===================================================
Guided Instructions: Create Records for Photographs
===================================================
This page is applicable to records for all photograph types, which may include:
- images captured on film as negatives or positives (slides, transparencies)
- images printed from negatives on paper
- image files captured by a digital camera
- photographic images captured on metal (tintypes)
- photographic images captured on glass as negatives (glass plates) or positives (ambrotypes)
- images printed on paper and affixed to a mat or paper (such as a scrapbook page) when the photograph(s) are the primary content
**How to use these instructions:**
- This page walks step-by-step through creating a record for a photograph with yes/no questions
to guide how an editor should enter information for each field.
- Although it includes quite a bit of detail, there may be specific situations that are not covered
(e.g., formatting for unusual names, less common issues, etc.), so there are links to the full guidelines
for each field to see more extensive explanations and example values.
- Information should generally based off what you can see on the item that you're describing, but for some collections there
may be other sources of information (e.g., a spreadsheet, finding aid, notes attached to items by donors
or researchers, etc.), and should be incorporated appropriately.
- For example, if a question says "do you know when the photograph was taken" the answer could be "yes"
if you have it from a known source, even if the date isn't written on the item.
- By default, only include information that you have available (vs. doing research, adding contextual
notes, or making assumptions).
- Example values link to public records but not everything in the full metadata will necessarily apply.
- In some cases, it may also help to look for similar items or collections that are already publicly visible.
- *Note:* If you are not familiar with the UNTL metadata editing system or have not used it recently, it may
also help to review some of the other general information such as the page about :doc:`navigating the system `
or :doc:`completing metadata `.
*****
Title
*****
.. admonition:: Question
**Does the photograph have an official title assigned by the photographer?**
+---------------------------------------------------------------+---------------------------------------------------------------+
|Yes |No |
+===============================================================+===============================================================+
|- Choose "Main Title" in the drop-down menu if it is not |- Create a title that briefly describes the photograph |
| already marked |- Enclose the title in [square brackets] to show that it |
|- Enter the official title in the text box using the same | was assigned by the editor and not the photo's creator |
| capitalization and punctuation as the photographer | |
| | |
| |- Some things that may be helpful to consider when |
| | creating a title: |
| | |
| | - When possible, keep details brief (there is a |
| | description to provide more information; it should |
| | not all be in the title) |
| | - Titles should be relatively unique to assist search |
| | engines with distinguishing between items |
| | - Try to include *some* details, especially if there |
| | are a number of photos with similar subjects, e.g., |
| | the same building from different elevations, |
| | portraits of unknown person(s) could include age |
| | ranges or noticeable features like a uniform, etc. |
| | - Include name(s) in titles unless there are a lot of |
| | them (i.e., one or two known people rather than 20) |
| | - If there are multiple photos that are all nearly the |
| | same (e.g., a series of portraits or event photos |
| | taken in succession), the same title may be used |
| | with numerals designating #1, #2, etc., but other |
| | identifying features or differences should be |
| | considered first |
|.. note:: | - When adding dates to titles, e.g., when there are |
| | multiple images from different years for a school |
| This is extremely uncommon, unless the photograph is an | class, or a building, etc., it *may* be useful to |
| artwork by a professional photographer | not put the dates at the start of the title for |
| | sorting purposes |
+---------------------------------------------------------------+---------------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+---------------------------------------------------------------+
|- `Wrangling a Colt |- `[Close-Up Detail of Ox in Sodbuster] |
| `_ | `_ |
| | |
|- `Exterior of the Front of a House in Oklahoma City, Oklahoma|- `[A&M Cadets in Formation] |
| `_ | `_ |
+---------------------------------------------------------------+---------------------------------------------------------------+
.. admonition:: Question
**Does the photograph belong to an archival series?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- Use the "+" to add a title entry and choose "Series |Continue to the next field. |
| Title" from the drop-down menu | |
|- Enter the series title in the text box; it must be the | |
| same in every record belonging to the series | |
| | |
| | |
|.. note:: | |
| | |
| It is uncommon to have multiple titles for photographs | |
| unless they are part of archival collections | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `Catherine Parker Collection | |
| `_ | |
| | |
|- `Molly Behannon Collection | |
| `_ | |
+---------------------------------------------------------------+-----------------------------------------------------------+
* :doc:`More title guidelines `
*******
Creator
*******
.. admonition:: Question
**Is there a photographer name on the item, or do you know who took the photo?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- Enter the name of the photographer in the creator text |Skip the creator field. Use the "x" if there are |
| box; invert personal names (last, first) |placeholder values to clear the entire entry. |
|- Choose the type: Personal (specific individual | |
| photographer) or Organization (photography studio) | |
|- Choose "Photographer" as the role in the second drop-down | |
| menu | |
| | |
| | |
|.. note:: | |
| | |
| In some less-common situations, a photograph may have | |
| been taken under the auspices of a known organization | |
| by an un-named "staff photographer." If that applies, | |
| list the known entity as the organizational creator | |
| and add "Staff photographer" in the info text box at the | |
| bottom of the field | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `Thurman Studio | |
| `_ | |
| | |
|- `Conniff, Dennis E., III | |
| `_ | |
| | |
|- `Texas. Department of Transportation. | |
| `_ | |
| (for Staff photographer) | |
+---------------------------------------------------------------+-----------------------------------------------------------+
* :doc:`More creator guidelines `
***********
Contributor
***********
.. admonition:: Question
**Is there another person or organization directly related to the item?** For example:
- someone who donated the physical item to the partner institution
- someone who currently owns the photo, other than the partner institution
- a person or organization that printed a photo other than the photographer (generally
not used for commercial entities like "Kodak")
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- Enter the name in the contributor text box; invert |Skip the contributor field. Use the "x" if there are |
| personal names (last, first) |placeholder values to clear the entire entry. |
|- Choose the type: Personal or Organization | |
|- Choose the most appropriate role, such as "Donor" or | |
| "Printer" from the second drop-down menu | |
|- If there are multiple contributors (e.g., a photograph | |
| donated by a married couple), use the "+" at the bottom | |
| of the field to add a new entry so that each person is | |
| entered separately; name, type, and role must be added | |
| for each | |
| | |
| | |
|.. note:: | |
| | |
| This is not particularly common, and tends to be | |
| applicable for specific collections | |
| | |
|.. warning:: | |
| | |
| A name can only be listed once total in creator AND | |
| contributor, even if a person or organization has | |
| multiple roles (e.g., photographer and donor) -- i.e., | |
| a contributor name cannot be repeated and a creator | |
| cannot also be listed as a contributor | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `Danevang Lutheran Church | |
| `_ | |
| (donor) | |
| | |
|- `Hatch, Carol Kirkham | |
| `_ | |
| (owner) | |
+---------------------------------------------------------------+-----------------------------------------------------------+
.. admonition:: Question
**Does the content of the image contain an artwork, building, or item for which the creator is known & important?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- Enter the name in the contributor text box; invert |Skip the contributor field. |
| personal names (last, first) | |
|- Choose the type: Personal or Organization | |
|- Choose the most appropriate role, such as "Architect," | |
| "Artist," "Sculptor," etc. from the second drop-down | |
| menu | |
| | |
| | |
|.. note:: | |
| | |
| This is also not common and generally used specifically | |
| when architecture or artworks are the primary content | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `Jiménez, Luis Alfonso, Jr. | |
| `_ | |
| (sculptor) | |
| | |
|- `Giesecke, Kuehne and Brooks | |
| `_ | |
| (architects) | |
| | |
|- `Kahlo, Frida | |
| `_ | |
| (artist) | |
+---------------------------------------------------------------+-----------------------------------------------------------+
* :doc:`More contributor guidelines `
*********
Publisher
*********
.. admonition:: Question
**Was the photograph formally published?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- Enter the name in the publisher text box; personal names |Skip the publisher field. |
| are *not* inverted in this field | |
|- Add the location, if known -- this may be a general | |
| place like "United States" or "Texas" rather than a city | |
| | |
| | |
|.. note:: | |
| | |
| This field almost never applies to photographs, but may | |
| be relevant for advertising or promotional images | |
| released by government agencies, corporations, etc. | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `KXAS-TV (Television station : Fort Worth, Tex.) | |
| `_ | |
| | |
|- `Texas. Department of Agriculture. | |
| `_ | |
+---------------------------------------------------------------+-----------------------------------------------------------+
* :doc:`More publisher guidelines `
****
Date
****
.. admonition:: Question
**Do you know when the photograph was taken?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- Choose "Creation" as the type from the drop-down menu | | Skip the date field. Use the "x" if there are |
|- Enter the date using YYYY-DD-MM format for any part that | placeholder values to clear the entire entry. |
| is known (may be just a year or month) | |
|- More complex dates that are common for photos: | |
| | |
| - Approximate/circa dates: add a ~ at the end | |
| - Tildes can also be used in an inclusive range for "ca. | |
| year-year": YYYY~/YYYY~ | |
| - A known *decade*: replace the last digit with "X" | |
| - A photo taken during a known range, such as the | |
| dates of an event: use "one of a set" notation with | |
| periods for a range [YYYY-MM-DD..YYYY-MM-DD] (between | |
| first date and second date, inclusive) | |
| - A photo taken on one of several dates (e.g., | |
| Christmastime either YYYY or YYYY): use "one of a | |
| set" notation with commas [YYYY-MM-DD,YYYY-MM-DD] | |
| (either first date or second date) | |
| - For born-digital photos, you *might* know the exact time| |
| a photo was taken and you can add the timestamp: | |
| YYYY-MM-DDT00:00:00 | |
| | |
| | |
|.. note:: |.. note:: |
| | |
| There is one special case: if the photo is a copy photo | This will automatically display publicly as "Creation |
| or reproduction, the creation date should be when that | Date: Unknown" |
| item was made, not the original (which will be reflected | |
| as content/coverage) | |
| | |
| | |
|.. warning:: | |
| | |
| Dates must conform to the ISO Extended Date/Time Format | |
| (ETDF) standard; a warning will display on the right side of| |
| the edit screen if a non-valid date is entered to alert | |
| the editor that there is a problem | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `[1979-08-02..1979-08-05] | |
| `_ | |
| | |
|- `1976-05 | |
| `_ | |
| | |
|- `2019-09-26T22:11:10 | |
| `_ | |
| | |
|- `1955~ | |
| `_ | |
| | |
|- `1940~/1948~ | |
| `_ | |
| | |
|- `197X | |
| `_ | |
+---------------------------------------------------------------+-----------------------------------------------------------+
* :doc:`More date guidelines `
********
Language
********
.. admonition:: Question
**Is there any language visible in the image or written on the photograph?**
+---------------------------------------------------------------+---------------------------------------------------------------+
|Yes |No |
+===============================================================+===============================================================+
|- For any text visible in the image (e.g., signs) or | | Choose "No Language" from the drop-down menu. |
| written on the back, choose the appropriate language | |
| from the drop-down menu | |
|- Add multiple entries if there is more than one language | |
| |.. note:: |
| | |
| | Names are not considered "language" so if the only text |
| | is names -- e.g., identifying persons in the image or |
| | pictured signage with store names -- choose "No |
| | Language" |
+---------------------------------------------------------------+---------------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+---------------------------------------------------------------+
|- `English |- `No Language |
| `_ | `_ |
| | |
|- `French |- `No Language |
| `_ | `_ |
| | (names only) |
+---------------------------------------------------------------+---------------------------------------------------------------+
* :doc:`More language guidelines `
***********
Description
***********
Content Description
===================
- The content description is required; it is based on looking at the photo and describing what is visible in the image
- Generally the description should not repeat information from other parts of the record (e.g., creator, creation date)
and should provide more detail than the title
- The description should focus on what is in the image rather than context or assumptions about what might be happening
- There will generally be a placeholder entry labeled "content description" in the record
**Step 1.** Start with "Photograph of"
- We do this to help orient users when they view a list of search results and to provide more context when metadata
is harvested to other locations (like DPLA)
- When applicable, this could be modified slightly, e.g., "Portrait of" / "Aerial photograph of" / etc.
**Step 2.** Describe anything of significance in the image, usually around 1-3 sentences, for example:
- Are there people or animals in the image?
- Do you know names and/or identities (e.g., pictured from left to right)?
- What are the people or animals doing in the image?
- If it is a portrait (usually taken in a studio), how is the person posing and are they fully visible?
- Are there buildings in the image?
- What kind of building is it (school building, store, house, etc.)?
- Is the name or address of the building known?
- Are there distinguishing features?
- Was the photo taken inside or outside? At a particular angle, looking up or down?
- Is there anything taking up a large amount of space (e.g., left/right side of the image, foreground/background, etc.)?
- It is generally helpful to mainly describe anything that is the focus of the image, but most of the time there should also
be at least a brief mention of anything else (e.g., something partially visible on one side of the photo, something
in the background, etc.)
- What else is visible around the people, buildings, etc.?
**Step 3.** When relevant, it may also be helpful to include additional information on the item, such as a handwritten
note on the back
- This information may also be appropriate in a display note, especially if the description is already long
- It is not necessary to incorporate information in the description and repeat it as quoted text
.. note::
Remember that *contextual* information generally belongs in a note, unless it is very brief, for example:
- additional information about how/when a photo was taken
- biographical information about a person in a photo
- details about locations in the image (e.g., when a house was built and its ownership history)
- other related historical information (e.g., about an event happening in the image)
+-----------------------------------------------------------------------------------------------------------------------+
|Examples of what these values might look like: |
+-----------------------------------------------------------------------------------------------------------------------+
|- `Photograph of a field `_ of dark green vegetation with |
| brush and bushes, taken from a dirt trail or path that is partially visible at the bottom of the image. The field |
| is bordered by thick trees in the background and the sky is filled with light, fluffy clouds. |
| |
| |
|- `Full-length wedding portrait `_ of the Viertels, standing |
| together in front of a painted background and looking toward the camera. Mr. Viertel (left) is wearing a |
| dark-colored suit with a ribbon on his right lapel, holding his wife's right hand in his; Mrs. Viertel (right) is |
| wearing an ornate wedding dress with a veil attached to a headdress. |
| |
| |
|- `Photograph of a Seventh Day Adventist church `_ on the |
| north corner of 17th Street and Avenue M 1/2, looking east. The building has two vaulted gable ends set at a right |
| angle, with the entrance on the interior corner surrounded by a porch and topped by a square tower with a striped, |
| pointed roof. Homes are visible along the north side of Avenue M 1/2 in the background, and cars are parked along |
| the side of the road. |
| |
| |
|- `Photograph of light-colored calf `_ standing in front of a |
| large black Angus dam in a grassy field. In the background, other cattle are grazing and calves are resting on the |
| ground. Typed on the bottom margin is, "Commercial Angus Dam with Typical 1/2 Blood Beefalo Heifer (120 Day Old)." |
| |
| |
|- `Photograph of watermelons `_ growing on the ground in a |
| large open field of Minco silt loam (7m-A). Near the center of the image, a man is driving a tractor attached to a |
| flat-bed where another man is riding and two other men are walking next to and far ahead of the tractor. Trees are |
| visible in the far distance and scrubby plants are growing along the edge of the field in the lower-left corner of |
| the image. |
| |
| |
|- `Copy portrait `_ of Bess Scrivner Lewis seated with her |
| hands clasped in her lap, wearing a dark-colored, sleeveless dress that has decorative rings on the left side. |
| |
| |
|- `Photograph of a shirtless soldier `_ leaning against the |
| stair railing on the front porch of a military camp cabin, with a screen door partially visible at right. |
| Handwritten on back: "Blazewisky from L. I." |
+-----------------------------------------------------------------------------------------------------------------------+
* :ref:`More content description guidelines `
Physical Description
===================
- The physical description is not required, but is encouraged and is easy to include at least in part
- There will generally be a placeholder entry labeled "physical description" in the record
- Details in the placeholder should be checked for the individual photograph and changed (if different) or removed if they cannot be verified (e.g., if dimensions
are unknown)
- Format is generally known from looking at the physical item, or from information documented about the image
- Photos that have a single front and back are prints; negatives on glass or film, and born-digital images will only have a single image
- Do not include format details if you do not have information available
**Step 1.** List the number of photograph(s)
- This is almost always 1 photograph
- *Occasionally* there might be more than one photo, e.g., multiple photos printed on or affixed to a page, two daguerreotypes in a case, etc.
**Step 2.** Add any known details about format and color after " : "
- Is this image any format other than a photo printed on paper? E.g.:
- negative (on film), positive (slide), glass photonegative (negative on glass)
- digital
- daguerreotype (printed on silver-plated copper), tintype (printed on metal)
- ambrotype (negative on glass in a dark case)
- Is the image color (col.) or black-and-white (b&w)?
**Step 3.** If known, add dimensions after " ; " in h x w using appropriate units
- Is the image a "standard size"? (See the :ref:`full list `.)
- for prints: 8 x 10 in. / 5 x 7 in. / 4 x 6 in.
- for negatives: 35 mm. (also applies to slides) / 4 x 5 in. / 6 x 6 cm. / 6 x 9 cm.
- cabinet cards: 17 x 12 cm. (this is 4.5 x 6.5 in.)
- cartes de visite: 11 x 7 cm. (this is 4 x 2.5 in.)
- if it is NOT a standard size, measure total dimensions rounding up to the next whole cm.
- for born-digital images: h x w px. (pixels)
- Is the image in something (like a frame or folder), or affixed to something (like a page or mat)? If yes:
- add a comma after initial dimensions and add additional details, such as:
- on sheet h x w cm.
- in frame h x w cm.
- in folder h x w cm., folded to h x w cm.
- on mat h x w cm.
- in case h x w cm., folded to h x w cm.
+-------------------------------------------------------------------------------------------------------------------------------+
|Examples of what these values might look like: |
+-------------------------------------------------------------------------------------------------------------------------------+
|- `1 photograph : b&w ; 8 x 10 in. `_ (print, standard size) |
| |
|- `1 photograph : positive, col. ; 35 mm. `_ (slide) |
| |
|- `1 photograph : negative, b&w ; 35 mm. `_ (film negative) |
| |
|- `1 photograph : b&w `_ |
| |
|- `1 photograph : tintype, b&w ; 4 x 3 cm., in frame 10 x 6 cm. `_ |
| |
|- `1 photograph : col. ; 9 x 9 cm., on mat 26 x 31 cm. `_ |
| |
|- `1 photograph : digital, col. `_ |
+-------------------------------------------------------------------------------------------------------------------------------+
* :ref:`More physical description guidelines `
*******
Subject
*******
- At least two (2) subjects of any type are required for every metadata record
- There may be suggested placeholder terms in the record; any terms that are not useful to find that *specific* photo should be changed or removed
- The use of controlled vocabularies is not required (except UNTL-BS for photos in the Portal and Gateway), but *when available* they may be
helpful in some circumstances outlined below
Keywords & Names
================
- Keywords can be used for any term that would be helpful to someone searching for *this particular* photo
- They should be lowercase and plural (unless they are proper names)
- Do not duplicate information from other fields (e.g., creator, coverage place, resource type) or from other subject terms
+-----------------------------------------------------------------------------------------------------------------------+
|Examples of what these values might look like: |
+-----------------------------------------------------------------------------------------------------------------------+
|- `barbers' poles `_ |
| |
|- `Baxter Building `_ |
| |
|- `lineworkers `_ |
| |
|- `prickly pear cactus `_ |
+-----------------------------------------------------------------------------------------------------------------------+
* :ref:`More keyword guidelines `
- If a person or animal is *physically visible* in an image and you know their name, add a named person or named animal entry
- When a person is related to the content (e.g., John Smith's house) but not visible, the name can be a keyword
- Invert personal names (last, first); nicknames may be included in subjects (but not in creator/contributor)
+---------------------------------------------------------------+---------------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+---------------------------------------------------------------+
|*Named Persons* |*Named Animals* |
| | |
|- `Harris, Lowell Larkin (Red) |- `Snafu |
| `_ | `_ |
| | |
|- `Gilreath, Tonia |- `Hard Luck Hank |
| `_ | `_ |
+---------------------------------------------------------------+---------------------------------------------------------------+
* :ref:`More named subject guidelines `
Other Common Subjects
=====================
.. admonition:: Question
**Will this photograph be visible in The Portal to Texas History or the Gateway to Oklahoma History?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- Add at least one term from the University of North Texas |If this photo will *only* be available in the UNT Digital |
| Browse Subjects (UNTL-BS) by marking it in the drop- |Library, do not include UNTL-BS terms. |
| down menu | |
|- When you click in the text field, a pop-up modal will | |
| open so that you can search all valid terms | |
|- The full list is also available `here | |
| `_ | |
|- Generally do not include a "Place" subject unless no | |
| other terms apply (the location of the photo will go in | |
| coverage) | |
|- Appropriate terms may be very specific or a general, | |
| top-level term, like "People" | |
| | |
| | |
|.. note:: | |
| | |
| Do not repeat terms to include different parts of the | |
| hierarchy, e.g., if `Business, Economics and Finance - | |
| Transportation - Railroads - Trains | |
| `_ | |
| is an appropriate term, do not also include "Business, | |
| Economics and Finance - Transportation - Railroads" or | |
| "Business, Economics and Finance - Transportation", etc. | |
| | |
| | |
|.. note:: | |
| | |
| There is a term for "`Business, Economics and Finance - | |
| Service Industries - Photography | |
| `_"| |
| but this ONLY applies when | |
| the content of the image is about photography (e.g., a | |
| person taking a photograph), not for all photos or photo | |
| collections loosely related to the photography industry | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `Landscape and Nature | |
| `_ | |
| | |
|- `Architecture - Buildings | |
| `_ | |
| | |
|- `People - Ethnic Groups - African Americans | |
| `_ | |
| | |
|- `Agriculture - Farming | |
| `_ | |
+---------------------------------------------------------------+-----------------------------------------------------------+
* :ref:`More UNTL-BS guidelines `
.. admonition:: Question
**Is the content related to a famous person, event, or location?** or
**Do you already have relevant LCSH terms available?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- There may be appropriate, authorized Library of Congress |Do not add LCSH terms. |
| Subject Headings (LCSH) that could be useful to find the | |
| photo | |
|- Using LCSH terms *may* help users find some items across | |
| collections from multiple places since they are often | |
| used in libraries | |
|- If you want to find/verify that a term is valid, the | |
| terms are searchable at -- make | |
| sure you limit results to "Subject Headings" or to | |
| "Name Authority" (for proper names) | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `HemisFair (1968 : San Antonio, Tex.) | |
| `_ | |
| | |
|- `Wichita Mountains Wildlife Refuge (Okla.) | |
| `_ | |
| | |
|- `Johnson, Lady Bird, 1912-2007 | |
| `_ | |
| | |
|- `World War, 1939-1945 | |
| `_ | |
+---------------------------------------------------------------+-----------------------------------------------------------+
* :ref:`More LCSH guidelines `
.. admonition:: Question
**Does a primary part of the content include buildings, sculpture, or artworks?** or
**Is the photograph a particular kind of "view"?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- It may be appropriate to include term(s) from the Getty |Do not add AAT terms. |
| `Art and Architecture Thesaurus | |
| `_ | |
|- These terms are primarily used in the Digital Collections | |
| for broad categories that provide additional information | |
| (e.g., buildings that are "`commercial buildings | |
| `_"| |
| vs. "`residential structures | |
| `_") | |
| | |
| | |
|.. note:: | |
| | |
| Only the preferred (linked) term is valid | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `sculpture (visual works) | |
| `_ | |
| | |
|- `aerial views | |
| `_ | |
| | |
|- `interior views | |
| `_ | |
| | |
|- `group portraits | |
| `_ | |
| | |
|- `public buildings (governmental buildings) | |
| `_ | |
| | |
|- `mural paintings (visual works) | |
| `_ | |
+---------------------------------------------------------------+-----------------------------------------------------------+
.. admonition:: Question
**Is the image a particular kind of photograph?**
+-----------------------------------------------------------------------+-----------------------------------------------------------------------+
|Yes |No |
+=======================================================================+=======================================================================+
|- There is a Library of Congress Genre/Form Term (LCGFT) | | Do not add LCGFT or TGM terms. |
| for "`Portraits | |
| `_" | |
| (when applicable) | |
|- For other "types" of photos -- either physical type | |
| (e.g., `Cabinet photographs | |
| `_)or | |
| type of content (e.g., `Night photographs) |.. note:: |
| `_ | |
| -- there may be appropriate | Some groups choose to use TGM terms to describe the |
| `Thesaurus of Graphic Materials (TGM) | content of photos instead of relying on keywords; this |
| `_ | is not an issue so long as the terms are appropriate, |
| terms | TGM terms do not duplicate other subjects, and UNTL-BS |
|- Reminder: only include terms that add information not elsewhere in | terms are also added (when required) |
| the record (e.g., not "Photographs") | |
| | |
| | |
|.. note:: | |
| | |
| Both LCGFT and TGM also have searchable pop-up modals in | |
| the edit system when those options are chosen in the | |
| drop-down menu | |
+-----------------------------------------------------------------------+-----------------------------------------------------------------------+
|Examples of what these values might look like: |
+-----------------------------------------------------------------------+-----------------------------------------------------------------------+
|- `Landscape photographs |- `Cities & towns |
| `_ | `_ |
| | |
|- `Panoramic photographs | |
| `_ | |
+-----------------------------------------------------------------------+-----------------------------------------------------------------------+
Additional Subjects
===================
- For certain collections, other kinds of controlled subjects may be used (Chenhall's Nomenclature, Homosaurus, Medical Subject Headings, etc.)
- Note that you *should not* include terms that are inappropriate for the collections
or material type, even though they may be available, for example:
- Library of Congress Medium of Performance Thesaurus: applies to recordings or musical literature (for images of instruments use keywords, AAT, etc.)
- Legislative Indexing Vocabulary/Legislative Subject Terms: applies to government documents and is used in specific collections
* :doc:`More subject guidelines `
********
Coverage
********
.. admonition:: Question
**Do you know where the photograph was taken?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- Choose "Place Name" from the drop-down menu |Do not include a coverage place. Use the "x" if there is a|
|- Add the name of the location using the hierarchical |placeholder value to clear the entire entry. |
| formatting (this can be a specific city, like Chicago, | |
| or a more general location, like a country) | |
|- Previously-used locations are in a searchable list that | |
| pops up when "Place Name" is chosen; most locations will | |
| already be on the list, but you can also use it to find | |
| similar locations if you need to add a new place name | |
|- Places cannot be bodies of water or military installations | |
| that are also "populated places" (see full guidelines for | |
| questions about specific locations and exceptions) | |
| | |
| | |
|.. note:: | |
| | |
| A single photo can only have content from one location. | |
| If an image may have been taken in multiple possible | |
| locations, use a less specific place if there is a | |
| common denominator and add a display note with more | |
| details. | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `United States - Texas - El Paso County - El Paso | |
| `_ | |
| | |
|- `United States - Arizona - Yavapai County | |
| `_ | |
| | |
|- `Germany | |
| `_ | |
| | |
|- `United States - Washington D.C. | |
| `_ | |
+---------------------------------------------------------------+-----------------------------------------------------------+
.. admonition:: Question
**Do you know when the photograph was taken, or a rough time period?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- Choose "Coverage Date" from the drop-down menu |Do not include a coverage date. Use the "x" if there is a |
|- Add the date of the content for the image |placeholder value to clear the entire entry. |
|- The date will almost always be identical to the creation | |
| date (i.e., content is captured at the time the photo is | |
| taken) unless it is a copy photo (i.e., a photo or | |
| reproduction of another photograph, where the older | |
| image is the content of a later image) | |
|- If the photograph will be in The Portal to Texas History, | |
| add an entry for "Time Period" and choose the | |
| corresponding option (generally "Into Modern Times" if | |
| taken after 1939 or "New South" if taken before 1939) | |
| | |
| | |
|.. note:: | |
| | |
| An appropriate time period can be added even if the | |
| exact date is unknown; however, time period is *only* | |
| used for items that will display in the Portal | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `1961-05 | |
| `_ | |
|- Into Modern Times, 1939-Present | |
+---------------------------------------------------------------+ |
| | |
|- `1920~ | |
| `_ | |
|- New South, Populism, Progressivism, and the Great | |
| Depression, 1877-1939 | |
+---------------------------------------------------------------+ |
| | |
|- `200X | |
| `_ | |
|- Into Modern Times, 1939-Present | |
+---------------------------------------------------------------+-----------------------------------------------------------+
.. admonition:: Question
**Do you know EXACTLY where the photograph was taken, e.g., an address or landmark?**
+---------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===============================================================+===========================================================+
|- Choose "Place Point" from the drop-down menu |Do not include a coverage place point or box. |
|- Use the Google map interface to drop a pin marking the | |
| vantage point where the photo was taken (or the center | |
| of a building for interior images) | |
|- IF the content encompasses a large area (usually applies | |
| to aerial photos), choose "Place Box" and use the | |
| Google map to draw a box that matches the area in the | |
| image | |
| | |
| | |
|.. note:: | |
| | |
| Coordinates are automatically entered by the system after a | |
| point or box is marked on the map interface | |
+---------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+---------------------------------------------------------------+-----------------------------------------------------------+
|- `north=30.272512; east=-97.742635; | |
| `_ | |
| | |
|- `northlimit=32.759050; eastlimit=-96.804672; | |
| southlimit=32.753781; westlimit=-96.822396; | |
| `_ | |
+---------------------------------------------------------------+-----------------------------------------------------------+
* :doc:`More coverage guidelines `
****
Note
****
.. admonition:: Question
**Do you have additional information about the item that doesn't fit elsewhere and would he helpful for public users?** For example:
- contextual information about the image content (such as biographical information about a person,
previous ownership of a house or history of a store, etc.)
- unclear information or variations that cannot be clarified (such as multiple possible photographers without a
known creator, multiple possible locations, etc.)
+-------------------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===================================================================+===========================================================+
|- Add relevant information to the text box |Do not include a note. |
|- It may be appropriate to add different kinds of | |
| information in separate entries | |
|- Use the drop-down menu to mark the note entry | |
| "Display" so that it will be publicly visible and | |
| searchable for users | |
| | |
| | |
+-------------------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+-------------------------------------------------------------------+-----------------------------------------------------------+
|- `This photograph was taken for use in the 2007-2008 | |
| `_ | |
| University of North Texas yearbook, Aerie. The picture was | |
| taken for the 92-93 spread about the Women's North Texas | |
| Volleyball team. | |
| | |
|- `Additional historical context: | |
| `_ | |
| The residential neighborhood north of Palestine’s central | |
| business district contains a large concentration of late | |
| 19th and early 20th century dwellings. This property is | |
| among the best-preserved in the neighborhood and is | |
| significant because it represents a relatively intact | |
| example of a modified L-plan house, a popular building type | |
| from around the turn of the century. Alvin W. Standifer and | |
| his wife Ethel owned and occupied this house from as early | |
| as 1926 until at least 1941. Mr. Standifer was an engineer | |
| for the I an GN Railroad during the 1920s; he later worked | |
| for Missouri Pacific. | |
| | |
|- `Date unknown. Likely 1950s. | |
| `_ | |
+-------------------------------------------------------------------+-----------------------------------------------------------+
.. admonition:: Question
**Do you have additional information about the item that would be important for administrators or curators?** For example:
- notes about information discrepancies or research related to the item
- archival information about the photo's accession, preservation, physical location, etc.
+-----------------------------------------------------------+-----------------------------------------------------------+
|Yes |No |
+===========================================================+===========================================================+
|- Add relevant information to the text box |Do not include a note. |
|- It may be appropriate to add different kinds of | |
| information in separate entries | |
|- Use the drop-down menu to mark the note entry | |
| "Non-Display" so that it will show up for administrators| |
| with editing access but not be publicly visible | |
+-----------------------------------------------------------+-----------------------------------------------------------+
|Examples of what these values might look like: |
+-----------------------------------------------------------+-----------------------------------------------------------+
|- Creator name based on info online, including | |
| photographer homepage [link] | |
| | |
|- Two names were different in partner-entered metadata | |
| from the list on the back of the photo: [names]. | |
| | |
|- The photos were taken off a disc left by the former head| |
| of Archives. Label on disc read "Archives 2007 Treasures| |
| Exhib Files." | |
+-----------------------------------------------------------+-----------------------------------------------------------+
* :doc:`More note guidelines `
******************
Lesser-Used Fields
******************
The rest of the available fields are either rarely used for photographs, or usually pre-populated during upload and
rarely *changed.* Use the links to get additional information and resources when needed. Here is a brief explanation
of how the fields are used (and why you likely won't edit them), along with a series of questions to help you determine
if an exception might apply for a specific item:
- :doc:`primary source ` - photographs are generally considered primary sources (and this is usually pre-marked)
- :doc:`source ` - source generally reflects a parent item if we separate a part (e.g., a map from a report)
- :doc:`citation ` - this is mainly used to parse citation components for items published as serials (like journal articles)
- :doc:`relation ` - relationships connect two or more items in the Digital Collections when they are related in specific ways
- :doc:`collection ` and :doc:`institution ` - these fields are pre-set and should not be changed because
they are used to provide editing access; you may lose permissions if you change these values
- :doc:`rights ` - there is a general, systemwide rights statement in the public interface, so most rights information is only added
when there is something explicitly noted for the item
- :doc:`resource type ` - generally pre-set to "photograph"
- :doc:`format ` - generally pre-set to "image" (format matches resource type)
- :doc:`identifier ` - most photographs will be uploaded with the locally-assigned identifier already entered in the identifier
field (i.e., the identifier that the partner organization or owner uses to match the digital copy to the physical copy); photographs rarely have
additional identifiers
- :doc:`degree ` - the degree field is only used for items created at UNT to document the originating college/department
Possible Exceptions
===================
+-----------------------------------------------------------+-----------------------------------------------------------+-------------------------------------------------------------------+
| |If YES: |Examples of what these values might look like: |
+===========================================================+===========================================================+===================================================================+
|.. admonition:: Question |- You may want to add a source value to reference the |- `Young Latino Artists, Mexic-Arte Museum, Austin, Texas, 2000 |
| | event or source material | `_ |
| **Was the photograph taken at/part of an art exhibit?** |- Choose the appropriate type of source from the drop-down| (exhibition) |
+-----------------------------------------------------------+ menu (e.g., exhibition, conference, book, journal, etc.)| |
|.. admonition:: Question |- The source text value does not have strict formatting |- `Church and Synagogue Library Association 39th Annual |
| | requirements, but should provide enough information for | Conference, Greensboro, North Carolina, 2006 |
| **Was the photograph taken during a conference?** | another user to locate the original item (or any | `_ |
+-----------------------------------------------------------+ information known) | (conference) |
|.. admonition:: Question | | |
| | |- `Gibbs, Warmoth T. President Matthew W. Dogan of Wiley College;|
| **Was this photograph originally part of or published in|.. note:: | a Biography. Marshall: Firmin-Greer, n.d. |
| a larger item such as a book, report, newspaper, etc.** | | `_ (book)|
| | If the original source is an item that is also available| |
| | the Digital Collections, the relation field is likely | |
| | more appropriate | |
+-----------------------------------------------------------+-----------------------------------------------------------+-------------------------------------------------------------------+
|.. admonition:: Question |- For some photographs, a "preferred citation" is included|- `Ensemble Theatre records (MS 533), Woodson Research Center, |
| | in the citation field as a way to cite the archival | Fondren Library, Rice University |
| **Is the photo part of a formal archival collection?** | collection, generally including the title and identifier| `_ |
| | code used in a finding aid or similar documentation | |
| | |- `Denton Chamber of Commerce Collection (AR0845), University |
| | | of North Texas Special Collections |
| | | `_ |
+-----------------------------------------------------------+-----------------------------------------------------------+-------------------------------------------------------------------+
|.. admonition:: Question |- Add a relation value listing the title and ARK of the |- `[Dallas Firefighter Class 59 #2], ark:/67531/metapth1339195 |
| | other item | `_ |
| **Do you have multiple similar copies of the photograph |- Relationships are reciprocal, so you will need to add | (negative, has format) |
| captured in the same or different mediums that are all | the alternate relation to the second item (with the |- `[Dallas Firefighter Class 59 #1], ark:/67531/metapth1339196 |
| in the Digital Collections?** | title and ARK of the first item) | `_ |
+-----------------------------------------------------------+- Choose the appropriate type of relationship, e.g.: | (print, is format of) |
|.. admonition:: Question | +-------------------------------------------------------------------+
| | - a negative <> photo print | |
| **Is there another digital item that references the | - a photo print <> negative |- `[Aerial Lift Rescue at a Sky Tram #2], DFFM_2015-03-005, |
| photograph in its content, such as a letter, article, | - a photo print <> a second print made | ark:/67531/metapth803903 |
| or other text?** | from the same negative (these may be identical, or | `_ |
| | slightly edited, such as an enlargement) | (print #1) |
| | - the second print <> the first print |- `[Aerial Lift Rescue at a Sky Tram #1], DFFM_2015-03-003, |
| | - a photo <> a text | ark:/67531/metapth803879 |
| | - a text <> a photograph | `_ |
| | | (print #2) |
| | +-------------------------------------------------------------------+
| | | |
| | |- `Cutting Horse Competition Photo Information: Roll 1991_D-110, |
| | | ark:/67531/metapth244221 |
| | | `_ |
| | | (photo negative referenced by text) |
+-----------------------------------------------------------+-----------------------------------------------------------+-------------------------------------------------------------------+
|.. admonition:: Question |- Add any applicable parts: |- *License:* `Attribution |
| | | `_ |
| **Did the photographer copyright or assign a Creative | - *rights license*: choose "copyright" or the |- *Statement:* Please Credit: USDA--Soil Conservation |
| Commons (CC) license to the image?** | appropriate CC license from the list | Service |
+-----------------------------------------------------------+ - *rights holder*: add the name of the person or +-------------------------------------------------------------------+
|.. admonition:: Question | organization that holds the copyright | |
| | - *rights statement*: quote any explicit statement |- *License:* `Copyright |
| **Is there a rights or usage statement on the photo?** | documenting copyright or usage instructions | `_ |
| | |- *Holder:* Denton Record-Chronicle |
+-----------------------------------------------------------+-----------------------------------------------------------+-------------------------------------------------------------------+
|.. admonition:: Question |- Change the resource type to "Postcard" |`Postcard |
| | |`_ |
| **Is the photo printed as a postcard?** | | |
+-----------------------------------------------------------+-----------------------------------------------------------+-------------------------------------------------------------------+
|.. admonition:: Question |- Add an identifier entry for each additional number that |- `Negative# 38 |
| | applies | `_ |
| **Is there another identifier associated with the |- Choose the appropriate label -- generally this would be | |
| photo that is not in the record, such as a negative or | "Accession or Local Control No." which is used for any |- `Okla-5376 |
| photo number on the photo or container?** | uncontrolled or standardized identifier | `_ |
+-----------------------------------------------------------+-----------------------------------------------------------+-------------------------------------------------------------------+
*********************
Completing the Record
*********************
- Double-check the right side of the screen:
- Are there any field counts in red? (These are *required* fields that have missing values.)
- Are there any warning messages? (Check any fields that need review, resolve any issues for dates, subjects, etc.)
- Clicking the "Publish" button will save any changes you have made to the record
- Most of the time you should mark the record "visible" if all information has been entered, to make the record public
- If you need to come back to a record later, you can leave the record hidden and publish changes to save the current version