See how the Royal Botanic Gardens at Kew used Extensis Portfolio Server to create a centralized web-based repository for efficient finding and sharing of assets, thereby ensuring history is preserved for decades to come.

1. IMAGES IN HERITAGE & CULTURE ’11Diversity Fiona Bradley Head of Design and Photography, Royal Botanic Gardens, Kew Wednesday, 23rd March 2011

5. Science, horticulture, conservation, visitor attraction

6. Defra

7. To inspire and deliver science-based plant conservation worldwide, enhancing the quality of life.

8. 1.5 million visitors to both gardens with nearly 4 million web visits

9. Microsoft, Adobe, TOAD, Extensis

10. Windows, Macintosh and Unix3

13. Design mostly for visitor attraction, fundraising and publishing

14. Photography for events, festivals, art and books from archives , Kew’s scientific work, retail, web

15. In house photographic image collection over 150,000

16. Commercial image library5

17. Millennium Seed Bank Partnership

20. Photographs of collecting, habitats, plants and seeds as well as the scientific work in the laboratories and the actual building

21. A great need for image management

22. 9000 fully data based in Portfolio taken by a variety of staff

23. Images used for publicity, education, scientific research and to generate revenue

24. Available to staff 8

26. Preserved plant specimens

29. Reduce manual handling of specimens

30. Provide a secure digital back up of specimens

31. Digitisation projects funded by Andrew W. Mellon foundation

32. Available through our website and Jstor

33. www.kew.org/herbcat

34. www.jstor.org12

37. Bulky or those larger than A3 specimens photographed

38. Team of 14 digitisers

39. 200,000 scanned to date

40. Scanned as 600 dpi tiffs

41. File size 200 mb

42. Metadata exists in two places

43. Image metadata in TOAD

44. Subject metadata in Herbcat http://apps.kew.org/herbcat/navigator.do14

45. Photographs

48. Images used for promotion, information, education, print publishing, web, revenue generation

49. Nikon cameras most widely used

50. Photographs saved as DNG (Adobe digital negative)

51. Images size 10 – 250 mb

52. IPTC metadata on import plus keywords embedded using Adobe Lightroom and Portfolio

53. In use daily by multiple designers and picture researchers for searching and downloading

54. Search and retrieval speed vital17

55. Directors’ correspondence

58. More than 40,500 images digitised, dating back to 1840’s

59. Unique resource containing first hand accounts and observations on botany, ethnobotany, history, natural history, science and politics

60. Used for historical, botanical, scientific and political research as well as members of the public

61. Funded by Andrew W. Mellon Foundation20

63. Each item is first catalogued

64. The digitally imaged using a flatbed scanner or camera

65. Images scanned at 300 dpi tiffs

66. 84 mb tiff files

67. Each item read in detail

68. Important Metadata: people, date, places, subject, plant names, increasing access and awareness

69. Available in house and from JSTOR Plant science website (http://plants.jstor.org/) 21

70. Art

72. Digitally imaged using a flatbed scanner or camera

73. Each item read in detail

74. Images scanned at 600ppi / 300 ppi tiffs

75. Funded by Andrew W Mellon Foundation23

77. 8 - 10,000 digitised on request from researchers or for commercial use

78. Some have been digitisation projects for example, Roxburgh and Marianne North

79. Flat artwork scanned using Epson 10000XL A3 flatbed scanner

80. Books photographed using a specific unit made up of a iCAM book cradle and Cambo Camera, Leaf Aptus – II 10 digital back

81. Basic embedded metadata is added by photographer

82. Images generally unavailable24

84. Cambo Camera and Leaf Aptus – II 10 digital back

85. Metadata being embedded by a volunteer using Adobe Bridge

87. Photographed using Sinar back

88. Team of four catalogued using TOAD

89. Available online, used by scientists, commercially desirable25

93. Obtaining large scale external funding

94. Training existing staff and employing project teams

95. Developing procedures tailored to subject matter

96. To establish a long term corporate approach to image management and have the tools to support it

97. Phase out manual processes and duplication of effort and content

98. DAM becomes the system of choice 28

100. Establish a relevant directory structure

101. All users to be trained in effective use of systems

102. Metadata should be ample and relevant for the collection

103. Make use of available online tools for keywording

104. Archive and back up centrally

105. Ensure that the assets are used29

107. Insurance against loss or damage

108. To make our information more accessible

109. Desire to develop revenue streams

110. Capitalise on funding opportunities

111. To fulfill the demand around the organsiation for DAM30

113. To search multiple catalogues quickly

114. Easier creation of custom fields

115. Reporting on usage

116. To interface with Oracle UCM

117. Exporting to pre defined colour and file types31

118. Thank you! 32