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.
Managing Working Files
Our first phase focused on uploading of finished designs and images. This kept the scope of the project manageable as staff gained familiarity with the application. In 2012 we are piloting the management of more complex native files, including Adobe InDesign and Illustrator files used by Information Production and Urban Design, Graphics & Visualization. These layout files are linked to placed art files, requiring the installation of plugins in the corresponding Adobe applications before import into DAL. We will also enable DAL check -in/check-out functionality to allow the management of different versions of working files. These steps will lay the groundwork for DAL to become a working repository for all graphic and image files within Information Production and Graphics & Visualization. Assets will be easier to find and manage, as well as reducing costly duplicate storage costs on shared drives.
Embedded Metadata
Being able to transfer files between different systems is crucial for the City of Toronto. Designers and photographers may use Illustrator and Photoshop for creating and editing, while DAL enables sharing between units. Standardized use of embedded metadata means that crucial contextual and descriptive information about each file can be read and used by multiple systems. For example, who created a particular image or design? Who owns copyright? What keywords describe it for searching? With consistent embedded metadata, various applications can read and use this information directly from the file, assisting greatly in the exchange, reuse and management of the files. We are fortunate that the Archives' Digitization Project has expertise in this area and we have built some capabilities into DAL already. We will be consulting how to best expand our use of embedded metadata in 2012.
Ownership and Copyright
The Digital Asset Library provides wide access to a large number of images for reuse that had previously been available only on specific shared drives. We want to enable reuse while keeping the City out of legal troubles by respecting copyright. We will need to ensure we tag all uploaded assets with the creator of an image or design, who owns copyright, and if there are any specific rights and limits around usage. Improving our processes around collecting this information is important. This is especially true for units such as Information Production, who regularly receive images from their clients for use in designs and publications. We need to know copyright information to determine if these images can be reused in other projects.
Collaboration with other City Information Projects
I am involved in several Corporate Information Management Services (CIMS) projects whose functionality has some overlap with DAL - Enterprise Document and Records Management System (EDRMS) and Archival Application Review and Transformation (AART). As we plan for our next DAL phase, we want to ensure these three projects work together in harmony. We don't want DAL to duplicate functionality that already exists or is planned for these projects. For example, EDRMS' core functionality is to manage the lifecycle of records. We don't want to try to recreate all the EDRMS records management classifications, retention periods and workflows in the DAL, but rather plan how to build connections between these systems.
Over the longer term, shared information models will help us improve interoperability. For instance, one of the positive outcomes of the EDRMS data migration and transformation project meetings was CIMS' commitment to develop a standard for describing organizational structure. These kinds of shared models can hopefully be pursued with commitment from all CIMS units. The value these tools will bring to better information management cannot be overstated.
A business case for partnership and resource sharing in the City
First and foremost, we want to ensure DAL works well for our existing divisons, City Clerk's Office and City Planning. We will be looking more closely at potential functional improvements and piloting management of working files as well as finished projects.
We also want to plan for strategic cooperation with new groups. As I've talked with staff around the City, I've realized there is great demand for better image management in other divisions and units. Parks, Forestry and Recreation, Economic Development and Culture, Web Competency Centre, and Toronto Fire Services are just some of the divisions with significant image content and requirements. They need improved capabilities to manage their existing images and designs, as well as access to existing images from around the City. We can make better use of City resources by partnering to meet these shared needs.
We will engage interested units in developing a business case for this partnership. Over 2012 we will get a better understanding of any new requirements and business processes. Our DAL production environment is designed for our currently participating groups, so we can't expand to new divisions immediately. We will be monitoring system performance to assist us in planning for a higher capacity infrastructure for growing use. We need to establish an environment that can better accommodate rising demand without affecting current users. In 2012, we will develop a business case for added functionality and capacity, with the goal of delivering improved image and design management capabilities around the City.
The potential payoffs are significant - we will share expertise, reduce duplicate file storage costs, and maximize our reuse of existing City assets.
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