Choosing digital Visual Information Management [dVIM] software is a very difficult process because there are so many to choose from and each says they can do it all. To help you in your selection process, we have tried to reduce the process to it basic points. 

A dVIM provides discovery, distribution and display [1] of digital images.

Those digital files arising from the digitization of material are surrogates for the original material created for electronic distribution. While digital born files, exist only in electronic format. Most of the digital files, about which we are talking, display visual information, but some may be image files of textural data. The collections for these various digital files also serve many purposes. Some are meant to educate, some to record or document, and some are simply finders’ aids.

Because of the variety of materials and collection purposes, several different systems have evolved over the years to provide discovery, distribution and display for these files.

These systems are grouped in the following categories:

• Library OPACS
• DAMS, etc.
• Museum CMS
• Image Collection CMS
• Content Management
• Digital Repositories
• Course Management
• Presentation/Discovery tools [2]

While many of you are familiar with OPACS or different forms of collection management systems, you may not know DAMS. DAMS are for those who see their files as assets and need a Digital Asset Management system (DAM) to manage these assets, which often include original digital material, such as graphic elements for the purpose of reuse, often in a new manner.  DAMS therefore include management of version control, permission and rights and workflow. Content Management systems (CMS) are similar to DAMs in that they manage visual information as a component among several to be combined for the purpose of publication. A DAM may feed into a CMS.

The image [digital] Collection CMS may also be new to some of you.  The Digital Collection manages the digital surrogates (visual information about an object) for some subject content, such as the pictorial history of a town. Its purpose is to display the visual information within its images. 

As each system has a primary purpose, it is important that you chose the system, which matches your collection’s primary purpose. 

A DAM, CMS, and Content management can provide digital image file management, and are excellent in distributing files, but they will not necessarily discover or display the image file in the best way for delivering the visual information contained within. As visual information can only be sought according to the descriptive metadata associated with it, at least at this time, the richer the metadata associated with a file, the more accurate a user’s discovery will be.  [See the metadata discussion following for more detail.]  In terms of display, clearly the larger and more dynamic viewing possible the more information the viewer can see.

The purpose and content of the collection will determine which system is best for that collection.

Here are some examples of VIM systems that libraries, museums and archives are using: [3]

Digital Asset Management programs

• Telescope – NorthPlains - http://www.northplains.com/
• Artesia – http://www.artesia.com/ Interwoven
• Mediabin – Interwoven - http://www.interwoven.com/
• Canto – Cumulus - http://www.canto.com/
• Piction - http://www.piction.com/

Museum [Archives] Collection CMS

• Vernon CMS http://www.vernonsystems.com/
• MINT - MINISIS, - http://www.minisisinc.com/index.php?page=mint
• STAR  - Cuadra Associates, Inc. - http://www.cuadra.com/
• EmbARK – GallerySystems - http://www.gallerysystems.com/products/embark.html

Image [Digital] Collection CMS

• CONTENTdm  - DiMeMa/ OCLC – http:// www.dimema.com/
• Innovative Interfaces  Inc - - http://www.iii.com/
• Digitool –Ex Libris – http://www.exlibrisgroup.com/digitool.htm

Presentation/Discovery tools  -

These Digital Collection Management systems specialize in the display phase.  They are often used in educational setting for that reason.

• Mdid – Madison Digital Image Database -  http://mdid.org/ [free for educational purposes]
• Insight - Luna Imaging -  http://www.luna-imaging.com/

In addition to determining the primary purpose of a management software program, you should also examine its cataloging ease.

You want a tool that allows you to provide your users consistent metadata meeting established standards in an efficient workflow.

Metadata – The key to Discovery

Metadata provides your users access points for discovery. Your users will determine these access points. For what are they searching and how are they searching for it?  If your primary need is historical preservation then you might want to concentrate on providing location data. If you are also serving people researching their genealogy then you will need to provide family names associated with the location.  Metadata also can provide meaning and context for a piece of visual information such as related buildings or the historical significance of that location. The richer the metadata, the more diverse the user group that you will be able to serve.  Unfortunately, not all systems allow for easy consistent entry of rich descriptive metadata.  Many people chose to develop their own cataloging tool customized for their purposes.

The main weakness in existing programs is that they do not currently serve the current standards which is understandable as everything is evolving so fast it is hard for anyone to keep pace.

 Here are the current standards:

Metadata is standardized in four ways: structure, values, content and format. 

• Data structure standards (metadata element sets)
  • VRA Core[5], CDWA, Dublin Core, MARC
• Data value standards (vocabularies/taxonomies)
  • LCSH, LCNAF, TGM, AAT, ULAN
• Data content/syntax standards (cataloging rules)
  • CCO, [4]  AACR (èRDA), DACS
• Data format/technical interchange standards (expressed in machine-readable form)
  • VRA Core XML schema [5], CDWA-Lite, Dublin Core, DC Qualified XML schema, MARC, MARCXML]            [2]

As you can see, different subject areas are developing their own customized format, structure and contents that best suit their needs.  Many are based on Dublin Core. CCO is Cataloging Cultural Objects[3], which has been developed by the Visual Resources Association.  DACs stands for Describing Archives: a Content Standard, which has been developed the Society of American Archivists.  A very good source for learning about metadata is now available online - Introduction to Metadata, Pathways to Digital Information, Online Edition. http://www.getty.edu/research/conducting_research/standards/intrometadata/index.html.  I highly recommend exploring this publication.

It is important that you do choose and use a standard in your cataloging: First to permit for an easy data migration and secondly to allow collection collaboration.  Everyone should plan to migrate his or her data, either because of improved technology or because of digital obsolescence.  You should also plan on collaboration, because that is the future.

To summarize: When choosing a dVIM you will first need to define your collection’s purpose and the discovery, distribution and display requirements to meet that purpose. These requirements will be measured by:

• Metadata needs for adequate discovery by your users.
• Security and access for easy distribution that meets your rights and your users’ needs.
• Image size and appearance for your users’ display needs.

 

 

1. Allan Kohl, Minneapolis College of Art and Design, Visual Resource Association 2007 Conference
2. Elisa Lanzi, Smith College, Image Metadata Crash Course, Visual Resource Association 2007 Conference
3. Find other software at http://dig-mar.com/Resources/AProducts.htm
4. Cataloging Cultural Objects, A Guide to Describing Cultural Works and Their Images, Murtha Baca, Patricia Harpring, Elisa Lanzi, Linda McRae, Ann Baird Whiteside on behalf of the Visual Resources Association
5. VRA Core http://vraweb.org/projects/vracore4/index.html