collections information database (cid) gabriele popp bfi head of information & stephen...
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Collections Information Database (CID)
Gabriele PoppBFI Head of Information
&Stephen McConnachie
Collections Information Data Manager
BFI collections
National Archive of Film and Television• 60,000 fiction films• 120,000 non-fiction film• 750,000 television titles
Special Collections• 30,000 unpublished scripts• 15,000 film posters• 600 named paper collections • 1 million still images • 3,000 production & costume designs
Library• 53,000 books• 5,000 journal titles• Almost 1 million indexed journal articles• Over 1 million digitised press cuttings
“What am I? Where did I come from? Where am I going? How long have I got?”
The past
The future
El Cid – data in safe hands
CID phase one
Combine moving image collection datasets into one single database, incl.
• TecRec: archive holdings (ca. 1.4m items)• BID: filmographic records (800k works / variants)• SIDX: subject index / thesaurus (50k entries)• DDE: direct data entry project data (50k)• Barcoding: standalone item tracking data (ca. 120k)
And build a workflow management system…
BFI collections management
• High volume of access provision to film and video collections – direct access to viewing materials or online
• Four sites in different geographical locations from Central London to Hertfordshire and Warwickshire
• Conservation programmes on a large scale – from nitrate film to obsolete video
What we do with our collectionsRestoration Preparation for projection
Film printing Film processing
Audio encoding Video copying
… and more
What we wanted Workflow to deliver
• Standard approach regardless of activity or combination of activities
• Multiple activities grouped under jobs• Defined activities with the ability to repeat as
required • Automated pick and return lists for retrieval from
vaults• Assignment of staff resources • Working to deadlines for individual activities and
the job overall• Tracking items as they move through workflow• Status for activities, items and jobs:
In Progress, Finished, Cancelled or On hold
Vaults Operations
Dry Lab Operations
Digital Operations
Dubbing
Wet Lab Operations
Film Image Quality
Quality Control
Pick items; Return items; Transport out; Transport in; Loan in; Loan out
Inspection; Technical selection; Preparation for printing; Preparation for scanning; Preparation for projection; Other preparation; Service on return
SD scanning; HD scanning; 2K/4K scanning; Audio encoding; Video encoding; Transcoding; Ingest data; Data migration
Video copy; Audio copy
Film cleaning; Film printing; Film processing
Analogue image grading; Digital image grading; Digital image restoration/manipulation; Silent inter-title restoration; New title creation
Technical acceptance – Theatre; Video quality control; Audio quality control; Digital quality control
Defined workflow activities
Who and How?
Supplier: Adlib
Off-the shelf• Archival data standard ISAD(G) for hierarchy• Museum standard Spectrum for collections
management
New development of• CEN compliant hierarchical data structure and• Workflow
Timeline
• Project initiation (Nov 2008)• Tender process starts (Oct 2009)• Appointment of supplier (March 2010)• Contract signed (May 2010)• Development starts (Aug 2010)• System goes live on 14 September 2011
Remaining collections (library, posters, stills and designs) added by end of 2012
Lessons learnt
Opportunities• Being the first• In-house vs. external supplier
Legacy data – a problem that lasts forever?
Change management• New department, new roles & responsibilities,
e.g. Information Specialists• Turning a project into business as usual
A new BFI policy
BFI consults widely on new Collection Policy http://www.bfi.org.uk/about-bfi/policy-strategy/bfi-national-archive-collections-policy (publ. 16 Nov 2011)
Includes documentation principles• Fitness for purpose, Efficiency and Quality
Commitment to standards• Cataloguing, Format, Information architecture and
Vocabularies
Roles and responsibilities • Overall ownership, data quality, training
The future in action – BFI vocabularies
Film and Television genre terms• Revision project began October 2010 on a flat list of 365 genres• Final list of 95 preferred and 66 non-preferred terms in a hierarchical
structure• Data cleaning and enrichment on-going: so far over 200,000 records
cleaned
Old genres: Compilations, Outtakes, Trailers, N-Lit, Film Noir, Adult films…
New genre term: Artists’ Moving Image SN Works which use experimentation to subvert mainstream cinema and television practicesUF Abstract film
Avant-gardeExperimentalStructural filmsUnderground films
Vocabularies – continued
Subject indexing terms and headings• 61,000 terms/headings in one database• Consolidation of vocabularies now technically feasible• Work begun on methodology and strategy
UDC-based thesaurus (47,000 terms) for film and television programmeso Pubs
UF Public house BT Public refreshment buildings NT Fox Inn RT Bars
In-house thesaurus (1,000 terms) for film stills o Accessory
BT Clothing NT Hat
UDC classification scheme (4,000 terms) for bookso Lantern slides - 778.251
Subject heading list (9,000 headings) for journal articleso Cinemas. Latin America
Meanwhile, in Europe …
A new European metadata standard on cataloguing and indexing of cinematographic works emerges…
• EN 15907:2010 Film identification – Enhancing interoperability of metadata – Element sets and structures
• Based on FRBR• More info at www.filmstandards.org
BFI becomes first implementer of new standard
Objectives for the collection
• Manage: enable search using descriptive and filmographic data (names/country/subject/genre/synopsis) and technical data
• Link: enable linking of film / TV collection to other BFI collections: stills, posters, designs, scripts, pressbooks, BFI Library books and periodicals
• Digitise: enable linking of collection records to digitised video / images / documents (eg low-res proxy files, animation cels, correspondence)
• Deliver: XML to enable delivery of records and linked digital assets through API, for web platforms (eg BFI website, wireless barcode scanners)
The data model: EN 15907*
CONTENT
AGENT
EVENT
WORK
VARIANT
MANIFESTATION
ITEM
* Film identification - Enhancing interoperability of metadata - Element sets and structures
Mapping BFI data to CEN
minor minorcontent content
differences differences productionfull cast andcredits
FINAL CUTcreditsonly
donor production
donor
censor donorEvents could also include:Awards (on Events tab)Festivals (on Events tab)NFT screenings (on NFT Tab)Slot (Publication Event)
WORK
VARIANT
MANIFESTATION
ITEM
CONTENT(synopses, subject
terms, genre)
AGENT-RELATIONSHIP
(cast, credits, donor, lab)
EVENT(publication, censorship,
decision, restoration)
BLADE RUNNERmain record contains info on original version,
director's cut and final cut
SYNOPSESGENRES
SUBJECTS
FINAL CUTDIRECTOR'S CUT
TV TX(country, date,
duration, channel)
RELEASE(country, date,
duration, length, format, censorship
info)
RELEASEformerly AVAILABILITY(country, date, duration, format, distirbutor/rights
holder)
ARCHIVEformerly VERSION
Tecrec
COPYDigiBetaTecrec
DECISION(in Release tab - Censorship)
PUBLICATION(in Release / Availability /TV TX tabs)
PRODUCTION(in Production tab)
CAST, CREDITS, DONOR
ARCHIVEformerly VERSION
Tecrec
COPY35mm Col Pos
Tecrec
COPY16mm Col Pos
Tecrec
COPY35mm Neg
Tecrec
COPY16mm Col Pos
Tecrec
RELATED NON-CINEMATOGRAPHIC
WORKSMusic Works / Recordings, Written Works,
Periodicals, Stills
CEN STRUCTURE CID STRUCTURE
COPYVHS
Tecrec
Legacy data only, locked for new records
CARRIERREEL 1 REEL 2 REEL 3TAPE 1 TAPE 1
CONTAINER
FILM CAN1
FILM CAN2
Exist at Work level in legacy data: horizontally related, not hierarchically related
Work
• Top level of the ladder: describes the general / abstract qualities of a moving image creation
• Provides a single access point to all Manifestations / Items
• Enables collection search using descriptive filmographic as well as technical data – eg country of production / director)
• Can be standalone, collection, series or component part of larger work
Work
• Can define any moving image creation:
• film
• television
• web
• medical
• surveillance
• training video
• recorded sporting events
• etc
Work
• Includes content descriptions:
• Descriptive text:
• synopsis
• shotlist
• Descriptive terms:
• subject indexing
• genre
Manifestation
• An embodiment of a Work – includes information
about specific release / distribution context, or the
place in the life-cycle of the Work:
• theatrical release
• non-theatrical (community, training, prison, etc)
• home viewing (blu-ray, laserdisc, etc)
• pre-release (assembly edit, censorship submission, etc)
• web exhibition / distribution
• television transmission etc.
Manifestation
• Includes information about:
• format (eg DCP, 35mm Film, Umatic)
• language / usage (eg French dialogue, English subtitles)
• sound / silent
• colour / black and white
• running time / duration / footage
• distributing / exhibiting person or institution
• date (of release, submission, publication, or other relevant
contextualising date)
• place (of release, submission, publication, etc)
Item
• The object-level record for an archive holding, a
single example of a Manifestation.
• Includes analogue objects (film, video cassettes
and discs, etc) and digital files
• Encompasses fragments or otherwise incomplete
or defective objects (eg single reel of multi-reeler,
mute print of sound film)
Item
• Includes all object-level technical data:
• format / description (eg Camera Negative, Separation,
Internegative, Digital Betacam, Umatic)
• gauge / width (eg 35mm, 8mm, 1inch)
• sound detail (eg combined as sound, mute)
• colour detail (eg 2 Strip Technicolor, Ektachrome)
• running time / duration / footage
• condition / preservation requirements and priorities
• acquisition history / status / access conditions
• completeness / number of carriers / components etc
Web browser view (online by early 2013)
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