Gallery Systems at the VRA 2012 Vendor Slam

1. EmbARK: Organize Your
Data & Keep It Moving!
Robb Detlefs
Director, West Coast Operations & Strategic Initiatives
robb@gallerysystems.com

2. WHO WE ARE
•Gallery Systems has developed database applications for cultural institutions
for over 25 years. We currently serve over 700 museums, universities, artists,
and other types of collections.
•Two product lines: The Museum System (TMS) and EmbARK
•Two web publication tools: eMuseum and Web Kiosk
•Future: Federated search of collections with eMuseum Network.
•We are community-minded and well-positioned to contribute knowledge in
resource discovery

3. EmbARK is a database system for managing digital media and cataloguing
metadata. It is available in 2 versions:
1. EmbARK Collections Manager: Used by museums and other institutions
with physical collections that are Exhibited, Loaned, Moved, Conserved,
Appraised…
2. EmbARK Cataloguer: The tool to catalogue image collections (sound and
video, too).

4. Some EmbARK Cataloguer Clients
• The Allan Houser Foundation • Ro Gallery Image Makers, Inc.
• Anderson & Middleton • Sam Francis Foundation
• Arizona State University, Tempe, College of Design • San Jose State University, School of Art & Design
• Artemis Fine Art Services • San Jose State University, Sourisseau Academy
• Cal Poly State University, Department of Art & Design • Scripps College, Slide Library
• California State Polytechnic University, Pomona, College of • Sonoma State University, Art & Art History Department
Environmental Design • Southern Methodist University, Lady Tennyson d’Eyncourt Slide
• California State Polytechnic University, Pomona, College of Library
Environmental Design-Visual Resources Library • Stanford University, Art & Architecture Library, Visual Resource
• California State University, San Bernadino - Department of Art Center
• Catholic University of America • State of Wisconsin, Department of Tourism
• Davidson College, Art Department-Slide Collection • Tri-College Visual Resource Collections (Bryn Mawr, Haverford
• Dowling College, Visual Arts Department and Swarthmore)
• Film Victoria • Tucson Unified School District
• Hunter College, Hunter College Libraries, The City University of • Universal Limited Art Editions
New York • University of Arizona, College of Architecture, Planning, and
• Ilisagvik College, Tuzzy Consortium Library Landscape Architecture
• Miami University, School of Fine Art • University of Michigan-Dearborn
• Mills College, Department of Art & Art History • University of North Carolina - Charlotte, College of Architecture
• College of New Rochelle • University of the Pacific, Arthur A. Dugoni School of Dentistry
• Princeton University, School of Architecture • The University of the South
• Purchase College, SUNY - Library • University of Texas Arlington, Art & Art History Department

5. System Requirements
• Platform: Windows and/or Macintosh
• Environment: Stand-alone or Multi-user Client/Server
• Supported on mobile devices such as iPad via remote access tools such as
Logmein or Remote Desktop.

6. Keep your collection in shape…
• EmbARK can be used to catalog records one at a time…
However –
• EmbARK shines when batch entry
features are used!

7. Standard Data Entry Form

8. Custom Data Entry Form
Create a VRA Core
template for data entry
Use CCO guidelines
for the online data
dictionary
Built-in authority lists

9. Drag-and-drop a single image
Most common
image, video, and
sound formats are
supported.

10. EmbARK
automatically
creates a thumbnail
and captures the
image metadata.

11. Image record
automatically
attached to the
work.

12. Drag-and-drop
additional files to
create IMAGE
records for other
views.

13. Catalogue
IMAGE data in
the related
record.

14. Works and Images may be loaded as a Batch
•Import text data from 3rd party slide vendors like Saskia, Davis, and
Archivision
•Import your own data from Excel or even with VRA Core XML
•-> Configure import file to create data record and link to image at the same
time!

15. Take data from an Excel file…

16. Then map to fields in EmbARK
Import can be
used to create new
records or update
existing ones.

17. Import VRA Core XML

18. Such as a selection from Archivision module 5

19. And automatically have Work/Image records

20. Use REPLACE
to make batch
changes to any
fields on any
set of records.

21. Apply terms
from thesauri
such as AAT to
multiple records
at once. (AAT
available for free
with purchase.)

22. Practice good database design, not strict
adherence to standards.
By entering Creator
FIRST and LAST
names separately, the
system can generate
DISPLAY and SORT
names.

23. Enter dimensions into separate Height, Width, and Depth
fields so that system can automatically convert English <>
metric.

24. Batch acquire
images:
EmbARK will
link to existing
record or
make a new
record.
Multiple
images can
link to a single
Work based
on the
matching id
field.

25. Use built-in Digital
Asset Management
tools to manage
media files.
•Move, Update, Cop
y, Rename, Rotate,
etc.
•Sort images with
drag-and-drop

26. Review data using
configurable, sortabl
e LIST views.
Easily pick out
inconsistencies or
errors.

27. Save sets as
PORTFOLIOS to
manage workflow.

28. Export data the way you need it – Text, Excel,
PDF, HTML, XML, ODBC, etc.

29. Use Web
Kiosk to
publish a
dynamic, sea
rchable Web
site for
Faculty and
Students.

30. Publish data as XML
so that machines can
talk to machines and
share data. The
query URL is flexible
API. Each data
record has a URI to
support Linked Open
Data.

31. Create Custom Data Export for use with VRA Panel
Export-Import Tool embedded metadata import.
Select records, then
use customizable
scripts to massage
data from EmbARK
to match VRA Panel
import format.

32. eMuseum Network: A Gallery Systems project
•A way for museums to share information (currently over 1.3 million objects
from 60 participants)
•A way to search across museum collections from a single access
point
•Not just search, but a platform for sharing and collaborating
•Participation and Access are free
•Open access coming soon…
•http://www.emuseum.net

33. Current Participants

34. • Advanced Lucene
query syntax
supported
• Faceted filtering
• Select favorites to
add to My
Collections (from
across institutions)
• Export data in
various exchange
formats

35. Thank you…
For More Info
Email: robb@gallerysystems.com
Web: http://www.gallerysystems.com
Phone: 510.652.8950 x233
Product Info in electronic format available at the display table.
EmbARK User’s Listserv
http://www.gallerysystems.com/embarkusers/EmbARK_List.pdf