Michael J Wright Archive Documentation

Curator's Guide - Michael J Wright Digital Archive

Introduction

Welcome to the Michael J Wright Digital Archive, a digital humanities preservation platform for cataloging and providing access to the works of Australian artist Michael J Wright. This guide is designed for curators, archivists, and academic library administrators responsible for managing the collection.

System Overview

What This Archive Does

The Michael J Wright Digital Archive is a dual-access repository that balances open scholarship with commercial rights protection:

  1. Public Scholarly Access: Provides free online access to low-resolution, watermarked images suitable for research, teaching, and non-commercial use
  2. Commercial Licensing: Protects full-resolution archival masters for commercial reproduction rights, managed through a separate licensing system
  3. Preservation: Maintains comprehensive metadata following Dublin Core standards with JSON-LD semantic web enrichment
  4. Discovery: Enables finding aids through standardized metadata, controlled vocabularies, and future OAI-PMH harvesting

Technical Foundation

Understanding the Collection

Content Types

The archive preserves four distinct types of creative works:

Type Description Special Considerations
Paintings Oil, acrylic, watercolor, and mixed media works Requires dimensions, medium, condition notes
Drawings Sketches, prints, and mixed media works on paper Medium and technique essential
Sculptures Three-dimensional artworks in various materials Requires dimensions (H×W×D), material, installation notes
Photographs Both analog prints and digital photographs Technical metadata (camera, film, print process) essential
Poems Literary works in various forms Language, line count, publication history
Notebooks Field journals, sketchbooks, personal writings Multi-page documents; may contain mixed content

Catalog Organization

Items are organized by:

Example Hierarchy:

Paintings
  └─ Coastal Studies Series
      ├─ MJW-P-1987-042: "Coastal Landscape at Dusk"
      ├─ MJW-P-1988-015: "Storm Approaching Byron Bay"
      └─ ...

Two-Tier Access Model

Why Two Resolutions?

The archive implements a protective dual-resolution strategy to:

  1. Enable Scholarship: Researchers, students, and educators can freely access the collection for non-commercial purposes
  2. Protect Copyright: High-resolution files suitable for commercial printing remain restricted
  3. Generate Revenue: Full-resolution masters available through paid licensing for publications, exhibitions, merchandise
  4. Prevent Misuse: Watermarked web previews deter unauthorized commercial reproduction

Tier 1: Public Web Previews

What Users See:

Stored Where: Fedora 6 repository, accessible via data.michaeljwright.com.au

Quality: Sufficient for on-screen viewing, presentation slides, blog posts, but not suitable for professional printing or commercial use

Tier 2: Full-Resolution Masters

What's Protected:

Stored Where: External archive (AWS S3, Azure Blob Storage, or institutional NAS) — NOT in public Fedora repository

Use Cases: Commercial printing, exhibition reproductions, art books, merchandise, conservation documentation

How Users Get Access:

Metadata Standards for Curators

Required vs. Optional Fields

Every item must include:

Every item should include when available:

Controlled Vocabularies

Why We Use Them: Consistency in terminology enables better search, discovery, and interoperability with other systems.

Key Vocabularies:

Where to Find Terms: See docs/controlled-vocabularies.md for complete lists

Adding New Terms: If you need a term not in the vocabulary, consult with lead curator to maintain consistency

Catalog ID System

Pattern: MJW-{TYPE}-{YEAR}-{NUMBER}

Components:

Content Type Codes:

Type Code Example Collection Path
Painting P MJW-P-2024-001 /paintings/
Drawing D MJW-D-2024-001 /drawings/
Sculpture S MJW-S-2024-001 /sculptures/
Photograph PH MJW-PH-2024-001 /photographs/
Poem PM MJW-PM-2024-001 /poems/
Notebook NB MJW-NB-2024-001 /notebooks/

Examples:

Why This Matters: Permanent, unique identifiers enable citation in scholarship and linking across systems

Your Curation Workflow

High-Level Process

  1. Acquire source material (master files, documentation, provenance)
  2. Catalog by creating metadata record from template
  3. Prepare web preview image (resize, watermark, compress)
  4. Archive full-resolution master to external storage
  5. Ingest metadata + web preview into Fedora repository
  6. Verify that record displays correctly and is discoverable
  7. Document any special handling or curatorial decisions

Detailed Steps for Visual Works (Paintings/Photographs)

Step 1: Receive Master File

Step 2: Create Web Preview

Using image processing software (ImageMagick recommended):

Quality Check:

Step 3: Complete Metadata Record

Curatorial Decision Points:

Step 4: Archive Master File

Store full-resolution master in external archive:

Institutional Note: Coordinate with IT/Digital Preservation team on storage infrastructure

Step 5: Ingest into Fedora

Using repository API (command-line or scripted):

Technical Assistance: See docs/curation-workflow.md for detailed command examples

Step 6: Quality Assurance

Review the ingested record:

Workflow for Text Works (Poems/Notebooks)

Poems:

Notebooks:

Access Control & Permissions

User Roles

Role Username Capabilities Use Case
Curator curator1 Create/edit resources, upload files, update metadata Day-to-day cataloging work
Administrator AdminRob All curator capabilities + system configuration, user management Technical maintenance

Current Curator Credentials

To Change Password:

  1. Contact system administrator
  2. Update .env file with new FEDORA_CURATOR_PASSWORD value
  3. Restart Docker containers to apply change

Authentication Endpoints

Environment URL Authentication
Local Development http://localhost:8080/fcrepo/rest/ HTTP Basic Auth (curator1/password)
Production (Public) https://data.michaeljwright.com.au/fcrepo/rest/ Automatic via Cloudflare Worker

Note: For curator-specific actions (create/edit), work at localhost:8080. Public production URL uses automatic authentication and may not support individual curator logins without modification.

Copyright & Rights Management

Standard Rights Statement

All works use this copyright notice:

Copyright © Michael J Wright. All rights reserved.

When to Modify:

Licensing Workflow (Overview)

  1. User browses public archive, finds work of interest
  2. "License full-resolution image" link redirects to external licensing portal (managed separately from Fedora)
  3. User selects license type (editorial use, commercial print, exhibition, etc.)
  4. Payment processed; usage agreement signed
  5. Time-limited download link provided for master file
  6. Transaction logged for rights tracking

Curatorial Role: You maintain links to licensing portal in metadata; actual licensing transactions handled by separate system

Fair Use Considerations

Public web previews support fair use:

Not fair use:

When in doubt about use requests, consult institutional legal counsel.

Quality Standards & Best Practices

Metadata Completeness Levels

Minimal (acceptable for preliminary cataloging):

Standard (target for regular cataloging):

Comprehensive (ideal for significant works):

Data Entry Best Practices

Dates:

Measurements:

Descriptions:

Keywords:

Consistency Checks

Before finalizing records, verify:

Preservation Considerations

File Formats for Longevity

Visual Works:

Text Works:

Embedded Metadata

Always embed metadata in master files:

Why: If files become separated from repository, embedded metadata preserves provenance

Version Control

Fedora automatically versions resources using Memento protocol:

Curatorial Best Practice: Document significant changes in dcterms:provenance field

Discovery & Access

How Researchers Find Materials

Primary Discovery Methods:

  1. Browse Collections: Navigate hierarchy by type → series → individual works
  2. Keyword Search: Query subject terms, titles, descriptions (future implementation)
  3. Federated Search: OAI-PMH harvesting by academic aggregators (planned)
  4. Direct Citation: Scholars cite works using catalog ID and URL

Enhancing Discoverability

Rich Metadata: More keywords = more discovery paths
Controlled Vocabularies: Matches researcher search terms
Series Groupings: Related works easier to find together
External Links: Exhibition history, publications create cross-references

Future Enhancements

Planned Features:

Collaboration & Governance

Curatorial Decisions Requiring Consultation

Documentation

Maintain curatorial logs for:

Stakeholder Communication

Stakeholder Role Communication Needs
Artist/Estate Rights holder Approve rights statements; consult on biographical details
IT/Systems Infrastructure Storage capacity; backup verification; system updates
Legal Counsel Rights management Fair use questions; licensing terms; copyright status
Researchers End users Access support; citation guidance; use permissions

Getting Help

Documentation Resources

Document Purpose Location
Metadata Standards Field definitions, requirements docs/metadata-standards.md
Controlled Vocabularies Approved term lists docs/controlled-vocabularies.md
Image Resolution Strategy Technical specs, access tiers docs/image-resolution-strategy.md
Curation Workflow Step-by-step procedures docs/curation-workflow.md
Curator's Guide This document docs/curators-guide.md

Technical Support

System Administration: Contact AdminRob for:

Cataloging Questions: Consult lead curator or cataloging committee for:

Training Resources

Recommended Background:

Self-Study:

Appendix: Quick Reference

Common Tasks Checklist

Cataloging a Painting:

  1. Assign catalog ID (MJW-P-YYYY-NNN)
  2. Create watermarked web preview (1200px, < 300 KB)
  3. Archive master file externally
  4. Complete metadata from template
  5. Select 3-7 keywords from controlled vocabulary
  6. Upload to Fedora via API
  7. Verify display and accessibility

Updating Metadata:

  1. Retrieve current record
  2. Make edits in JSON or via SPARQL
  3. Add dcterms:modified timestamp
  4. Document reason for change in notes
  5. Verify updated display

Responding to Access Request:

  1. Clarify intended use (research vs. commercial)
  2. For research: direct to public web preview
  3. For commercial: direct to licensing portal
  4. For fair use questions: consult legal counsel

File Naming Reference

Item Type Master File Web Preview
Painting MJW-P-YYYY-NNN_master.tif MJW-P-YYYY-NNN_web.jpg
Photograph MJW-PH-YYYY-NNN_master.dng MJW-PH-YYYY-NNN_web.jpg
Poem MJW-PM-YYYY-NNN.txt (metadata only)
Notebook MJW-NB-YYYY-NNN_p001_master.tif MJW-NB-YYYY-NNN_p001_web.jpg

Metadata Template Quick Start

{
  "dc:title": "Work Title",
  "dc:creator": "Michael J Wright",
  "dc:date": "YYYY-MM-DD",
  "dc:type": "Painting|Drawing|Sculpture|Photograph|Poem|Notebook",
  "dc:format": "Medium description",
  "dc:rights": "Copyright © Michael J Wright. All rights reserved.",
  "dc:subject": ["Keyword1", "Keyword2", "Keyword3"],
  "dc:identifier": "MJW-TYPE-YYYY-NNN"
}

Conclusion

This digital archive represents a commitment to scholarly access while respecting commercial rights. Your work as a curator ensures that Michael J Wright's artistic legacy remains accessible to researchers, students, and the public, while protecting the artist's intellectual property and enabling sustainable preservation funding through licensing revenue.

Archive Standards and Best Practices

Why Standards Matter (Even for Volunteers)

This archive follows international digital preservation standards to ensure that the collection remains accessible, trustworthy, and useful for decades to come. You don't need to memorize these standards, but understanding them helps you see why we do things in specific ways.

Think of standards like building codes for houses: Just as builders follow codes so houses are safe and last for generations, we follow digital archive standards so our collection remains accessible and trustworthy over time.

Key Standards We Follow

1. Dublin Core Metadata (ISO 15836)

What it is: An international standard for describing digital and physical objects
Why we use it: Libraries and archives worldwide use Dublin Core, which means our collection can be:

How you use it: When you fill in title, creator, date, description, and subject fields, you're creating Dublin Core metadata. The templates guide you automatically.

2. Linked Data and JSON-LD

What it is: A way to connect information across the web so computers can understand relationships
Why we use it: Our metadata can be:

How you use it: You don't need to do anything special—the system creates linked data automatically from your metadata entries.

3. Persistent Identifiers

What it is: Permanent ID numbers that never change (like our MJW-P-2024-001 catalog IDs)
Why we use it: Researchers can cite works in publications, and the citation will work forever. Even if we move servers or reorganize the archive, that ID stays the same.

How you use it: Always use the next sequential catalog ID in the system. Never skip numbers or reuse old IDs.

4. OAIS Reference Model (ISO 14721)

What it is: A framework for long-term digital preservation used by major archives worldwide
Why we use it: It ensures we:

How you use it: When you upload both a master file and create a web preview, you're following OAIS principles. The master is for preservation; the preview is for access.

5. Controlled Vocabularies

What it is: Approved lists of terms for subjects, mediums, and conditions
Why we use it: Using the same terms consistently means:

How you use it: Use the Controlled Vocabularies guide when entering subjects and keywords. If you need a term that's not listed, discuss it with the lead curator first.

6. PREMIS (Preservation Metadata)

What it is: Standards for documenting digital preservation actions
Why we use it: We track:

How you use it: The system records most of this automatically. When you note condition issues or conservation actions, you're contributing to PREMIS metadata.

Practical Application for Curators

When cataloging a painting, you're actually:

  1. Creating Dublin Core metadata (title, creator, date, description)
  2. Generating linked data connections (to controlled vocabularies, related works)
  3. Assigning persistent identifiers (catalog ID)
  4. Supporting OAIS preservation (uploading master + creating preview)
  5. Using controlled vocabularies (subject terms, medium terms)
  6. Contributing PREMIS metadata (condition notes, file formats)

The result: A professional-grade archive record that can:

Quality Benchmarks

How do we know we're doing well?

Our archive meets these professional standards:

These aren't just numbers—they mean:

For Volunteer Curators

You don't need to be an expert in archival standards! Follow these simple guidelines:

  1. Use the templates - They're designed to meet all the standards automatically
  2. Check the controlled vocabularies - Don't make up new subject terms
  3. Fill in as many fields as possible - More metadata = more discoverable
  4. Ask questions - If you're unsure, ask the lead curator
  5. Be consistent - Use the same format for dates, dimensions, etc.

The standards are built into the tools you use. When you follow the curator workflows in this guide, you're automatically creating standards-compliant archive records.

Closing Thoughts

Core Principles to Remember:

Thank you for your careful stewardship of this collection.

Document Version: 2.0
Last Updated: November 7, 2025
Contact: curator@michaeljwright.com.au (example)