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Scenarios
Assumptions
The digital asset management is in place and working
as planned. It is a browser-based intranet application that is accessible
to staff people throughout the museum. It's primary users are Ken and
Anton, who work in the Collections Information & Access department,
and staff members like Robin and Sophie who are mostly interested in obtaining
authorized copies of digital images that represent objects in the museum's
permanent collection.
Scenario 1: Anton processes
work order from Ken
Trigger: Ken creates a work order for Anton to
create digital image surrogates, if none already exist, of a series of
twenty-four Richard Diebenkorn prints owned by the museum.
Scenario 1 Diagram
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Step
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Task
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1
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Anton directs his browser to the digital asset management system
homepage.
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2
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The homepage greets him personally
and requests a password before logging him in. Anton submits the password
and is presented with a list (in the form of http links) of all the
outstanding work orders he is responsible for completing. |
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3
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Anton checks for new work orders and sees Ken’s latest order for
the Diebenkorn prints
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4
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Clicking on Order Details initiates a search against the DAM database
and then displays a set of summary information about the Diebenkorn
prints, including whether or not digital image surrogates exist,
and if so who created them, when they were created, file names,
file sizes, and directory locations.
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5
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Viewing the summary data Anton quickly determines that there are
no existing digital image surrogates for the Diebenkorn prints.
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6
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Anton arranges to have prints delivered to photo lab
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7
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Using a digital camera, Anton photographs all 24 print
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8
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Anton transfers images from camera to local hard drive.
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9
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Anton opens Photoshop and process images according to museum imaging
standards.
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10
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He creates a high-resolution digital master file and standard set
of derivatives.
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11
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He names image files according to museum filename standards
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12
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He copies images to appropriate network directories
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13
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He opens a browser, logs into the DAM system, uses the work order
number to display the records for the 24 Diebenkorn prints.
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14
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He enters technical metadata about the digitization and Photoshop
processing of the images into the DAM system. If technical metadata
is exactly the same for all 24 images, enter once and apply to rest
of records.
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16
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Anton clicks on Update Work Order in the DAM system and indicates
that the work order is complete, which triggers email to Ken
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Scenario 2: Robin searches for images, creates
work order, and downloads digital image files for personal use.
Trigger: Robin is working on a new multi-media project
that will be distributed both on the web and CD-ROM. The project is being
made to support an upcoming sculpture exhibit of permanent collection objects
called "Exits". Robin wants to show how five of the sculptures look on all
sides (front, back, and two sides). Therefore, she needs four images per
object for a total of twenty images. He goal is to have all twenty images
within three weeks.
Scenario
2 Diagram
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Step
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Task
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1
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Robin directs her browser to the digital asset management system
homepage.
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2
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The homepage greets her personally and requests a password before
logging her in.
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3
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Robin submits the password and is presented with a list (in the
form of http links) of all the outstanding work orders that she
has requested. Today there are three work orders in progress
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4
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She uses the digital image discovery interface to search for all
twenty images
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5
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Robin creates a new “personal project” and names it “Exits”
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6
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Robin used the digital image discovery tool to search for the twenty
images that she needs.
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7
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Robin finds most of the images on her list, plus a few extras related
to the Exits exhibit that she discovered serendipitously.
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8
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She marks all the image records of interest and saves a reference
to them to her Exits project.
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9
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Robin notices that she couldn’t find five of the images on her
list. The system is missing all four views (front, two sides, and
back) for one of the sculptures, and the rear view image of another.
Therefore five new digital images will have to be ordered and delivered
within three weeks.
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10
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Robin uses the system to verify that the museum has the right to
publish images of the objects
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11
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Since the objects that she needs new digital images of are in the
permanent collection, Robin selects the DAM system’s “create new
work order” option and completes the form header section as follows:
a. Requestor Name: (auto populated)
b. Work Order Number
(auto populated)
c. Description
(she enters in “For Exits Exhibit”)
d. Request Date
(auto populated)
e. Associated
Project Name (populuate via a pick list)
f. Purpose
(a text field)
g. Due Date (she
enters a date three weeks from today)
h. Distribution
preference (e.g. cd rom, disk, shared server – Robin chooses shared
server)
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12
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Next, Robin populates the Work Order detail section.
- She enters the CMS id number for the two permanent collection
objects that need to be digitized, verifies that the museum owns
the appropriate rights, and specifies the views and technical
specifications (image quality) that she needs.
- She enters the CMS id number and DAM system id number for the
fifteen images that already exist, verifies that the museum owns
the appropriate rights and requests “distribution” versions.
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13
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Robin submits the worker order and immediately receives a confirmation
message showing that her order has been processed.
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14
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Two weeks later Robin decides to check on the status of her Exits
project work order.
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15
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She logs into the DAM system, views the list of outstanding work
orders, which is presented automatically, and selects WO859872,
which has the description she is looking for “For Exits Exhibit”.
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16
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She immediately sees that of the five sub-tasks that comprise image
creation, three are complete, and the fourth is in progress.
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17
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Satisfied that the work is proceeding on schedule, Robin closes
the work order.
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18
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A few days later Robin logs into the system and sees that the “For
Exits Exhibit” work order is on the “recently completed” work order
list that is automatically presented to her at log in. She selects
the record (http link) and looks for links to the temporary, password
protected distribution versions of the images that Ken has created
her. (These files will be deleted in one month so she must save
copies for her own use).
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19
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Robin downloads the distribution copies, verifies that they meet
her requirements, and stores them on her local computer.
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Scenario 3: Sophie searches for images, captures
thumbnail images, saves results to a project, and creates a report.
Trigger: A sculpture exhibit, called "Exits" is
in the planning stages. A Curator gives Sophie a handwritten list of fifty
works and requests that she compile a report on materials and physical
dimensions of the pieces, including a thumbnail image.
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Step
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Task
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1
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Log into the DAM system on the web.
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2
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Create new personal project called “Exit.”
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3
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Search for works by title, artist, or accession number based on
available information.
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4
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Confirm availability of digital image for each work.
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5
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Capture results and save to project “Exit”.
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6
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Prepare report on Exit records including the following fields:
artist, title, collection, dimensions, and thumbnail.
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7
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View Report.
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8
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Print report.
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