Combining DAM and IIIF for an enhanced museum experience

In our recent webinar “Transforming Digital Experiences with DAM & IIIF for museums and cultural institutions” experts from the field share how these tools can revolutionize the engagement and management of digital archives.

The webinar brought together experts and use cases to discuss how digital technologies are being leveraged in the cultural sector. This article provides a summary of the key topics covered, focusing on Digital Asset Management (DAM), IIIF technology and how these tools are enhancing digital strategies for museums and cultural institutions.

Prefer to watch the webinar recording? You can here! (or click the Play-button in the image above).

Why museums need a DAM system

A Digital Asset Management (DAM) system serves as a centralized repository for storing, managing, and sharing digital assets – images, videos, and documents. For museums and cultural institutions, a DAM offers a ‘home’ for digital treasures, enabling seamless organization and scalability. Whether a museum has 10 thousand or 20 million assets, a robust DAM solution – like WoodWing Assets – ensures smooth operations by keeping all assets easily accessible, regardless of the collection size.

If you need more information about what digital asset management is, does, and can do, you should definitely check out our article about the ins and outs of digital asset management.

IIIF and its role in accessibility and preservation

IIIF is revolutionizing how museums present and share high quality visual materials. IIIF allows institutions to zoom into assets with unparalleled detail while maintaining image quality. With Woodwing Assets and a designated IIIF integration (by longtime WoodWing partner Qonqord) for cultural institutions, museums can implement IIIF viewers directly on their websites, providing a richer experience for both researchers and audience.

IIIF also supports advanced storage strategies. By converting large TIFF files to JPEG, institutions can reduce storage costs without compromising image fidelity. This optimized approach ensures assets remain accessible for detailed exploration, while maintaining data integrity.

Obviously, preservation is key for museums and cultural institutions. By integrating a DAM system with platforms like Axiell Collections, you create synchronization between collection management records and digital assets. This two-way integration simplifies workflows, allowing teams to update or retrieve assets directly within their ecosystems.

Qonqord’s Preservation Archive further enhances efficiency. Large files, such as high-resolution TIFFs, are stored in cost-effective locations, while accessible versions (JPEGs) remain linked for easy retrieval. This approach balances cost with accessibility and ensures long-term preservation.

Useful features for museums and cultural institutions

Now let's zoom in on some specific features of WoodWing Assets that are highly useful for museums and cultural institutions:

• File versions
  Keep track of every change made to files, ensuring easy access to previous versions and a clear revision history
• On-the-fly formatting 
  Assets can be converted into formats optimized for specific channels, such as resizing images for social media.
• Best-in-class InDesign integration
  Seamlessly connect with Adobe InDesign for efficient design workflows and real-time asset updates.
• Large file sharing 
  Share massive files effortlessly through secure, temporary links, simplifying collaboration with external partners.
• Multiple file formats
  WoodWing Assets supports thumbnails and previews for multiple file formats, including jpf or JPEG2000.

By automating workflows and integrating seamlessly with existing systems, these DAM features empower museums further to focus on their core mission: sharing cultural heritage with the world.

Using DAM versus local or cloud storage solutions

Axiell Benelux, a key player in Archive, Library, and Museum (ALM) solutions, focuses on enhancing how cultural institutions manage and share their collections. Their tools emphasize creating seamless connections between museum objects, associated library resources, and other content. By integrating with platforms like Axiell, WoodWing Assets is able to handle diverse assets more efficiently – from one single platform.

Rob Jacobs (managing director of Axiell Benelux) highlighted the evolution of collection management systems. Earlier, many institutions relied on localized systems with assets stored separately. Today, there is a shift toward centralized, cloud-based solutions that enable users to access both collection metadata and high-resolution digital assets from any location. This approach not only simplifies workflows, but also fosters collaboration among departments.

A recurring theme in the discussion about asset management is the distinction between Digital Asset Management (DAM) systems and basic storage solutions. While traditional storage merely provides a repository, DAM systems offer advanced functionalities on top of the repository funtionality: annotate images, manage workflows, and integrate with collection management systems, for example.

Museums often store multiple versions of the same object, leading to inefficiencies. Centralizing assets prevents duplication, streamlines operations, and ensures that all stakeholders work with the same version of a file.

Enhancing engagement with IIIF

The integration of IIIF into Axiell's systems is a game changer for institutions and museums aiming to enhance public and academic engagement. IIIF enables high resolution images to be shared and zoomed into online without requiring researchers or students to visit in person. Additionally, annotations can be added to images to cover up sensitive areas or highlight specific details without creating duplicate files.

This approach supports linked open data, allowing institutions to connect their collections with others globally. Platforms such as the Getty Institute exemplify how IIIF can be used to provide immersive, detailed access to digital collections.

Collaborations like the one with museum Het Nieuwe Instituut demonstrate Axiell’s capacity to integrate DAM solutions with Collection Management systems effectively. By combining digital assets with linked open data, institutions can offer enriched research and public engagement tools. This approach amplifies the accessibility of cultural collections and reinforces the role of technology in preserving and promoting cultural heritage.

IIIF technology at Het Nieuwe Instituut: a case study

Het Nieuwe Instituut, located in Rotterdam, holds an extensive collection of Dutch architecture and urban planning materials, including approximately 4 million archived items. Lois Hutubessy, Collection System Manager, shared insights about integrating IIIF with their DAM and Collection Management systems.

Why integrate IIIF?
The decision to implement IIIF for Het Nieuwe Instituut made for some key benefits:

• Enhanced accessibility
• Improved image interaction
• Streamlined data sharing

Hutubessy also shared some valuable advice for the implementation of IIIF into your organization:

• Understand relevant use cases
  Engage with end users to identify specific needs and applications for IIIF. This collaborative approach ensures the technology is implemented effectively and delivers meaningful benefits.
• Choose compatible systems
  Opt for DAM and collection management systems that natively support IIIF or can integrate it seamlessly. For Het Nieuwe Instituut, working with Qonqord facilitated a smooth implementation within their existing Axiell Collections and WoodWing Assets combo.
• Leverage the community
  The IIIF initiative is backed by an active global community of libraries, archives, and museums. This network offers resources, guides, and training to help institutions adopt and maximize the potential of IIIF technology.

A new era for Digital Asset Management for museums

For museums and cultural institutions, adopting DAM systems like Woodwing Assets and leveraging IIIF technology represents a significant leap forward in efficiency, accessibility, and preservation. These tools provide the infrastructure needed to manage growing digital collections while enhancing public engagement. As museums continue to embrace these innovations, they can confidently navigate the digital age, ensuring their collections remain accessible and protected for future generations.