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One System to rule them all - an epic journey to manage our collections
Lynne Billington
Manager, Data Quality, Systems and Standards
Euwe Ermita
Systems and Applications Leader
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One system to rule them
allan epic journey to manage our collections
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This is where a caption goes.Maybe for two lines.
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Matthew Flinders, ca. 1800 - watercolour miniature portraitState Library of New South Wales
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State Library of NSW
New South Wales cultural institution
• Oldest library in Australia
• Collection valued at $AU 3.15 billion
• Home of important collection items such as
First Fleet diaries, papers of Sir Joseph Banks,
Matthew Flinders and P.L. Travers, oldest
Australian photograph, WWI diaries,
Mitchell WingState Library of New South Wales
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Archival Collections
Over 10,000 linear metres of manuscripts
• Over 16,000 pieces of realia - swords,
coins, locks of hair, architectural models,
convict shackles, taxidermy
• 2354 paintings
• Hierarchical arrangement as per international standards (“respect des fonds”)
Matthew Flinders, ca. 1800 - watercolour miniature portraitState Library of New South Wales
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Beginning of Journey
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Workforce
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Staffing Review and Change
• Library-wide reviews of structure• New divisions formed 2014: LIS/DXD
– Library and Information Services (LIS) Collection Management Function -> Function-based
– Digital Experience Division (DXD) -> Service-based
• Business and System owners
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Current Systems
ACMS & DAM:
BespokeILS:
MillenniumWorkflow:
Team TrackArchival Search:
Funnelback
eResources:360 Search
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Digital Excellence Program
• $48.6 million in State funding over 5 years
• 2 streams of work– Digitisation program
• Mass digitisation of cultural material– Digital infrastructure
• Infrastructure upgrades• Library Systems Integration Project
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The Solution
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Ex Libris partners with Axiell
Aviators & DH60 biplaneHood Collection, State Library of New South Wales
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Integrated Collection Management System
Unpublished Collections
Management
Published Collections
Management
Preservation and Digital Asset Management
Resource Discovery
Integration Workflow API Batch/Bulk
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Integrated Collection Management System
Unpublished Collections
Management
Published Collections
Management
Preservation and Digital Asset Management
Resource Discovery
Integration Workflow API Batch/Bulk
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Integrated Collections Management System
AdLibHierarchical archival collections and findings aids management, circulation,
tracking and display for both digital and physical objects
Ex Libris Rosetta
• Digital Asset Management• Ingestion• Deposit• Digital Preservation• Digital Legal Deposits
Dep
osit
and
publ
ishi
ngStage 1
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Integrated Collections Management System
AdLibHierarchical archival collections and findings aids management, circulation,
tracking and display for both digital and physical objects
Ex Libris Alma
• Collection Management Print and Electronic resource management
• Resource sharing• Authority control• Serials management• Fulfillment
Ex Libris PrimoDiscovery, End user search and content delivery
Ex Libris Rosetta
• Digital Asset Management• Ingestion• Deposit• Digital Preservation• Digital Legal Deposits
MD Synch, updates MD and item notes
Publishing
Publishing Publishing
Dep
osit
and
publ
ishi
ngM
D S
ynch
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Integrated Collections Management System
AdLibHierarchical archival collections and findings aids management, circulation,
tracking and display for both digital and physical objects
Ex Libris Alma
• Collection Management Print and Electronic resource management
• Resource sharing• Authority control• Serials management• Fulfillment
Ex Libris PrimoDiscovery, End user search and content delivery
Ex Libris Rosetta
• Digital Asset Management• Ingestion• Deposit• Digital Preservation• Digital Legal Deposits
Corporate Systems
HR
EDRMS
LDAP
Finance
MD Synch, updates MD and item notes
Publishing
APIs, Web Services, MD Synch
Publishing Publishing
Dep
osit
and
publ
ishi
ngM
D S
ynch
AP
Is, W
eb S
ervi
ces,
MD
Syn
ch
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Adlib Internet Server V5.0
Adlib Architecture
Adlib API server
Adlib Application server V4.5
Adlib Database server
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Adlib Architecture
Rosetta:Integration
points
Adlib Internet Server V5.0
Adlib API server
Adlib Application server V4.5
Adlib Database server
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• <<chosen for digital preservation and Digital Asset Management>>
• Digitised and born digital
RosettaRosetta Architecture
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RosettaRosetta Architecture
Adlib:Integration
points
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Archival Collections:Integrated Workflow
Adlib:ArchivalRecord
Adlib:Attach Digital
Object(s)
Adlib -> Rosetta:Deposit to Rosetta
Rosetta:Validate &
Ingest
Rosetta:Move to
Preservation
Rosetta -> Adlib:
Update Adlib with Identifier
Adlib -> Primo:
Publish to Primo
Primo: Harvest Adlib
& Update Indexes
Alma -> Adlib:
Purchase Order
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ICMS Data Integration Points
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• Data migration: • Estimation: extract, transform, load
• Technical integration and workflows• Infrastructure, architecture
• Staffing / resourcing: • Project and business-as-usual
• Organisational change management:• Business process: new and updated• Training and knowledge management• Ongoing project communication
Challenges & Lessons
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Future plans
• Stage 1 Go-live: Late 2015
Adlib & Rosetta
• Stage 2 Go-live: Early 2016
Alma & Primo + stage 1 integration
• Rosetta as a Digital Asset
Management System
• Identity and Access Management
across all sites
• User experience: Delivery and
viewers
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Questions?
Lynne Billington
Euwe Ermita