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The GNM-DMS a Document Management System for the Germanische Nationalmuseum. Martin Doerr, ICS-Forth Siegfried Krause, GNM April 2004. GNM-DMS, the Idea. Breaking up Rigid Structures: - PowerPoint PPT Presentation
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The GNM-DMSThe GNM-DMS a Document Management System a Document Management Systemfor the Germanische Nationalmuseumfor the Germanische Nationalmuseum
Martin Doerr, ICS-Forth
Siegfried Krause, GNM
April 2004
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 2
GNM-DMS, the IdeaGNM-DMS, the Idea
Breaking up Rigid Structures:(The GNM is a heterogeneous research organization, not an object
administrator, with 15 departments, 1.5 million objects)
– Maintain object documentation as XML documents
– Reduce rigid database structures to minimum
– Increase flexibility for dedicated structures
– Apply a flexible approach to vocabulary control– Consistency enforcement, without imposing workflow, requires very
careful analysis and algorithms
Integrating the Past and the Future:– Retrospective documentation– System migration – Digital preservation are integral part of the concept
Deliberately slow development for extensive field tests
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 3
GNM-DMS, current stage:GNM-DMS, current stage:
Object documentation integrated with object entry, in use at client site
– revised version in daily use since one year.
– Registrar’s office, research departments (collections) with multiple XML-DTDs
– Vocabulary control: mandatory, open list of terms and scope notes. Retrospective documentation
Object move, loan in/out, accession,de-accession, photographic documentation
– System migration, digital preservation are integral part of the concept
– Monitoring, rather than imposing work-flow
– Prototype tested at user site
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 4
Museum DMS PurposeMuseum DMS Purpose
Capture all facets of the knowledge about the museum objects, providing consistency and integrity control of objects, documents and referred concepts
Administrational tasks (functions)– Accession, Document Initialization– Loan-In, Loan-Out, Movement (Location tracking)
Scientific tasks (functions)– Inventory document management (collective objects, merge, split,
change of inventory number, retrospective documentation)
– Documentation phase • Relations between objects• Semantic linking of objects and other documents• Search - retrieve• Use of Thesaurus (person, place, period, object type)
– Electronic publishing
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 5
iFS: DocumentiFS: DocumentRepositoryRepository
Master Catalogue:Master Catalogue:Document IndexDocument Index
OracleOracle
FTP ProtocolFTP Protocol
Document Document InitializationInitialization
AccessionAccession
Document Document SearchSearch
Object RelationsObject Relations
ThesaurusThesaurus
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UploadUploadDownloadDownload
Client sideClient side Server sideServer side
WEB BrowserWEB Browser
XML Document EditorXML Document Editor
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 6
ThesaurusThesaurus
Master CatalogueMaster Catalogue
Identification Identification partpart
ScientificScientificpartpart
AdministrationAdministrationpartpart
XML DocumentsXML Documents
Semantic Semantic relationsrelations
Consistency Consistency relationsrelations
Dept.1Dept.1
Dept.2Dept.2
Dept.3Dept.3
<Accession> <Accession> … …..</Accession></Accession><Loan><Loan> … …..</Loan></Loan>
<?xml version=“1.0”><?xml version=“1.0”>
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 7
Documentation facetsDocumentation facets Scientific part
– Object type, object title, object history, subject depicted, material and technique, mark and inscription etc.
Administration part– Accession, location, de-accession, loan in, loan out
Identification part– Object related: Inventory number, accession number, department
– Document related: document identifier, version, author
– Registrar’s information: core documentation for administration purposes
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 8
Consistency and Integrity controlConsistency and Integrity control Thesaurus: museum knowledge
– Person
– Place
– Period
– Object type
Master catalogue: consistency and integrity control mechanism– Museum object
– XML documents
– Correlations
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 9
GNM-DMS, functional modulesGNM-DMS, functional modules Document administration module
– Creation and maintenance of documents stored in the Internet File System (iFS)– Interaction with document repository– Generation of inventory numbers
– File access: document retrieval, store update, lock, unlock.
Correlation and consistency management module– Ensures coherent correlation between identification identifiers of museum objects
(accession number, inventory number)– Maintains the amendment history of information (old inventory numbers)– Ensures consistent update of master-catalogue and the identification information
stored in inventory documents
Search module– Retrieval of inventory documents – Access to both administrational and scientific information– Support of full text search and text retrieval on specified tags of the XML
inventory documents
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 10
GNM-DMS, User InterfaceGNM-DMS, User Interface
User Interface design: two level approach – Administrational information handling: Web browser user interface
guides the document management• Registrar’s office interface (provides access to all the necessary
administrational information, exclusively managed by the registrar’s office)
• Department curator interface (provides access to all the necessary scientific information, managed by the dept. curator)
– Object documentation: Customized XML editor guides and simplifies the documentation process
System Administrator Interface
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 11
GNM-DMS, Web browser UIGNM-DMS, Web browser UI
Banner Banner
List of List of Work Work areasareas
ToolbarToolbar
List of documentsList of documents
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 12
GNM-DMS, XML EditorGNM-DMS, XML Editor Customized Customized menu menu
Edit the selected Edit the selected information unitinformation unit
Automatic insertion of Automatic insertion of inventory document inventory document
information unitsinformation units
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 13
GNM-DMS, Critical AlgorithmsGNM-DMS, Critical Algorithms
Inventory number changes for Retro inventory documents
Inventory splitting – merging issues
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 14
Inventory number changes for Retro Inventory number changes for Retro inventory documentsinventory documents
During the transcription of paper-based information: two different objects may refer to the same identification number (conflict cases)
GNM-DMS: can recognize all conflict cases and provides means to solve them
Describing the problem: two states, two museum objects
paperpaper
GNM-DMSGNM-DMS
object Aobject A object Bobject B
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 15
True conflict caseTrue conflict case
paperpaper
GNM-DMSGNM-DMS
object Aobject A object Bobject B
X1
X1
X1
X1
Conflict
Conflict
System response:System response:Save X1 to other-
numbers and assign system generated inv#
to identify object B
paperpaper
GNM-DMSGNM-DMS
object Aobject A object Bobject B
X1
X1
X1
Sys-Inv#X1
Querying the Querying the object with old object with old identification identification information is information is
retainedretained
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 16
Typing mistake in databaseTyping mistake in database
paperpaper
GNM-DMSGNM-DMS
object Aobject A object Bobject B
X1
X2
X2
X2
conflict
conflict
paperpaper
GNM-DMSGNM-DMS
object Aobject A object Bobject B
X1
X2
X2
paperpaper
GNM-DMSGNM-DMS
object Aobject A object Bobject B
X1 X2
Sys-Inv#X2
paperpaper
GNM-DMSGNM-DMS
object Aobject A object Bobject B
X1
X1
X2
X2 X1
correctio
n
correctio
n
correct s
ituatio
n
correct s
ituatio
n
Sys-Inv#X2
mistake
mistake
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 17
Merge – Split IssuesMerge – Split Issues
A lot of time after an object’s acquisition, causes of considering the object as two (or more) different ones, may be raised.
One the other, research can prove that two (or more objects) should have been considered as one.
System keeps track of the objects merge – split history:– providing a rollback channel in case of new research results,
– considering that an extracted object may belong to a new collection,
– considering that a lot of the info of the extracted/merged document, already exists in the system,
– strictly storing all the numbers under which material may have been referred in GNM-DMS.
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 18
Split AlgorithmSplit Algorithm
Split of inventory document with Number Glf20001Glf20001
“Parent” inventory document retains its number
XML Ref: “has extracted”XML Ref: “has extracted”XML Ref: “extracted from”XML Ref: “extracted from”
Old Number (due to Split)Glf20001Glf20001
New inventory documentproduced with number Glf20045Glf20045
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 19
Merge AlgorithmMerge Algorithm… to inventory document with Number Glf20001 Glf20001 …
Invalid and Read-Only documentwith number Glf20076Glf20076
Invalid and Read-Only documentwith number Glf20076Glf20076
Old Number (due to Merge) Glf20001Glf20001
Merge inventory documentwith Number Glf20076 Glf20076 …
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 20
Split – Merge ExampleSplit – Merge Example
Inv. Number Inv. Number Glf20005Glf20005
Inv. Number Inv. Number Glf20032Glf20032
Pool of InvalidPool of InvalidDocumentsDocuments
Inv. Number Inv. Number Glf20032Glf20032
Old Numbers Old Numbers Glf20005 (Merge)Glf20005 (Merge)
Inv. Number Inv. Number Glf20006Glf20006
Inv. Number Inv. Number Glf20032Glf20032
Old Numbers Old Numbers Glf20005 (Merge)Glf20005 (Merge) Glf20006 (Merge)Glf20006 (Merge)
Inv. Number Inv. Number Glf20007Glf20007
Inv. Number Inv. Number Glf20032Glf20032
Old Numbers Old Numbers Glf20005 (Merge)Glf20005 (Merge) Glf20006 (Merge) Glf20006 (Merge) Glf20007 (Merge)Glf20007 (Merge)
Inv. Number Inv. Number Glf20005 Glf20005
Old Numbers Old Numbers Glf20006 (Merge) Glf20006 (Merge) Glf20007 (Merge) Glf20007 (Merge) Glf20032 (Split)Glf20032 (Split)??
??
Inv. Number Inv. Number Glf20032Glf20032
Old Numbers Old Numbers Glf20005 (Merge)Glf20005 (Merge) Glf20006 (Merge) Glf20006 (Merge) Glf20007 (Merge)Glf20007 (Merge)
??
??
Pool of InvalidPool of InvalidDocumentsDocuments
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 21
From:From:10/10/200010/10/2000
To:To:08/11/200008/11/2000
To:To:02/02/200102/02/2001
From:From:08/11/200008/11/2000
Split – Merge ExampleSplit – Merge ExampleValidation Date:Validation Date:
10/10/200010/10/2000
Merge Date:Merge Date:08/11/200008/11/2000
Split Date:Split Date:02/02/200102/02/2001
Inv. Number Inv. Number Glf20032Glf20032
Old Numbers Old Numbers Glf20005 (Merge)Glf20005 (Merge) Glf20006 (Merge) Glf20006 (Merge) Glf20007 (Merge)Glf20007 (Merge)
… … … … … …
Inv. Number Inv. Number Glf20005 Glf20005
Old Numbers Old Numbers Glf20006 (Merge) Glf20006 (Merge) Glf20007 (Merge) Glf20007 (Merge) Glf20032 (Split)Glf20032 (Split)
Inv. Number Inv. Number Glf20032Glf20032
Old Numbers Old Numbers Glf20005 (Merge)Glf20005 (Merge) Glf20006 (Merge) Glf20006 (Merge) Glf20007 (Merge)Glf20007 (Merge)
????
??
??
Inv. Number Inv. Number Glf20032Glf20032
Old Numbers Old Numbers Glf20005 (Merge)Glf20005 (Merge)
Inv. Number Inv. Number Glf20005Glf20005
Inv. Number Inv. Number Glf20032Glf20032
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 22
Critical AlgorithmsCritical Algorithms
…Complete analysis implemented and documented …
Centre for Cultural Informatics, ICS - FORTH - Germanisches Nationalmuseum Nuremberg 23
ConclusionsConclusions The object documentation as documents satisfies
the curators, helps digital preservation and reduces the development cost
Report writing and precise queries become more complex, whereas information retrieval becomes very simple
The use of leading edge technology, particularly XML WYSIWYG editors, requires flexibility from developers and clients – though technology stabilizes rapidly
Respect of the local organization culture is a key to success