ASIA PACIFIC COLLECTIONONLINE

Supported by theGordon Darling Foundation

PROJECT BACKGROUND

• Aim: to publish a catalogue of the Gallery’scollection of contemporary Asian and Pacificart works online for wider public access

• Built on two long-term projects: to upgrade theGallery’s Collection Management System(CMS); and digitisation of Collection images

• Asia Pacific Collection Online is an ongoingproject.

ASIA PACIFIC COLLECTION

Selected this area of the Collection because:• High profile, significant collection of some 1016

records (642 contemporary Asian; 374contemporary Pacific) in Jan 2008

• Had accurate and up-to-date catalogue records,many with essay texts

• Reasonable number of high-resolution digitalscans and transparencies available

• Additional impetus of forthcoming Collection-based exhibitions e.g. The China Project (2009)

PROJECT STAGES

• KE EMu Collection catalogue• Digital images• Copyright• Art work records and narratives

Online catalogue in October 2008 with 1181records

KE Texpress

KE EMu

IntranetCollection

search

Asia PacificCollection

Online

* Flat file, UNIX based system, in use since 1989

* Powerful database, does most things we need, but not user friendly

* No ability to attach images to catalogue records

* Windows compatible relational system

* Most commonly used data fields mapped across from Texpress

* Attach images (scanned transparencies, new digital images)

* Use EMu’s built-in facility to operate through intranet – user friendly

* Customised to suit QAG | GoMA staff requirements

* Ability to make multiple images available for each record

* Customised intranet search facility for online publication

* Hidden search criteria (eg only finds Contemporary Asian and Pacific works)

* Copy of database is hosted on external server, outside QAG firewall, and updated nightly

Images

Copyright

Text

* Hi-res scans copied to central image server, with metadata

* Filename: Accession no, sequential number, notes

* Lo-res jpeg version manipulated to screen size, and attached to Catalogue records in EMu

* Automated image load to EMu Multimedia module

* Temporary project officer checked Gallery’s files regarding copyright status of each work

* Where no licence was held, artists were contacted and new licences were negotiated. Ongoing process.

* As new works are acquired, copyright licences are sent out

* Temporary project officer checked and correct catalogue entries

* Essays and short texts were edited and approved by Curatorial staff before publication

BASIC SEARCH SCREEN

LIST VIEW OF SEARCH RESULTS

CONTACT SHEET VIEW OF SEARCH RESULTS

INDIVIDUAL RECORD VIEW

RECORD VIEW WITH MORE INFORMATION

ENLARGED VIEW OF MAIN IMAGE

USING DETAILED SEARCH

SEARCH RESULT FOR PACIFIC TEXTILES

INDIVIDUAL RECORD VIEW

RECORD VIEW WITH MORE INFORMATION

OUTCOMES

In October 2009:• 1376 records + growing• 951 records with at least one image• 703 records with image and copyright cleared• 389 records with narratives• Online access to catalogue of Asian and Pacific

art• Improved management of digital images

PROJECT BENEFITS

• Increased public access to and profile for theAsian and Pacific collections

• Improved photographic and copyright records ofart works as well as capture and storage of texts

• Forms a basis for further development ofresources and services

ISSUES

• Internal catalogue vs online public access• Managing workflows and ongoing

maintenance and development• Copyright is time consuming• Plan to do it once for the long term but

accept there will be aspects that aren’tperfect.

CONTACTS

Judy GunningHead of Information and Publishing Servicesjudy.gunning@qag.qld.gov.au

Fiona MowatCollection Information Systems Officerfiona.mowat@qag.qld.gov.au