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Photo Cataloging Instructions | ||
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Instructions and data entry conventions for photograph cataloging: Database is created in Minaret collection management program; conventions are necessary for accurately sorting and searching the collection. Instructions are written for student assistants.
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| INFORMATION ABOUT THE IMAGE | ||
| FIELD NAME WITH MARC NUMBER | DESCRIPTION | EXAMPLE |
| CATALOG NUMBER [035/a] |
Mitchell photo collection catalog number entered in successive ascending order. | M202p101 M202p102 M202p103 |
| PHOTOGRAPHER [100/a] |
Enter name of photographer as noted on photo or in documentation- check both sides of photo; last name first. Must contain "Unknown" or name. Under authority control. | Puccio, Vince |
| STUDIO/INSTITUTION [110/a] |
Enter name of photographic agency as noted on photo or in documentation. Check both sides of photo. Must contain "Unknown" or name. Under authority control. | The White House |
| CATEGORY [650/a] |
Type of photo; local categories. Photos may be listed under more than one category. Under authority control. | Events, VIP, Views, Portraits |
| PHOTO TITLE [245/a] |
Title of photo. Brief title is advisable. Capitalize proper nouns only. To be written with proper name as first word for sorting purposes, then verb, then Mitchell (if he is in photo). Enter only last names. | Bush with Mitchell (instead of Bush and Mitchell); Clinton walking |
| DATE OF PHOTO [260/c] |
Date of photograph as noted on photo or in documentation. Year only. If approximate, enter as circa. If full date is written on photo, enter in Item Note field. | 1994; ca. 1990 |
| DESCRIPTION [520/a] |
Write in brief but complete sentences. Contains title and last name only of top VIPs: President, Vice President, Speaker, U.S. Senator and Representatives, foreign dignitaries, heads of state, ambassadors, and religious leaders. All others are first and last name, excepting Mitchell who is entered as last name only. Brief description of action, other identifying terms or information. Information about image only. | President Bush; Donna Shalala;
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| NAME [600/a] |
Any name in the description must go here. Enter last name first, then first name, then middle initial if available. Various authoritative resources used to find correct name spelling. Under authority control. | Clinton, Hillary R. |
| IMAGE FILENAME [856/u] |
HTML file name: enter catalog number without the "M202". Add "htm" extension Full image file name: enter catalog number without the "M202"Add ".jpg" extension. |
p1342.htm p1342.jpg |
| INFORMATION ABOUT THE OBJECT | ||
| SCANNED? [886/a] |
Digitization update | Y or blank |
| ITEM NUMBER [890/b] |
Enter catalog number, now as the item number. For first identical print, add ".1" to catalog number, for second print, add ".2", ".3" for third. | m202p34.2 |
| LOCATION [890/c] |
Enter code, identifying storage box with print. Write the word "box" | Box p1 |
| ITEM NOTE [500/a] |
Indicate any information written on or attached to the individual print. Do not record cropping, reproduction, or other photographic instructions. Do not record catalog number written on the prints unless they are official U.S. Congress file numbers. | "October 14, 1984" printed on back. "Mitchell in greeting line" printed on front. |
| PROCESS TYPE [300/h] |
For black and white prints: Silver gelatin photoprint For color prints: Color print Under authority control. |
Silver gelatin photoprint Color print |
| DIMENSIONS [300/c] |
Always indicate the height first. Measure photographs and indicate dimensions of image area to the nearest centimeter. Always round upward from any fraction. Eg: 8.1 cm = 9 cm. Leave a space between numbers and the multiplication (x) sign (8 x 11). Do not type the cm. abbreviation. | 21 x 26 |
| MOUNTING DATA [300/e] |
Indicate any mount to which the photograph may be adhered. Indicate size of mount if it significantly oversizes the image. | Mounted on card |
| CONDITION [590/b] |
On a scale of 1 to 5, assign a condition rating the print: "1" representing extreme damage, fading and brittleness of the paper, and deteriorization, and "5" representing a well-maintained, intact condition. Condition of the print refers specifically to the print as object, not aesthetics or camera work. Numerical entries will relate directly to preservation and conservation of the images. | 5 |
| SOURCE [541/a] |
This is a default set to The George J. Mitchell Papers. | The George J. Mitchell Papers |
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