2024-04-11 Law DAMSI Affiliate Intake Meeting notes

Background on DAM at ULib

General Law DAM Goals/Interests

Who would manage input and information into DAM? Training? 

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

They don't have content ready to migrate or deposit now, but want to stay up to date on DAMS developments as they happen.

Workflow would be digitization, adding to a colelction with a Virgo record that is in ArchivesSpace, with predictable metadata fields. Would streamline current Law processes by taking manual steps out of the process.  

Hosting costs would be a wash for Law since they are already paying for UVA AWS space. They are happy to be a partner in a cost recovery system since Law staff is limited.

Repository Details

(answer 1-8 for each repository/collection)

Digital objects in law: archival objects (photos), moving images, and more. Law has a digital workflow for their content, and wants to know what connections to censhare there would be. 

What is the vision for the complete platform integrated at UVA? Is it getting objects into Virgo, ArchivesSpace, APTrust.

First phase of UVA work will be description of digitized objects, or upload of metadata that doesn't yet have digitized content publicly available (potentially). censhare platform can ingest items without metadata and metadata without objects.

Law no longer does bulk digitization, they do bespoke/on demand only.

Law are heavy users of ArchivesSpace. Much of their content is already there, in IIIF format. Also aspiring in 2 years to have all 12-14TB of preservation copies (pka master files) into APTrust.

Dream: to take a digital file and put it into library services that are shared: Virgo, and preferably IIIF. Then have Law's Drupal be able to pull that data without Law having to host it.

1. Repository/collection name:  
2. Total number of assets in the repository/size: 
3. File types: 
4. Average file size: TBA
5. Largest file size: TBA
6. Type of repository: server, shared drive, 3^rd party application, etc: preservation copies are in various places: AWS, network servers local to Law, more. 
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? digital files are in DC. technical metadata in exif, and MODS. Not stored in individual files, but rather in a Drupal database. And they use ArchivesSpace.
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? 

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. A few rights issues. For the most part, Law is exclusive owners of their content and they license what goes online with CC. Things that aren't licensed that way don't go online.
2. If Rights management does exist, please describe how this is managed today. 

Affiliate Resources

1. Who would lead the migration from Affiliate and interface with ULib DAM Project Team? Loren
2. Are there content experts within Affiliate to provide input, metadata, or review? Dan Cavanaugh, processing archivist (has final say about descriptive processes and handling of materials). 
3. Who from Affiliate’s IT will be a point of contact for access to repositories? Loren.
4. Other resources provided?