2024-04-25 VH DAMS Affiliate Intake Meeting notes

Background on DAM at ULib

General Virginia Humanities DAM Goals/Interests

What does VH want to put into DAM?

They currently use Islandora's Discovery Garden for 27k items. Org assets and Encyclopedia Virginia. Mostly a storage system for Encyclopedia Virginia (Peter's project). 2 use cases: high res TIFFs, and JPEGs, video, audio that gets served into their Drupal system. Encyclopedia Virginia is their DAM that is not publicly accessible.

VH would need to renew their Discovery Garden contract, could end March '25 or earlier.

Who would manage input and information into DAM? Training? Peter Hedlund, John Ray (web programmer, Islandora API), Katie Garrett (media editor, she uploads media to Islandora for encyclopedia project).

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

Repository Details

VH would like their content findable in Virgo. Folklife content especially.

Currently having conversations with Steven V about Avalon platform for video serving. (could be a win if we migrate some ULib avalon content).

VH would still be on hook for public-facing interface, though integration with Virgo is highly desirable.

(answer 1-8 for each repository/collection)

1. Repository/collection name:  Encyclopedia Virginia
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. Repository/collection name:  VH Organization Archive
2. Total number of assets in the repository/size: types: audio, video, organized into collections. collection structure could become a metadata field instead if files need to be flatter (could be simpler and better than current structure)
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: Islandora, which is serving things from AWS that Discovery Garden hosts. public entry point for this content (web front end is hosted by Discovery Garden now, ER clarified that Library DAMS would not replicate that function) 

   https://discoveryvirginia.org/

    
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? Dublin Core, pretty minimal. E.V. metadata is a little richer in org assets.
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? embargo first/collect in a holding pen, then delete after review. 
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? a staff member yet to be hired at VH, TBD. mostly org assets, not E.VA.

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. 

Affiliate Resources

1. Who would lead the migration from Affiliate and interface with ULib DAM Project Team? Peter Hedlund.
2. Are there content experts within Affiliate to provide input, metadata, or review? person TBA as digital media editor, John Ray (web programmer, Islandora API), Katie Garrett (media editor, she uploads media to Islandora for encyclopedia project).
3. Who from Affiliate’s IT will be a point of contact for access to repositories? Athena Gould would be deciding renewal/ending of Discovery Garden contract.
4. Other resources provided?