EmbARK: Organize Your Data & Keep It Moving!

Robb DetlefsDirector, West Coast Operations & Strategic Initiatives

robb@gallerysystems.com

WHO WE ARE

•Gallery Systems has developed database applications for cultural institutions for over 25 years. We currently serve over 700 museums, universities, artists, and other types of collections.•Two product lines: The Museum System (TMS) and EmbARK•Two web publication tools: eMuseum and Web Kiosk•Future: Federated search of collections with eMuseum Network.•We are community-minded and well-positioned to contribute knowledge in resource discovery

EmbARK is a database system for managing digital media and cataloguing metadata. It is available in 2 versions:

1. EmbARK Collections Manager: Used by museums and other institutions with physical collections that are Exhibited, Loaned, Moved, Conserved, Appraised…

2. EmbARK Cataloguer: The tool to catalogue image collections (sound and video, too).

• The Allan Houser Foundation • Anderson & Middleton • Arizona State University, Tempe, College of Design • Artemis Fine Art Services • Cal Poly State University, Department of Art & Design • California State Polytechnic University, Pomona, College of Environmental Design • California State Polytechnic University, Pomona, College of Environmental Design-Visual Resources Library • California State University, San Bernadino - Department of Art • Catholic University of America • Davidson College, Art Department-Slide Collection • Dowling College, Visual Arts Department • Film Victoria • Hunter College, Hunter College Libraries, The City University of New York • Ilisagvik College, Tuzzy Consortium Library • Miami University, School of Fine Art • Mills College, Department of Art & Art History • College of New Rochelle • Princeton University, School of Architecture • Purchase College, SUNY - Library

• Ro Gallery Image Makers, Inc. • Sam Francis Foundation • San Jose State University, School of Art & Design • San Jose State University, Sourisseau Academy • Scripps College, Slide Library • Sonoma State University, Art & Art History Department • Southern Methodist University, Lady Tennyson d’Eyncourt Slide Library • Stanford University, Art & Architecture Library, Visual Resource Center • State of Wisconsin, Department of Tourism • Tri-College Visual Resource Collections (Bryn Mawr, Haverford and Swarthmore) • Tucson Unified School District • Universal Limited Art Editions • University of Arizona, College of Architecture, Planning, and Landscape Architecture • University of Michigan-Dearborn • University of North Carolina - Charlotte, College of Architecture • University of the Pacific, Arthur A. Dugoni School of Dentistry • The University of the South • University of Texas Arlington, Art & Art History Department

Some EmbARK Cataloguer Clients

System Requirements• Platform: Windows and/or Macintosh• Environment: Stand-alone or Multi-user Client/Server• Supported on mobile devices such as iPad via remote access tools such as

Logmein or Remote Desktop.

Keep your collection in shape…• EmbARK can be used to catalog records one at a time…

However –

• EmbARK shines when batch entry features are used!

Standard Data Entry Form

Custom Data Entry Form

Create a VRA Core template for data entry

Use CCO guidelines for the online data dictionary

Built-in authority lists

Drag-and-drop a single image

Most common image, video, and sound formats are supported.

EmbARK automatically creates a thumbnail and captures the image metadata.

Image record automatically attached to the work.

Drag-and-drop additional files to create IMAGE records for other views.

Catalogue IMAGE data in the related record.

Works and Images may be loaded as a Batch

•Import text data from 3rd party slide vendors like Saskia, Davis, and Archivision•Import your own data from Excel or even with VRA Core XML

•-> Configure import file to create data record and link to image at the same time!

Take data from an Excel file…

Then map to fields in EmbARK

Import can be used to create new records or update existing ones.

Import VRA Core XML

Such as a selection from Archivision module 5

And automatically have Work/Image records

Use REPLACE to make batch changes to any fields on any set of records.

Apply terms from thesauri such as AAT to multiple records at once. (AAT available for free with purchase.)

Practice good database design, not strict adherence to standards.

By entering Creator FIRST and LAST names separately, the system can generate DISPLAY and SORT names.

Enter dimensions into separate Height, Width, and Depth fields so that system can automatically convert English <> metric.

Batch acquire images: EmbARK will link to existing record or make a new record. Multiple images can link to a single Work based on the matching id field.

Use built-in Digital Asset Management tools to manage media files.

• Move, Update, Copy, Rename, Rotate, etc.

• Sort images with drag-and-drop

Review data using configurable, sortable LIST views. Easily pick out inconsistencies or errors.

Save sets as PORTFOLIOS to manage workflow.

Export data the way you need it – Text, Excel, PDF, HTML, XML, ODBC, etc.

Use Web Kiosk to publish a dynamic, searchable Web site for Faculty and Students.

Publish data as XML so that machines can talk to machines and share data. The query URL is flexible API. Each data record has a URI to support Linked Open Data.

Create Custom Data Export for use with VRA Panel Export-Import Tool embedded metadata import.

Select records, then use customizable scripts to massage data from EmbARK to match VRA Panel import format.

eMuseum Network: A Gallery Systems project•A way for museums to share information (currently over 1.3 million objects from 60 participants)•A way to search across museum collections from a single access point•Not just search, but a platform for sharing and collaborating•Participation and Access are free•Open access coming soon…•http://www.emuseum.net

Current Participants

• Advanced Lucene query syntax supported

• Faceted filtering• Select favorites to

add to My Collections (from across institutions)

• Export data in various exchange formats

Thank you…

For More InfoEmail: robb@gallerysystems.comWeb: http://www.gallerysystems.com Phone: 510.652.8950 x233

Product Info in electronic format available at the display table.

EmbARK User’s Listservhttp://www.gallerysystems.com/embarkusers/EmbARK_List.pdf