The following presentation was in order to support the migration of conservation treatment documentation to consolidated network storage. The strategy allowed for a consensus taxonomy combined with continuous monitoring and correction. For details see www.data4USA.com

1. Defining conservation
documentation Taxonomy
Art Nicewick

2. Objectives
• Review the current manner that the
conservation documents are stored
• Determine a shared taxonomy that allows all
users from all conservation departments to
store and manage documents
• Provide means to include additional resources
(Email) into taxonomy
• Determine sustainable architecture

3. 2011 2012 Timeline 2013 2014 - 2015
Other Institutions
DCL-PA Treatment
Conservation Roadmap
Documentation Database
TEDD Application
Design Concepts
Documents
Link to TMS
Link to IRIS
Link to DAC
Conservation
Structured Treatment Data Space
Advanced Search Design Concepts
Some Gallery advanced Conservation Space Software
features
Document Management Conservation
features Functional
Folder Structure and File Naming Project
1 5 Requirements
Documents
DCL Department A DCL Folders Link to TMS
Folders and Files + + And Names Link to IRIS
Add storage Link to DAC
Many Folder Naming DCL Folder Naming Pattern
Patterns
B TMS Integration
Other Interim Image Annotation
Single Folder Hierarchy Standard Conditional Check-in/Check-
Conservation
Solutions ( TBD ) out
Workflow
Complex Search
(Optional/TBD) Functional Rules
Many File Naming Patterns
C
DCL File Naming Pattern 4 Advanced Search
Advanced
Gallery Specific
Functionality
Metadata/Tagging
Structured
Single Document Naming Standard Document Policy Treatment Data
Conforms to Standard Industry wide
Conservation Practices
File Storage Locations File Storage Locations
Documents
Documents
D Migrate to
Migration of documents and images to Departmental DAM Enterprise
Network Images
(DIVS) Digital Asset
File Storage Locations Managment
Images
Images Enterprise Digital Asset management
Migration images to Digital Asset management Folders
6 Enterprise Digital Asset
Management Features
Report Templates Link to TMS Images
With Metadata (TBD)
Department
2 3 Extensis Software Usage
DAM
Using Advanced Permission
Extensis Software Usage Centralized Image Repository
Advanced search
Increased Adoption of DAM Gallery wide Workflow
Not Using Using
3

4. Project Plan
• Identify current patterns
• Analyze common patterns across departments
• Identify of business requirements
• Analyze technical options available
• Identify alternative solutions
• Review alternatives with stakeholders
• Pilot selected alternative (enhance as needed)
• Roll out to departments
4

5. Interviews
Source Person Interviewed Folder Naming Screen Shots Report
Structure Diagrams Types List
DCL-OB Katy May Yes Yes Yes Partial
DCL-PH Connie McCabe Yes Yes Yes Partial
DCL-SR Chris Maines Yes Yes Yes Partial
DCL-PT Elizabeth Walmsley Yes Yes No Partial
DCL-PT Jay Krueger Yes Yes No Partial
DCL-PT Joanna Dunn Yes Yes No Partial
DCL-PA Michelle Stein N/A N/A Yes Yes
5

6. Other Sources Reviewed
• Suggest patterns for consideration
– RKD and Mauritshuis Report - General
– RKD and Mauritshuis Report – Conservation Example
– RKD and Mauritshuis Report – The National Gallery of Art
London
– DCL-PT 2009 Study by Katrina Bartlett
– AIC (American Institute for Conservation of Historic and
Artistic Works)
• Raise issues of associated content
– DIVS Image Folders Block Diagram
– Digital Imaging and Visual Services – Exhibitions
6

7. Scope of naming patterns
Which files should be named accordingDCL-COM
to the pattern? Example Department
Reports (all types of reports for works of art)
- Treatments 1
- Correspondence [NGA Collection Reports] Reports by Accession Number
- Contains a folder for each Object
- Library NGA Object 2 1937.1.112_Florentine_Madonna and Child
Reports
3 1937.1.112_Loan approval worksheet.docx
- NGANonNGA Items 1937.1.113_XXX
1937.1.113_XXX
1937.1.113_XXX
- Presentations 1937.1.113_XXX_Loan_worksheet.docx
1937.1.113_XXX_TP.docx
- Documents from other institutions
- Proposed Acquisitions [Non-NGA Collection Reports] Reports by Name
- Administrative (Budgets) - contains folders for exhibitions, proposed Acquisitions, Object for Study ….
4
- Image files 1998CalderExhibition
1998CalderExhibition
1998CalderExhibition
- Saved Emails XXXXXXX.docx
Proposed Acquisition (Transient Holding Area)
What is out of scope?
- Personal Documents
- Confidential ? Images
5
- Other ?
7

8. Type of Attributes
8

9. Major Attributes
Source Accession Artist Title Type of Date
Number   Treatment 
DCL-OB Folder and File Folder (With Folder (With Entered in name No
Accession Accession
Number) Number)
DCL-PT (EW) Folder Folder (First 4) Folder (First 4) In file name Correspondence
and File (First 4) and File (First 4)
DCL-PT(JK) Sometimes In Folder and No In File name With Dups
Folder, always in Filename
File Name
DCL-PT (JD) Folder and Folder and No In File name No
Filename Filename
DCL-PH Folder and Folder and No In File name Correspondence
Filename filename
DCL-SR In Folder In Folder In File No No
9

10. Common Patterns
• Artist frequently used in either folder or file name
• Accession number frequently used in both file
and folder name
• Accession Number separated by periods (.)
• File name includes report type code
• Inconsistent partial or abbreviated name of Artist
or title used
• Most labs diverged from standard on occasion
10

11. Objects Lab
Folders Files
1937.1.112 _Florentine _Madonna and Child 1937.1.113 _Trt .docx
1937.1.112 _Florentine _Madonna and Child 1937.1.113 _Loan_worksheet .docx
AAAA.A.A _RRRRRRR _TTTTTTTTTTTTTTT AAAA.A.A _DDDDDDDDDDD .XXX
1 2
File Extension (Doc,Docx, xls, … )
Report Type
Common Document Types
Con = Condition Report
Tp = Treatment Proposal
Trt = Treatment Report
Sys = Technical Examination of Systematic
Catalog
Loa = Loan
Mnr = Minor Treatment
3
Infrequent Document types (Freeform)
Loan_Worksheet
Analysis Proposal
Condition Notes
Request for Loan
Special Cases
Correspondence Organization Name
MFAH = Museum of fine Arts Houston
Accession Number (periods used)
Title (abbreviated)
Artist (abbreviated)
Accession Number (periods used as separators)

12. Folders
1942_9_11 _Coro
AAA_A_AA _RRRR
Arti
TTTT
WordDocs
MMMMMMMM
Coro
RRRR
Files
Arti
TTTT
_exam
_DDD
.doc
.xxx
Painting
1
File Extension (Doc, xls, …)
Windows 2007 “docx” standard not used
2
Lab
Type of Document
EXAM = Examination
Trt = Treatment
Trtlog = Treatment Log
Memo =Memorandum
Special Case – Free Form
Title
1942_9_11 _Coro Arti WordDocs Coro 11 _memo 1 a _20110101 .doc
AAA_A_AA _RRRR TTTT MMMMMMMM RRRR AA _DDDD SS V _YYYYMMDD .xxx 3
File Extension (Doc, xls, …)
Windows 2007 “docx” standard not used
Report Date (YYYY MM DD )
[The date of the report]
Sequence Letter to represents multiple versions
of the same document
Sequence number to represent multiple
documents of the same document type (e.g.
memo)
Type of Document
Memo = Memorandum
Special Case – Free Form
Last node of accession number, for example:
1992.1.2.123 = „123‟
1992.3.4.112c = „112c‟
In this example
1942.9.11 = 11
Artist (First four characters)
Type of Document (WordDoc, Powerpoint, Admin,
DB,…)
Title (First four Characters)
Artist (First four characters)
Accession Number (underscore used as
separators)

13. More Painting Lab
Folders Files
1
Rothko Rothko 1977.43.01 to 19 Rothko 1977.43.21 TMT 1 (2007) .doc
Albers Albers 1992.28.1 TMT (2006) .doc
Albers Albers (CMS 130048) EXAM 4 .doc
2
File Extension (Doc, xls, …)
Windows 2007 “docx” standard not used
Year (optional)
Sequence Number (Multiple Similar docs)
Type of Document
TMT = Treatment
EX = EXAM
EXAM = EXAM
EX&TMT = Treatment and EXAM 3
Sampling
Analysis
PROP = Proposal
Accession Number or CMS Number
(If CMS number, the number is in Parens, and
prefixed with “CMS”)
Periods used in Accession number
Artist Name (Matching Folder)
Accession Number Range
<From and to >
Artist Name (Matching Folder)
Artist Name (Last Name)

14. More Painting Lab
Folders Files
Reports
Peale 1985.59.2 Peale 1985.59.1 Proposal .doc
1
Peale 1985.59.2 Peale 1985.59.1 TrmntRpt .doc
Rembrandt 1937.1.75 Rembrandt 1937.1.75 Proposal .doc
Rembrandt 1937.1.75 Rembrandt 1937.1.75 _IRR Rembrandt 1937.1.75 IRR _CompFlat .doc
4
2 3
Extension
Details about Treatment
Type of report
Proposal
TrmntRpt = Treatment Report
Proposal = Treatment Proposal
IRR
Accession Number
Artist Last Name
Type of Report (If multiple reports exist for topic)
Accession Number
Artist Last Name
Correspondence
5
Rembrandt 1937.1.75 Prado Rembrandt Prado Rembrandt Xray .tiff
6
6 7
Extension
Type of report
xray
Artist Last Name
Correspondence Site
Artist Last Name
Correspondence Site
Accession Number
Artist Last Name

15. Folders Files
Artist and Treatments
Artist and Treatments
Bochner
Bochner
2009.33.1
2009.33.1
Images
Images
DCLPH
DCLPH
_142272
_142122
_A
_A
_NM_R
_NM_V
_20110901
_20110901
_00123
_00124
.DNG
.DNG
Image Filename
Photo
Lab
File Extension (Doc,Docx, xls, … )
Random Number from Camera
Date of image capture
AIC Standard <See AIC Guide to Digital Photo 2nd Ed>
NM_R = Normal Recto
NM_V = Normal Verso
RK_R = Raking Recto
...
B = Before Treatment
D = During Treatment
A = After Treatment
TMS Object Number
Department Acronym
Artist and Treatments
Artist and Treatments
Bochner
Bochner
2009.33.1
2009.33.1
Reports
Reports
2009.33.1
2009.33.1
CR
TP
.doc
.doc
Report Filename
Artist and Treatments Bochner 2009.33.1 Reports 2009.33.1 CR updated .doc
File Extension (Doc,Docx, xls, … )
“Updated Version”
CR = Condition Report
TR = Treatment Report
Accession Number of TMS Object ID
Artist and Treatments Bochner 2009.33.1 Other Witkovsky _Evaluation _20110912 .doc Other Filename
Artist and Treatments Bochner 2009.33.1 Other 2009.33.1 _XRF _20110912 .pdf
File Extension (Doc,Docx, xls, … )
Date
_Evaluation
_XRF
Accession Number
Or Correspondence contact
Reports
Images
Other
Accession Number
Artist
“Artist and Treatments”

16. Science Lab
Folders Files
4
Works of Art Other Frames Frank, Robert 1990.28.477 WA 766 -Frank -GuildedF .PDF
Works of Art Photographs Frank, Robert 1990.28.477 WA 766 -Frank -NewMexico .PDF
Works of Art Paintings Demi, Bob 1990.21.1 WA 734 -Demi -Sunset .PDF
1
2 File Extension (Doc,Docx, xls, … )
3
Short Version of Title
Artist Last Name (Prefixed with “-“)
Record Number
Database
WA = Work of Art Database
CP = Commercial Product Database
Accession Number
Artist First Name
Artist Last Name + „,‟
Request LabClassification
Photograph
Painting
Paper
Frames
Furniture
Textiles
Objects
Other [Optional] for smaller medium
groups ( Frames. Furniture,
Textiles)
Database (Type of Object)
“Works of Art”
“Commercial Products”

17. Patterns
Source Accession Artist Title Type of Date
Number Treatment
DCL-OB Folder and File Folder (With Folder (With Entered in name No
Accession Accession
Number) Number)
DCL-PT (EW) Folder Folder (First 4) Folder (First 4) In file name Correspondence
and File (First 4) and File (First 4)
DCL-PT(JK) Sometimes In Folder and No In File name With Dups
Folder, always in Filename
File Name
DCL-PT (JD) Folder and Folder and No In File name No
Filename Filename
DCL-PH Folder and Folder and No In File name Correspondence
Filename filename
DCL-SR In Folder In Folder In Fie No No
DIVS-Collection No No No No In Folder
DIVS-Exhibition No No No No In Folder

18. Using Tags (Links) Directories
1
3
2
4

19. Process for creating search tags
Program
“LoadTagsIntoDirectories”
Directory=ConservationDepartmentXNGA
StartRunAt: 3:00AM
Select
“Start” ObjectID,
ObjectID = 0000023
6
1
Artist,
TMS Artist=Murdock
Title Title=Story-In-the-hills.
from TMS_Objects 5
Where obj = „1991.1.23‟
4
Network Storage 7
Create Tags Folder for Object
1ConservationDepartmentX
1NGA 3
11991-1-23_Murdock
1991-1-23 Create Link _wObjID_0000023.lnk
2
11991-1-23_Tags GoTo=ConservationDepartx1991-1-23_Murdock
Ê_wObjID_0000023.lnk Create Link _wArtist_Murdock.lnk
Ê_wArtist_Murdock.lnk 8 GoTo=ConservationDepartx1991-1-23_Murdock
Ê_wTitle_Story-In-the-hills.lnk Create Link _wTitle_Story-In-the-hills.
GoTo=ConservationDepartx1991-1-23_Murdock
Ê_wUsedBy_ArtNicewick.lnk
11991-1-24_Murdock
11991-1-25_Murdock 9
1NON-NGA
1VIEW
1Artist
1Murdock
Ê_wObj_1990-1-123.lnk Create Artist Folder 10
Ê_wObj_1991-1-21.lnk
Ê_wObj_1991-1-23.lnk
1Murrow Create Link _wObj_1991-1-23.lnk 11
Ê_wObj_1943-1-23.lnk GoTo=ConservationDepartx1991-1-23_Murdock
Ê_wObj_1933-1-224.lnk

20. [1] Although the “Keyword” was used as an example, this field refer to all other metadata defined field “besides” the comments field (e.g. Author, Album, …)
Metadata in comments
Type of File Keyword field Comments field Custom Field
Windows XP Folder No No No
Files Yes Yes Yes [MsWord,.]
Links No No No
Windows 7 Folder No Yes [If system attribute turned No
on]
Files Yes Yes Yes [MsWord,.]
Links No Yes TBD
Mac Folder TBD Yes TBD
File TBD Yes TBD
Links TBD TBD TBD

21. Summary of options
Evaluation Criteria Criteria Importance ObjectID ObjectID +Artist Object Number Object Number Artist Folder +
+ Artist Object Number
Will need to change when Moderate No No Yes Yes Yes
accession number is assigned 
Short name folder Low Yes No Yes No No
Requires use of Search Tags to Moderate Yes Possibly Possibly No No
find item 
Based on users existing patterns High No A little somewhat Yes Yes


Folder prevents duplicate Objects Low Yes No Yes No No
Easy to use High No Maybe Maybe Yes Yes


Easiest to migrate Moderate No No Yes Yes Yes
Strategic Direction for Object Moderate Yes Yes No No No
Name usage 
Matched Work patterns High Low Low Good Better Better



22. Folders Files
NGA
NGA
NGA
NONNGA
1992-1-72
1992-1-191
1992-1-191
Book-143
_Warhol
_Warhol
_Warhol
_Newton
1992-1-72
1992-1-191
1992-1-191
Book_143
_trmt
_exam
_exam
_trmt
_20110112
_20110112
_20110112 _SecondDraft
_20111213
.doc
.pdf
.doc
.doc
File Extension (Doc,Docx, xls, … )
As Is
Free Form
Date (YYYYMMDD)
Type of Report (4 characters)
exam =Examination
icon =Condition Report
ocon =Outgoing Condition Check
trmt =Treatment
tlog =Treatment Log
tprp =Treatment Proposal
sysc =Technical Examination of Systematic Catalog
loan =Loan
mnrt =Minor Treatment
lwks =Loan Worksheet
aprp =Analysis Proposal
bexm =Batch Exam
tcon =Condition Report (Travel)
cass =Condition Assessment
rloa Request for Loan
memo =Memorandum
samp =Sampling
tanl =Technical Analysis
note =Special Notes
prpt =Report (Collection Report)
Accession Number (Hyphens) or NONNGA id
NGA 1992-1-72 _ VanGough Tags _w Artist _ VanGough .Lnk File Extension
lnk = windows link (shortcut )
NGA 1992-1-72 _ VanGough Tags _m Artist _ VanGough .Alias Alias = Macintosh Alias
Value of Search Tag
- For TMSNGA items this is machine generated
Type of “Search Tag”
This can be everything that can be inferred from either TMS, as
a new online application (if desired). This can also to a
manually defined tag the a user may choose to record. The
following is an example of some Tags
Nightly Auto Generated Tags from TMS
Title - “Title for NGA item”
Artist – “Forward Name for NGA item”
ObjectNum – TMS ObjectNumber for NGA item”
Date – Date (Art Period) for NGA item”
Medium – Medium for NGA item
[Note: NonNGA items will not be updated with this search info]
Tags users may decide to create for themselves
Exhibition – Exhibition(s) that art work belongs to
ActiveFor – Name of conservators that are activiely working
on Object
Open – Note “Yes” or “No” if being worked on
Type of tag Operating System Supported
_w denotes a Macintosh “Alias”
_w denotes a windows link
“Tags” - Hard coded
Artist (First 10 of Last Name)
Accession Number (Hyphens) or NONNGA id
“NGA” or “NonNGA”

23. Folder Files (“A”) Comments Field With MetaData (“B”)
1“DCL-COM”
1LabX
1 Reports
1TMS
To Be
 Campagnola_Domenico Domenico Campagnola [Italian, before 1500 - 1564] ID=2418
1 Gaddi_Agnolo Agnolo Gaddi [Italian, active 1369 - 1396] ID=1327
 1937-1-4-a Madonna Enthroned with Saints&Angels [left panel] [OID=2]
 1937-1-4-b Madonna Enthroned with Saints&Angels [Middle panel] [OID=3]
 1937-1-4-c Madonna Enthroned with Saints&Angels [right panl] [OID=4]
1 Rothko_Mark Mark Rothko [American, born Russia, 1903 - 1970] ID=1839
 X-1869 Untitled [Blue, Green and Brown] [ObjectID=78805]
 X-1870 Untitled [ObjectID=78806]
1 X-1872 No. 14 [White and Greens in Blue] [ObjectID=78808]
 X.1872_Intranet.url
 X-1873 No. 2 (No. 7 and No. 20) [ObjectID=78809]
 X-15245 No. 12 (Black on Dark Sienna on Purple) [ObjectID=102526]
 Brambilla_Francesco Francesco Brambilla, the Younger [Ital, 1530-1599] ID=13470
 Botticelli_Sandro Sandro Botticelli [Italian, 1446 - 1510] ID=989
1Abate_Niccolo_dell Niccolo dell Abate (Italian, 1509 or 1512 – 1571) ID=3474
11945-1-43 Flowers in the Lilies [ObjectID=10201]
 1945-1-43_Intranet.url
 1945-1-43_Trmt_20110101.doc
 1945-1-43_Exam_20110101.doc
1Emails Emails for 1945-1-43
 Sub-ApprovalForWork.pdf
11945-1-43-a Flowers in the Lilies – Recto - [ObjectID=10211]
 1945-1-43-a_Intranet.url
 1945-1-43-a_Trmt_20110101.doc
 1945-1-43-a_Exam_20110101.doc

24. Validation
Directory=ConservationDepartmentXNGA
Program “CheckFileData” Conversion Doc DB
Overrides
StartRunAt: 3:00AM 4
Artist Name Overrides
TMS
Artist=Modock
1 A Is Accession Num in TMS?
Artist Name Inferred Name
Mr. Renaldo (Skipper) III :Jay Mr-Renaldo-Skipper-III-Ja
Desired Short Name
Renaldo-3rd
B Does Artist name in Folder match 7
TMS?
3 5 Violations 6
Dept Folder Message Ignore? Date
Valid Report Codes DCL-XX 1991-1-23_Murdock „B‟ Artist Name Not same as TMS Y 1/1/2011
Yes DCL-XX 1991-1-23_Murdock „C‟ „Trt‟ not valid report code N 1/1/2011
TRMT Fail? DCL-XX 1991-1-23_Murdock „D‟ Accession Num not same as parent N 1/1/2011
EXAM
C Is report code a Valid code DCL-XX 1991-1-23_Murdock „E‟ Date format invalid N 1/1/2011
1ConservationDepartmentX TPRP DCL-XX 1991.1.24_Murdock „F‟ Invalid Accession Number N 1/1/2011
1NGA A B APRP
11991-1-23_Murdock E .
.
1991-1-23_Trmt_201121.doc . Dept Data Steward
2 1991-1-23_Exam_20120301_V3.doc D Is file Accession number same as parent?
DCL-AA
DCL-BB
Joe User
Jill User
Create
C 1991-1-23a_Exam_20110301.doc DCL-CC Pam User Email
E Is Date format valid? DCL-DD Sue User
1991-1-23_Trt_20110301.doc DCL-XX Fred User
D F Is Accession Num valid ?
11991.1.24_Murdock
F
8
9

25. Next steps
1. Identify current patterns
- Review
2. Analyze common patterns across departments
- Review
3. Identify business requirements
- Review enhance
4. Analysis of technical options available
- Review Enhance (With Macintosh issues)
5. Identify alternative solutions
- Review enhance
6. Review alternatives with stakeholders
- Determine what information to distribute
- Determine primary stakeholder
- Schedule
7. Pilot selected alternative
- Select pilot department
- Implement
8. Roll out to department
25