Managing

We consider the security, sustainability and accessibility of digital media collection now and into the future.

If you would prefer to see all of our guides, see our A-Z listing.

• An Introduction to Metadata

  This is the first in a series of advice documents about metadata. In general the documents are aimed at those developing managed and sharable digital collections and are of use to those creating still image, moving image or audio collections. This first document defines metadata and introduces some of the key themes and issues that are dealt with in more depth later on.

• Approaches to Describing Images

  The following paper seeks to provide background to some methods for describing images that may be deployed by those building shared image collections. While the emphasis is on describing digital still images, those developing collections in other multimedia formats - particularly video - may find some of the methods and research outlined here applicable.

• Audiovisual Copyright: Frequently Asked Questions

  By reviewing copyright enquiries which have reached us via our helpdesk, we've collated answers to some of the most common. These are presented here as an FAQ (Frequently Asked Questions).

• Can I Use Images Found on the Internet?

  Answers to some frequently asked questions about using images downloaded from the web.

• Choosing a File Name

  File naming is a vital first step for those beginning to digitise. This document examines planning and using an effective file naming system when managing digital files. This paper highlights the advantages of using the 8.3 convention and looks at some options when naming derivative, surrogate files.

• Choosing a System for Managing your Image Collection

  It can be a daunting task choosing a system for managing an image collection - especially if you intend to use it to share your collection with colleagues or the wider world via the Web. As the companion paper to this indicates, there are a very wide variety of options (see Systems for Managing Digital Media Collections). You will probably find it useful to read that paper before you read this one.

• Controlling your Language: a Directory of Metadata Vocabularies

  This directory provides details of more than 70 vocabulary sources. It categorises the various types of vocabularies available to us as Thesauri, Subject headings, Authority lists and Classification schemes. Thesauri, subject headings and word lists more generally, are used primarily in aiding retrieval, whereas Classification schemes help us to organise resources, and Authority Lists help us to standardise the expression of values used in our metadata, like, for example, the way we enter names and dates.  Although there are overlaps, broadly speaking each serves a different purpose in helping to control the terminology used in our schemas and in aiding the search and retrieval of our resources.

• Copyright and Still Images: Frequently Asked Questions

  This advice document is a list of frequently asked questions (FAQs) JISC Digital Media has received about copyright in relation to digital still images.

• Copyright: An Overview

  Copyright and other intellectual property rights are central to the development, use and sustainability of digital collections. This advice document provides a broad overview of copyright.

• Data Protection

  This advice document provides a simple introduction to the Data Protection Act, but considers in some depth the issues relating to photographs.

• Digitising Audiovisual Collections

  Many audiovisual collections consist of materials that were created at a time when only analogue means of recording were available (e.g. an audio recorded on vinyl disc, movie film, audio and video tape recordings). These analogue AV materials can be successfully copied into a digital format (‘digitised’) and this article explores the benefits of undertaking this process and what's involved.

• Finding Subject-Specific Digital Media Resources

  There are a multitude of websites providing access to a wide range of digital media resources (images, video and audio) covering many subject areas. This can be very bewildering if you are searching for specific resources to use in the lecture/classroom or for inclusion in a VLE (virtual learning environment). The purpose of this document is to provide a subject-specific guide to finding digital media resources with links to a number of useful websites.

• Finding Video, Audio and Images Online

  There are countless websites offering images, video and audio files for use in education, but it's not always easy to know which sites are most useful or appropriate. This advice document discusses general tools and strategies for finding digital resources and looks at many of the sites you can use as reliable sources.

• Finding Videos for Academic Purposes Using Web-based Video Hosting Sites

  This advice document deals with the potential of using web-based services for finding videos suitable to support academic work and business and community engagement (BCE).

• Frequently Asked Questions about Copyright

  This document is intended as a quick reference guide, answering frequently asked questions about copyright. You are advised to check reference works and/or seek legal advice for your specific circumstances.

• Managing a Digital Media Collection

  We examine the key steps: assessing user needs, planning the collection, addressing rights and metadata issues, deciding upon storage hardware and local or cloud-based collection management software.

• Metadata and Audio Resources

  Working with metadata can be a very time-consuming and resource heavy activity, so it is important to have a firm understanding of your objectives before initial decisions are made. Before reading this advice document, it is worth familiarising yourself with the document An Introduction to Metadata.

• Metadata and Digital Images

  Working with metadata can be a very time-consuming and resource heavy activity, so it is important to have a firm understanding of your objectives before initial decisions are made. Before reading this advice document, it is worth familiarising yourself with the document An Introduction to Metadata.

• Metadata and Digital Video

  Working with metadata can be a very time-consuming and resource heavy activity, so it is important to have a firm understanding of your objectives before initial decisions are made. Before reading this advice document, it is worth familiarising yourself with the document An Introduction to Metadata.

• Metadata Standards and Interoperability

  This advice document aims to provide a comprehensive look at the various choices the developer of multimedia collections has in terms of metadata standards and the principles behind using them. It attempts to provide a synopsis of general metadata trends, a) in usage for audio, moving and still image format types; b) in specific areas of practice such as museums, archives, libraries and education; and, c) in various activities and tasks such as preservation, interoperability and resource discovery. For an overview of the whole series of papers, and an introduction to the metadata issues discussed here, please see An Introduction to Metadata.

• Naming Digital Media

  A key aspect of managing a collection of photos or recordings is being able to uniquely identify and store each asset. Therefore each asset must be given a name that ensures you are able to strore it safely without problems. Hence the importance of a good naming convention.

• Project Management for a Digitisation Project

  This paper takes a look at the role and responsibilities of the digitisation project manager. It addresses common managerial challenges such balancing the expectations of stakeholders and ensuring the of quality of output. It is intended to be of use to the management team of time limited digitisation projects or to resource management staff planning to digitise their collection.

• Putting Things in Order: a Directory of Metadata Schemas and Related Standards

  This directory provides a list of formal metadata schemas and related standards giving brief descriptions and links to further information. It complements JISC Digital Media's series of advice documents on metadata, which the reader is strongly advised to read alongside this resource.

• Risk Assessment for Digitisation Projects

  This paper identifies some of the more common risks associated with a digitisation project. It is intended to be of use to the management team of time limited digitisation projects or to permanent collection management staff planning to digitise.

• Roles and Responsibilities for Staff Involved in Building Digital Image Collections

  Creators of digital image collections, have important choices, decisions and responsibilities. This paper examines the role of copyright for staff who may be involved in the building of image collections.

• Sustainability of Digital Collections

  This article has been updated and is now superseded by A guide to Sustainability as of 22nd Feb 2013 

  Once funding for a digitisation project comes to an end, how will you ensure the long term sustainability of your newly-created collection? This is a fundamental question that needs to be addressed at the outset of the project. This document looks at different approaches to sustainability and discusses the factors you need to take into consideration when planning for sustainability. We will highlight the practical steps a project can take and examine various options for financing the ongoing maintenance and availability of the collection beyond the life of the project.

• Systems for Managing Digital Media Collections

  Everyone's collection and context is unique, so your choice of a system (or systems) for managing your digital media will require a careful assessment of your needs and resources and an evaluation of the available options. This paper provides an overview of a number of different approaches to media management: from some very cheap and 'low-tech' approaches to much more complex and specialised solutions.

• Using Flickr to Organise a Collection of Images

  This document looks at the ways you can use the photo sharing site Flickr and some of its associated tools and services to help organise a collection of images.