows us to better understand what kind of increase might be possible. Execution of the UDP with funding at required levels will result in very close to 100% standard digital description of collections and standard-‐level digital surrogates for object and archival collections at current standard levels. It will result in nearly 25000 digital surrogates of collections linked to catalogue data that is being shared on the SI Collections Search Center. 5.3 Strategies for Digitization Funding (MANDATORY) What strategies are you currently pursuing to increase funding for digitization, for example through the federal process, philanthropic avenues, or public/private partnerships? The ACM is currently relying on internal SI grants to affect project-‐based digitization of collections based on staff prioritization.

6. PRIORITIES

The Priorities section links high-‐level priorities that are articulated broadly in narrative form with the actionable digitization projects that are executing on these priorities. Both narrative priorities and actionable projects are crucial components for crafting unit and pan-‐Institutional funding pitches.

REFER TO THE COLLECTIONS & DIGITIZATION REPORTING SYSTEM (CDRS) TO COMPLETE THIS SECTION Beginning in the Fall of 2012, units will report their NCP Collections Statistics, NCP Collections Assessment and DPO Digitization Assessment in the new Collections & Digitization Reporting Systems (CDRS). CDRS also includes a Digitization Priorities component that SD600 units must complete before they can answer the questions in this section of the UDP. (For guidance on how to complete the Digitization Priorities component of CDRS, consult CDRS and Annual Collections Statistics/Collections and Digitization Assessment Guidance and Instructions.)


CDRS currently compiles data for SD600 collections only. If you have included non-‐SD600 collections in the scope (Section 3) of this UDP, you will need to cite priorities and prioritization methodologies for these materials using whatever lists and methodologies you have established in your unit. 6.1 Narrative Digitization Priorities Summary (MANDATORY) In a narrative statement, broadly summarize your unit’s digitization priorities. This summation should agree with the objectives you set forth in Section 3 (Scope) of this UDP, and should include the priorities you identified in the Digitization Priorities component of CDRS (e.g., in the section entitled, “Assign Unit Level Digitization Priorities”). When summarizing your priorities, identify both your greatest priorities (i.e., those you weighted as a “3” or “4” in CDRS), as well as your lowest priorities (i.e., those you weighted a “0” or “1’). The highest priority for digitization are the artifacts, photographic, and archival holdings maintained by the Collections division. Maintaining and providing access to these materials are an essential part of the museum’s mission. Second in importance for digitization are the photographs, documents, and audio and visual recordings held by individual staff members in advance of their deposition in the ACM Archives. Additional new, original content will be created by the photographer for museum research, programming and documenting museum activity. 6.2 Overall Digitization Challenge and Ambition (MANDATORY IF APPLICABLE) For SD600 collections only. Once your unit’s Digitization Assessment is complete, copy the total number of collections items that are listed as “not digitized” below. (This total should encompass items that you intend to digitize, and those that have been digitized at a substandard level. Archival collections should report this number in cubic feet.) This number is a snapshot of your unit’s overall digitization challenge.


6.3 Digitization Priorities Assessment (MANDATORY IF APPLICABLE) For SD600 collections only. In the Digitization Priorities section of CDRS (in the section entitled “Enter Collection Level Assessments—Digitization Priorities”), you assessed your collections against your digitization priorities by identifying the percentage of each collections’ subset that “does not meet/meets/exceeds” these priorities. [You also had the option to state that you cannot make this determination (“undetermined”) at this time.] This assessment in CDRS gives you a snapshot of where your collections subsets rank in terms of the digitization priorities you summarized in 6.1 above. Copy and paste the information from the “Digitization Subsets – Priorities” section of CDRS below. (For large units: if your snapshot is very long, consider moving it to the end of this document and referring to it as an appendix.)


6.4 Digitization Priority Projects (MANDATORY) After you have created your list of digitization projects in CDRS, enter into the following table the list of prioritized digitization projects currently underway in your unit, as well as those you would like to undertake (e.g., aspirational projects) if you had the capacity stated in Section 5.2 (Required Digitization Investment (FY14-‐16) and Capacity Required for Meeting UDP Goals). We expect the number of projects you list here – both current and aspirational -‐ to be commensurate with the size of your unit, i.e., small units will list fewer projects than large units. Large units with many projects may consider moving this table to the end of this document and referring to it as an appendix. If applicable, add any non-‐SD600 projects to this table and indicate which projects are SD600/non-‐SD600 by checking off the appropriate column.

Digitization Projects (In priority order)

SD600 Non-‐SD600

Currently underway* or aspirational?**

Total # of Collection Items

OBJ minimal cataloguing X Underway 2582 OBJ Photos X Underway 1487 Archives Collection Cataloguing X Underway 2189 ft3 Archives AV Item Cataloguing X Underway 5023 Arvhives AV Digitization for Preservation X Aspirational 5023 Archives Discrete Collection imaging X Underway in limited

capacity 1416 ft3

Archives research AV born digital X Aspirational Undetermined OBJ standard cataloguing X Underway 1487 Archives Finding Aid desrcription X Underway 2189 ft3

*Projects currently underway are those projects you are pursuing within your current digitization capacity as articulated in section 5.1 (Snapshot of FY2013 Digitization Investment and Digitization Capacity). **Aspirational projects are projects you would pursue if your unit had the digital investment and capacity stated in Section 5.2 (Required Digitization Investment (FY14-‐16) and Capacity for Meeting UDP Goals). 6.5 Prioritization Methods (RECOMMENDED)


In the previous sections (6.1 – 6.4) you identified digitization priorities using a pan-‐Institutional methodology (via CDRS). Do you have a unit-‐specific methodology for choosing collections for digitization? If yes, briefly describe your prioritization methodology (or cite the URL of any documentation that describes this methodology). We determine prioritization based on the following: historical significance, alignment with mission, size or volume, condition, preservation risk (risk of damage, loss, or destruction), and use by staff and other members of the public. Identification of priority items for the FY2012 CDRS assessment and inclusion in this plan will guide the development of a checklist for rating collections within the Unit Digitization Committee.


7. RELATIONSHIPS AND DEPENDENCIES

The Relationships and Dependencies section allows your unit to identify the many internal and external partnerships that may be vital to your digitization efforts. 7.1 Dependencies (RECOMMENDED) Identify the resources, infrastructure, systems, collaborators, funders, etc. that this plan is dependent upon. (“Dependent” means that if the relationship with the resource, funder, collaborator, etc. should cease, your unit’s ability to continue some aspect of digitization articulated in this UDP would be diminished.) You may add as many rows as you need to these tables to accommodate your response. Internal SI Systems and infrastructure (e.g., CIS, DAMs, storage areas)

External Systems, infrastructure

TMS Verizon SIRIS EDAN DAMS Horizon eMuseum S-‐Drive Internal Collaborators (individuals, units, funders)

External Collaborators

OCIO SIRIS office CIS-‐IRM Pool Fund Collections Care Pool Fund 7.2 Aggregators and Institutional Users of Unit Digital Assets (RECOMMENDED)


Identify other projects, units, organizations or institutions that are using/reusing/repurposing your digital assets or systems, or any projects or units that depend upon your digital assets. Internal Aggregators/Institutional Users External Aggregators/Institutional Users SI Press Flickr NPG YouTube

8. POLICIES AND STANDARDS

The Policies and Standards section identifies the availability of your assets and the impact your unit’s choices have on data sharing. Clarifying how your unit applies policies, and which standards it promotes, are foundational to data integration and access in the future. 8.1 Legal and Policy Issues (MANDATORY) The Smithsonian has many directives that address policy issues affecting digital access. For example, SDs 205, 600, and 806 offer guidelines on various copyright issues; SDs 600 and 950 address privacy issues; SD807 addresses confidentiality issues, etc. SD609 Digital Asset Access and Use provides the most recent and direct guidance on digital asset access. It states that all SI assets are to be considered accessible to the public for all noncommercial uses unless these assets fall under certain categories of restrictions (see 8.2 below). It is the intention of the ACM Collections and Research department to provide full open access to collections data consistent with ACM and SI strategic planning elements. Collections data will not include Personally Identifiable Information (PII) and access to collections items will be withheld only in compliance with SD 610, Digitization and Digital Asset Management Policy. At the ACM, every effort will be made to maintain contextual information for individual objects specifically related to common donor, collection and curatorial collecting plan. In all instances, the preference is that the maximum amount of descriptive and contextual information will be included in the online catalogue records, in accordance with prevailing standards for metadata and description.


Archival Collections Archival collections will be made available via the SIRIS database using collections-‐level descriptive records, item-‐level descriptive records and EAD-‐compliant finding aids as deemed necessary and appropriate by the Archivist. Standard records will be maintained in the MARC format consistent with prevailing standards for description and authorities. SIRIS catalogue records will be aggregated by the SI Collections Search Center (CSC) and, beginning in April 2013, the Digital Public Library of America (DPLA). Currently, the ACM is working to provide collections-‐level access for 100% of Archival collections by the end of FY2013 with subsequent access focused on finding aids and item-‐level access to digital surrogates. Object (Museum) Collections Object collections will be made available on the CSC aggregator through the targeted export of collections data from the TMS collections management database. The minimal acceptable data for object collections includes those objects that are positively identified as accessioned (TMS: Object number), are named (TMS: Title), are minimally described (TMS: Description), and have a known location (TMS: Current Location, after March 2012). Standard Object cataloguing, minimally compliant with Cataloguing Collections Objects standard metadata model includes the above data as well as nomenclature-‐controlled Classification, Date, Period, Culture, Title, Provenance information and a digital surrogate. The CSC records will be further aggregated with the DPLA from April 2013. Currently, the ACM is working to provide minimal online access to 100% of permanent collections by the end of FY2013 with completion of Standard level metadata for 75% of collections by the end of FY2014. Controversial Collections ACM object and archival collections contain objects that, devoid of context, might seem out of keeping with museum and institutional mission and goals. These collections frequently require active association with contextual information such as the remaining items in the collection, curatorial interpretation and research materials. While the preference is to create this contextual information for all items, until coverage is comprehensive, the Supervisory Curator and the Collections Committee will identify collections requiring additional contextual information as a part of minimal inclusion in public databases. This information will be linked to each item within a collection or grouping of objects requiring interpretation. Digital Surrogates of Collections Consistent with ACM and SI strategic plans, the Research and Collections department is committed to producing digital surrogates of museum collections to expand access and use of ACM collections materials. Currently, many object collections have digital surrogates available through the online databases and aggregators for access and use by museum patrons online. The ACM seeks to achieve common dimensional and metadata standards consistent with established SI guidelines. DAMS


serves as the ACM’s trusted digital repository and every effort will be made to integrate the DAMS metadata and access models distributed collections access.

8.2 Restricted Digital Assets (MANDATORY) Place a checkmark next to the following SD609 restrictions that are most applicable to the digital assets in your unit. [For definitions and further details of these restrictions, refer to SD609.] Note: This information should be identical with the restrictions reported in your unit’s General DAMP. SD609 Allowable Restrictions Legal Restrictions – Intellectual Property Copyright x Moral Rights Trademark x Patent x Privacy Rights x Publicity Rights Personal Identifiable Information (PII) x Legal Restrictions – Other Contractual restrictions x Native American & Hawaiian human remains & sacred objects Cultural object repatriation (due to illegal acquisition) Endangered species Asset reveals location of archeological, paleontological, geological, sacred or historic site Uncertain provenance and export records (e.g., Holocaust era) Conservation, management, inventory, valuation, other business records not covered by SD609


Policy Restrictions Sensitive content X Unpublished research data/resources x Resource limitations in unit x Commercial use In your estimation, what percentage of your total collection falls under SD609 restrictions? <10%

• We are currently not consistently recording restrictions to collections in any comprehensive manner-‐-‐we will definitely have to survey the collections for this information. Parts of collections will have legal restrictions but few of our total collections will fall within this category. Exceptions will mostly include photograph collections and curatorial research materials.

8.3 Life Cycle Management (RECOMMENDED) Life cycle management (LCM) is an approach to managing digital assets from creation through maintenance and use or disposition. (See “Best Practices of Life Cycle Management for Digital Assets” in Life Cycle Management Best Practices for the Smithsonian Institution’s Digital Asset Categories for a summary of LCM practices). Does your unit have a documented LCM approach? If yes, provide a URL to the relevant document(s). If this information is not online, briefly describe the approach below. We have to create a Life cycle management document. Because of our limited size, the ACM relies heavily upon OCIO for LCM of digital collections. 8.4 Digitization Standards 8.4.1. List of Standards (MANDATORY) Do you have a documented list of unit-‐preferred digitization standards? If yes, provide a URL for this list. If this list is not online, identify the standards below. [N.B., DPO has started a list of standards in use at the Smithsonian. This list, which can be found at Standards in Use at SI on the DPO Sharepoint site, is not exhaustive. However, you may wish to consult it and should feel free to add to it any standards used by your unit that are not represented there].


• ACM archives descriptive standards include: DACS (Describing Archives: A Content Standard); Encoded Archival Description (EAD); Anglo-‐American Cataloguing Rules (AACR2); Getty vocabularies, Library of Congress vocabularies; Metadata objects Description Scheme( MODS). We need to include Objects standards that will be used to describe materials. We are currently evaluating RDF for description of collections.

• Standard-‐level digital assets are governed by FADGI. These guidelines are referred to for all external service contracts and the standard for reporting in the annual Digitization Statistics evaluations.

• SI DAMS Image Model Documentation (internally developed standard and best practices) • ACM collections descriptions currently utilize Chenhall’s nomenclature and the Getty AAT for classification and categorization

of collections. The unit aspires to further control description through adherence to name, material and geographical authority control. Currently, the Collections division is evaluating object collections cataloguing in order to propose and move towards compliance with CCO and LIDO standards for object description.

8.4.2 Process for Adopting Standards (RECOMMENDED) What is your unit’s process for adopting standards? If you also use internally developed standards, identify the process for how you create and maintain these standards. Adoption of collection description and digitization are coordinated by the members of the collections division and approved by the ACM Collections Committee. Collections staff, through research, consultation with colleagues and ongoing training, identify, evaluate and propose standards to which the unit aspires to describe and digitize collections. This report specifically evaluates access, cost and capacity as mechanisms by which the Supervisory Curator and Collections Committee will evaluate the standard. Following adoption, documentation of the standard are made available to Collections staff and implementation is detailed in collections documentation manuals.

9. UNIT DIGITIZATION PROGRAM ADMINISTRATION AND UDP PLAN MANAGEMENT

The Unit Digitization Program Administration and UDP Plan Management section clarifies who is responsible for digitization in your unit, and provides DPO with a single point of contact as it coordinates various pan-‐Institutional and unit digitization pursuits. 9.1 Coordinating Office/Person (MANDATORY)


Identify the unit’s office/person and title/committee tasked with coordinating digitization efforts across the unit. Joshua Gorman, Collections Manager; Chair, ACM Digitization Committee 9.2 Responsible Officer (MANDATORY) To whom does the person or entity listed in Section 9.1 report to? Portia James, Supervisory Curator 9.3 Process for Coordinating Digitization in the Unit 9.3.1 Coordinating Digitization (RECOMMENDED) Briefly identify how digitization is managed across your unit. For example, who are the principals? Does the unit set performance measures for its digitization projects and activities? How does it compile and review information on all its digitization activities?

ACM Digitization efforts are coordinated by the ACM Digitization Committee. The committee consists of members drawn from each of the Museum’s departments and is authorized by the Museum’s Director. As most digitization efforts within the unit are related to SD600 materials, the Committee is Chaired by the Collections Manager and the Responsible Officer is the Head of the Research and Collections Department. Our unit manages its digitization by via the following activities: • Identify scope of all digitization projects and review relation to unit goals/priorities • Identify resources • Identify any possible collaborations/crossovers • Set up collaborations/set schedules if necessary • Maintain centralized data on all digitization projects • Digitization staff meet quarterly with unit director to report on progress • Meet with department/division heads to review DAMPs


The Digitization Committee meets quarterly to review departmental projects and priorities or as necessary. Important functions include the annual review of the UDP and DAMPs in March as well as the Proposal of digitization budget recommendations in June of every year.

9.3.2 UDP Development Process (MANDATORY) A Digitization Working Group was convened by the Collections Manager and chartered by the Director to create this UDP, prepare the general DAMPS and provide direction for creating policy related to the digitization of ACM materials and the provision for ACM digital assets. Members of the committee were drawn from each of the Museum’s departments with provision for work included in all member’s Performance Plans. This Working Group will transition to the Digitization Committee upon completion of the initial supervisory documents. 9.4 Plan Administrator (MANDATORY) Provide the name of person responsible for management of this UDP (i.e., the plan administrator). The plan administrator is responsible for ensuring this plan is completed and submitted to the Digitization Program Office (DPO) by its due date. The administrator also coordinates and tracks revisions of the plan and serves as primary contact between the unit and DPO in all matters that involve the plan. Joshua Gorman 9.5 Amending the UDP (RECOMMENDED) Briefly describe your unit’s procedures for amending this UDP. Amendment of the UDP may take place in March of every year following the annual review of the UDP within the light of the Annual Digitization Statistics report. Amendment is achieved through consensus agreement within the committee and is submitted for approval to the Director and final submission to the DPO. 9.6 Next UDP Review Date (MANDATORY)


SD610 requires UDPs to be reviewed and updated at least once every three years (significant interim changes are to be reported to DPO annually). Identify the date of your unit’s next mandatory UDP review (month, day and year). 15 March 2014


UDP/DAMP GLOSSARY OF TERMS

Term Definition Collections & Digitization Reporting System (CDRS)

A newly developed online system designed to facilitate the collection and reporting of information provided by units in response to various SI collections and digitization reporting requirements (i.e., the National Collections Program (NCP) Collections Statistics and Collections Assessment, and the Digitization Program Office’s (DPO) Digitization Assessment). Units completing a UDP will use a worksheet in the CDRS system to identify their digitization priorities.

Digital asset Content that is recorded and transferred in a digital format. It may include text, still images, moving images and sound recordings, collections that are digital (i.e., digital art), research datasets and other types of media originally created in digital format or digitized from another format or state (i.e., a digital surrogate) that are created, stored, or maintained by the Smithsonian. Digital assets also include the metadata used to describe the digital asset and its content.

Digital Asset Management Plan (DAMP)

A written plan that defines the roles, responsibilities and processes needed to ensure the systematic attention to a digital asset throughout its lifecycle, from creation or collection, through use, preservation and, if appropriate, disposition.

Digitization A set of processes that converts physical resources to a digital form, or that creates materials in a digital form (born digital). These processes include: identification, selection and prioritization of materials to be digitized; digital asset creation or conversion; creation of descriptive and technical metadata sufficient to allow retrieval and management of the digital assets and to provide basic contextual information for the user; quality control of digital assets and metadata; and enhancement of the digital assets and metadata.

Fidelity The degree to which a system output accurately reproduces the sound or image of an input. Fidelity is a measure of quality for a reproduction, i.e., the greater the fidelity, the better the quality.

General DAMP A type of digital asset management plan (DAMP) that covers all the digital assets in a unit that are created/collected as part of a set of ongoing activities in the unit rather than from a distinctive, finite project. For example, units routinely create digital assets on their collections as part of their daily stewardship activities. These digital assets need to be managed with as much care as the digital assets created within the context of a formal project. Similarly, a unit may treat a class of


objects dispersed across a unit, such as GIS data, in a similar manner, and thus create a General DAMP that describes its management for this particular group of digital objects.

Life Cycle Management (LCM) A comprehensive approach to managing digital assets that addresses these assets through all the stages of their “life.” (Also see “Project DAMP” below.) It begins with planning for the creation or acquisition of a digital asset, continues through the maintenance and use of the asset, and ends only when the asset is legally transferred to another entity or disposed. Life cycle management functions are sequential but a digital asset may go through certain stages of the life cycle multiple times as it is used by different groups or for different purposes.

Non-‐centrally supported system

Hardware and/or software used by a unit for digitization or with digital assets but that is not supported by OCIO.

Project DAMP A digital asset management plan (DAMP) that covers the digital assets created/collected within the context of a specific, finite project undertaken in the unit.

SD600 collections Smithsonian Directive (SD) 600, Collections Management, designates certain units as “SD600 units” (meaning they must comply with the policies stated in SD600.) The collections held by SD600 units are referred to as “SD600 collections”.

SD610 The Smithsonian directive entitled, “Digitization and Digital Asset Management Policy” that establishes the importance of digitization to the Institution and sets forth requirements for plans (Unit Digitization Plans and Digital Asset Management Plans) that will help the organization better care for and manage digitization and the digital assets that result from digitization activities.

Unit Digitization Plan (UDP) A written plan that defines a unit’s digitization program. The plan addresses aspects such as unit objectives and priorities for digitization, responsible parties for unit-‐based digitization activities, performance metrics and digitization funding sources.

Use case A brief scenario that demonstrates how a unit’s efforts at digitization will serve its users/audiences.

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