National Archives of Australia. AVAMS Project Achievements August 2014

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An overview of the achievements of the AVAMS project at the National Archives of Australia. The project implemented an audiovisual collection management system and an audiovisual digital preservation system using Mediaflex.

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<ul><li> 1. Audiovisual ArchiveManagement System (AVAMS)ProjectOverview of AchievementsRose HolleyProject Manager22 August 2014</li></ul> <p> 2. 2Overview of: NAA Audiovisual Archive AVAMS project scope and budget Achievements of AVAMS Project Future plans 3. 3National Archives of Australia 400 staff in 8 offices Significant holdings (millions) of paperand audio-visual records Responsibility to collect, manage andmake accessible to public and agencies Sydney office holds most AV and hasstate-of-the art AV digitisation labs 4. 4Sydney Office AV digitisation labs with specialisedequipment and staff Ongoing digitisation of analogue into digitalfor the last 10 years Specialised storage for AV shelving andenvironmental control in multiple repositories Holds analogue, digitised and born digital AV,approx 1 million items. 5. 5NAA Audiovisual Archive Government-funded broadcasters: AustralianBroadcasting Corporation (ABC); SpecialBroadcasting Service (SBS) Government audiovisual school: AustralianFilm Television and Radio School (AFTRS) Government politicians: e.g.: Prime MinistersHolt, Whitlam, Hawke, Keating, Howard 6. 6Audiovisual Archive Department of Defence,Defence forces, AustralianSecurity and IntelligenceOrganisation (ASIO) Office of Film andLiterature Classification,Australian AntarcticDivision Film Australia Collection(NFSAA stewards, NAAstore/preserve) 7. 30 Km AV Assets: 600,000 items7Largest Holdings 8. 8Drivers for AVAMS ProjectFOR AUDIOVISUAL WE WANT: Capability for better description Ability to capture preservationtreatments Better physical control(carriers/containers) Ability to manage workflows for borndigital and digitised content 9. 9Primary Aims Procure and implement purpose built AVasset management system With integrated analogue and digitalcapability Enterprise level, scalable, robust solution Automated metadata interchange withprimary management systemRecordSearch 10. 10Secondary Aim Procure and implement a digitalpreservation system for Audiovisualitems (AV Digital Archive) Separate to Asset Management System Be based on agreed digital preservationprinciples 11. 11AVAMS Solution has: Replaced the PSaMI (Preservation Soundand Moving Image) Filemaker Pro databaseat Sydney with an enterprise collectionmanagement system Not replaced RecordSearch, but works with itto exchange metadata Replaced the existing system backup(CommVault) for AV items with an AV DigitalArchive 12. 12AVAMS Project SummarySTAGE DATE ACTIVITY COSTStage 0 2006 Develop Business Case andCost Benefit Analysis$300,000Stage 1 2007 - 2008 Develop/release RFI $300,000Stage 2 2008 - 2010 Develop RFT $350,000Stage 3 2010 - 2012 Release RFTEvaluate responsesChoose supplierContract negotiation$1 millStage 4 2012 - 2014 AVAMS Solution (System)Implementation$5 millTotal: $7 million investment over 8 years 13. Highest NAAStrategicPriority for2012-2014 isto implement13AVAMS(Digital Transition andBuilding Capability) 14. 14Chosen Solutionfromhttp://www.tmd.tv/mediaflexhttp://www.tmd.tv/news/national-archives-australia-goes-live-tmd-mediaflex-0http://www.tmd.tv/news/national-archives-australia-selects-tmd-s-ltfs-archive-solution 15. 15AVAMS Project Scope Implement Mediaflex as the Enterprise CollectionManagement System for AV Implement Mediaflex Archive + systems andhardware as the AV Digital Archive Implementation of i-Mediaflex as the search frontend Integration/enhancement of RecordSearch (theprimary Enterprise Collection Management Systemfor NAA and paper collection) with Mediaflex forMetadata exchange. 16. 16Scope continued Metadata migration from FileMaker Prodatabase (PSaMI) and RecordSearch intoMediaflex (approx 1 million items) Digital Asset migration from system backupCommVault and other locations into AV DigitalArchive (160 TB) Documentation for project and system Training approx 200 staff at 5 offices inMediaflex 17. 172 year Implementation 18. Project on time and under budget18 May 2014 Configuration and customisation finalised Switch of shelving control for AV from RecordSearch toMediaflex 2 day shut down of RecordSearch and PSaMI Successful metadata migration over weekend 20 May 2014 Go Live and Roll-out to staff desktops 30 June 2014 End of User Acceptance Testing and Phase 1User Training 30 September 2014 end of 90 day Warranty Period and Phase 2User Training October 2014 - ongoing maintenance and support 19. NAA AVAMS Project Team19Photo:Senior Business Analyst, Jamie CookeBusiness Analyst, Nathan Andrews,Project Manager, Rose Holley,Data Analyst, Rahnee Alvarez,ICT Co-ordinator, Lola McKinnonNot in photo:Business Analyst, Tim MuirOperations Liaison, Brendan SomesOperations Liaison and CommunicationsOfficer, Caroline AshworthICT Liaison and Analyst, Celia BlakeTraining Co-ordinator, Allison Graycon 20. 20TMD Project Team Australia: Carlton Smith (Project Manager and TechnicalLead) Craig Marshall (Systems Engineer) UK: Developers Data Analyst USA: User Guide Writer 21. 21Implementation Method AVAMS Project team based at Sydneyand Canberra Contractors from TMD working onsite IT staff and AV Data Team supportingproject teams Wide stakeholder involvement Phased approach Test and training systems in place 22. 22Planning and Control Prince2 for Governance Agile, iterative for software development Plans: Project Plan, Implementation and Roll-outPlan, Metadata Migration Plan, DigitalAsset Migration Plan, Training Plan. Close, collaborative, co-ordinated workingrelationship between TMD and NAA projectteams on site. 23. 23Stakeholder kinvolvementApprox 200 NAA staff have been involved in: Functional requirements Workflow analysis Documentation/specification review Testing developments and feedback Training before Go Live Acceptance Testing Go Live Project Governance and Reporting 24. AV Lifecycle managed by AVAMS24Solution 25. 25Mediaflex Modular SystemTransfer (Acquisitions)DescriptionStorageLendingDigitisationSearchingReportingTracking 26. 26Mediaflex Data Model Layers 27. 27Mediaflex showing data layers 28. 28Learning Curves1. New data model that is more complex thanRecordSearch or PSaMI with more datalayers all staff will have to understand newmodel2. Changes to terminology. Mediaflex usesterms already in use at NAA but to meanDIFFERENT things e.g. lending. Learningcurve to understand what is meant by NEWterms e.g. media item. 29. 29Learning Curves3. Having 2 collection management systems in place which one controls what? RecordSearch for Paper andPhotos and Mediaflex for AV.e.g. Metadata: RecordSearch is still master for AgencyName and Series Number for all records, whileMediaflex is now master for AV Media Item.e.g. Archival Process: RecordSearch still controls accessexamination for all records, but Mediaflex now controlsacquisitions and storage of AV.Easier for staff dealing solely with AV to understandand learn the new changes. Hard for staff that areusing both systems on a daily basis, or not dealing withAV very often. 30. 30Learning Curves4. Learning Mediaflex as a new system. Notvery intuitive. Very large and complexsystem.5. The concept of workflows in Mediaflex tomanage tasks and projects 31. Mediaflex-RecordSearch: A Symbiotic Relationship31F10.SystemAdminF1.AVTransferF9.AVReportingF3.AVLending&amp;StorageF4.AVPresF5.StaffSearchingF6.Digi AVMgmtF8.AVReviewF7.View AVContentF11.SeriesRegF12.Provenance RegF13.AgencyContactsF14.IndicatorsF15.DisposalClassF19.AccessClearanceF18.ReferenceEnquiriesF17.Staff &amp;PublicSearchingF16.All Non-AVFunctionsF2.AVDescrip-tionData InterchangeData Interchange 32. 32New/edited AVVersions (read-only)updatedevery 24 hoursS&amp;R / TLLLegacy AV item willnot be visible inSearch &amp; Retrieveand frozen in TLLReportsRECORDSEARCH MEDIAFLEX RELATIONSHIPReportsNew/editedSeries, Agency,Contact info(read-only)updated every 24hours. AccessClearance statusupdated every 15mins.Staff involved in AV-related activities(eg AV Preservation, Transfers,Lending, Storage, Reference, etc)General StaffPublicAudiovisual Records entered,updated and maintained here.AV-related processed hereexcept: Series, Agency, Contactregistration and maintenance;AV Version Records(read-only) migratedto RecordSearchSeries, Agency,Contact (read-only)records migrated toMFX.AgreedIntellectualand TechnicalAV Datamigrated toMediaflexPSaMIRead-only versionavailable for alimited time post-MediafleximplementationMediaflexAccess ClearanceRecordSearchSeries, Agency, Contactinformation and non-AVrecords entered, updated andmaintained here. AccessClearance and all non-AV-relatedactivities processedhere. AV records fromMediaflex will be read-onlypost-Mediafleximplementation.PSaMI 33. 33Workflows in Mediaflex 34. 34 35. 35Groups in Mediaflex 36. Storage Management in Mediaflex36 37. AV Digital Archive Console37 38. 38Digital AV infrastructure 39. 39Mediaflex Training Finalise Functional Specifications and SystemSolution Doco (64 documents) Develop User Guides (100) Develop Training Schedule and 24 TrainingModules Set up training facilities Create training database Train staff at 5 offices (140 people) before,during and after roll-out. 40. 40Success! Mediaflex in use at NAA 41. 41Major Project Achievements Completed project on time and under budget Mediaflex is now in operational use at NAA asthe primary collection management systemfor AV AV Digital Archive implemented andoperational Successful metadata migration Digital asset migration in progress 42. 42End Benefits for NAASystem: Enterprise system accessible to all NAA offices with AV Ability to undertake archival functions better for AV (transfer,description, lending, storage) Improved management of AV born digital and digitised content Efficiency gains with streamlined processes e.g. transfer andlending Capacity to ramp up transfers of AV born digital content directfrom agencies Greater security and management of AV assets in AV DigitalArchive Capacity for improved discovery of items due to new AV datamodel Capacity to automate creation of digital access copies 43. 43End Benefits for NAAStaff have increased: Capability and skills in system implementation androll-out e.g. functional specification review, systemtesting, system training, data analysis. Understanding of project management. Knowledge of state-of-the-art digital assetmanagement systems and their functions andcapabilities. Knowledge of archival processes and operations atNAA through extensive workflow analysis. Sense of pride in this major achievement. 44. 44Future plans NAA Ongoing Mediaflex training Transition Mediaflex and AVAMS into business as usual Review staffing needs and structure to support increaseddigital AV activity. Liaison with agencies about AV metadata requirements,templates and transfer of born digital files Utilising more Mediaflex digital functionality Improve public discovery and digital delivery of AV items byharnessing the AV data model, file exchange protocols, i-mediaflexweb browsing facility, Mediaflex and RecordSearchAPIs, and use of automated workflows e.g. to create accesscopies. Review AVAMS/Mediaflex in a broader organisational context 45. 45Future plans TMD Establish Australian Mediaflex User Group for clients: National Film and Sound Archive National Archives of Australia DAMsmart (AV digitisation Contractor) Mediaflex team of 3 based in Australia permanently(Director, Systems Engineer, Web developer) tosupport clients. Mediaflex Roadmap and Enhancements 46. 46Our Projectyour questions? </p>