4. Portland Art Museum DAM Schema
MIMSY Related Custom Fields
o Accession number
o Title
o Artist
o Artist Nationality
o Artist Life Dates
o Date
o Curatorial Department
o Collection
o Object Type
o Credit Line
o Copyright Statement
o Copyright Instructions
Other Custom Fields
o Department
o Copyright Status
o Archival Storage Disc
o Archival Storage Location
o Event(s)
o Exhibition(s)
o Professional Photograph
o Program(s)
o Project(s)
o Resource Type
o Digital image
o View Type
o IPTC Copyright
o IPTC Copyright Status

5. Metadata Planning Tool
Field Name Description Type Priority Single/Multiple Vocabulary Values
Keywords Keyword search terms Text Crucial Multiple Unrestricted
Description Who, what, when, where, and why information Text Block Crucial Single Unrestricted
Approved Is the asset approved for external distribution? Text Crucial Single Controlled Yes
No
Expiration Date Asset may no longer be distributed after expiration date Date/Time Crucial Single Unrestricted
People Names of people in photos Text Nice to have Multiple Hybrid John Doe
Davin Kluttz
Marisela Alzuhn
Edward Smith
Rating Rating of asset from 1 (worst) to 5 (best) Number Nice to have Single Controlled 1
2
3
4
5
Stock Photo Price Price of stock photo asset Decimal Negligible Single Unrestricted
Stock Photo Website Website URL of stock photo source URL Negligible Single Unrestricted

7. PORTFOLIO
Uploading/Downloading Instructions
In an effort to help standardize and streamline the centralization of our digital assets, you need to follow the
guidelines below before uploading images to the Portfolio server.
1. File names – Keep names short and use underscores for spaces. Always include the file (.jpg). Never use
uncommon characters like /, , or ~ as it may create conflicts. Include photographer initials before file
number. Examples: JobFair_PR6723, EXPO_CL4673, Gallery_NLV4928
2. File formats – Always save your work in the jpg format with maximum quality.
3. File resolution – 300dpi (absolutely NO interpolation, we need quality, not quantity).
4. Minimum file size – 4” x 6” (1200ppi x 1800ppi) at 300 dpi
*Note: 4” x 6” at 300 dpi = 16” x 25” at 72 dpi
5. File mode – RGB
6. Folder Categories – We have standardized the folder categories at the root level of the Portfolio server and
ask you to be descriptive, but concise, when creating sub-folder categories, as this is one way Portfolio
generates keywords. Example: Event_Name_090209pr, i.e. Board_Meeting_090217pr, Job_Fair_090116cl
7. Edit – Please edit your work before uploading. This will minimize the amount of storage space needed,
enhance consistency and promote quality, since only the best of the selection gets exposed.
8. Metadata – There are two options on how to get your metadata embedded in your images:
Using Portfolio - This is the recommended option to assure consistency and is done once the images are
cataloged in Portfolio.
Using third party software - You may use Lightroom, Bridge, Aperture or even Photoshop for your
Metadata needs. If this is your preference, the Metadata needs to be done BEFORE you upload your images
to the Porfolio server. Refer to the following table for Portfolio’s Extracting/Embedding Metadata settings:
Portfolio Custom Field* Bridge LightRoom Photoshop file info
_People in photo XMP-Headline Headline Headline
_Event name XMP-Description Caption Description
_Photographer XMP-Copyright Copyright Description
_Campus XMP-Source Source Source
* All custom fields have a maximum of 250 characters

8. DAM Technology and Workflow Document
Server Information
SERVER SPECIFICATIONS
Application Hostname/IP OS Proc. RAM Admin Username* Password*
DAM Server
Web Portal Server
SQL Server
File Server
SERVICE ACCOUNTS
Service Username Password
DAM Server
Web Portal Server
SQL Connect
PASSWORDS
Type Password
DAM Server Admin
Web Portal Server Admin
Web Portal Site Creation
FILE SHARES
Protocol Path
Originals
Previews
LOCATIONS TO BACKUP
Server Data Path
DAM Server Catalogs (Windows)
DAM Server Catalogs (Mac)
Web Portal Server Sites (Windows)
Web Portal Server Sites (Mac)
File Server Originals
File Server Previews
SQL Server Database

9. DAM Technology and Workflow Document
Software Information
SERIAL NUMBERS
License Number of Seats Serial Number
DAM Client (Win)
DAM Client (Mac)
DAM Server
SQL Connect
Web Portal Server
FIREWALL PORT EXCEPTIONS
From: To: Inbound Port
DAM Client DAM Server 2903
Client
DAM Client File Server 445 (SMB/CIFS) 548 (AFP)
AutoSync DAM Server File Server 445 (SMB/CIFS) 548 (AFP)
Web Portal Server DAM Server 2903
Web Portal Server File Server 445 (SMB/CIFS) 548 (AFP)
Web Portal DAM Client Web Portal Server (Publish) 8085
DAM Client Web Portal Server (Admin) 8086
Web Browser Web Portal Server (View) 80
Catalog Information
CATALOG OVERVIEW
Catalog Name Type UserLevel Password
Settings:
Catalog 1
Previews Path:
Settings:
Catalog 2
Previews Path:
Settings:
Catalog 3
Previews Path:

10. DAM Technology and Workflow Document
Keywords & Custom Fields
CUSTOM FIELDS
Field 1 Field 2 Field 3 Field 4 Field 5 Field 6
Name
Type
Multiple value?
Drop down menu?
Drop down items