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The Academy’s Big Adventure
Karen Barcellona, [email protected]
Sadie Menchen, [email protected]
Digital Management Services at the Academy of Motion Picture Arts and Sciences
Margaret Herrick Library
posters, scripts, photographs, books, periodicals, manuscripts
Academy Film Archive
film, video, audio, digitaltheatrically released features & shorts, documentaries, oral histories,avant garde films, home movies, trailers
Academy Museum (forthcoming)
costumes, props, personal effects, technology
Digital Preservation Archive Offline – tape robot storage>1 Petabyte of data / 20,764,000 files
Adlib(CMS)
2,618,000 records
Online – high availability
DMS Platform
OTMM(DAM)
238,000 assets
IPV(MAM)
16,500 assets
Vantage(transcode engine)
External Catalog:1,750,000 catalog records
135,000 digital assets
Internal Catalog:1,893,000 catalog records
238,000 digital assets
Integrated systems & workflowsAdlib (Collection Management System) • Descriptive cataloging, inventory control, search• Web interfaces for internal and external access
Open Text Media Management (Digital Asset Management) • Repository for preview images and proxies of audio and
video• Automated workflows for asset ingests and file transfers
IPV (Media Asset Management) + Telestream Vantage (Transcode engine)• Proxy and mezzanine transcoding of time-based
preservation assets • Integration with Academy video editing suites
University of Southern California Digital Repository • Hosting of software data assets (10GB private connection
• 25 migrations (databases, spreadsheets, digital assets)
• 125 users entering data, 300-400 accessing collections
• 1,750 fields in Collect
• 500 indexes in Collect
• 20,000 Collect records entered per quarter
• 21 datasets
Adlib by the numbers
Adlib makes many things possibleCentralization of collections management: data governance and institution-wide policies• Authorities for Names, Titles, Vocabularies, Acquisitions,
CollectionsFlexible: accommodates data migrated from dozens of legacy sourcesTools for data cleanup: batch modifications, link overviewConfiguration• Relatively easy to make modifications and additions with
Designer• Release 4 major configuration releases to Adlib for Windows
and Adlib Internet Services every year + many small patch
Open APIAxiell: Notification of changes would be nice!Integrated with DAMS/MAMS
• Two-way exchange of information• Adlib = descriptive metadata, DAMS = technical
metadataAdlib Internet Services (2 implementations)Axiell MoveWorkflow reportsVideo Logger
Challenge: User roles and permissions~125 users in Film Archive, Library, Museum, Oral History
Permissions vary within databases
Roles must be written into records
Changes require data updates — time consuming!
Complicates testing new releases
Challenge: Searching and reportingHierarchies are great for visual display of relationships, BUT…they are not functional
• Data can be merged in, BUT…merged data cannot be indexed,is limited to first occurrence only
• Data can be inherited, BUT…will not automatically update if the record is
moved to a different parent or if higher level information is modified
Challenge: Searching and reporting
Admins can build reports with specialized tools (XSLT, Adapls)• End users cannot modify• Third party reporting tools not compatible (e.g.,
Crystal Reports)
Word templates are best option for end users• Lack ability to use conditional phrasing (if/then…) • Reporting across datasets and databases isn’t viable
• Technically possible at top level of Collect BUT…• Display issue of presenting all fields is a blocker
Challenge: Poly-hierarchiesSame term can have two parents, BUT…
• Relationships cannot be defined contextually based on attributes of higher levels
Challenge: Poly-hierarchiesSame term can have two parents, BUT…
• Relationships cannot be defined contextually based on attributes of higher levels
• Result is many redundant terms that are not represented as related in any way
Challenge: Configuration
Links out to multiple datasets require separate fields in in order to keep records grouped by datasets
Challenge: Configuration
Challenge: Configuration
Challenge: Configuration
Challenge: Configuration
Merging data back from linked records ALSO requires separate fields
Is Axiell Collections the answer?Waiting for resolution of performance issues related to records with many links
Increased auditing capabilities
Hierarchical data held in indexed tables to enable broader searching/reporting
Options for personalized display
Improved performance for offsite usage
https://collections.new.oscars.org
Thank you!
