2024-02-19 HSL DAMSI Affiliate Intake Meeting notes

Background on DAM at ULib

General HSL DAM Goals/Interests

Who would manage input and information into DAM? Training? Amanda, because her job is in charge of born digital and digitized collections. Meggan would contribute.

• part of contract is training on how to upload and manage assets for admins

Background:

Archipelago is a DAM used by colleagues in New York. Amanda used it at Union College.

Metadata management: will it be centrally controlled by UVA Library, or will individual repositories/affiliates have granular control of metadata and versions of files? TBD, but a great question. (e.g. ArchiveSpace is centrally controlled by UVA Library, with limited functions available to HSL and depts that use it outside ULib)

Repository Details

(answer 1-8 for each repository/collection)

1. Repository/collection name: Medical Artifacts. 
2. Total number of assets in the repository/size: 2000 digitized images of medical artifacts.
3. File types: probably PDFs and TIFFs, Amanda will verify
4. Average file size: TBA
5. Largest file size: TBA
6. Type of repository: server, shared drive, 3^rd party application, etc: encrypted departmental server, some hard drives.
7. Move all versions? Latest version? or last 3/5/10 versions?
   1. Do we need to archive any versions if not migrated? for historical purposes or audits
8. Any relationships we need to maintain or be aware of?
   1. Parent/child, Legal, Curation document, etc.
   2. Linked to another system e.g. website, Learning Management, Collections Management, portal, intranet, etc.

1. If metadata exists, how many and what types of fields? Amanda needs to investigate and will report back.
2. If data is structured within file name, would we need to parse this data when pulling into fields in DAM? If so please explain and provide examples
3. What is the state of metadata and does it need to be sanitized/curated further? If so, please explain. We assume this would be handled by Affiliate.

1. Do we delete any identified duplicates or embargo them in a location until later?
2. If duplicates are stored for a later date, do we keep them in the current repository or move them into a different one? e.g. cold storage
3. Who will review these files? Amanda

1. Does Affiliate own all rights/use of the assets and metadata? If not, please explain. ex. Stock photography, Agency, contract photographer/videographer, donated, etc.
2. If Rights management does exist, please describe how this is managed today. Unlikely, since content is originally generated by HSL.

Affiliate Resources

1. Who would lead the migration from Affiliate and interface with ULib DAM Project Team? Amanda
2. Are there content experts within Affiliate to provide input, metadata, or review? Amanda and Meggan
3. Who from Affiliate’s IT will be a point of contact for access to repositories? David Moody
4. Other resources provided? Will web archived content be able to go into DAM? We discussed that content at ULib goes into Libra instead.