When should our museum
start to plan for our next year's submission?
Each institution needs to identify the works it will provide to AMICO
approximately six months before making its contributions. AMICO
needs this information to prepare its forward marketing materials and
schedule work; AMICO Members need to plan what documentation, photography
and resources will be needed or which rights will need to be acquired
before they can complete their AMICO Submission. Lists of candidate
contributions from each AMICO Member are due to AMICO
Production Director by October 1 of each year. Earlier informal
review with the AMICO Production Director is strongly encouraged.
How many works does
each Member contribute?
Annual contributions vary from Member to Member. Targets
are to submit 500 works in your institution's collection each year.
Ten works within the submission should be rich records (or Members should
provide information to make 10 previously submitted records enhanced
with additional multimedia). New Members will be assisted to contribute
to their appropriate potential in the first year of membership; a rookie
contribution should be at least 20 works. Members are encouraged to
contribute more works as the AMICO contribution process becomes institutionalized
in their museums.
Are there deadlines throughout
the contribution cycle? What are they?
Yes, please see the
Contribution deadline schedule.
Is there a diagram which
explains the Workflow process?
Yes, see the diagram in the Workflow .PDF
file. This provides a visual breakdown of the Workflow process into
six steps and identifies the central task required at each step. The
six steps are Select, Review, Export, Validate, Enhance, and Distribute.
Note that these steps can be iterative ones which might require returning
to previous steps before moving on to the next step.
Which parts of the process
are owned by Members and which are owned by AMICO?
Members own the first three steps of the contribution
process. Your museum must select, review, and export the data for the
works in your museum's annual contribution. Also, Members must remove
errors from records that they have contributed in order to assist AMICO
with the data validation process.
AMICO runs validation routines on all Member-submitted
data. Once AMICO receives validated data from Members, the process continues
under the ownership of AMICO. AMICO adds enhancements to the data and
then provides it to AMICO's distributors.
tools to help us set up our AMICO submissions?
see the data specification for
format guidelines on how to make your contribution. There are also instructions
online for formatting records and submitting files.
AMICO has developed a series of tools, known as the Contribution
Management System, for contributing, validating and updating records
in The AMICO Library. You can log into this system at http://update.amico.org
AMICO <email@example.com> if
you need an individual user name for this system.
Does AMICO give guidelines
for what to contribute to The AMICO Library?
AMICO has gathered input on desired works from
two AMICO Library University subscribers, Princeton
University and the University
of Alberta. AMICO will continue to query subscriber in order to
help provide direction to AMICO Members about contributions.
In the Summer of 2000 AMICO performed a survey
of art history textbooks in order to determine works in the "canon"
that Members hold in their collections that are either discussed and/or
illustrated in textbooks. These contributions can be potentially useful
in Art History teaching and end user satisfaction with The AMICO Library.
How should our museum
determine what works are good candidates for our annual contribution?
Members should determine likely contributions by reviewing
their editorial guidelines (for local documentation standards) and curatorial
wish-lists (for works to include in The AMICO Library), determining
available digital (or easily digitizable) content, and checking cleared
rights and AMICO-cleared rights administered by ARS.
groups or departments at my instituiton need to review our proposed
Several departments within a Member must review the
AMICO contribution list. Curatorial, Rights and Reproductions, Collections
Management, Publications/Editorial, and Imaging/Photography departments
will all need to participate in the contribution review process.
What tasks do these
departments need to perform regarding our list?
Member verifies/corrects content of local Databases
1. Curatorial staff reviews content
2. Registrar/Collections Manager/Editor reviews classification, credit
3. Editor/Publications conducts proofing and edits for consistency
4. All corrections from each of these areas are input into local system.
Member reviews images
Member examines other digitized files
- Photography is examined
- If none/or inadequate, schedule photography
- If existing digital images are not right size
or color space, resize, alter and/or sample from master image file
- Review and color correction
Member confirms correct file naming
- Antenna files are reviewed for decision whether
- Marked up texts reviewed for DTD or browser
- Review QuickTime and other multimedia files.
Member clears rights
- Verify file names conform to conventions in
use at Member institution
- Verify files have appropriate prefix and suffix
- Contact rights holders requesting permission
for AMICO use
- Identify works that are represented by ARS,
in appropriate manner.
What do we need to properly
set up our data for export?
Before export your museum's data to AMICO you should
have the following:
- Your list identifying the full set of digital
files and records to be sent to AMICO
- Your map of fields in local Collections Management
System to the AMICO Data Dictionary
- Your documented character set used in the output
- Your export validation or data transformation
What tasks are required to
make our data export run smoothly?
To make your Export, you undertake these Activities:
- Validate mapping of Member's fields to the
AMIO Data Dictionary (with AMICO help if requested)
- Review map to ensure field usage has not changed
- Review map to make sure AMICO Data Dictionary
hasn't changed (AMICO will notify vendors and Members of Data Dictionary
changes at least 60 days before data is due.)
- Member (or its vendors) writes export report
to produce data to AMICO specification
- Identify what manipulation of the data needs
to be made on export:
- Parsing names and creating various forms
- Creating display fields if they are stored
locally in a parsed form
- Assigning Object Type (OTY) if not stored
- Add AMICO Library Year or export it if
record has been sent to AMICO before
- Member runs export routine, selecting records
marked for AMICO Library contribution
- Review output for proper fielding, presence
of delimiters and groups
- Verify character set (windows ANSI 8859/Latin
- Member uploads a test number of records
- Run online validation tools, review reports
and act to correct "error" messages
- Verify image/multimedia linking
- Member assembles multimedia and image files
and writes them to media
- File renaming (prefixes added)
- Suffixes verified (check case - e.g. .TIF
vs .tif - with Collections Management System usage)
- Member exports image metadata file (if it is
- Review in same way as Text Record File
- Member verifies Rights Link and Object Rights
Should we have one person taking
care of all these tasks?
Preparing AMICO contributions for export and successfully
exporting the data, images, related multimedia files and cataloging
records requires IT staff to follow carefully developed routines in
a systematic fashion. Experience has shown that if these are well documented,
the process will run predictably and smoothly. Allowing a single individual
to "just do it" each year is "asking for trouble" in the future.
our museum exports our data for our contribution are we done?
Exporting data and validating data are iterative procesess,
where records are exported, validation identifies errors, corrections
are made and a new file of records is re-exported and re-validated.
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