Cataloging photos

January 15, 2008

I’ve just been asked about the templates I use for cataloging photos in Voyager. Since I have it all written out I thought I might as well share it here. Any catalogers out there, feel free to tell me if I’m doing it wrong.

For the Marc bib record I use the following template:
099 _ 9 ‡a G phot file [insert phot number]

245 0 0 ‡a [insert title] ‡k photograph.

260 __ ‡c [insert date]

300 __ ‡a 1 ‡f Photograph: ‡b b&w; ‡c 18 x 13 cm. [change subfields as needed]

506 __ ‡a For use only in the Colleges Archives.

520 2_ ‡a [scope and content]

530 __ ‡a Electronic reproduction available.

533 __ ‡a Electronic reproduction, ‡b Geneva, N.Y.: ‡c Hobart and William Smith Colleges, ‡d [insert year scanned] ‡e Scanned at 300dpi and saved in TIFF format; resized at 640 pixels as JPEG for catalog display

540 __ ‡a It is the Colleges policy that material in its collection be made available for research and scholarship. We ask that should material be reproduced or published in any way, that the Colleges are given appropriate credit.

610 24 ‡a Hobart and William Smith Colleges, ‡b Trinity Hall. ‡v Photographs. [change subject as needed]

651 _4 ‡a Geneva, N.Y. ‡v Photographs.

655 _7 ‡a Black-and-white photographs. ‡2 AAT [change as needed]

856 __ ‡d /m1/voyager/images/ ‡f XXX_t.jpg ‡o UNIX [this is where the Archives webpage picks up the pictures.. the XXX is the filename for the thumbnail that shows up]

For the MARC holding record I use this template:

852 8_ ‡b ARCH.PHOT ‡h G phot file [same as bib 099]

856 41 ‡u http://archive.hws.edu/Archives/PhotFile/XXX.jpg ‡z <img src=”http://archive.hws.edu/Archives/PhotFile/XXX_t.jpg&#8221; border=”0″> [this shows the thumbnail in the voyager record, when you click it brings up the full picture. Again the XXX is the file name]

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2 Responses to “Cataloging photos”

  1. Eric Legendre Says:

    This is very interesting – thank you for sharing this! Quick questions (and excuse my ignorance!): is it now mandatory for you to complete all those fields or are you leaving some aside depending on the infos you have? In other way, do you have time to make some research for the missing infos (if any)? If no, can you go back and complete it some other time. If yes, is there a level of description in your database you can refer to (i.e. entry complete/incomplete; or let’s say description level 1, 2, 3, or 4…)?

    Finally, at this particular step of the process, when cataloguing such items, are you doing it wile looking at the digital image or with the actual photograph (or slide, or wathever) or even both… in front of you?

    Many thanks. Sincerely.


  2. This is just the template so if I don’t have the information I leave it out and delete the line from the record.

    I can add information later. I have to look the item up on Voyager and look at the MARC display to get the bib record number. Then go into cataloging and do a search for bib record. I don’t know a way to indicate incomplete cataloging. If you do please share.

    While I am cataloging I am looking at the original object.

    Thank you for your interest.


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