Flemish heritage databases

Challenge

The heritage databases were originally set up by the provinces as a tool for registering and managing heritage collections. Ownership of these heritage databases was transferred to Flemish Government’s Department for Culture, Youth and Media in 2018, with the aim of integrating them with other existing systems. By doing so, a better alignment between both registration and collection management systems is reached, that moreover will provide a better answer to the needs of today and tomorrow. The use of Erfgoedplus and Erfgoedinzicht is widespread among Flemish heritage institutions.

How can we integrate these two existing heritage databases to provide a better service? Meemoo is aiming to formulate an answer to this question – in close collaboration with the Flemish government’s Department of Culture, Youth and Media (link in Dutch), FARO (link in Dutch) and originally also Flemish Art Collection (now part of meemoo) – in this project. This mission is closely aligned with the Flemish Government’s ambition to encourage the digital transformation of the cultural sector and set up a broader ecosystem in which digital cultural content is optimally usable, findable and visible – for both the cultural sector and elsewhere.

Starting from 1 January 2024, meemoo will be responsible for managing Erfgoedplus and Erfgoedinzicht during this transition period. This will ensure that current users can continue to register, manage and make their heritage collections accessible.

Our role

Delaware started with a preliminary study and field survey upon request from the Flemish government in 2019. This resulted in a framework with a number of strategic recommendations for integrating the heritage databases. You can read the report here (link in Dutch).

The Department of Culture, Youth and Media then set up the Digital Collection Registration Taskforce, which meemoo is a part of. We’ve been putting our heads together with representatives from the Department of Culture, Youth and Media, FARO, heritage bodies and museums to shape the future possibilities for the heritage databases.

Our role is not limited to constructing the new heritage database. Until all data has been migrated, we will also maintain the technical infrastructure of the two current systems. Please contact us at erfgoeddatabanken@meemoo.be if you encounter any technical issues.

• 2018: Provincial platforms under Flemish management

• 2019: Exploratory study by Delaware and establishment of a task force

• 2019-2020: Preliminary research by the task force, resulting in three reports and a project proposal

• 2021: Approval of the project proposal

• 2022: Analysis phase and market exploration

• 2023: Awarding

Approach

Preliminary research and proposal (2019-2021)

We mapped out the specific requirements, available options and sticking points in three phases during the preliminary research through:

• a field survey (link in Dutch)

• an analysis of the existing technical infrastructure (link in Dutch) of Erfgoedplus and Erfgoedinzicht

• a business model (link in Dutch) customised for the sector

The preliminary research was carried out upon request from the Department of Culture, Youth end Media in close consultation with the heritage sector. The three phases resulted in final reports, which you can find here (link in Dutch).

The preliminary research findings led to a project proposal which suggested that the current heritage databases be integrated into two new types of systems:

• a simple registration system with fixed entry fields and limited functionalities, aimed at organisations that own collections and non-professional users.

• a flexible system aimed at collection management processes, with collection management institutions and professional users as the target audience.

The content on Erfgoedplus and Erfgoedinzicht is currently accessed through their own web portals. We’re investigating whether access via a shared window is possible for the new systems. Besides that we're offering access APIs and making it possible for other people to pull the data into their own information systems.

Implementation (2021-2025)

The project proposal was approved by the Flemish Government as part of its ‘Resilience Recovery Plan’ – with a budget of €2m being allocated for the integration of heritage databases. Which phases do we provide, in close collaboration with the current users?

Analysis and market research (2022)

In 2022 we worked hard on analysing the project. We determined the functionalities for the new collection management system and its additional services. We've involved the users through focus groups and sounding-board sessions (link in dutch). After this we investigated the options currently available on the market and defined the project scope. Do you want to delve deeper? Take a look at our support environment.

Service model and tender phase (2023)

Following the analysis and market research, we will write out the specifications in tender guidelines after which a tendering procedure can commence. This happened in close collaboration with a working group, existing of both potential and current users of the two heritage databases.

Implementation (2023-2024)

We are now embarking on the actual implementation of the selected system. In collaboration with zetcom, we are setting agreements, defining objectives and finalising the necessary developments.

First Data Migrations and Community Development (from 2024)

We will subsequently initiate the first data migrations. These will initially involve users of Erfgoedplus and some pilot users of Erfgoedinzicht. We will provide the necessary support for users during the migrations and the adoption of the new system, including through training and documentation. For more details, please refer to the support environment. 

Further project roll-out and discontinuation of the current heritage databases (from 2025)

In 2025, the remaining users of Erfgoedinzicht will be migrated, and several optional functionalities will also be developed and configured.

Partners

This project was commissioned by the Department for Culture, Youth and Media in collaboration with FARO (links in Dutch) and the former Flemish Art Collection (now meemoo).

We’re aiming to always coordinate closely with the heritage organisations that the heritage databases are intended for throughout the course of the project.