Part 4: Preparation      

A. The Preparation process

To prepare a collection for cataloging and digitizing, all photographic materials related to the collection are brought together and reviewed. Original and copy negatives and prints of a given photograph that are cross-filed under different subject headings are retrieved.

Figures 3 - 5: Cross-filed images.  The original stereocard was filed in an envelope labeled ‘Railroads. Central Pacific. Construction.”  A later copy was filed in a folder labeled “Ethnic Groups. Chinese.”  (Call number X-22221)

One of the biggest challenges in preparing photographs for digitization and cataloging is locating duplicate photographs. If duplicate photographs are not found, there is a possibility that the same photograph will be digitized and cataloged more than one time.  Bringing all versions of a photograph together to be digitized and cataloged once is cost effective, results in a more accurate and comprehensive catalog record, and eliminates duplication in the database.

Figure 6: Multiple versions of an image that have been given one call number. (Call number L-6)

When all versions of a photograph are brought together, staff must decide if the photographs are exactly the same (and will receive one call number, scan and catalog record) or slightly different (and will receive multiple call numbers, scans and catalog records). Difficult decisions must be made regarding slightly different photographs.  For example, if we have an original negative and a cropped print, should both versions be processed? Or, if we have multiple hand-colored prints, should we process all versions?

Figure 7: In this example, the image on the left provides more visual information. Notice the balcony seats on both sides that can be seen in this image.  The image on the right does not show the balcony seats and is an inferior version.  It does identify the location and the photographer. In this case, we would scan and catalog the image on the left, note the existence of the image on the right, and use the identifying information in the catalog record.

Figure 8: For this image of Ute Indians by Nast, the Denver Public Library owns a glass negative and an original hand colored print.  We decided to catalog and scan the negative in grayscale. We decided that the hand-colored image was also of interest to researchers and cataloged and scanned it in color. (Call numbers X-30762 and X-30361)

All items are placed in archival sleeves.  A barcode label unique to the image is attached to the sleeve of each negative or print. The barcode numbering scheme used by the Denver Public Library incorporates the photograph’s call number and the digital image file name that will be assigned to the image.

Figure 9: Negatives are placed in envelopes that are acid-free, meet ANSI IY9.2 specifications, and pass the P.A.T. test. Prints are placed in mylar sleeves.

Figure 10: A barcode label

During the processing phase, all materials for a given image are gathered together and placed in archival boxes. Glass negatives and fragile items are placed in custom-designed storage boxes for safe transport. Each box is given a label for easy identification. The label is also used as a checklist to verify that each processing phase has been completed.

Figure 11: A box label

A temporary inventory sheet is created for each box.  This inventory allows staff to make sure that all photographs are present during each phase of the process.

Figure 12: An Inventory sheet

B. Experience Gained

• The ease and success of the cataloging and scanning phases of processing are dependant upon having well-prepared material. Institutions planning a project should not underestimate the time needed to organize and prepare their material.

• The skills needed for preparation of materials must not be underestimated. Although many of the activities are clerical, it is during this phase that numerous curatorial decisions must be made.

• Plan how your original materials will be housed and arranged after the digitization process. This may affect how the material is arranged and numbered. In the Denver Public Library's project, each original item is assigned a call number that is related to the digital image file number. Original materials are stored in call number order for easy location and retrieval. With this system, it is useful to group like materials together. For example, if call number X-1 is 20" x 24" glass negative and call number X-2 is 2" x 2" tintype, storing these materials together will be difficult and undesirable.