With the introduction of easydb by the software developer Programmfabrik GmbH in summer 2022, the Technical University of Applied Sciences Wildau set out to achieve several key goals:

• Centralized cataloguing of image materials
• Improved research and accessibility across the entire image collection
• Legal clarity for image rights and usage
• Simplified ingestion of images from external sources
• Long-term preservation of visual materials
• Controlled access for staff members, internal use, and public relations

The conceptual development, implementation, and ongoing support were and continue to be carried out by the integration partner CDS Gromke e.K.

Documentary approach and preservation

Rather than following a traditional archival approach, the university uses easydb for the continuous documentation of its visual and media assets. During the review process, both the quality and legal status of materials are assessed before they are ingested, catalogued, and made available to all users through the web-based interface. The focus lies on:

• Cataloguing visual materials (assessment, classification, and appraisal)
• Preservation and provision of analog materials according to archival standards
• Clarification of copyright and usage rights
• Central point for accepting archival materials from university departments and staff
• Organization of data for long-term archiving

The initial user groups include staff from the Communications Department, University Library, and News & Media.

Standards and operation

A key prerequisite for implementation was the use of metadata standards, ensuring easy data exchange and a sustainable exit strategy. Metadata is stored in IPTC and XMP, and cataloguing is based on the direct integration of GND (Integrated Authority File) data through the built-in thesaurus interface in easydb. From the start, the system was designed to be operated on a server hosted by the KOBV Library Network, ensuring full control over access, operation, and data security.

In the first project phase, the primary task for staff is cataloguing approximately 81,000 images with a total size of around 2.7 TB, including photos from events, campus buildings, industrial heritage, and licensed materials.

Outlook

During the initial phase, the data model was prepared for future integration with the interactive campus map. Additional interfaces, such as a connection to the university’s content management system (CMS), are also planned.