archiving toolkit
2023
In addition to integrating newly created art and design projects into the university-wide data network content.udk-berlin.de through the annual exhibitions (udk/rundgang) or real-time collaboration (udk/spaces), the use case of the university’s existing archives was also considered. The aim was to incorporate their metadata into the network, thereby enabling potential cross-contextual connections between these diverse datasets. To pursue this objective, both a mobile and a workstation application were developed. These were tested within the archive of the former “Digitale Klasse” during a workshop held together with students and faculty over two days in March 2023.
Workflow
In order to index as many works as quickly as possible, the following workflow was developed and implemented for efficient indexing. Two user groups were involved: the mobile users, who retrieved the works to be indexed from the archive, took a photo of each work using the mobile app, specified the storage location of the work, and then automatically generated a label with a four-digit short identifier, which was affixed to the work. The work was then passed on for metadata entry.Metadata indexing took place using a desktop-based application. Here, the most recently indexed works were listed, and each piece could be re-identified in the data network using the previously captured photo. The work could then be enriched with metadata.By dividing the process between mobile and keyboard-based input, and through task distribution, around 15 people were able to participate collaboratively in this effort, resulting in the indexing of approximately 1,400 works within a very short period of time.
Mobile Capture App
As described above, the mobile app enables the initial entry of works into the data network with minimal data. This web app is provided via a Raspberry Pi and a local Wi-Fi network and becomes accessible after successful authentication. Once a new entry has been created, the system generates a QR code with the data network address of the newly added entry, as well as a short identifier. A label is generated from this identifier and automatically printed by the label printer. The short identifier is also displayed in the mobile app to help locate the entry among others, so that it can be affixed to the work being archived.
Metadata Desktop App
After successful authentication, desktop systems that are connected to the same Wi-Fi network as the hosting Raspberry Pi system can access a web application that displays, in real time, the most recently created entries from the mobile apps. When the original work is presented, these entries can then be enriched within the digital interface with metadata and references to other already indexed works. This includes, on the one hand, information about the type of work and its medium, as well as authorship, temporal categories, or institutional affiliations. Once the metadata enrichment is completed, the work can be returned to its original storage location.
