digital asset management at the City of Toronto - priorities for 2012 #DAM

2012 is a year of ongoing improvements and next phase planning for our Digital Asset Library.  We are focusing on improving our standards and processes around working files, embedded metadata and copyright.  We are also gathering requirements to build a business case for our next phase - incorporating feedback, functional needs as well as necessary application and environment upgrades to support growing numbers of users and content.

What has really struck me over the last year I've been working on this project is the great interest from City staff  in better image management and reuse.    Staff really do recognize the value of sharing assets between units.  In 2012, we'll be laying the groundwork for improved functionality, new partnerships and better sharing of resources.   Here's an overview of DAL priorities, as I see them, over the next year.  Your feedback is welcome.

DAM project feedback from #Toronto Urban Design staff #EIM #OpenGov #ToCouncil

Last year, I had the opportunity to introduce our Digital Asset Library project to the City Planning Urban Design team at a staff meeting in Etobicoke.   Our first phase is a pilot with a smaller unit that is part of Urban Design, the Graphics and Visualization unit, but we wanted to provide an update to the larger team.  I sat in on the full meeting, and it was fascinating to get a big picture view of design and planning projects underway.  I was intrigued by work to connect South Etobicoke and Mimico with the waterfront, and integrate a growing Humber College into the surrounding community and historic campus. 


There were some great questions during my presentation and many staff took the time to speak to me afterwards with their thoughts.  A few key issues that came out of our conversations:

digital asset management inside the City of Toronto #TOcouncil #opengov



The Digital Asset Library is a an application for managing images inside the City of Toronto


Recently, David Eaves' post on the future of academic research got me thinking again about the benefits of openness and collaboration.  Eaves praises a British Columbia scientist, Rosie Redfield, for blogging her way through an ongoing experiment.  In the process, she's encouraged international feedback and provided rare insight into her thought processes as a scientist.  Redfield stands out because she is breaking with protective scholarly publishing traditions that dampen collaboration. 

The pyschology of classification #opengov #taxonomy #EIM

A few years after hearing him speak in Toronto, I finally got around to reading David Weinberger’s Everything is Miscellaneous. The book is partly a history of classification and library science, and partly an investigation into how the web enables new approaches to organizing information. I enjoyed his writing very much, especially his accessible summaries of research. Today’s blog post focuses on how human perceptions of categories can shape how we develop and deploy classifications at the City of Toronto.

Can governments innovate? #govcamp grows up #opengov #opendata

Earlier this month I attended GovCamp, a conference for open government and open data enthusiasts and practitioners. A good breadth of speakers and panelists were loosely organized around three streams:  gov tech & open data, public involvement & communications, and public service innovation.  Dreamy!

The well attended conference did lose some of the free wheeling intimacy of the first evening GovCamp that met at the Toronto Reference Library in the summer of 2010.  That event, dubbed an “unconference” for its organic approach to the sessions, had every presenter introduce their topic for 1 minute on stage.   Attendees got a great preview of both the topic and the speakers themselves.  This approach beat deciding to attend a session based on a 4 or 5 word title by a long shot.  In the organizers’ defence, they had planned this but some opening speakers went over their time and the session introductions had to be cut.  Also owing to its smaller size, the previous GovCamp was more interactive.  Participants gathered to discuss particular topics at tables rather than listening to panelists and speakers in larger rooms.  That being said, there were many interesting speakers this year, and the unexpected conversations were equally enjoyable.  On to the sessions:

Stinky keywords at 311 Toronto

This Toronto Star article on the spring stench of Toronto came one database away from referencing some of my work here at the City of Toronto.  Curious to see if the City experienced a sudden upsurge in calls related to the mystery stink, a reporter called 311 management.  Neil Evans, the 311 director, reportedly typed the keywords “manure. smell. odour.” into the database of public calls to 311.  So close!  I worked on the development and implementation of a subject controlled vocabulary to describe content in 311’s knowledge base, which contains information about almost anything the public might want to know.

The subject controlled vocabulary, or subject thesaurus, brings together technical language that staff may use and terms commonly used by the public.  Regardless of which term you search on, you’ll get the same result.  So, if Neil was looking for possible sources of the smell, he could search the knowledge base by typing in “smell” or “sewer gas” (both synonyms) or “odour” (a preferred term).   Because these terms are linked together, he could search on any one and find the same information.

(the gritty details: the research analysts responsible for tagging content search on either synonyms or the preferred term.  All terms are then tagged as keywords in the metadata of each question and answer.  The full text of the question and answer as well as the keywords are then searchable by customer service representatives answering calls from the public.)

why classification matters in government #opengov #eim

David Brooks explores the complexity of translating government policy into action in this thoughtful NYT article, What government does.  As he notes, too often the complexity of government is not acknowledged when factions get caught up arguing purely ideological positions.  It is good to see someone as thoughtful as Brooks write on the challenges of meeting policy goals.

The government employees he observes recognize, as much as any company, that numbers matter.  Brooks praises a joint meeting between government agencies, noting with respect that “they had achieved a herculean task of getting two government agencies to agree on a single data set, a single methodology and a single progress report.”

But what exactly are the numbers measuring? To measure performance, it is necessary to define and disambiguate services.  As I described recently, defining, measuring and delivering government services is no easy project.  And it becomes increasingly complex as more departments and jurisdictions become involved.  Anyone practicing or studying classification, cataloging or information organization knows that describing the subject of something is deceptively complicated.  Yet agreeing on a common descriptive language is important for sharing knowledge, measurement and providing access to services.

Brooks touches on the complexity of classification and service modelling when he asks “how do you set up services for a homeless female veteran who has a drug addiction, psychiatric problems and is a victim of domestic violence?”  It’s clear there are multiple facets and attributes that can be broken down in any number of ways.  In the language of the Municipal Reference Model, this person would be called a “client” or “target audience” of multiple services.  In the language of library and information science, we would say this sentence is filled with impressively pre-coordinated subject headings or terms.

If anyone studying library and information science is worried that technology will somehow make their skills obsolete, don’t.  Technology for managing information in organizations is only as good as the conceptual models that are used to make sense of that information.