Building and Preserving a Photographic Image Collection at the Canadian Museum of Civilization (CMC) Presented by: Louise Renaud Halifax June 8, 2010

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1 Building and Preserving a Photographic Image Collection at the Canadian Museum of Civilization (CMC) Presented by: Louise Renaud Halifax June 8, 2010

2 Photographic Collection Overview

3 Digitization Initiatives Digitization History 1985 early 1990 s: Videodisc project : Partnership with Kodak: PCD scans : Supplier: PCD and TIFF images : Develop CMC digital standards : Supplier: TIFF images & shared server 3D Artifact Photography : Hymarc: CMC Exhibit live 3D scans of 118 models on display : Archaeology artifact scans

4 Early Digital Samples

5 Early File Naming Samples D base.jpg base.jpg RA IMG Dp1.JPG IMG001.pcd S tif MN_1684b.base+4.jpg Blue dress.jpg

6 Early Photo File Requirements Overall File Formats - Photos File Sizes PCD GIF, Bitmap RAW, NEF, etc. JPEG PSD TIFF Specific dimensions to ensure Web access Specific Kodak resolutions Image Documentation Basic ID numbers

7 LESSONS LEARNED and PRESERVATION INITIATIVES

8 IMPROVED DIGITIZATION PROCEDURES

Improved Digitization Requirements Improved Set-up Recruit knowledgeable staff Standardized software & hardware Improved viewing conditions & environment Scheduled monthly

9 Improved Digitization Requirements Improved Set-up Recruit knowledgeable staff Standardized software & hardware Improved viewing conditions & environment Scheduled monthly monitor calibration Improved Quality Control Original document/photo review Standardized acceptable dust removal levels Standardized validation measures Set clear expectations

10 Current Digitization Standards Guidelines to Digitize: Text document scan Photographic document scan Artifact registration photography Based on CMC Collection Bilingual Publication On-line Reference Tool

11 IMPROVED FILE NAMING PROCEDURES

12 Current File Naming Standards IMG S Identifies the number as originating from the Photo collection. Year of acquisition Acquisition number identifies the specific acquisition lot from this year. This is the 1st acquisition of Identifies individual items within that particular acquisition lot. IMG D for digital photos, documents, or PDFs IMG S for 35 mm slides IMG K for colour negatives IMG T for transparencies IMG N for b&w negatives IMG G for glass negatives IMG L for lantern slides IMG P for photographic prints m Master file IMG Dm.tif p Processed file IMG Dp.tif a) portion of larger image (detail) b) altered image for specific use c) version ID IMG Dp1.tif IMG Dp2.tif

13 STANDARDIZING FILE FORMATS

14 Current File Format Status Current CMC Image File Requirements Format: TIFF Size: 3000 x 2400 pixels /6000 X 4800 pixels Colour space: Adobe RGB 98; Grey Gamma 2.2 Not Recommended RAW (ex: nef, crw, etc.) Proprietary formats (ex: pcd, psd, etc.) Monitoring Format Development Jpeg 2000 (JP2) PDF/A versions 1B and 2

15 Current Migration Status Migrated 49 Videodisc with analog still frame images onto 124 Photo-CDs with digital bitmap images Migrated 342,080 Kodak images (stored on 4,925 Photo CDs) From PCD to TIFF format From YCC to Adobe RGB 98 colour space From CDs to LTO-1 tapes Migrating all current archived Jpegs into TIFF format

16 Migrating JPEGs Because

17 STANDARDIZING OPTICAL DISKS STORAGE PROCEDURES

18 Archival Storage Environment CMC current storage is: On optical supports On CDs rather than DVDs Monitored for stability Stored in jewel cases and secured cabinets Optimized CD archival capability by: Engraving CD at lowest speed Using Gold CD (MAM-A) Using CD-R only Confirming/validating data transfer Labelling CD with water-based ink marker Including thumbnail views on CD cover

19 PRESERVATION PRACTICES

20 Practices 1. Technology Watch Monitor development in IT field Monitor consumer trends Monitor formats evolution Ex: Further integration of Jpeg 2000 in the market 2. Conservative Management Approach Not in «forefront»/not behind either Plan for timely migration...

21 Practices (cont d) 3. Digital Monitoring Implement watermark use Encapsulate rights information Ongoing discussions with IT Department 4. Network Attend meeting/conferences Monitor and participate in discussions within the IT/Archives communities (Ex: blogs, wikis, etc.) Establish an exchange/discussion network

22 Example of Networking DDG - GDN Digitization Discussion Group - Groupe de discussion sur la numérisation

23 Network Evolution 1st Meeting CMC invitation May 25, participants from 6 institutions Current Meetings Status Quarterly basis 113 members from 28 institutions in the National Capital Region Average attendance per meeting : 21 members from10 institutions Next meeting (no. 26) - Sept. 29th, 2010

24 Discussion Topics Initial focus File formats File naming Colour management Cataloguing practices Recent focus Digital collection management Copyright DAMS (Storage and software) File Preservation Etc.

25 Network Evolution Group in Action

26 PRESERVATION FUTURE AT CMC

27 Preservation Challenges In the wake of having a dedicated server and data management software, we are in the process of: Centralizing scattered data Standardizing record entries Deleting duplicates & performing data scrub The retention schedule is being revamped at the: Software level for deletion/archiving Staff level for awareness, transfer and buy-in We are aiming for OAIS compliance: Putting in place processes toward reaching this goal

28 Work in Progress CMC s approach is evolving and we strive to reinforce long-term digital preservation. We are establishing digital landmarks and facing interesting challenges.

29 Useful References Digital Preservation Management Implementing Shortterm strategies for Long term problems. Cornell University: Digitization Standards at the Canadian Museum of Civilization Corporation: Paper copy available at: /DIGITIZATION-STANDARDS-NUM%C3%89RISATION- NORMES/Detail?tsetlock=English_Version

30 Any Questions?

31 CMC s Leitmotivs Digital information lasts forever or 5 years whichever comes first. Jeff Rothenberg - RAND To ensure that our future has a memory and that our memory has a future. Dr. Luciana Duranti - InterPARES Project

32 Thank you. Louise Renaud Manager, Photos and Copyright Library, Archives and Documentation Services Canadian Museum of Civilization Tel: (819) Fax: (819)

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