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Crossing Organizational Boundaries
Data Dictionary
Final Version -- March 27, 2003
Photograph CollectionsDublin CoreDescriptionTitleTitle: searchable, public fieldDescribe who, what, where, when, as applicable.
Generally titles begin with who and/or what, then describe where (by neighborhood), then end with when (a date).
Brackets or quotation marks should not be used in the title field.
Who and What information:
Start the title with what the image is of or about, or at least what the organization considers the image to be of or about. If the image is of a neighborhood, the title should begin with where information.
[Explanatory note: after a users search query, image thumbnails display alphabetical by title, with the titles beneath the thumbnails. If we begin our titles with what the image is of or about, images about the same subject will be grouped together in search retrieval displays.]
[Additional note: The title should strive to uniquely identify the image. Generic titles such as Photograph or Tree or Picture of a boy do not uniquely identify an image and should be avoided whenever possible.]
[Another note: a lot of title information can be transcribed from other sources, such as handwritten information on the back of a photograph, a textual source, etc. No notes have been created to cite the sources of titles.]
Where information:
Neighborhood names should reflect the name of the neighborhood at the time the photograph was taken. Present day neighborhood names have not been used in the metadata; only historic neighborhood names.
If a neighborhood name is not known, a city name or town name can be entered. If necessary, where information can be omitted.
Sometimes adding the neighborhood creates redundancy in the title; for example, Echo Lake is in the Echo Lake neighborhood. In some cases these types of redundancies have been avoided, in others they have been entered in the metadata: it is a judgment call for the cataloger. The most important consideration is that where information will be understandable to viewers and accessible to searchers.
If the only known location information is a geographical feature, such as a lake, enter the name of the geographical feature (Lake Washington is the only such feature used so far).
If a location is not certain, it is okay to use Possibly or Probably before entering the location; for example, Smith family in a car, possibly in Lake Forest Park, 1923-1924.
When information:
Always include a date when known. For transcribed titles, enter as-is; For formulated titles, uUse the form April 25, 1925. appended to the end of the title; that is, enter the month, day and year, as available.
If only an approximate date is known, use ca. as in ca. 1925. Some dates can use Before or After as in Before 1926, or a date range can be entered using four digit dates, such as 1915-1916 (not 1915-16). Other representations of approximate dates should be avoided (such as 1920s, 1930-ish, etc.)
Sources of dates should be cited in the Notes field.
Examples of some titles [followed by explanatory notes ion square brackets]:
Playland visitors outside Mystery House, Bitter Lake, ca. 1955 [the image is of Playland, it features visitors near an amusement, Playland is in the Bitter Lake neighborhood and the estimated date is 1955].
Mathisen family home, Richmond Beach, 1900 [this is the way family homes have been described, leading with the family surname, calling it a home or a house (these have been used interchangeably), then the neighborhood and date].
Richmond Highlands Lumber Company, Richmond Highlands, ca. 1935 [company names have been entered in their public forms, when known, and neighborhoods have been entered consistently, despite redundancies].
Florence Butzke and Inez Carson (Scherer) at Echo Lake, ca. 1923 [photographs of people begin with the names of the people].PhotographerCreator: searchable, public field
Photographer and/or firm associated with the creation of the image in hand.
Each name should appear in one form only. Variant name forms can be entered in the Notes field.
Whenever possible the form of the name should be taken from the Library of Congress Authority File (at HYPERLINK "http://authorities.loc.gov/" http://authorities.loc.gov/)
Other sources can be used when the name is not represented in the Library of Congress Authority File.
Invert personal names (Lastname, Firstname).
If the photographer is not known, enter Unknown.
If more than one photographer/firm is associated with the creation of the image, separate them with a single break.
The source of the photographer name should always appear in Notes.
Examples:
Curtis, Asahel, 1874-1941 [taken from Library of Congress Authority File]
Hill, Harold [not in Library of Congress Authority File; form used is the form of the name handwritten on the back of the print].
Pierson Photo Company [not in Library of Congress Authority File; form used is the form of the name stamped on verso except the word Company is spelled out].
Examples from other collections:
Smith, John
Seattle Post-Intelligencer
Staff Photographer
Staff Seattle Post-Intelligencer
Webster & StevensDateDate: Non-searchable, public fieldDate original photograph was taken.
Form of the date should be specific year only; for example, 1925. If the date is unknown, assign an approximate date using ca.; for example, ca. 1925. Other representations of approximate dates can be expressed in the Title and Notes fields, as appropriate (see those field descriptions for details).
Approximate dates should be used in combination with the Dates field to enable searching (see that field description for details).
Specific dates (for example, September 12, 1933) will appear in the Title field and can be noted in the Notes field (see those field descriptions for more details).
If a date is not possible to assign, leave the field blank.Care should be taken to distinguish an inaccurate sleeve date, which represents the date an image was filed at MOHAI. In most cases however the year on the sleeve is accurate. DatesDate: searchable, hidden fieldUsed in conjunction with the Date field. This field is the searchable, staff-only component of these two fields.
When the Date is a single year, enter the same year in Dates.
When the Date is approximate (for example, ca. 1925), Dates should list a range of dates five years on either side of the approximate date. The date range should be on a single line, with years separated from each other by a space; thus Date = ca. 1925 means Dates = 1920 1921 1922 1923 1924 1925 1926 1927 1928 1929 1930.
Date ranges can be longer or shorter than five years on each side, if appropriate. Exercise judgment on what the best date range is.CaptionDescription: searchable, public fieldDescription of the content of the image, providing background, context, biographies, etc., related to the image, comparable to what would appear on an exhibit label.
Sometimes the caption will duplicate information in Notes. The Caption however should be written gracefully for easy reading, whereas the Notes field is usually transcribed and often reads very poorly.
If a line break or new paragraph is desired, a single break
should be used (not a carriage return or line feed).
Care should be taken to enter captions closely related to the image content: this is an indexed field, and we do not want the image to be indexed inaccurately. (For example, if the pole sitter Richard Blandy had met Woodrow Wilson, we would not want to mention this in an image of Mr. Blandy pole sitting; if we did, Woodrow Wilson would be indexed and a search for Woodrow Wilson would then retrieve an image of Richard Blandy pole sitting!)
Care should be taken to cite all sources of caption information. Citations should follow each caption, should be in square brackets and should be separated from the caption proper by a single break.
Examples of citations used:
[Source of caption: handwriting on verso.]this has been used frequently, when a caption was constructed solely from information written on the back of a print. If the information was not handwritten but stamped, typed, etc. change the word handwritten accordingly. Similarly if the information is not on verso but on recto or on paper filed with the image, change the wording accordingly.
[Source of caption: Shoreline Historical Museum Staff.] this has been used frequently, when information was taken from the Shoreline Historical Museums C.O.B. spreadsheet.
[Source of caption: handwriting on verso and Shoreline Historical Museum Staff.] this has been used frequently, when a caption entered in Shoreline Historical Museums C.O.B. spreadsheet was clearly derived from information written on the back of the print.
[Source of caption: cataloger.] used infrequently, when the cataloger (Theo G.) supplied the note using his own wits.
[Source of note: Alan J. Stein, 'Jolly Roger restaurant burns in arson fire on October 19, 1989,' last viewed in HistoryLink.org at http://www.historylink.org/output.CFM?file_ID=3481.] --citation for a caption paraphrased from a HistoryLink article. A book would be similarly cited using only [author], [title].
Examples of full captions:
Location: looking northwest from 18557 Firland Way North.
[Source of caption: handwriting on verso and Shoreline Historical Museum Staff.]
The school was built in 1914.
Norval Mallahan (in suit, standing on stairs) was hired as principal and teacher in 1919, and served as principal until his death in 1948.
[Source of caption: Shoreline Historical Museum Staff.]
All rMore than anything else will contain research into an images content. or other details will be included in this field.NotesDescription: searchable, public fieldInclude any information of importance that is not represented elsewhere. Each note should be written as a paragraph separated from contiguous Notes using a double break (that is,
).
Note types and the order in which they should be used:
1. Notes describing the content of the image. These are primarily transcriptions of miscellaneous information that describe the content of an image. They have been rarely used because these sorts of notes have been put into the caption field. They have included notes worded as follows:
Note from Shoreline Historical Museum catalog: this could have been treated as an Accompanying Materials Note, but has been treated as a Content Note as the information described did not actually accompany the image..
Another photograph of this family and home: this may be considered a Related Resource Notes; we have treated these as Content Notes. They have been used rarely and inconsistently in the Shoreline Historical Museum Photograph Collection.
2. Transcriptions of recto information. These are transcriptions of textual information either in the image or on the image. Wording for this type of note includes:
[Handwritten/Printed] on image:
On uniforms in image:
Signs in image include:
Handwritten on border beneath image:
Photographer's reference number printed on image:
Date on license plate in image:
[Embossed/Logo] on mount:
3. Transcriptions of Verso Information. These are transcriptions of textual information on the back of prints. Wording for this type of note includes:
[Handwritten/Stamped] on verso:
Label [typed/handwritten] on verso:
[AZO/NOKO/CYKO] stamp box printed on verso.
Postcard addressed to Mrs. Mae Grace in Edmonds, Wash., and postmarked from Richmond Beach Sep 25 1911.
Note: when many names were written to identify people in an image, the names usually appear in Caption and in Personal Names, but are not re-entered in Notes. Instead the following note has been used: Handwritten on verso: [Names of people in photograph, as recorded in the Caption field above (Cataloger's note)].
4. Accompanying Material. These are transcriptions of textual information that in any way accompanies an image, whether its handwritten on a piece of paper, stamped on a negative sleeve, typed on a label filed with the image, etc. Wording for this type of note includes:
Handwritten on verso of duplicate image:
Notes filed with image:
5. Name Cross Reference. These are used to give alternate forms of names whenever it is desirable for a name in any field. Wording for this type of note includes:
Alternate spelling for MacAleer Creek: McAleer Creek.
Vera Conrad also known as Vera Conrad Joyce.
Aurora Avenue North also known as Washington State Highway 99.
Rogers General Store also known as E.E. Rogers General Store.
6. People not identified in the image. These explain that unidentified people are not identified, and should be used every time a person in an image is unidentified. These notes strive to explain the absence of any identification in Personal Names. Wording for this type of note includes:
Nobody identified in this image [cataloger's note].
Woman in image is unidentified [Cataloger's note].
The people in the boat are unidentified, except Alford Anderson [Cataloger's note].
The nurses are unidentified except, second from left, Florence Butzke [Cataloger's note].
7. Source of Title Proper. This note has not been used, although it would provide some valuable information.
8. Source of Date and/or Source of Creator and/or source of location. The source of the date should always be entered. Often this will be explained in a transcribed note; for example, if an Additional Recto Information Note reads, Handwritten on verso: 1925 and the date in Title and Date is 1925, a Source of Date Note will not be used (that is, the Additional Recto Information Note is an adequate citation of date source). Wording for this type of note includes:
Location identified by Shoreline Historical Museum Staff.
Date supplied by Shoreline Historical Museum Staff.
Date and location supplied by Shoreline Historical Museum Staff.
9. Publication, Distribution, Exhibit History, etc. These would describe any dissemination of an image. There are not yet any such notes used to describe the Shoreline Historical Museum Photograph Collection.
10. Nature, Scope or Artistic Form (genre) and information concerning the Physical Description. These describe any physical characteristics of the image not represented in Physical Description. Wording for this type of note includes:
Photograph mounted in a heavyweight paper folder.
11. Information concerning the Museums Holdings. These describe any pertinent collection or holding; for example, if the museum scanned a print but the print was produced from an original glass negative, a note here could explain that the museum has a glass negative of the image. There are no examples of this type of note describing the Shoreline Historical Museum Photograph Collection.Reproduction Note form not yet discussed.SubjectsSubject: searchable, public fieldSubject headings and corporate names representing the content of the images. Terms are should be taken from a controlled vocabulary, usually the Library of Congress Thesaurus for Graphic Materials I: Subject Terms (TGM I).
Corporate names should be taken from the Library of Congress Authority File or from Library of Congress Subject Headings, in accordance with the Introduction to TGM I.
If a corporate name is not listed in any Library of Congress resource but a subject heading is required, another resource may be used or the most common form of the name may be entered. Care should be taken to use the same form of the subject heading each time the subject heading is used.
Personal names will be entered in Personal Names.
Geographic subheadings should be applied to TGM headings as often as possible. For a description of the use of geographic subdivisions and TGMI, see the TGMI Introduction, section III.B.
Chronological subdivisions will not be used.
Subdivisions for names of ethnic, racial, and regional groups and with classes of persons (TGMI Appendix A), subdivisions with names of wars (TGMI Appendix C) and subdivisions used with corporate bodies and named events (TGMI Appendix D) can be used as appropriate.Subject Headings or devise a new subject heading for submission to LC.
Subjects need not be created for places listed in the Places field.
Examples [Note from tg: are these all valid TGM examples? I dont think so]MarketsWashington (State)Seattle
Seattle Aquarium Society
Personal NamesSubject: searchable, public fieldNames of people depicted in the image. If a name is not found in the Library of Congress Authority File, other sources can be consulted, as appropriate. If the name is not found in any source, the most commonly found form should be entered.
Each name in this field will have one and only one form. Alternate forms can be listed in Notes.
Invert personal names (Lastname, Firstname).
When no people in the image are known, enter Unidentified.
When some people are identified, enter the names of those identified and make a Note for those unidentified (see that field for more details).PlacesCoverage: searchable, public fieldName of the political and physical/spatial settings of the content of the resource. Features seen outside the image setting for example, features in the background, mountains in the distance, a park in the recesses of a distant coastline, etc. -- should not be listed.
Place names not listed in either authority file should not be used in Location Depicted; instead a subject heading or Note should be created.may warrant the creation of a local heading. Consequently our ultimate authority will be a local authority file. Also, a SACO proposal should be drafted for any significant place names not found in LCSH.
Form of entry for cities and states: [CountryState or ProvinceCity]. Name forms should be taken from the Library of Congress authority file or from Library of Congress Subject Headings and reformatted for use in this field.
Form of entry for counties, neighborhoods and geographic features should be entered as they appear in Library of Congress Subject Headings; that is, they should not be entered in the same type of subject string as cities.
Entries in this field should represent the setting as it is currently designated. Any historical setting names should be entered in Title and Notes as appropriate.
Examples of cities:
United States--Washington (State)Shoreline
United States--Washington (State)--Lake Forest Park
Examples of counties:
Snohomish County (Wash.)
Examples of geographic features:
Echo Lake (Shoreline, Wash.)
Ballinger, Lake (Wash.)
Olympic Mountains (Wash.)
Puget Sound (Wash.)
Washington, Lake (Wash.)Digital CollectionNone: searchable, public fieldName of the database containing the digital objects. All records will read, Shoreline Historical Museum Photograph Collection.designate the record as being part of MOHAIs database.Image NumberNoneIdentifier: searchable, public fieldThe Image Nnumber uniquely identifies the image.
Enter the Shoreline Historical Museum Photo Number.
[To date, 20 images do not have Image Numbers. For these we have entered [No image number]. For a full report on these images, see Theos report in the file NoNumber.xls.]
Examples [Note from TG: how about an example that begins with PI, or something similarly exceptional]2286.5G.4231533Ordering InformationNone: not searchable, public fieldInstructions for ordering and information about permissions to use the image.
Enter: To order a reproduction or to inquire about permissions contact Vicki Stiles at HYPERLINK "mailto:shorelinehistorical@juno.com" shorelinehistorical@juno.com or at (206) 542-7111.RepositorySource: non-searchable, public fieldThe institution where the item is physically located.
Enter: Shoreline Historical Museum. Object TypeType: searchable, hidden fieldEnables cross-searching with UW collections. This field will always contain the term UW would use to describe the object: namely, photograph or negative.Physical DescriptionType: searchable, public fieldDescribes the resource scanned.
Generally follows AACR2R Chapter 1, Section 5, except the punctuation is slightly altered (as in the examples below) and specific material designation is taken from the Library of Congress Thesaurus for Graphic Materials II: Genre and Physical Characteristics Terms (not from AACR2R Chapters 2-13).
This format consists of the following elements: [the quantity] [what the object is as described by TGM II] [a colon followed by a space] [whether the image is b&w or color] [a semi colon followed by a space][the object dimensions in inches, recorded as height x width].
When measuring the object, the whole object has been measured, not just the image space; thus mats, mounts, etc. should be included in the dimensions. Measurements should be carried out to the nearest 1/8-inch.
The statement on the image height should precede the image width. This may not have been done consistently for the collection and has not been checked at present.
Examples:
1 photographic print: b&w; 5 x 8 in.
1 photographic print: b&w; 5 x 7 5/8 in.TypeType: searchable, public fieldEnables cross-database searching to be limited to images, text, etc. This field will always read Image.Digital Reproduction InformationFormat: non-searchable, public fieldDescribes the digital conversion process.
Enter: A photographic print was scanned as a 3000 pixel TIFF image in 24-bit RGB color or 8-bit grayscale, resized to 640 or 600 pixels in the longest dimension and compressed into JPEG format using Photoshop 6.0 and its JPEG quality measurement 3.
A link to a more thorough description will be added to this description at a future date.The second part of the field will describe Other information can be appended to the description. ___________________Administrative NotesNone: searchable, hidden fieldStaff-only messages are entered here. CD NumberNone: non-searchable, hidden fieldLists the CD name/number on which the TIFF file is located.Image File NameNone: searchable, hidden fieldFile name of the image on the CD (this is the file name assigned by the scanner; it should be a TIFF file).
Band beneath imageNot applicable[Property of Shoreline Historical Museum] Property of Museum of History and Industry, [Seattle], [Image Number] ___ [no period]
words in brackets will be included if there is room
Color [of band]: &hFFFFFF [white] [i.e., FFFFFF]
Height of band in pixels: 30
Font: Verdana
Font style: Regular
Size: 8 [point]
Effects: [none]
Color: Black [check sample]
Script: Western
Resize font if the message is too large to fit on band: [yes, check this box]
26 questions concerning the MOHAI data dictionary:
Is the order of the data fields accurate?
Photographer field: do we want to invert names?
We have listed Photographer as a required field. This means we will enter Unknown when we do not know a firm or photographer name. Is this what we want?
Did we discuss date-recording procedure? We are currently going to record the date of the original photograph, with a note for any copies.
Do we want to have a caption credit note? In Notes field? In caption field?
Will the Subjects field include obsolete place names, or should these go in the Places field?
I forget what we decided: subject field will or will not duplicate Places (and Names) information?
Subjects field: form and genre terms okay?
Will the Personal Names field include people associated with the image in addition to those depicted?
If Personal Names is only people depicted, can we rename the field to something more transparent, like People Depicted?
Should we invert names in Personal Names?
Places field: are we going to depend ultimately on a Local Authority File (as the data dictionary recommends)? We are going to use the LC AF first, then Tacoma Public Library, right? If the place is not found in either Authority File, we arent going to create a subject heading in Subjects, are we (the data dictionary does not require this at present)? Two questions asked above are pertinent here too: (1) what do we do with obsolete place names; (2) are we going to enter a Places term and a subject term? Please note we will be diverging from UW practice in several ways if we leave the data dictionary as is.
Note: it is UW practice to precede all strings with United States and Canada, even though this is not required by AACR2R.
What will be the content of the Digital Collection field (including: what is the name of the digital?
What should be the content of the Ordering Information field?
Is the wording in Repository correct?
What specific information will be appropriate to Physical Description while other similar information about the original resource will be put in Digital Reproduction Information?
Where can we see the MOHAI authority list for object types? If a term is not on the list, what should we do? Should we make any effort to use TGM II (or should we restrict the use of those terms to the Subjects field)? If we use TGM II terms in the Subjects field, where should we draw-the-line (considering all form terms should be found in either Physical Description or Digital Reproduction Information)?
Do we want to include size in Physical Description? Do we want to include condition? Anything else? (In the other image database, MOHAI followed AACR2R rules at least for puntuation -- and treated the field like a MARC 300 field, it appears should we do that again?)
Should Digital Reproduction Information contain duplicated information? Maybe the same information in a different form?
Does the Digital Reproduction Information contain an acceptable description of the scanning process? Should we establish any other specific instructions for this field?
Where can we find information for Acquisition and for Required Credit Line?
We would like an example for Required Credit Line.
Can we get the location codes for the various collections?
The Administrative Notes may present a possible problem as a searchable/hidden field. We dont want records to be retrieved based on terms found in this field. We may like to tag it with xyz to easily retrieve any records that contain any values before the site goes-live. Once the site goes live, we should probably make this field non-searchable. The field can easily be converted back to a searchable field temporarily by an Administration Station user.
We do want a white band, black type, verdana font, with 30 pixels for the band itself and 8 pixels for the font? This is exactly the same as UW bands.
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