May 4th 2017, Collections Management User Conference Day 1

9.30am

Welcome & Ice Breaker

Maria Wasing, CMO, Axiell
Kate Diston, Head of Archives and Library & Bethany Palumbo, Conservator, OUMNH

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9.45am

Axiell’s Future Plans & Vision

Adam Schatz, MD – ALM, Axiell

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  • What is One Axiell? Better alignment between Public Libraries, Museums & Archives
  • Our Vision for how our business areas work together, Education Media, Public Libraries, Vital Records & ALM
  • How we plan to expand our offer in the future

10.15am

Axiell Development Roadmap

Ben Sullivan, Head of European & Middle Eastern Operations, Axiell

 

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  • Major developments since last year
  • Priorities for Axiell’s development as a whole
  • Key upcoming milestones
  • New products and services

10.45am

Break

11.15am

Axiell Digital Asset Management

Alex Fell, Deputy Head, R&D, Axiell

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  • Introducing Axiell DAMS
  • Key functionality & user interface
  • Quick demo

11.30am

Customer Service Improvements & New Resources

Ian Rowson, Customer Services Manager UK, Axiell

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  • Improvements to customer support processes
  • Integrating and improving the customer support systems
  • Tailoring our customer communication and messaging
  • Preview of the new Axiell ALM website and what it will do for you

12.00pm

Lunch

Adlib

Chaired By Stephen McConnachie, Head of Data Collections & Information, British Film Institute

OUMNH – Lecture Theatre

Calm

Chaired by Chris Hilton, Digital Architect, Wellcome Trust

Pitt Rivers – Lecture Theatre

EMu

Chaired by John Peel, Collection Information Manager, Manchester Art Gallery, Manchester Museum & the Whitworth

OUMNH – Annexe 1

Micromusée

Chaired by Sally Carter, Principal Documentation Officer at Amgueddfa Cymru – National Museum Wales

Pitt Rivers – Seminar Room

Mimsy XG

Chaired by Alex Bromley, Documentation Manager, Museum of London

OUMNH – Seminar Room

1.00pm

Adlib Roadmap

Dave Forster, Product Consultant, Axiell

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  • How Adlib fits into to overall development plan
  • Latest version and new functionality
  • Key progress made since last year
  • Upcoming development milestones
  • Axiell Collections developments and availability

Calm Roadmap

Malcolm Howitt, Calm Product Manager, Axiell

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  • How Calm fits into to overall development plan
  • Latest version and new functionality
  • Key progress made since last year
  • Upcoming development milestones
  • Axiell Collections developments and availability

EMu Roadmap

Alex Fell, Deputy Head, R&D, Axiell

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  • How EMu fits into to overall development plan
  • Latest version and new functionality
  • Key progress made since last year
  • Upcoming development milestones
  • Axiell Collections developments and availability

Micromusée
Roadmap

Eric De Cacqueray, Head of Axiell France, Axiell

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  • How Mobydoc fits into the overall development plan
  • Upcoming features development
  • Benefits of Version 7
  • Version 7 Demo

Mimsy XG Roadmap

Andrea Boyes, Global Product Manager, Axiell

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  • How Mimsy XG fits into to overall development plan
  • Latest version and new functionality
  • Key progress made since last year
  • Upcoming development milestones
  • Axiell Collections developments and availability

1.30pm

A Journey into Adlib: Configuration for Imagery Heavy Collections

Helen Shalders, Business Change and Cataloguing Manager, Historic England

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For the past fifteen years the Historic England Archive and its antecedents have used an Oracle based, in-house built cataloguing system known as AMIE.  This was deemed a desirable solution at the time as it allowed for the idiosyncrasies of our photography heavy collections. Replacing AMIE with an out of the box system has been a journey in which getting  the configuration right has been vital in gaining and maintaining user confidence in a new ways of working.

 Areas which will be covered

  • Making the data fit
  • Adlib’s communication with software outside the catalogue
  • Mighty migrations
  • User understanding
  • Future steps

Re-discovering the Georgians: An Overview of the Georgian Papers Programme

Laura Hobbs, Archivist [Digital] & Julie Crocker, Archivist (Access), Royal Archives

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The Georgian Papers Programme, launched in 2015, is a partnership between the Royal Archives, Royal Library and King’s College London. The Omohundro Institute of Early American History & Culture and William & Mary College are sharing in this work as primary partners for the USA. This project will scan 350,000 pages of official and private correspondence of King George III and King George IV, including those of their families and household. In January, using CALM and CALMView, the Georgian Papers Online web portal was launched with 33,000 pages of catalogued material. 

Archivists from the Royal Archives will share how the project developed and the role played by CALM and CALMView in the process.

Collections Hazard Management using EMu

Fran Coles, Conservation & Documentation Manager, Bristol Culture

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A presentation outlining how we are utilising EMu modules to successfully document hazards within our collection and utilise functionality to ensure adherence to H&S legislation. This will include how we have developed our hazard management procedures alongside EMu with only minor changes to our standard fields. It will reflect on the authors own experiences using Mimsy XG and a dedicated hazards module verses adapting a less developed system within Emu.

Brief on Migration to V7 Project

Sally Carter, Principal Documentation Officer at Amgueddfa Cymru, National Museum Wales

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Description:

  • Process
  • Planning & Volumes
  • Issue log & improvements
  • Help sheets & documentation
  • What went well and what could be improved
  • Benefits

Managing the Import of Transcribed Data in XG: A Case Study Using the NMAH Numismatics Collection Transcription Process

Corey DiPietro, Acting Manager, Collections Documentation Services, National Museum of American History, Washington

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Corey is a 2006 graduate of the Museum Studies MA program at the George Washington University and has worked in various aspects of collections management at the Army Aviation Museum at Fort Rucker, Alabama, The Henry Ford in Dearborn, Michigan, and The National Museum of American History in Washington, DC

This talk will review the challenges, solutions, and process used by NMAH to efficiently import the transcribed metadata for approximately 50,000 numismatics collection object records. The talk will focus both generally on the data mapping process, as well as the XG tools, utilities, and methods used for importing and scrubbing the transcribed information.

2.00pm

Implementing an AMS on a National Scale – A Model

Chezkie Kasnett, Digital Projects Manager, IT Division, The National Library of Israel

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The National Library of Israel is leading a national project to deploy an online centralized network of historical archives with cultural heritage material. The objectives of the project are to provide free, on-line access to hundreds of historical archives and their holdings through cataloging and digitization, and secondly, the long-term digital preservation of these holdings.

Using CALM for Series-model Cataloguing

Chris Hilton, Digital Architect, Wellcome Trust

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CALM is built around the idea of a pyramidal hierarchy, with records fanning out from a single collection-level description.  However, these hierarchies can struggle to cope with complex organisational histories.  The Australian series model of cataloguing was developed to cope with this problem, with multiple authority files rather than a single collection description at the “top” level of catalogues.  The Wellcome Library has been experimenting with using CALM to deliver this type of catalogue: Chris will report on their experience and the implications both for CALM and for the cataloguing model.

Collaborative Project to Improve EMu for Managing Archives – Update

Kara Lewis, Collections Information System Administrator/Analyst,
National Museum of the American Indian, Smithsonian Institution

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An update on progress regarding the use of EMu to manage archives and archival collections. Seven institutions have been meeting monthly via video conference to discuss improvements in this area since the 2016 meeting. The latest suggestions and rationale will be presented.

Publishing on the Web with Micromusée V6 & V7: Examples

Eric de Cacqueray, Head of Axiell France, Axiell

Description:

  • Process from both versions: Toulouse and Angers user case
  • Back-office
  • CMS: Musée départemental breton
  • Collections on line: TMS (network of WW museums from France and Belgium)
  • Virtual exhibitions
  • Other features: Harvesting, multilinguism

Tracking Collections Rationalisation Through MIMSY XG Disposals Activity

Luke Pomeroy, Documentation Officer, Museum of London

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Museum of London will talk about their use of the Disposal Activity during their recent Social and Working History Rationalisation Project.

2.30pm

Web Browser Controls in Adlib: The Hidden Diamond in the Adlib Treasure Chest

Stephen McConnachie, Head of Data Collections & Information, British Film Institute

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Adlib Designer lets users implement web browser controls within the Windows client – these act as embedded web browser displays, where data from the record can be displayed in any form, and where data from the record can be used to interact with any web resources like Google Maps, Wikipedia, offering infinite potential for augmenting and exploiting the collections data and enhancing the cataloguers’ experience. This presentation will explain the functionality and offer a whistlestop tour of some use cases from the BFI’s system.

Considering Calm for Integrated Location Management

Melanie Peart, Archivist (Collections Management)Archives & Special Collections, University of Surrey

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The University of Surrey currently operates a hybrid approach to locations management, using both Calm and spreadsheets.  The bringing together of the University’s archive collections and special collections into a single management structure in 2016 has meant that this approach needs further consideration.  Mel will review the issues that need to be addressed and the ways in which Calm might form part of the solution.

Digitising the Collections of the Stratigraphical Museum, Knossos

Hannah Gwyther, Knossos Curation Project, The British School at Athens, Knossos

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The Knossos Curatorial Project aims to create catalogue records for the Stratigraphical Museum holdings, using the software EMu. At Knossos we are using the Catalogue module, linking our collections with records created within the Thesaurus, Bibliography, Collection Events and other modules utilised by the British School at Athens. Recently we have been trialling data entry through the Sapphire interface. I plan to discuss both the challenges we are facing with using a combination of a remote desktop and Sapphire, as well as some of the solutions we have adopted that might prove useful to the wider community of EMu / Sapphire users.

Discussion Group: Web Publication: Update on Projects

Discussion Group: Planning for Integrations

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2.45pm

Discussion Group: Adlib Internet Server

Discussion Group: Digital Preservation

Discussion Group: Digitisation Funding

Development Requests

Users will be given the opportunity to help shape future development by giving feedback and suggestions for the development of Mobydoc products.

Discussion Group Continued

3.00pm

Afternoon Break

3.30pm

Adlib Tips & Tricks – Axiell Training

Dave Forster, Product Consultant, Axiell

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View detailed handout

Our Axiell training representatives will provide a short training session on your system and highlight useful tools and functionality that you might not be aware of. They will also point you to resources and documentation that you might find useful. Keep a notepad handy.

Calm Tips & Tricks – Axiell Training

Ben Doty, Software Training Consultant, Axiell

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Our Axiell training representatives will provide a short training session on your system and highlight useful tools and functionality that you might not be aware of. They will also point you to resources and documentation that you might find useful. Keep a notepad handy.

EMu Tips & Tricks – Axiell Training

James Byrne, Technical EMu Support, Axiell

Our Axiell training representatives will provide a short training session on your system and highlight useful tools and functionality that you might not be aware of. They will also point you to resources and documentation that you might find useful. Keep a notepad handy.

Micromusée Tips & Tricks – Axiell Training

Marion Hayet, Customer Services Manager, France, Axiell

Our Axiell training representatives will provide a short training session on your system and highlight useful tools and functionality that you might not be aware of. They will also point you to resources and documentation that you might find useful. Keep a notepad handy.

Mimsy XG Tips & Tricks – Axiell Training

Gayle Silverman, Continuing Education, Axiell

Our Axiell training representatives will provide a short training session on your system and highlight useful tools and functionality that you might not be aware of. They will also point you to resources and documentation that you might find useful. Keep a notepad handy.

May 5th 2017, Collections Management User Conference Day 2

9.00am

Welcome & Intro To Day 2

Maria Wasing, CMO, Axiell

Digitisation

OUMNH – Annexe Room 3

Online Collections

OUMNH – Lecture Theatre

Digital Assets

Pitt Rivers – Lecture Theatre

Object Locations & Movements

OUMNH – Annexe Room 1

9.15am

Digitising the Dead Centre of the University

Jonathan Ainsworth, Systems Team Officer, Leeds University

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“St Georges Field” is a large green space within the campus of the University of Leeds. For over a hundred years up to the 1960s it was operated as a cemetery and over 97,000 people were buried there. As part of our “Medical Collections Project” (funded by a Wellcome Trust Research Resources Award) the University Library has recently digitised the full set of burial registers using its in-house digitisation studio.

All 97,000+ individual records were transcribed by an outside agency, and the resulting data was imported into EMu. The full registers are available online as part of the Special Collections public catalogue. The transcribed data held in EMu is fully and freely available to be searched and browsed using a specially-created online catalogue, which also allows access to the digitised registers.

Transforming Collection Data: From 1572 to the Present and Beyond

Wilhelm Lagercrantz, Digital Strategy / Chief Digital Officer, National Historical Museums Sweden

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National Historical Museums is a government agency which includes the Swedish History Museum and the Royal Coin Cabinet plus the museum operations at Tumba Papermill Museum. The agency also performs archaeology services.

The coin collection can trace its roots back to 1572 when Rasmus Ludvigsson, a secretary to the King Johan III started a collection of old Swedish coins.

From the start, there has always been a need to somehow keep track of the collection. In the early days using quill pen and paper, then gradually moving into more modern technology.

In the 1990s parts of the collection information became digital. Today the Swedish History Museum and the Royal Coin Cabinet use different solutions for the collections management and are ready to take the next step by moving in to Adlib. Our expectations are to enhance our work processes even more and reach out globally.

DAMbusters: IWM’s Mission to Design and Implement a Bespoke DAMS

Emily Dodd, Head of Collections Development & Information, Rob Tyler, DAMS Manager & Rosie Forrest, Collections Systems Manager, Imperial War Museum

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IWM was founded to collect and preserve objects that would capture the human experience of the First World War. At the formal opening of the museum King George V talked about creating “a memorial which speaks to the heart and to the imagination” made of items which “had an individual history which could be recorded and cherished”. 100 years on, our collection is increasingly digital and we needed to invest in a DAMS which we could build on for the next 100 years.

We will share the challenges and opportunities of our journey to creating an Axiell DAMS integrated with Adlib. We will take you through the complete process from commissioning, designing and testing to implementing a successful system. Along the way we will discuss working with users, technical specifications for digitisation, assessing future capacity and developing a fit for purpose infrastructure, with some of the lessons we have learned.

One Collection – Escaping the Labyrinth

Adrian Hine, Digitisation Manager, Science Museum Group

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The Science Museum is moving its world-class science, technology and medicine collection from Blythe House to a new custom-built collections facility in Wiltshire. The move requires us to complete a full inventory, barcode, pack and move all 320,000 objects in the collection whilst working in the labyrinth of rooms in a Victorian building. The eclectic collection, ranging from scientific instruments, pottery, chemicals, technology objects, antiquaries and ethnography material throws up many challenges of dealing with a heterogeneous collection and hazardous materials. In order to succeed we are completely overhauling current working practices; designing new efficient workflows, improving existing systems, enhancing data and using barcoding technology.

09.45pm

External Digitisation Service

Heather Needham, Principal Archivist (ICT & e-services), Hampshire Archives and Local Studies

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A case study on how Hampshire Archives conducts digitisation services for clients; from qualifying the needs of the project to delivery.

Quick Fire Q&A Session

Here we will help match users with questions or challenges with those that have solutions. Members of the audience will be asked for what object locations or movements challenges they are facing and facilitate crowdsourcing of solutions from rest of the audience. The answers will be a quick summary and help people identify other users who they may want to speak with in more depth during the rest of the conference.

Imperial War Museum Continued…

Quick Fire Q&A Session

Here we will help match users with questions or challenges with those that have solutions. Members of the audience will be asked for what object locations or movements challenges they are facing and facilitate crowdsourcing of solutions from rest of the audience. The answers will be a quick summary and help people identify other users who they may want to speak with in more depth during the rest of the conference.

10.00am

The BT Digital Archives Reloaded

Keith Lovell, Operations Manager & Dave Shawyer, Technology Heritage Manager, BT Heritage and Archives

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BT is the world’s oldest communications company, tracing all the way back to The Electric Telegraph Company, incorporated in 1846. It was the first company to develop a nationwide communications network. 

The BT Digital Archives is the result of a £1 million collaboration between BT Heritage, Coventry University and The National Archives to digitise a core part of BT’s archive collection from 1846; almost half a million photographs, reports and items of correspondence preserved by BT over the past 167 years. The remarkable collection – which is recognised by UNESCO and Arts Council England as being of international importance – showcases Britain’s pioneering role in the development of telecommunications and the impact of the technology on society.

Using Calmview, and incorporating our main archive catalogue, The BT Digital Archives has been relaunched to showcase this unique research resource.  We’ll share our experiences and challenges during the initial two year digitisation project and our learning in the subsequent years that lead us to where we are today.

Online Collections, Global Themes & Trends: New Research with Museums & The Web

Maria Wasing, CMO, Axiell

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In conjunction with Museums and the Web, Axiell has launched a new community of practice aimed at sharing best practice and strategies for online collections. Through a series of global surveys and community of practice meetings research has been compiled to understand what are the current trends for collections institutions wishing to increase their online engagement. The outcomes of this research will be shared including examples of successful projects and what has helped them to succeed.

Did We Really Need Another DAM System?

Mark Pajak, Head of Digital, Bristol Museums 

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A summary of digital asset management across the 5 museums and archives that make up Bristol Culture.

  • Discoverability
  • Media ingestion
  • Recording image use
  • Managing Born Digital & time based media
  • Digital Preservation Standards for Archives Accreditation
  • Integration with the web and gallery hardware
  • Infrastructure issues

A Quart Into a Pint Pot: How to Fit 5 Hampden Football Pitches Into One Museum Store

Malcolm Chapman, Head of Collections Management, The Hunterian

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The Hunterian has built a new Collections Study Centre and Store in the redeveloped Kelvin Hall. Building the Study Centre has been one challenge, moving a collection of 1,500,000 objects and specimens has been another. With a collection dating back to the mid-18thC and stored in 9 different locations on campus and around the city, standardising storage, tracking moves and improving access has raised a number of issues. This presentation will share our learning experiences, what solutions we have come up with and where we still have questions to resolve.

10.30pm

Break

11.00am

Towards the Digital Archive – Challenges and Best Practice:
A Look at Digitization Practices, Standards, and Methodology at the National Library of Israel

Chezkie Kasnett Digital Projects Manager, The National Library of Israel, Jerusalem

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The National Library of Israel holds vast collections of textual print and audiovisual source material. In today’s digital era, one of our main challenges is making these collections available to the public digitally. This not only serves the interest of the public, but our interests as well. A digitization operation must grapple with numerous challenges and considerations including legal issues, the physical state of the material, digital need and long-term preservation to name but a few. A successful approach to a digitization operation must provide an efficient methodology to deal with these challenges.

Beyond Collection Descriptions – More Data for More Users

Jane Raftery, Collections & Access Manager, Glasgow Museums

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Expanding from an existing on line collection website with collection descriptions to exposing as much data as possible from our collections management system.

  • Approaches to reviewing the unpublished data
  • Collection images and IPR
  • A section for teachers
  • Small scale user evaluation

CMS and DAM at the BFI: Division of Labour for Documentation and Digital Preservation

Stephen McConnachie, Head of Collections & Information, British Film Institute

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The BFI has over 1 Petabyte of preservation assets from the film, television and photograph collections in the BFI National Archive. The DAM component of that infrastructure is very tightly integrated with the BFI’s Adlib system, and this presentation will describe the conceptual model for that integration, and the practical details of how it works. The integration is designed to enforce a robust division of labour between documentation and preservation, with Adlib as the master for all metadata, and the Imagen DAM as the slave for metadata, and the master for all media preservation and access functionality. This model comes together in the BFI’s new collections access application which will launch soon in the BFI Southbank – it is built to retrieve metadata from Adlib API and media from Imagen API, and bring them together in a responsive HTML5 application offering unmediated access to the entire digital collection.

We Thought Barcoding Would Make Our Life Easier….?!

Dave Smith, Earth Science Data Manager, Natural History Museum

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The implementation of barcoding to facilitate digitisation has exposed a flaw in the model for recording specimen locations. We call upon the experience of the community to guide us to solution.

11.30am

Digitisation Tips & Tools

Digitisation Tips & Tools – Andrea Boyes, Global Product Manager, Axiell

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Axiell will share useful tips and tools that will help you to support your digitisation goals. Using examples from the global customer base, and highlighting existing functionality and upcoming development – you will leave this session with a better understanding of what tools you have at your disposal to meet your aims.

Online Collections Tips & Tools

Ben Sullivan, Head of European & Middle Eastern Operations, Axiell

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Axiell will share useful tips and tools that will help you to support your online collections goals. Using examples from the global customer base, and highlighting existing functionality and upcoming development – you will leave this session with a better understanding of what tools you have at your disposal to meet your aims.

Digital Asset Management Tips & Tools

Alex Fell, Deputy Head R&D, Axiell

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Axiell will share useful tips and tools that will help you to support your digital asset management goals. Using examples from the global customer base, and highlighting existing functionality and upcoming development – you will leave this session with a better understanding of what tools you have at your disposal to meet your aims.

Object Storage & Locations Tips & Tools

Gayle Silverman, Continuing Education, Axiell

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Axiell will share useful tips and tools that will help you to support your object location and movement goals. Using examples from the global customer base, and highlighting existing functionality and upcoming development – you will leave this session with a better understanding of what tools you have at your disposal to meet your aims.

12.00pm

Lunch

1.00pm

Adlib

OUMNH – Lecture Theatre

Calm

Pitt Rivers – Lecture Theatre

EMu

OUMNH – Annexe Room 1

Mimsy XG

OUMNH – Seminar Room

1.00pm

Group Session – Most Useful Thing I Learnt About Adlib This Year

This workshop is designed to give users an opportunity to share useful things that they have learned about their systems during the year. While not everyone has big projects to give full presentations on, many users make constant improvements to help them get the most of their systems.

Come prepared with a 2-5 minute soundbite of something you learnt this year to help other users get the same benefits you did, and bring a notepad to keep track of quick wins you could implement.

Group Session –
Most Useful Thing I Learnt About Calm This Year

This workshop is designed to give users an opportunity to share useful things that they have learned about their systems during the year. While not everyone has big projects to give full presentations on, many users make constant improvements to help them get the most of their systems.

Come prepared with a 2-5 minute soundbite of something you learnt this year to help other users get the same benefits you did, and bring a notepad to keep track of quick wins you could implement.

Group Session –
Most Useful Thing I Learnt About EMu This Year

This workshop is designed to give users an opportunity to share useful things that they have learned about their systems during the year. While not everyone has big projects to give full presentations on, many users make constant improvements to help them get the most of their systems.

Come prepared with a 2-5 minute soundbite of something you learnt this year to help other users get the same benefits you did, and bring a notepad to keep track of quick wins you could implement.

Group Session –
Most Useful Thing I Learnt About Mimsy XG This Year

This workshop is designed to give users an opportunity to share useful things that they have learned about their systems during the year. While not everyone has big projects to give full presentations on, many users make constant improvements to help them get the most of their systems.

Come prepared with a 2-5 minute soundbite of something you learnt this year to help other users get the same benefits you did, and bring a notepad to keep track of quick wins you could implement.

1.45pm

Adlib
Development
Requests

We want to hear from you!

After 2 days of the conference you should have a good idea of upcoming development plans, as well as many new ideas for how you can get more out of your systems.

This is your chance to let us know what else you’d like to see from the development for your product so that we can feed this into our ongoing development.

Calm
Development
Requests

We want to hear from you!

After 2 days of the conference you should have a good idea of upcoming development plans, as well as many new ideas for how you can get more out of your systems.

This is your chance to let us know what else you’d like to see from the development for your product so that we can feed this into our ongoing development.

EMu
Development
Requests

We want to hear from you!

After 2 days of the conference you should have a good idea of upcoming development plans, as well as many new ideas for how you can get more out of your systems.

This is your chance to let us know what else you’d like to see from the development for your product so that we can feed this into our ongoing development.

Mimsy XG
Development
Requests

We want to hear from you!

After 2 days of the conference you should have a good idea of upcoming development plans, as well as many new ideas for how you can get more out of your systems.

This is your chance to let us know what else you’d like to see from the development for your product so that we can feed this into our ongoing development.

2.15pm

Conference Key Take Aways & Closing

Maria Wasing, CMO, Axiell