project team group meeting content group 2001-06-11 to 2001-06-12 stockholm

Project Team Group Meeting„Content Group“

2001-06-11 to 2001-06-12Stockholm

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Agenda

9.00 - 9.15 Welcome (Carl, Walter)9.15 - 9.45 Where is the project - Results of Torino (Walter)9.45 - 10.00 Where are we - State-of-the-Art WP 1.1 (Josef)10.00 - 13.00 Best-Practise-Analysis

13.00 - 14.30 Lunch

14.30 - 15.30 Further partner presentations15.30 - 16.00 User requirements analysis (Silke)16.00 - 16.15 Use cases and scenarios (Josef)16.15 - 17.45 Working groups17.45 - 18.30 Presentation of results of working groups

18.30 Summary of day 1 (Josef)

End of offical day

Monday, 2001-06-11

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Agenda

09.00 - 10.30 Theme-Related access to the content (Vic, Heidi, Hub)11.00 - 13.00 Regional aspects and requirements, new

partners

13.00 - 14.00 Lunch

14.00 - 14.30 Final report / white spots (Josef, Silke)14.30 - 15.00 Open agenda

End of meeting!?

Tuesday, 2001-06-12

Agenda

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Where are we? State-of-the-Art WP 1.1

(IMAC Josef Herget)

Work plan

Description of the audit concept

Updated schedule

Steps already fulfilled

Where are we?

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1. Definition of domainsFirst description of collections fromcontent providers

2. Best-Practise-AnalysisAnalysis of existing applications worldwidein different domains (data and functions)

3. The AuditAnalysis of the current practises at side of content providers & requirement analysis

4. Evaluation and Reporting

Where are we?Workplan for Task 1.1

Conclude and describe user requirements

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Where are we?

The Audit Concept

Description of the objects/collections

Collections UserRequirements(Provider)Requirements ofthe Content Providers

UserRequirements(User)Requirements ofthe different usergroups

BusinessProcesses

Description of coreprocesses/functions

Products

Definition of existingand new products/services

Use Cases

Specification ofvarious use situations

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Where are we?Updated Schedule

Schedule

April May June

1. Definition domains

2. Analysis relevant clusters

2.1 Other Projects

2.1 Best-Practise

3. Audit concept

3.1 Draft Concept

3.2 Adjustment

3.3 Final Concept

4. Data collection

5. Evaluation/Report

18./19.4. Kick-Off-Meeting

End Date: 2.5.

End Date: 11.5.

End Date: 4.5.

End Date: 9.5.

End Date: 11.5.

End Date: 8.6.

28.5. First Results to WA B

End Date: 2.5.

11./12.6. Meeting Stockholm:

Discussion and interpeting of results,

Preparing final report

End Date: 30.6.

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Where are we?

The steps already fulfilled

Short description of almost all collectionsDomains: Archives, Libraries, Museums,Museums Shops, Artists

To Do: Have to be detailed during the workshop,especially according to thematic and regional issues

Best-Practise-AnalysisFirst results were sent to the technical group

To Do: Detailed analysis of Best- and Worst-Practisesexamples for the final report.

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Where are we?

The steps already fulfilled

Definition of user requirementsUnstructured collection of user requirements fromvarious partners. First results were sent to thetechnical group.

To Do: Have to be structured and completed by auditwork sheet.

First draft of theme related access to content

To Do: Should be discussed during the workshop in order to define a set of common themes.

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Best-Practise - A Summarization for REGNET (IMAC Silke Grossmann)

Best-Practise - The main goals (Why?)

Outline of the concept (What?)

Participating partners (Who?)

The main findings (Results!)

Best-Practise-Analysis

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Why did we do it?


Orientation on the international „State-of-the-Art“

Typical features have to be adopted

Learning from best and worst practises

Take up excellent features, avoid mistakes

Give „Techies“ an idea how to realize

“Working by examples“

Input for user requirements definition

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What did we do?


Analyse excellent sites in the different domains

Point out best and worst practise statements

Examine indepth-analysis, Detailed description of

Covered information/object types and topics

Addressed user groups

Available user functions

Used data structure(s)

Design of user interface

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Participating partners


ONB Austrian National Library

SUL Stockholm University Library

MUS Stichting Museum

CC Consorzio Civita

ICCS/UBA Union of BulgarianArtists

...

Photographic and documentation systems

Libraries

Museum shops

Artists/Art galleries

Museums

DomainPartner

5

1 +

7

3 +

Detailed

?

Next: Presentation by the partners

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A summarization for REGNET


1. Access methods

1.1 Special access for special information needs Searchable database(s) / search functionality for

direct access Browsing capabilities for selected items / parts

of the collections, e.g. - special themes - new items - actual exhibitions - single artists - special offers - educational material

Portal Services: Search, Virtual Gallery, Digital Classroom

To Do: We have to select such entry points and define the portal structure!

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1. Access methods

1.2 Personal access for personal information needs Personalisation features, e.g.

- create wish lists - gather favourite works

Portal Services: Possibilities to register

To Do: We have to define thepersonalisation features in detail!

1.3 Further access methods Suggestion of related items Guided searches Intelligent navigation system

To Do: We have to implement connectionsbetween itemsand selectsuitable navigationtools (e. g. “Visual hierarchical navigation system”)Portal Services: Navigation Tools

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2. User functions

2.1 Search for objects2.2 Picture preview2.3 Order objects/direct sale/e-commerce2.4 Online-help,„FAQ“2.5 Information about general terms of trade2.6 Contact forms (e.g. request for information, technical

problems, complaints/reclamations etc. )

Portal Services: Search & Order, Service andInformation Area

To Do: We have to integrateinformation about the contentprovided and services on offer

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3. Description of individual features

3.1 SearchDifferentiation between browsing and direct searchDifferentiation between simple and advanced searchSearch modes: index search, combined field search, full searchSearch functionalities: boolean operators (and, or), truncationsSpecials: save searches for later viewing, guided searches

To Do: We have to decide- criteria usable in simple and advanced search- fields which are controlled by thesaurus/word lists- further search services (e. g. brokerage services)

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3.2 Display optionsObjects are presented by thumbnails/enlarged viewDifferentiation between brief information/full informationAdvanced display option: present samples (e.g. pages of the

book, video)

To Do: We have to define what kind of access should be allowed (for each content provider and each objecttype)

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3.3 Ordering

State-of-the-Art: Mail order formOnline payment is highly desirablePayments should be possible both by credit card and

cheque, and ...

To Do: We have toagree about transactionmanagement

3.4 Delivery of objects

State-of-the-Art: FTP, Email, ISDNSpecial: Delivery by CD-ROM, direct download

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3.5 Value added services, e.g.

Search saves Search serviceOnline ordering NewsletterPersonalisation features GRPS servicesCommunity services (forum) Interactive tools for publishingValue added services for members (discounts, electronic

postcards, own homepages ...)

To Do: What services are desirable and realistic? (need to have and nice to have)

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4. Methods of object presentation

4.1 Integration of different object types4.2 Merging of different content providers4.3 Differentiation between object information and bibliographic information4.4 No unique (subject) classification scheme (keywords, classification, thesauri, product classification)

To Do: We have to decide about the data format for our portal (dependent on actual data formats on the part of thecontent providers (migration); use of existing standards)

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5. Access and cost models

5.1 Distinction between free and restricted services

5.2 Value added services for registered users5.3 Lower costs for members (?)

What we need for the final report:- Detailed summarization- Further Best-Practise-Examples- Other relevant projects- ...

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User Requirements Analysis: Main Findings (IMAC Silke Grossmann)

The audit work sheet - What we did

What we know - What we need

Some results (overview)

User Requirements Analysis

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The audit - the second module



1. General description of existing collectionsProvider, name, online version, domain2. Description of data managementWhich systems / inventories, degree of digitisation, tools3. Use of standards for formal and subject descriptionInternational standards, own strucktures, keywords ...4. Components of the systemServices for internal users, end user services5. User GroupsInternal user groups, external user groups

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6. Usage of system/collection (use cases)Contemporary usage/future usage, internal/exernal usage7. User requirementsWhat do you want to do with the system?

- General goals- General requirements- Technical requirements- Data management- Functional requirements

What do your users want to do?

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What we know / What we need

Given input from partners


ONB Austrian National Library

SUL Stockholm University LibraryKVA Royal Swedish Academyof Sciences

MUS Stichting Museum

ICCS/UBA Union of BulgarianArtists

DescriptionPartner

Presentation by the partners

Audit

+ +

+ (+)Audit Sheet for detailed information about data management, user groupsand use cases

+ +

+ (+) Audit Sheet only forthe Rare Book Collection,not for Portrait Collection

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LMG Länsmuseet pa Gotland

ALI Alinari

MECH Museum of Mechelen

DescriptionPartner

Presentation by the partners

Audit

+ +

+ +

+ -

Audit Sheet with detaileddescription of user requirements

One Audit Sheet for twocollections: Shop andMuseum Collection !?

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NRM Swedísh Natural HistoryMuseum

GRAN Granollers City Council

DescriptionPartner Audit

+ -

- -

Only a short descriptionof the Shop, no Audit

Suggestion in order to handle white spots:- Missing audits have to be delivered until Friday!- Use cases could be worked out in working groups this afternoon

CC Consorzio Civita (-) -No own content, butconnections to severalmuseums. Final decisionnot founded !

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The results - An overview

1. Available collections


1. Länsmuseet pa Gotland

2. Stichting Museum

Domain: Museums (collections/shops)

40.000 records, 5000 images (jpg) in picture archive. Suggested selectionfor REGNET: Museum Shop(already online realised on the basisof MS Access database). Own datastructure (10-15 fields), no subjectclassification. How many objects ?

Shop

300.000 objects: 60.000 managed by automated museum system (GallerySystems). Suggested to make aselection according to themes (willbe discussed later). Data structures/Standards? Collection

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3. Museum of Mechelen

4. Swedísh Natural History Museum


12.000 objects, cataloging with ADLIBstarted (a few hundred). Suggestedto deliver texts and object descriptionsrelated to two topics : gilt leather (10thematic texts, 80 objects) and godsand saints (thematic and specific texts,more than 150 texts and images concerning objects). Details about thematic approach.

Collection

2000 objects in the shop with some scanned pictures, postcards and posters. In the shops mainly book,dissertations, textiles etc. are sold?Collection with about 8.9 Mill. Objects. Museum Shop orcollection!? Detailed information!

Shop?

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5. Consorzio Civita

6. Austrian National Library


“Gateway” to different museums (e. g.Istituto e museo di Storia della Scienzadi Firenze, France Louvre). Finaldecision not made. Detailed information has to be provided assoon as possible.

Collection(s)

Integration of museum shop (partly) possible. Final decision!

Shop?

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7. Stockholm University Library

Domain: Library (special collections)

Rare book collection (owned by KVA,maintained at SUL).10.000 objects(books, manuscripts, maps) on cardcatalogue. Currently conversion ofcard catalogue with Libris on the basisof MARC (which is converted in MARC21). Subject classification: SAB - Swedish Classification System. OPAC(Voyager System).

Collection(s)

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8. Royal Swedish Academyof Science

Domain: Photo archive (Photographic and documentation)

Portrait collection, 2000 portraits (card catalogue) and 15.000 photos(card catalogue), a minor part isdigitised. Detailed description.

Collection

9. Austrian National Library

Picture archive, digital archive catalogue with 1,2 Mio. cards (system: STAR). The whole card catalogue is digitized (jpeg). Standards: ONB uses currenty PND(Person Norm data). Own dataformat, future use of AMICO is intended. Selection necessary?

Collection

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10. Alinari

Domain: Image Archive

3,5 Mio. objects, more than 65.000 images catalogued and digitalized. More than 5.000 artists represented. Own data format, keyword and fulltext access. Detailed description/usecases! Selection! Themes?

Collection

11. ICCS / Union of Bulgarian Artists

500 objects in virtual gallery (withauctions). Catalogue: MySQL database for Linux, 60 objects digitized (jpeg). Described by own data structure, keywords. Suggestion: Start with objects out of the category Painting.

Collection

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Die ThemenThe results - An overview

2. Main requirements


General expectations for the portal site REGNET

1. Easy, fast and thematic access to a variety of geographically distributed information = Single point of entry to CH data world-wide

2. Better cooperation with other institutions / Network effects in terms of participation in professional communities

3. Wider presentation of own collections4. New user groups

Some statements

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3. Technical requirements


System requirements

1. Client/Server application2. Web Interface for end user access and data editing/administration

3. Security: Support of different levels of authorizations for administrators, users, user groups and guests.Authorizations for specific data fields/modules ...

4. System availability: 7/24, enhanced documentation andsupport (e. g. help desk, technical support, manuals)

Some statements

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4. Functional requirements


Functions to be covered by REGNET (internal)

1. Data management: Standard data structure forobject description but: possibility to define own datafields (supported by the software). Support of international standards/protocols: Z39.30, MARC, Dublin Core, CHIN. Support of hierarchical and networked structures for theaccession of complex objects. Development of a structure of texts based on themes ...

2. Data input/output: A clear data entry system: mandatoryfields and optional fields. Predefinde print formats. Indexing

of fields, vocabulary control, data import and export facilities...

Some statements

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5. Functional requirements


Functions to be covered by REGNET (internal)

3. Digitising (systems and methodologies to do so)

4. Intellectual property rights management5. Search functionality (Full text search, field search...)

6. Navigation/Browsing....

AND: Domain-specific functions!

Some statements

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6. End user requirements (esp. User interface)


1. Fast access2. Simple and well structured site3. Userfriendly interface

- GUI standards- Multilingual interface (switch between languages)- Web/Browser oriented

4. Simple/advanced search capabilities 5. Support by customer service unit/online help

Some statements

MUST

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6. End user requirements (esp. User interface)


1. Easy ordering (online ordering desirable)

2. Community services (e. g. forum, discussions)

3. Personalisation services (save profiles) 4. Push services (news & alert services, e. g. for new items, new exhibitions, special offers)

5. Different user profiles (B2B, B2C, C2C)6. High

Some statements

SHOULD

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The open questions

=> Further specifications through

use cases (next session)


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Introduction to Use Cases and Scenarios (IMAC Josef Herget)

Use Cases and Scenarios

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Use Cases are a way of structuring therequirement analysis according to the way in which a user uses the system.

In which phase of the system developing process are “Use Cases” elaborated?


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Large software systems consist of a set of use cases.In order to enable transparency use-case-diagrams are elaborated which show all the actors at a specific use case and the name of the use case.

Use-Case-Diagramme


Library system

Search for a book

Library user

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Librarian

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Library user


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Final Report - Structure, Content & White Spots (IMAC Silke Grossmann)

Final Report

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Final Report

Suggestion of a structure

1. Introduction

1.1 Objectives of Task 1.1 & Context

1.2 Project Partners and Roles

1.3 Workplan and concept

2. Current Practise: Content Provider

2.1 The collections

2.2 Software & hardware currently in use

2.3 Data Formats and migration plans

2.4 Supported functions

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Final Report

Suggestion of a structure

3. Best-Practise-Examples

3.1 Best-Practise in different domains

3.2 Conclusion for the REGNET system

4. Description of the REGNET system

4.1 Typology of users & services and products

4.2 Use cases - functions and processes

4.3 General requirements

4.4 Specific requirements

project team group meeting content group 2001-06-11 to 2001-06-12 stockholm

Documents