Tom Bilson, Head of Digital Media and Geoffrey Lowsley, CMS Officer at the Courtauld Institute of Art share how the Institute uses Digital Asset Management (DAM) combined with their Collections Management System (CMS) to catalogue 3,000,000 images. Tom will discuss: • The challenge of sourcing a suitable DAM system to: o Catalogue their 3,000,000 images o Link in with their CMS, zetcom's MuseumPlus • Linking object metadata in their CMS with Extensis digital asset management system Portfolio Server 11 • How they implemented and managed DAM • How DAM combined with CMS saves time, avoids unnecessary duplication, and enables easy self-service access to files Norbert Kanter of zetcom and Richard Bamford of Extensis will then discuss how CMS and DAM can benefit your heritage organisation.

1. Presented by
The Courtauld
Institute of Art –
DAM / CMS
integration
Tom Bilson & Geoffrey Lowsley
with Richard Bamford from Extensis
and Norbert Kanter from zetcom

2. The Courtauld
Institute of Art
About
The Courtauld Institute of Art is one of the world's leading
centres for the study of the history and conservation of art and
architecture. Its gallery houses one of Britain's best-loved
collections. Based at Somerset House, The Courtauld is also an
independent college of the University of London.
The Courtauld
gallery opens to the
public daily and
houses one of the
world finest
collections of
Impressionist
masterpieces, as
well as many other
pieces from the
Renaissance.

3. The Courtauld
Institute of Art
History
Founded in London in 1932 by:
• Textile manufacturer and art collector Samuel Courtauld
• Diplomat and art collector Lord Lee of Fareham
• Art historian Sir Robert Witt

4. The Courtauld
Institute of Art
College
Today the Courtauld Institute
has about 400 students
attend from all over the world.
Students study a range of
courses including:
BA, Graduate Diploma and
MA in the History of Art, a
Postgraduate Diploma in the
Conservation of Easel
Paintings; an MA in Painting
Conservation (Wall Painting);
an MA in Curating the Art
Museum as well as MPhil and
PhD research degrees.

5. The Courtauld
Institute of Art
Gallery
The Courtauld Gallery is situated on the south side of the
Strand in central London and opens to the public daily.

6. The Courtauld
Institute of Art
At its heart are the world famous artworks of The Samuel
Courtauld Collection including outstanding masterpieces such as
Édouard Manet’s - A Bar at the Folies-Bergère
Collection

7. The Courtauld
Institute of Art
In 2001-3, under lottery funding,
The Courtauld digitised and
catalogued its collections of
paintings (550 works), drawings
(6,000 works) which includes some
truly exceptional works by
Michelangelo, Canaletto, Turner,
Toulouse-Lautrec and Seurat, and
over 35,000 photographs of
architecture and sculpture from its
Conway photographic library.
However some 3 million images
from its photographic library
remain to be digitised and are
currently uncatalogued.
Collection

8. The Courtauld
Institute of Art
The Courtauld Institute previously had set up another DAM
system that was also used as a ‘cataloguing system’ for
their collections objects. This previous experience gave
them a clear set of requirements.
The previous system wasn’t Spectrum compliant. Adding
new metadata fields to the database was difficult There
were no user groups / community of users.
The Courtauld’s decision was based on:
- Portfolio’s ability to cope with millions of records
- The Portfolio API
- Support for multiple catalogues
- Advanced media processing
- Video handling
The Courtauld chose Zetcom Museum Plus who made use
of the Portfolio Server API and built the ‘Museum Plus to
Portfolio Connector’
Requirement

9. The Courtauld
Institute of Art
Solution
DAMS
1 x Portfolio Server Enterprise
1 x NetMediaMAX,
1 x NetPublish Server
20 Portfolio Client Access Licences
2 Days Professional Services
CMS
zetcom Museum Plus
Professional Services (Data Migration)

10. The Courtauld
Institute of Art
Solution
DAMS Interface (Extensis Portfolio web client)

11. The Courtauld
Institute of Art
Solution
CMS Interface zetcom Museum Plus

12. Extensis
Who are we?
Extensis® is a leading developer of software and
services for creative professionals and workgroups who
have been in business for 20 years.
Our solutions streamline workflows, securely manage
digital assets and fonts.
Extensis’ award-winning products include: Portfolio
Server® for digital asset management, Universal Type
Server® for server-based font management, Suitcase
Fusion™ for single-user font management, and the
WebINK® web font rental service.

13. Extensis
Where we are
Our software developers are based in Portland,
Oregon, in the US.
Our Integrations and Consulting Teams have completed
installation and training on five continents.
We offer support from locations in the USA, UK,
France, Germany and Australia.

14. Extensis
Our software and services
Digital Asset Management
• Portfolio Studio
• Portfolio Server Professional
• Portfolio Server Enterprise
(API, SQL Server Support)
• NetPublish Server
• NetMediaMAX
Font Management
• Suitcase Fusion
• Universal Type Server
• WebINK

15. Extensis
Our customers include
• English Heritage (UK)
• J. Paul Getty Trust (USA)
• Kiasma Museum of Contemporary Art (Finland)
• National Gallery of Art, (USA)
• The National Museum of American History (USA)
• The National Gallery (UK)
• The Metropolitan Museum of Art (USA)
• National Museum of Ireland (Ireland)
• Canadian Museum of Nature (CA)
• New York Botanical Garden (USA)
• Woodland Trust (UK)
• Sydney Opera House (Australia)
• The Fitzwilliam Museum (UK)
• Woodland Trust (UK)
• Flora & Fauna International (UK)
• National Geographic Society (USA)
• Commonwealth War Graves Commission (UK)

16. Portfolio Server
DAM delivers efficiency
• Centralise and categorise digital assets
• Search visually supported data
• Optimised data integration
• No more need to search the network
• No more need to search through USB sticks etc
• No need to ask colleagues for images

17. Portfolio Server
Administration
• Creation of several catalogues/databases
• Varied access for individual users
• Easy administration via web browser
• Fast integration in to your existing network
through port administration
• Installation on Windows and Mac OS X

18. Portfolio Server
Administration

19. Portfolio Server
Administration and Users
• Active Directory support
• Four different user access modes:
Reader
Editor
Publisher
Catalogue Administrator
• Users can enjoy different access levels to different
catalogues

20. Portfolio Server
User Guide: Desktop Client
• Desktop client for Windows and Mac OS X
• Concurrent client licences
• Improved organisation through creation of:
• Galleries (virtual folders)
• Intelligent searching with smart galleries for shared
reference.
• Custom views for different users
• Administration of Autosync folders

21. Portfolio Server
Autosync
• The creation of Autosync folders are an essential
component of Portfolio Server.
• With Autosync, often there is an existing folder structure
from which data is automatically catalogued.
• File Modification Date changes trigger Portfolio Server
to update the associated Portfolio catalogues, either
manually or on a timed schedule

22. Portfolio Server
Metadata
• Cataloguing extracts the original Metadata (XMP, IPTC,
EXIF, TIFF, QuickTime, Microsoft Office)

23. Portfolio Server
Web Client

24. Portfolio Server
Web Client & Video

25. Portfolio Server
Web Client & Media Scripts

26. Portfolio Server
Web Client & file conversions

27. Portfolio Server
NetPublish

28. Portfolio Server
Q&A / Further Info
www.extensis.com/heritage
Tom Bilson
Tom.Bilson@courtauld.ac.uk
Tel+ 44 (0)20 7848 2614
Geoffrey Lowsley @ The Courtauld
Geoffrey.Lowsley@courtauld.ac.uk
Tel: +44 (0)20 7848 2710
Richard Bamford @ Extensis
rbamford@extensis.com
Tel: + 44 (0)1604 654 272
Norbert Kanter @ zetcom
norbert.kanter@zetcom.com
Tel: +49 (0)30 6900 40 400