Presentation to #museumkurs2013 in Trondheim, looking at what Documentation means to museums, why we do it and where the professional practice of Documentation is going.
1. Museum Documentation Today and Tomorrow
(and possibly the day after that too...)
Nick Poole
CEO, Collections Trust
2. Contents
• Introduction
• What is a collection anyway...?
• How our organisations are changing
• What is Documentation?
• Trust and Trustability
• Strategic Collections Management
• SPECTRUM, COPE and the CRM
• The future of Documentation
• Further reading
3. About the Collections Trust
• Working with 23,000 museums in 18 countries worldwide
– Connecting people with collections
– Supporting professional development
– Building digital capacity
– Demonstrating the value of Collections Management
• We want to help as many museums as possible give as many
people as possible the chance to learn about themselves and the
world around them.
4. Discover Refine Manage Deliver Engage Improve
Acquisition
Strategic
Planning
Research
Interpretation
Collections
Management
Environmental
Control
Integrated Pest
Management
Integrated Risk
Management
Collections
Development
Disaster Planning
& Resilience
Conservation
Loans & Mobility
Exhibition
Planning
Digital Content
Web/mobile
Audience
Engagement
Strategic
Marketing
Outreach
Education/
Learning Support
Commerce/ retail
Fundraising
Business
administration
Key Performance
Indicators
Process
improvement
Cost reduction
Collections Trust
core competencies
Digitisation
Digital Asset
Management
Licensing/IPR
Documentation
The Collections Trust’s role
5. What is a Collection?
Physical
Collections
Physical
Collections
6. What is a Collection?
Administrative
Information
Administrative
Information
Physical
Collections
Physical
Collections
7. What is a Collection?
Administrative
Information
Administrative
Information
Collections-
based
Knowledge
Collections-
based
Knowledge
Physical
Collections
Physical
Collections
8. What is a Collection?
Administrative
Information
Administrative
Information
Collections-
based
Knowledge
Collections-
based
Knowledge
Physical
Collections
Physical
Collections
NarrativesNarratives
9. What is a Collection?
Administrative
Information
Administrative
Information
Digital
Assets
Digital
Assets
Collections-
based
Knowledge
Collections-
based
Knowledge
Physical
Collections
Physical
Collections
NarrativesNarratives
10. What is a Collection?
Administrative
Information
Administrative
Information
Digital
Assets
Digital
Assets
Collections-
based
Knowledge
Collections-
based
Knowledge
Physical
Collections
Physical
Collections
NarrativesNarratives
Physical
surrogates
(3D print)
Physical
surrogates
(3D print)
11. What is a Collection?
Administrative
Information
Administrative
Information
Digital
Assets
Digital
Assets
Collections-
based
Knowledge
Collections-
based
Knowledge
Physical
Collections
Physical
Collections
NarrativesNarratives
Physical
surrogates
(3D print)
Physical
surrogates
(3D print)
The nature of the material
which society trusts us to
collect, manage and care for
has changed beyond all
recognition...
The nature of the material
which society trusts us to
collect, manage and care for
has changed beyond all
recognition...
12.
13. Our changing role...
The role of museums has always been a balance between physical
protection and facilitating access
We’re replacing access with activism, relevance, engagement &
participation
To become relevant, the museum has to become responsive
17. It’s about finding the fastest,
simplest way of giving people
meaningful, emotional
experiences
Not about partitioning
peoples lives, but about
letting them express the kind
of connection they want to
make (including being left
alone & not having to connect
to anything!)
20. What is Documentation?
What is it?What is it?
Where is it?Where is it?
What is it
made of?
What is it
made of?
Who owns it?Who owns it?
Why do we
have it?
Why do we
have it?
What is it
connected to?
What is it
connected to?
Who collected
it?
Who collected
it? Where was it
found?
Where was it
found?
How big is it?How big is it?
How much is
it worth?
How much is
it worth?
21. What is Documentation?
What is it?What is it?
Where is it?Where is it?
What is it
made of?
What is it
made of?
Who owns it?Who owns it?
Why do we
have it?
Why do we
have it?
What is it
connected to?
What is it
connected to?
Who collected
it?
Who collected
it? Where was it
found?
Where was it
found?
How big is it?How big is it?
How much is
it worth?
How much is
it worth?
Why should I
care?
Why should I
care?
What does it
mean?
What does it
mean?
What story
does it tell?
What story
does it tell?
What is its
context?
What is its
context?
How do I
relate to it?
How do I
relate to it?
What makes
it unique?
What makes
it unique?
What does it
help me
understand?
What does it
help me
understand?
Is it ethical/
political/
moral?
Is it ethical/
political/
moral?
26. What is Documentation?
Our visitors must be free to wander the paths
we create, create their own, or tell us why a path
is broken and should lead somewhere else...
27. What is Documentation?
The aim of documentation is not the creation of
fixed points, but to facilitate the museum in
reflecting the changing nature of knowledge &
understanding about our collections.
28. What is Documentation?
In a connected world, knowledge flows freely
between contexts and communities, becoming
greater & more valuable as it travels.
29. In the real world, museums remain among the most
trusted civic institutions, more than banks, politicians,
broadcasters, teachers and the church.
In a world of hyper-connected information, trust is a
currency
Museums are rich in trust because of professionalism and
accountability – which are expressed through
Documentation, Conservation & Collections Management
30. The critical transition....
FROM
TO“I have status
because I am a
museum...”
“I have status
because I am a
museum...”
“I have status
because of what I
know, what I share
and what I
enable.”
“I have status
because of what I
know, what I share
and what I
enable.”
31. Strategic Collections Management
• Not about practice for its own sake, but about designing an
organisation that works well & works together
• Making decisions based on the needs of the audience and the
organisation
• Ensuring effective management based on the right balance of
skills, resources, systems and processes...
41. The core elements of SPECTRUM
• SPECTRUM helps museums review their work with their collections,
celebrate good practice and identify opportunities to improve!
• SPECTRUM Standard including translations/ localisations, SPECTRUM Digital
Asset Management, the SPECTRUM Schema and the Archive of previous
versions of SPECTRUM
• SPECTRUM Labs, including new ideas and potential applications of the
SPECTRUM Standard
• SPECTRUM Resources which support the application of the standard
• SPECTRUM Community which includes anyone who uses the standard
nationally or internationally
43. SPECTRUM Facts & Figures
• 8,000 licensed users
• 23,000 museums using SPECTRUM Compliant™ systems
• 17 SPECTRUM Partner systems
• Translations in the Netherlands, Belgium, Flanders, Germany
• Active communities in the Nordic countries
• Under development in Qatar and China
48. New ideas: Create Once, Publish
Everywhere (COPE)
• An object record is a nugget of digital content
• Able to be re-flowed dynamically across platforms
• Prepared for responsive design
• Collections that are mobile, social and in the Cloud
• “Get your content ready to travel anywhere, because it’s going to go
everywhere” (thanks to Paul Rowe, Vernon Systems)!
50. SPECTRUM & the CIDOC CRM
CIDOC CRM
LIDO, ESE, ?
Abstraction layer
Collections
management layer
Data interchange layer
By mapping up to CIDOC CRM from SPECTRUM, we can support COPE by
supporting a richer & more future-proof data interchange layer
51. ENTRY-LEVEL ACADEMIC MID-CAREER LEADERSHIP LEGACY
CORE VALUES Integrity, accountability, openness, honesty, diversity, efficiency
PROFESSIONAL
PRACTICE
Housekeeping,
handling, packing
Collections
theory, research,
documentation
Environment,
IPM, security,
labelling etc.
Strategic CM,
Collections
development
Organisational
knowledge
transfer,
research
MANAGEMENT
Time-
management
Project
Management
PPM, Risk, HR,
Finance,
Marketing
Strategic
planning,
advocacy
Continuity
planning
SUBJECT
EXPERTISE
Broad interest
General subject
focus
Practice-based
expertise
Specialist
academic
knowledge
Subject
knowledge
transfer
SOFT SKILLS Mentoring, facilitation, negotiation, communication, networking
Developing integrated skills
53. There is a golden thread that connects the card-index
cataloguing of the 1970’s with the world of linked open
data
Documentation is about much more than cataloguing
objects, it is what allows those objects to tell and re-tell
their stories
In a connected world, it is the professionalism and
accountability of our documentation & collections care
which give us our trusted status