1	"Ben Smith" Ben Smith M G H Consultants
2	"Preparation is Key" Preparation is Key Practicalities External Supplier vs Internal Selection of Suppliers
3	"Preparation is Key" Preparation is Key… So…
4	"Crucial that" Crucial that You understand your own needs That a supplier understands your needs Understanding your needs is key - it will: Help you / the supplier to focus on your goal Help you / the supplier to prepare and plan the project Allow you / the supplier to identify milestone’s from which to assess the project and react positively to unexpected issues So……
5	"What do you want to..." What do you want to achieve What is/are the ultimate goals? What are the best ways to achieve your goals? Work backwards from goal to necessary inputs
6	"Prepare a brief ‘Statement..." Prepare a brief ‘Statement of Requirements’ including? Goals / project outputs Necessary inputs to achieve goals Possible risk factors Ways to mitigate risk Who is best placed to do what and why
7	"What will the final images..." What will the final images be used for? Preservation archive copies? High / lo-res printing? Website? A mixture?
8	"Some of the finer practical..." Some of the finer practical issues Consider…
9	"Storage" Storage File formats What resolutions required to achieve goals vs What resolutions required for future use File-naming conventions Metadata Resources
10	"How are images to be..." How are images to be stored Temporarily CDs, DVDs, portable hard drives For posterity Server with backup? / multiple storage media? Future-proofing of storage media - can you work it in 20 years time? Who will ensure this is done? How much storage will you need? …
11	"Uncompressed TIFFs are best" Uncompressed TIFFs are best Some cameras produce RAW images File format has baring on file size Do you need other versions e.g. for web JPEG, Gif, PNG Convert from TIFF or RAW to other required formats Always save as copies
12	"Higher resolution – higher file..." Higher resolution – higher file size – greater storage requirements Consider – Storage and resolution are a trade-off Both dependant on project goals Rule of thumb – scan to a resolution that includes smallest significant detail scan to resolution that will provide quality print at maximum desired size (let your goals guide you!)
13	"Are files already catalogued" Are files already catalogued Will catalogue naming conventions work efficiently in electronic format For storage For portability – to websites, databases etc Agree naming conventions at the start
14	"What metadata is required" What metadata is required? To understand the media out of original context in the future? To assist in delivery of goals – e.g. metadata for website Who is best placed to deliver the metadata?
15	"On site" On site Helps to minimise risk of transportation / cost of insurance Ties up room resources Do you have suitable spaces – environmentally friendly? Consider equipment Suppliers vs your own vs purchasing new Staff time Project management Conservation
16	"Is about minimising" Is about minimising: Costs Risks By ensuring media is: Clean Catalogued and safely stored Cost is proportional to workflow The simpler the workflow the more streamlined the cost
17	"How well do you know..." How well do you know your collection? Is it catalogued? Is it clean? Example 1 Example 1 cleaned Is it stored effectively? If not – can a supplier do this for you? Does it require specialist knowledge of the collection?
18	"Are dependant on many factors..." Are dependant on many factors inc… Volume to be digitised Output formats Supplier flexibility Your flexibility Resource allocation Readiness off collections Agree them but make sure they are: Achievable Include a ‘what if?’ factor
19	"Clashing of resource needs" Clashing of resource needs Unexpected breakdowns Staff / supplier illness Breakages – everyone is human Necessity of agreement on acceptable risk Supplier insurance Complete or ask supplier to complete a brief risk assessment. If anything goes wrong you will be well placed to deal with it
20	"Allocate according to specialism" Allocate according to specialism Allocate according to resources Allocate according to goals Usually a mixture of all!
21	"How do you decide" How do you decide Consider…
22	"Benefits of using external supplier" Benefits of using external supplier Flexibility Flexible to your needs and can work around project issues Cost Effective You have no responsibility for annual leave or sickness pay Knowledge and Experience Already achieved levels of professional accreditation Brings experience from previous projects
23	"How do you decide" How do you decide Consider…
24	"Use the DiSCS website to..." Use the DiSCS website to draw up a shortlist http://www.discs-uk.info Check STS Accreditation. Check for insurances held Ask for references / previous experience. Meet them first.
25	"Ensure a written quote is..." Ensure a written quote is obtained for completion of the work. Take the VAT into account. Agree payment terms with the supplier.
26	"One simple rule" One simple rule: Preparation Failing to prepare is preparing to fail!
27	"Neil Jackson" Neil Jackson Email: neil@media-arts.co.uk Mobile: 07709 888560 Web: www.media-arts.co.uk