Making use of process analysis in NFA for updating data model and metadata management requirements

Purpose – National Film Archive (NFA) plans to replace existing systems for cataloging and content management with a new electronic system that will be based on the EN 15907:2010 standard and allows for effective description and management of both film and additional materials. For transition to the new system it is necessary to update the actual data model, to map current metadata structures onto a new scheme and to specify user requirements. (Not only) for this purpose it was decided to analyze processes related to content management and information flow within the institution.

Design / methodology / approach – The process analysis was done with the help of ethnographic research methods and process diagrams, the latter can be also considered as one of its outputs. In order to update the existing data model, the detailed EN 15907:2010 standard specification and FIAF cataloging principles were studied and the findings from the process analysis were utilized.

Results – In this case study authors present practical aspects of the application of chosen methods, their limitations and benefits for the given institution are discussed. Visualizations of process diagrams were found to be highly useful, they can be used as a simple tool for communication, change management and prospectively also for modeling of updated processes.

Originality / value – The article describes a complex approach to process analysis, which was applied using the institution's own resources and led to the existing processes assessment. The information gathered is helpful for the transition to the new data model. The knowledge will be also utilized during the development and implementation of a new electronic system in NFA. This approach can be beneficial for memory institutions finding themselves in a similar situation as NFA.