Cloud-based digitization workflow with rich metadata acquisition for cultural heritage objects

TL;DR

This paper presents a cloud-based digitization workflow utilizing Microsoft 365 tools for cultural heritage objects, enabling rich metadata collection and knowledge graph creation with high accuracy and usability.

Contribution

It introduces a novel, accessible workflow using cloud tools for metadata acquisition and knowledge graph integration in cultural heritage digitization.

Findings

Workflow successfully tested in pilot studies and workshops.

High accuracy and usability confirmed for cultural heritage institutions.

Knowledge graph made publicly available for broader use.

Abstract

In response to several cultural heritage initiatives at the Jagiellonian University, we developed a new digitization workflow in collaboration with the Jagiellonian Library (JL). The solution is based on easy-to-access technological solutions -- Microsoft 365 cloud with MS Excel files as metadata acquisition interfaces, Office Script for validation, and MS Sharepoint for storage -- that allows metadata acquisition by domain experts regardless of their experience with information systems. The ultimate goal is to create a knowledge graph that describes the analyzed collections, linked to general knowledge bases, as well as to other cultural heritage collections, so careful attention is paid to the high accuracy of metadata and proper links to external sources. The workflow was evaluated in two pilot studies and in two workshops, which allowed for its refinement and confirmation of its correctness and usability for JL. The knowledge graph created as a result of these pilot studies was made available in a public git repository. As the proposed workflow does not interfere with existing systems or domain guidelines regarding digitization and basic metadata collection in a given institution, but extends them in order to enable rich metadata collection, not previously possible, we believe that it could be of interest to all GLAMs.