Data Storage for Art Gallery

Executive Summary

This assignment is situated upon a skill Gallery. Being the system analyst and artist the memorial is hopeful I show professionalism and propose a computerized cataloging system that they require. Currently the Art Gallery has 8 exhibition rooms where they screen skill items from around the term. These things don't only participate in the Art Gallery but by other owners, whether it be other galleries or private enthusiasts. These items are borrowed to enhance the exhibition rooms which change displays every 3 months.

The gallery is lead by a curator and 6 helper curators to see about its daily operations. Among the major issues of the art gallery is the paper based form which they use to keep record displays in storage or in exhibition, in addition and borrowing and coming back of what to their respected owners.

There are several solutions available in which these paper forms can be moved straight into the catalogue system that i am developing for the art gallery. These technology would be assessed and the suitable technology would be recommended for the copy of the newspaper forms to the computerized system.

In building this catalogue it is necessary that only the curator and assistant curators have read, write, edit and delete functions once the system is properly installed. These functions would be given with discretion to an individual according to get ranking i. e. the curator would be given access to the entire catalogue system granting him permissions to all CRUD functions whereas the 6 assistant curators would have specific access and may only delete certain items in the machine. This is necessary for security issues.

In this proposal posted must be considered a prototype interface so the users can easily see the way the system would look before the interchange from the current paper established system to the computerized catalogue. The prototype would show the following functions
  • Adding a fresh item
  • Editing item details
  • Searching for the location of your item
  • Listing items due for return

This system would make the curator and associate curators illustrate efficiency and performance in the art gallery as it is a step in to the modern way or storing data which is employed by many businesses worldwide.

Unified Modelling Language, or UML, is a couple of diagrammatic techniques, which can be specifically designed for object-oriented development, and that have become a business standard for modelling object-oriented systems.

In producing this cataloguing system for the memorial, customized diagrams would be used to model the system throughout the development process. These diagrams would signify part of the system but not the whole thing. A number of the diagrams that would be shown are
  • use case diagrams
  • use circumstance specifications
  • activity diagrams
  • class diagrams
  • sequence diagrams
  • state machines
  • communication diagrams

Use Circumstance Diagrams

Use circumstance diagrams are description of the system from the user's viewpoint. This would entail an acting professional, use case and system boundary. Three use case diagrams are offered to the memorial to the show some functional requirements of the system but not the whole system. The memorial system, preserving the art work list and returning the fine art item are demonstrated below.

This use case identifies all the functions completed in the memorial system which includes all the actors from the curator, associate curator, owner and the general public. A number of the use conditions include maintain fine art list, maintain owner list, maintain exhibition, manage store rooms, borrow and returning of artwork.

Maintain Art work list is a function completed by the curator. This use circumstance was produced from the MEMORIAL System use circumstance in physique 1. It extends to describe the information of the particular curator could do in the cataloguing system, that are CRUD functions.

Returning of skill is a function which the helper curator performs. This use circumstance originated from the MEMORIAL System in Amount 1 and gives a details report on the function the assistant curator is capable of doing.

Use Case Specification

The use case information is a narrative description of the practical requirements from the use case. It explains the use circumstance goal and provides the information of what usually happens and the standard course of occurrences. Following are the use case specs from the prior use circumstance diagrams.

Use Case: Maintain Art work List

Actors: Curator

Goal: Managing the complete art list


The curator logs into the system, an individual name and security password is verified. Gain access to is granted and the curator goes on to operate. A search is completed on a particular art Identification to ensure it generally does not exist, once affirmed the curator may create the new record with all the skill details required. Other functions awarded to the curator are update, delete and print functions which follow along the same brand. Once the curator is completed with this functions so desired then logs out the machine.

Use Case: Maintain Artwork List

Actors: Curator

Goal: Managing the entire art list


The curator logs into the system, an individual name and password is verified. Access is granted and the curator persists to function. A search is completed on a particular art ID to ensure it does not are present, once affirmed the curator may create the new record with all the current art work details required. Other functions granted to the curator are update, delete and print functions which follow along the same line. Once the curator is completed with the particular functions so desired then logs out the system.

Typical course of events:

Alternative training:

Step 6 - the artwork information may already are present in the system in case of adding a fresh art item and could choose a fresh art ID.

Use Case: Returning Art

Actor: Assistant Curator

Goal: To return art to particular owner


The helper curator logs into the system, an individual name and security password is verified. A search is transported to verify all items that are anticipated. The list is obtained and the associate curator/s may contact the respective owner making them aware the due date is soon. The agreement is concluded for borrowing the art work item, a written report is imprinted and the artwork is came back. Once successful the assistant curator logs out.

Use Case: Going back Art

Actor: Associate Curator

Goal: To come back art to respective owner


The associate curator logs in to the system, the user name and password is confirmed. A search is transported to verify all items that are credited. The list is obtained and the associate curator/s may contact the respected owner making them aware the due date is soon. The contract is ended for borrowing the fine art item, a written report is imprinted and the art work is went back. Once successful the associate curator logs out.

Typical span of events:


The art gallery system includes the daily operations of the memorial; this includes the maintaining fine art list, owners list and exhibition carried out by the curator. The associate curators also maintain the exhibition rooms, the safe-keeping rooms and perform the functions of borrowing and coming back the artwork items. Who owns the art items are also included in the borrowing and coming back of the things and taking a look at the exhibitions in conjunction with the public.

Activity Diagrams

Activity diagrams show the internal move of control in a process. Activity diagrams can be used to represent series, selection and iteration and they can also demonstrate where all activities can be carried out in parallel.

According to IBM. com Activity diagrams are helpful in the following phases of any project
  • Before starting a job, you can create activity diagrams to model the main workflows.
  • During the requirements phase, you can create activity diagrams to illustrate the stream of events that the utilization cases describe.
  • During the examination and design phases, you may use activity diagrams to help specify the behavior of businesses.

This diagram shows the experience of events in swim lanes with the helper curator, fine art list and the owner. It shows the process of the activity of events occurring in the returning process.

Class Diagrams

The category diagram is central to object-oriented analysis and design, it identifies both the software architecture. It is employed to model classes and the associations between classes, and to model higher-level set ups comprising collections of classes grouped into packages. The course diagram appears through successive iterations at every level in the development process.

Designed are class diagrams illustrating the very class, hierarchy and traits and operations for the suggested catalogue system for the MEMORIAL.

Transfer Methods

Currently the MEMORIAL stores and processes all information in writing based varieties which outlines the name, location, owner, value of artwork, due date, etc. This system could cause problems in finding location of skill items and creating due dates due to frequent change in the exhibitions and in safe-keeping.

The Art Gallery wishes to fully change this paper based mostly style and create a catalogue which would improve the efficiency and performance in the work place that could entail the same information from the newspaper forms. The system would also give permission to only the Curator and Assistant Curators to acquire read, write, edit and delete functions. To be able to start this catalogue all the newspaper forms must be used in the computerised system.

There a wide range of techniques where this catalogue could be created, but only the most effective you might be chosen as it is advisable to implement this system. These techniques range between human data admittance, file scanning and even tone recognition tools. The stated techniques and solutions would be compared and contrasted where only the best option would be chosen to perform the functions needed.

Human Data Entry

Beginning with the very basic & most popular way of coming into information into something is individual data accessibility. This operation is fully dependant on the data admittance clerk or in the Skill Gallery's circumstance the assistant curator to learn the record and personally key information from the newspaper forms into the catalogue using the pc system.

This process would be strenuous and lengthy as it is a completely manual process. There are only six assistant curators utilized at the Art Gallery which would be highly impossible to implement in a short period. The curators not simply borrow and gain skill items, but mange the store rooms and exhibitions so time would be limited in such, to execute data admittance.

It is assumed that if this system is chosen at least two of the assistant curators would perform the functions of keying the information into the system. Therefore this option is not suitable for the memorial due to time constraint and the amount forms that might be re-processed even though a particular number of records wasn't given, it is alleged that we now have a deep amount of documents to be entered in to the catalogue.

Advantages of Human Data Entry

  • Method requires simple software systems and low-end processing hardware
  • Less costly in the sense of hardware and software in addition depending on cost of manpower
  • A large number of PCs would be accessible for use after census

Disadvantages of Human Data Entry

  • Requires more staff
  • Time consuming compared to automated data entry
  • Human mistakes may consist
  • Standardisation of functions is difficult as performance may be individually dependant

Optical Mark Reputation (OMR)

According to tiscali. co. uk OMR is a technique that enables marks manufactured in predetermined positions over a computer insight form be detected optically and insight to a pc.

Optical Mark Reputation can be used to process data entrance form in a variety of institutes and companies. This technology shines a light beam onto the file and is able to detect the markings crammed from check containers and fill-in fields on a printed form, and then your software interprets the outcome from the check out and translates it to the desired format, considering the use of a keyboard is nonexistent.

OMR is most beneficial applicable for digesting large numbers of hand filled varieties which are needed to be prepared quickly and effectively, which may include survey reply cards, questionnaires and ballots. The quickness of OMR is extremely fast as it could process about 85-130 pages each and every minute or more to 4000 webpages per hour depending on kind of machine used.

Advantages of Optical Make Recognition

  • Improved data accuracy
  • Faster than human data entry
  • Capture speeds around 4000 varieties per hour
  • Equipment is relatively inexpensive as costs are predictable and defined
  • It is easy to set up and run
  • Well set up technology that is used by many countries

Disadvantages of Optical Tag Recognition

  • There are restrictions as to form design
  • Restrictions on kind of newspaper and ink
  • OMR cannot recognise hand written or machine printed characters
  • Images aren't captured by scanners so electronic digital retrieval is not possible
  • Response containers should be properly designated with appropriate pen or pencil

The MEMORIAL forms are hand written documents and OMR technology doesn't recognise hand written documents therefore this technology is at fault with the requirements of the Art Gallery. Despite the fact that this technology has many advantages and of its use worldwide, a different type of technology must be looked at for moving the paper centered varieties to the computerized system.

Optical Persona Recognition

According to wisegeek. com Optical Figure recognition is the procedure of converting printed or side written materials into wording or word processing files that may be easily stored and edited. All OCR systems require hardware and software for analysing the images. A scanners is employed to scan the written text on a full page, then breaks the fonts into a series of dots called bitmap in addition it reads most common font and can determine where lines start and stop. The bitmap is then translated to computer wording.

This technology works with the requirements of the MEMORIAL as with the ability to read side written documents. There were a lot of advances to the technology through the years as to enhance the identification of handwriting or fonts similar to hand writing. Once we seen before in real human data entry if we wanted to file one of the varieties which happens to be utilized by the MEMORIAL someone would have to physically type the document word after word, but with OCR you merely scan the report and it could be changed into several platforms such as Microsoft Term, Excel, Access, PDF or HTML.

OCR would save a lot of time as it is fast in reading documents, just scan a file and it might be ready in secs. A lot of businesses have chosen this technology as it slashes time in producing a report which would usually take days to complete can now be accomplished in a minute.

As explained in the scenario the documents that your Art Gallery has are neatly handwritten characters which are readable so the issues with recognising font wouldn't be of issues to prevent the operations completed by this technique.

Advantages of Optical Character Recognition

  • Quicker handling, up to 60 bed linens per minute
  • Savings in costs and efficiencies by devoid of the newspaper questionnaires
  • Scanning and reputation allowed productive management and planning all of those other processing workload
  • Reduced long term safe-keeping requirements, hard backup paperwork could be ruined after the primary scanning, recognition and repair
  • Quick retrieval for editing and enhancing and reprocessing
  • Minimizes problems associated with physical handling of the questionnaires

Disadvantages of Optical Character Recognition

  • Higher costs of equipment
  • High calibre IT staff necessary to support the system
  • Handwriting on census forms be as close as it can be to the model handwriting to avoid acceptance error
  • Possibility for error during character substitution which would influence data quality
  • Tuning of acknowledgement engine to effectively recognize characters is crucial with trade-off between quality and cost

Intelligent Character Acknowledgement (ICR)

Intelligent Character Acknowledgement is sometimes compared with Optical Mark Reputation for their similarities, but the difference with ICR is its advancement in recognition habits allowing the technology to discover all fonts and different varieties of handwriting. This technology also allows automatic changes to the recognition of new hands writing habits in its databases.

This technology is best suited for the transferring of the varieties in the Art Gallery because it would recognise the handwriting on the varieties without any editing and enhancing taking place. The procedure of documenting the forms to the computerised system would entail the proper execution being scanned; the info is captured then analyzed and translated using ICR software that permits pattern-matching and programmed indexing. Just like OCR the data could be moved into several formats such as Expression, Excel, Gain access to, PDF, XML etc.

According to managedoutsource. com some features and advantages of using ICR are:

  • Can understand any word of a form or a check
  • Allows manual key boarding decrease or deletion
  • Maximum process automation of documents
  • Recognize text irrespective of its specific typeface, style or size.
  • Batch processing
  • Automated updating, studies display and computerized mass spectra interpretation
  • Automatic checking of the information against directories and dictionaries
  • Costs reduction for your business

Because of the similarity with ICR and OCR the advantages and disadvantages may be the same. Which means following disadvantages are reiterations of OCR drawbacks as described before.


Voice popularity technology is another facet of converting the newspaper based forms to the computerized system but scheduled to all ideal to start involved in this technology only the speediest and most reliable techniques were talked about.

It is preferred that the museum use the Intelligent Character Recognition way for the copy of the forms to the computerized system. Though it is mentioned that the forms are readable and in standard British the Optical Character Recognition could have been a great choice, but doesn't know what the future retains as the process is actually being applied and what problems may occur.

One of the major downfalls the business would face with the ICR technology is its cost. This equipment quite costly and the budget of the MEMORIAL are unknown. Instead of buying the machine maybe it's rented at a cheaper cost, because this technology is only getting used to transfer the old forms and nothing at all further. This would result in a far more economical position for the museum.

Another form is to choose the machine and hire it out to other businesses who demand the use of the technology for the same purpose. The income produced from the ICR machine could be used in the borrowing of the art work items from other galleries and private hobbyists.

Prototype End user Interface

According to agilemodeling. com a prototype interface can be an iterative approach where users are involved in the development of the User Program for the system.

Since the real system isn't essential to demonstrate to the users all desired are snapshots of the designed prototype program. Includes will be the searching for the location of an item, croping and editing an item's details, adding a new item and list the due for go back to their owners by way of a selected time frame.

In the looking process there are two possibilities to an individual, by either entering the Art ID or browsing the existing collection with the choice of choosing that type or by selecting that. Once an option of choice is chosen the fine art details would be the following. In the fine art item details there would be the name of that what type of art work it is, and its own current location, further information could be granted to either see what exhibition room or store room it is located in.

This form was created to add a new art item into the catalogue. It offers the option of going into all the art work details into the form, once completed the curator gets the option of heading to another record and view all details in the catalogue or add another record in the system, once completed the curator could close the form.

This image is comparable to adding the art information; the sole difference is the editing aspect. The curator and helper curators have specific functions where editing and enhancing can be involved. First they search the record by looking at the varieties and choose the edit button to make changes to the fine art information. Once completed the new information is automatically saved then the end user can close the form.

Generating payment dates is a function that your assistant curator does in the returning of a skill item process. The helper curator has two options of searching for the due dates. Either by coming into a desired day and then the catalogue would list all the credited art work items on that one day or by joining an art identification which would display the due date of the item. Once the search is completed the assistant curator could then print out a report of the information compiled or close the proper execution and continue with the returning art item process.

Security Issues

Security is a continuous process of guarding an object from unauthorized gain access to. It really is as circumstances of being or feeling protected from injury. That object in that state may be considered a person, a business or property such as a computer system.

Many businesses go through the increased loss of their business due to insufficient security. Security doesn't simply be securing the computer system of the MEMORIAL but also its physical area. Things in the memorial can either be tangible or non-tangible, tangible items being hardware and paintings, and intangible being information and data in the machine that the memorial depends on because of its continuation. There Art Gallery has many skill goods that are on loan from different galleries and private hobbyists which may be priceless or original fine art so losing this could cost the art gallery fortunes.

Listed here are the possible dangers to security to the art gallery system.

Physical Security

This may vary in various ways, when there is poor security options such only a small amount or no execution of swipe credit cards, biometrics, security guards, surveillance cameras and identification cards, this may result in a negative effect on the company as there may be imposters wishing to harm the functions of the business enterprise. Businesses sometimes think if obtaining your computer with anti-virus and firewalls would help secure your business however the little things such as an unauthorized person gaining access to the building and taking away the server, stealing hardware or by vandalizing equipment will make businesses undergo continuity. Therefore the Art Gallery must have proper execution security guards, surveillance cameras, swipe credit cards and other multimedia to benefit securing the exhibition rooms and store rooms in the MEMORIAL.

Physical Attacks

Physical attacks may lead to the event of malicious activity, natural disasters or it can be an accident these episodes results from denial of service. Stated are some physical attacks that may be bad for the MEMORIAL
  • Fire - damage of artwork and equipment
  • Water - flooding or leaks in the skill gallery
  • Electrical Electric power Surges
  • Temperature - air condition failure
  • Natural Disasters - Hurricanes, earthquakes, etc.
  • Equipment Inability - failure in servers, security cameras, swipe readers.
  • Tampering of equipment

With esteem to the physical problems once proper planning and elimination of the above mentioned are complied with the art gallery may be shielded against any hazardous measures.

Faulty Software

Faulty software may be unintentional mishaps, it generally does not necessary means sabotage in a small business but make problems. These could appear if there is a glitch in the Operating System causing it to malfunction; software was misconfigured during installation or data source software breakdown or exploitable weakness.

Malicious Software

Malicious software is software designed to destroy your computer system with no owner's informed consent. Harmful software could be produced by hackers or interior employees in the workplace. Some destructive software may include

  • Computer Viruses
  • Worms
  • Trojan Horse
  • Logic Bomb
  • Hackers toolkit
  • Spyware
  • Dishonest adware
  • Crime ware

These harmful software can be contracted anticipated to illegitimate use of the company internet for personal use apart from work related or implanted in to the system intentionally.

Unauthorised Access

Unauthorized Access may take form in different forms. A typical way of unauthorized access is by departing a system logged on and walking from your table, another co-worker may intentionally spy on your pc and grab information this is also known as eavesdropping.

Counter authentication is another form of unauthorised access which may include individuals speculating passwords, password interception, security password cracking and time replay.

Session Hijacking is the exploitation of your valid computer session to gain access to information or services in some type of computer system.

Denial of Service

Denial of service is designed to interrupt normal system functions and affect legitimate users to gain access to the machine. Hostile users send a overflow of fake requests to a server making the connection impossible to establish. This may lead to significant server downtime and financial reduction for most companies.

All these mentioned security issues are hazards to the art gallery; even though some attacks are based on a networked system the assumption is that the MEMORIAL would apply a network for the computerised system.

Consequences to breach of security

According to the dangers discussed before they play serious threats to the Art Gallery. Once the memorial has a breach in security it could damage the continuity of the business with regards to the level of assault. Firstly starting off with physical problems, a natural disaster can destroy the entire building with all the exhibits and pcs that could terminate the continuation of the business continuity. Other physical attacks like flooding and open fire may harm the business but it could be prevented or ceased once proper implementation of hearth extinguishers and proper storage area of computer system and skill exhibits a guaranteed. The difference is a natural disaster is sometime unpredictable.

The lack of vital information regarding the catalogue with the owner details of art work, and information could eventually bring about physical theft of fine art items in the gallery. Some items in the art gallery may be priceless and belongs to folks all around the globe; therefore loosing these things would endure the gallery into a financial disorder.

Art Gallery's integrity and reputation could blemish as it could turn into a public scandal disturbing they security steps and everything private and confidential information open.


User accounts are the easiest way of ensuring only the curator and assistant curators have write, edit and delete permissions in the proposed catalogue. Every end user accounts is associated with a account, the users contact information, bill restrictions allowing usage of the database of them costing only certain time of the day and account position allowing the administrator to temporarily disable an account.

The curator could be the administrator of the database allowing him usage of any and everything he needs which may include the maintaining the artwork list, keeping owners list, keeping the location of skill items etc. These functions allows the curator have all CRUD functions in the repository.

Being the administrator no one can delete the bank account because the machine will depend on an administrator to operate and administrator position could be awarded to any a supervisor of the 6 associate curators.

The associate curators would be granted general access to the databases but granted certain permissions. The supervisor of the assistant curators may have write, edit and delete functions, whereas the other users may have write and edit functions. Reasons being a delete function is one of power and this permission should only be granted to folks of stature within an organization. This is also part of security reasons.



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