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Is anyone using their EMu collection management system alongside an Islandora digital asset management system? If so, I'd be interested in talking with you about how you integrate the two systems.   

-- Karen

Hi, Sharon.  KE wrote an Admin Task for us that copies a group of multimedia files to a location on our network. It's under the Multimedia category. Here's how to use it.

1. Search for the multimedia records in question.
2. Create a Static group containing the records.
3. Go to the Admin module and run the Bulk Multimedia Move task.
4. Enter your group name at the prompt. If it's more than one word, you'll need to put quotes around it.
5. It will move any multimedia files that it sees into the network directory/folder specified in the script.

The Admin Task is not able to filter out the thumbnail and smaller resolutions of the images, so those will show up as well.   

The Registry entry for the Admin Task is:

Group | Admin | Table | emultimedia | Admin Task | Bulk Multimedia Move | Value = MoveMultimedia.pl [text:Enter group name]

And the MoveMultimedia.pl script is:

#!/usr/bin/perl -w

use strict;
use ke::texapi;

my $groupname = shift;
my $query = ke::texapi->new();
my $querystring = "Select Module,GroupType, Keys_tab, Query from egroups where GroupName contains '$groupname' and Module = 'emultimedia'";
my $row;
my ($dir, $subdir);
my @irnarray;

print "$querystring\n";
$row = $query->Cursor($querystring);
eval
{
    $row->RowNext();
    @irnarray = @{$row->ColFetch("Keys_tab")};
};

if ($@ && $@ !~ /^Server error: End of file\./)
{
        print "******Error  **** $@\n";
}
`rm -f /[filepath multimedia files will be copied to]/*`;
foreach (@irnarray)
{
    if (length($_) > 3)
    {
        $dir = substr($_,0,-3);
        $subdir = substr($_,-3,3);
    }
    else
    {
        $dir = 0;
        $subdir = $_;
    }
    $subdir = sprintf("%03d", $subdir);
    if (-d "/home/emu/mhs/multimedia/$dir/$subdir/")
    {
        print "/home/emu/mhs/multimedia/$dir/$subdir/$_\n";
        `cp /home/emu/mhs/multimedia/$dir/$subdir/* /[filepath multimedia files will be copied to]`;
    }
    else
    {
        print "/[filepath multimedia files will be copied from]/$dir/$subdir/$_\n";
        `cp /[filepath multimedia files will be copied from]/$dir/$subdir/* /[filepath multimedia files will be copied to]`;
    }
}


I've added "[filepath multimedia files will be copied from/to]" in place of our actual filepaths, but I think you'll get the idea.  Hope this helps someone looking to do the same thing.

-- Karen

19-Dec-09 11:00:00
Forum: Parties

We are planning to begin using data from the LC Name Authority in our CMS Parties module. Specifically, we're interested in recording the LC Control Number and the Heading as they appear in the LC Name Authority record. I know that KE has developed a Parties module tab for capturing ULAN data, but has anyone had KE develop a similar Parties module tab to capture LC Name Authority (or other authority) data?

Karen Lovaas
CMS Manager
Minnesota Historical Society

22-Sep-09 09:00:00

We are looking for examples of the EMu Web Mapper in action to use as examples for decision-makers here at MHS. Our goal is to be able to plot collection records (and potentially records from other databases as well, such as birth and death records, census records, etc.) on layers of contemporary and historic maps.

If your organization is using EMu Web Mapper to present collections data from one or more data sources, we'd love to hear from you. All we need is the URL to your collections search page. So far, the only example I know of for sure is the www.ozcam.org site (which also uses the EMu Web Portal to aggregate data from a number of EMu and non-EMu databases, I believe). It looks as if the New York Botanical Garden is interfacing with Google Maps, rather than EMu Web Mapper.

Thanks in advance for your generous responses, everyone.

Karen Lovaas
CMS Manager
Minnesota Historical Society
345 Kellogg Boulevard West
St. Paul, MN 55102

We're considering using EMu's Narratives module, in combination with our Catalog, Parties, and Multimedia modules, to create online exhibits and it would be helpful to have some examples from other institutions to share with the decision-makers here at MHS. Would people be willing to send me links to current online exhibits that make use of EMu's Narratives module? I've found a few examples from previous posts here on emuusers.org, but I'm guessing there are some newer projects online out there that would be good to know about.

Thanks, everyone.

-- Karen

Karen Lovaas
Collection Management System Manager
Minnesota Historical Society
345 Kellogg Boulevard West
St. Paul, MN 55102
karen.lovaas@mnhs.org

Thanks for sharing all this information, Karen. We are using Emu's import tool to batch upload images to the Multimedia module. Your experience supports our suspicion that CS3 is likely at the root of our problems. We have one workstation with CS3 (others have either CS2 or CS4 -- don't get me started on the topic of version control!), and images that had IPTC metadata added on that workstation seem to be the images that are giving us trouble. We'll do a little more testing, but it looks as if simply not using CS3 will solve this problem.

Thanks again for your quick and thorough reply, Karen.

-- Karen L.

Has anyone else had the experience of IPTC metadata, added to an image file using PhotoShop CS2, CS3 or CS4, not importing to EMu Multimedia? We are trying to understand why the specific version of PhotoShop installed on some of our workstations appears to save IPTC metdata so that it is imported to EMu when the image is uploaded to EMu, while the version installed on other workstations saves IPTC metadata with the image file but for some reason the metadata is not imported along with the image when it is uploaded into EMu. We're wondering if there's some setting buried in either PhotoShop or EMu that we need to change. Thanks for any suggestions.

-- Karen

Karen Lovaas
Collection Management System Manager
Minnesota Historical Society
345 Kellogg Boulevard West
St. Paul, MN 55102
karen.lovaas@mnhs.org

At the Minnesota Historical Society, it is our practice to create a Parties module record for the husband and another for the wife. The wife's record includes her first, middle and last names (if known) in the First, Middle, and Last fields. Her married name, such as "Mrs. John Smith", is entered in the Other Names field. Her family or maiden name may also be entered as an Other Name field value, as may any nicknames or intitials. If her First, Middle, and Last names are not known, then the parts of her married name (such as "Mrs.", "John", "M." and "Smith") are entered in the Title, First, Middle, and Last fields, and nothing is entered in the Other Names field.

The relationship between the two parties is established on the Associations tab of the wife's record. The husband's Parties module record is attached in the Party field, and "spouse" is entered in the Role field. If the dates of the marriage are known, those are entered in the Start Date and End Date fields. This approach allows us to account for multiple marriages that a man or woman may have had over time, and it allows easy searching for a married woman by either her married or family/maiden name -- our Summary Data field is set to search the First, Last, Middle, and Other Names fields simultaneously, so you could find a record for a married woman regardless of where her married name appeared in any of these fields.

In general, we try to avoid using the Collaboration Party Type for any sort of association between two Parties. Currently, it is only used to deal with legacy data, where our legacy database had multiple people's names entered in a field that migrated to a single-value field in EMu.

Also, I should mention that it is one of the guiding principles of our Parties module that we strive to have a single Parties record to represent a given person, regardless of any name changes over time. The most complete, "official" or legal form of the person's name is entered in the First, Middle, and Last fields, and any other variants of the person's name are entered in Other Names.

Hope this helps.

-- Karen

Karen Lovaas
Collection Management System Manager
Minnesota Historical Society
345 Kellogg Boulevard West
St. Paul, MN 55102
karen.lovaas@mnhs.org

Thanks for posting this question, Alex. The Minnesota Historical Society is planning to ask KE to change the Rights field in the MM module to a link to the Rights module when we upgrade to EMu 3.2.05 later this year, but it seems that other EMu users might want this functionality, too. Perhaps it's something KE can add for all of us who need to manage rights for digital objects. Would others find this useful?

--Karen

Karen Lovaas
CMS Manager
Minnesota Historical Society
345 Kellogg Boulevard West
St. Paul, MN 55102
karen.lovaas@mnhs.org

Adrian and Forbes: Thanks for the information about how your organizations are managing digital assets. A couple of follow-up questions:

1) Adrian, you mention EMu's "Media Assets functionality". Are there any special fields or tabs that KE has developed to provide this functionality? Or are you just using standard EMu Catalog and Multimedia module fields?

2) Have either of your organizations written any best practices guidelines for images to be managed in your systems, or workflow or data documentation that you'd be willing to share?

Thanks again for the info. It's very helpful for those of us just beginning to dip our toes in the water.

Karen Lovaas
CMS Manager
Minnesota Historical Society
St. Paul, MN

Hi Simon. You may already have tried this, but thought I'd share the workaround we use here at the Minnesota Historical Society to find duplicate records in EMu. We start by exporting the field(s) in which we're looking for duplicate data, along with the IRN (and any other fields that might be useful) to a .csv file. We then import the .csv file into Microsoft Access, which has a built-in "Find duplicates" query function, including the IRN field in our query results. Once we've run the "Find duplicates" query in Access, we can query in EMu for the IRNs in the records that are returned by the query. If the list is long, we export the Access query results to Excel first, copy the entire IRN column and paste it into the EMu query. The whole process only takes a few minutes, and serves the purpose. But we do agree, it would be great if EMu had a built-in "Find duplicates" function!

-- Karen Lovaas


-- Karen

Hi, John and everyone. I haven't had time to thoroughly review all of the proposed changes to the Conservation module, but I must express concern at the proposed change to a one-to-one relationship between the Catalog and Conservation modules. This would, in our opinion, disable one of the primary strengths of the EMu data model, which is the ability to record conservation activity for batches of items without having to create numerous (sometimes hundreds) of individual Conservation module records. If this change were made, the Minnesota Historical Society would be forced to have a totally custom Conservation module; we have too much existing data where multiple Catalog records are attached to a single Conservation record, our policies and procedures are established using the current model, and we would not wish to switch to a model where only a one-to-one relationship was allowed.

Would it be possible, instead, to treat one-to-one and one-to-many relationships between these modules as "disciplines" and set up tab-switching entries that would force EMu to present different screens/fields when the relationship is one-to-one and when the relationship is one-to-many? There could be a field on the first tab in Conservation where the user would select either "one" (meaning that only one Catalog record would be attached to the current Conservation record) or "many" (meaning that more than one Catalog record would be attached to the current Conservation record). The backend could be set up so that multiple Catalog records could be attached to a given Conservation record, but the interface screen for a "one" record could limit the user to attaching only one Catalog record. The "one" value could also, perhaps, control other tabs that might be displayed only in the case of a one-to-one relationship (since I haven't reviewed the entire proposal, I'm not sure what those might be, but it seems possible that some fields might need to display differently depending on whether the the relationship is one-to-one or one-to-many).

This is just one thought about how we might accommodate everyone's wishes with a revised Conservation module. I'm sure John and the programmers at KE might have a better solution.

-- Karen

02-Mar-06 11:00:00
Category: Using EMu

The Minnesota Historical Society has recently upgraded to EMu version 3.0, and we see that there's a new report type called "XSLT." KE Support tells us that KE has no user documentation available that might help us understand how to use this new report type. However, it seems that, since the report type exists, somebody out there must be using it and I'm hoping that they'll have some documentation or at least experience to share. If your organization is using the XSLT report type, please let me know. I have some questons for you!

Thanks.

-- Karen

Karen Lovaas
Collection Management System Manager
Minnesota Historical Society
345 Kellogg Boulevard West
St. Paul, MN 55102
651-297-1454 (phone)
651-296-9961 (fax)

The Minnesota Historical Society would strongly encourage KE to implement Summary Data fields that can be adjusted by the customer. And all of Will's suggestions would work for us, as well.

-- Karen

Karen Lovaas
Collection Management System Manager
Minnesota Historical Society

04-Sep-04 09:00:00
Category: Archive
Forum: Archive

A couple of ideas that we've used here at MHS:

You can write a multi-module Crystal Report that will do what you want. You can use parameter fields in CR to allow users to specify query criteria.

Alternatively, if you're dealing with vast amounts of data (which can take a long time to run in CR) and fairly sophisticated users, you can export or report data from both modules out to .csv files, then import the .csv files as tables in a database such as Microsoft Access, where it is then simple to construct multi-table queries for use in data analysis.

-- Karen

Karen Lovaas
Collection Management System Manager
Minnesota Historical Society

27-Feb-04 11:00:00
Category: Archive
Forum: Archive

Hi, Will. I've already asked KE Support about this and they told me that
any change to the Summary Data strings would be a billable customization.
We've been trying to avoid making any changes to the standard Parties module
design, and we were hoping that perhaps other EMu users would also find this
useful so that we could persuade KE to make this change part of standard
EMu. Actually, we think that letting user institutions have control of the
content of Summary Data strings throughout EMu would be a useful feature.

-- Karen

27-Feb-04 11:00:00
Category: Archive
Forum: Archive

All of these sound like they would be useful changes.

In addition, we at MHS would like to see the Summary Data for the Parties
module include the Department field. We have dozens of organization records
for unique State of Minnesota departments, for example, but the Summary Data
for all of them just lists "State of Minnesota" -- which is not very helpful
when the Summary Data is displayed in other modules. Would adding the
Department field to Summary Data be useful to anyone else?

Karen Lovaas
Collection Management System Manager
Minnesota Historical Society

25-Nov-03 11:00:00
Category: Archive
Forum: Archive

Hi, Will. The Minnesota Historical Society uses EMu to do all of the things
you ask about. Yes, we do create Catalog module records for incoming loan
objects and props (items purchased for exhibit that are not part of the
permanent collection, but that may be confused with collection items if not
documented) that are used in our exhibits. We do use EMu for exhibit
planning and for tracking all of the activities that occur in preparing an
object for exhibit (conservation, photography, location changes), whether
that exhibit is one of ours or, in the case of outgoing loans, another
institution's. We also record details about how an object is displayed in a
given exhibit, as well as any necessary approvals for a given use, using our
Use Requests module.

Currently our registrars, conservators and collection curators are the
primary staff using EMu to carry out the loan and exhibit processes, but our
exhibit curators will be starting to use EMu soon. Our goal is to have all
departments involved in any aspect of collection management using a single
source of information. I'd be happy to provide names and phone numbers for
members of our staff who are using EMu to manage loans and exhibits, if
you'd like to speak with someone who's actually doing the work.

-- Karen

17-Sep-02 09:00:00
Category: Archive
Forum: Archive

Hi, Will. I'd just like to pass along that the Use Requests module includes
a Checklist Number field. This module also allows us to record in which
exhibit section (and subsections, if appropriate) a given Catalog unit will
be displayed. In addition, there is a Request Status field, in which we can
record the fact that an artifact may have been deleted from the list of
objects being considered for an exhibit; we can retain the Use Request
record, incidating that the object was considered, along with any approval
(or disapproval) comments, conservation records, tasks, etc. (even though an
object may be deleted, it's likely that a number of tasks occurred related
to it's possible use, and we want to document those tasks). All of these
Use Request fields enable us to organize and track artifacts throughout the
exhibit development process.

-- Karen

Karen Lovaas
Collection Management System Manager
Minnesota Historical Society

01-May-02 09:00:00
Category: Archive
Forum: Archive

The Minnesota Historical Society had the same concerns as the Carnegie
Museum about loan status for individual items loaned, as opposed to a status
for the entire loan. We also shared their wish to be able to link
Conservation records to a given loaned item. To do all of this, we worked
with KE to develop a Use Requests module, which documents the use (whether
for loan, exhibit, or something else) of a single Catalogue unit. Each Use
Request record has links to Catalogue (one Catalogue unit per Use Request),
Events (one Event per Use Request), Loans (one Loan per Use Request),
Conservation (one or more Conservation record per Use Request), Narratives
(one or more Narratives per Use Request), and Rights (one or more
Rights/Restrictions per Use Request). This module also allows us to track
the approvals and tasks that must occur for each Catalogue unit in
preparation for a given loan or exhibit use.

I don't know if this model would work for others, but it seems to address
some of the issues Will has raised in recent e-mails.

-- Karen

01-Feb-02 11:00:00
Category: Archive
Forum: Archive

The Minnesota Historical Society has developed a separate module called Use
Requests which allows us to associate a given use of an object with an
event, a loan, conservation records, and narratives (usually exhibit label
copy). In addition, this module contains fields for recording specific use
conditions (how the object will be displayed and where it will be within the
exhibit, both physically and intellectually), approvals, light exposure
incurred as a result of the use, and tasks required to process the object's
use.

I'm sure KE can give you the technical details on this module if you're
interested, and I'd be happy to share details about how we use it.

-- Karen

Karen Lovaas
Collection Management System Manager
Minnesota Historical Society

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