Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
PURPOSE: This document gives detailed instruction on how to catalog photographic
images for the Texas/Dallas History Division photograph collections.
SCOPE: Procedure will apply to all Texas/Dallas History Personnel.
RESPONSIBILITY & AUTHORITY: Texas/Dallas History: Manager, Assistant Manager,
Library Associates (Photographs).
SAFETY: Follow all applicable City of Dallas safety guidelines associated with this work
instruction.
ENVIRONMENT: Follow all applicable City of Dallas environmental guidelines
associated with this work instruction.
WORK INSTRUCTION
1. Log in to the Polaris staff-client.
2. Choose Cataloging from the line of modules listed.
2.1. Pick Templates.
2.1.1. Pick Bibliographic templates from the drop-down list.
2.1.2. Type "photo" in the For line.
2.1.3. Only one template should be returned. Click on "Photographs" to open
the template.
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Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
3. Click on the White Paper icon in the upper left corner of the window and choose
"Copy existing Work Form." This copies the template for use while leaving the
master template unchanged.
DO NOT use the template to create records without copying it first!!
4. A new Photo Work Form opens.
Navigation through the screen works by using the arrow keys. When the cursor is in a
line, a definition of the MARC tag appears in yellow just underneath the window. Moving
the cursor to a subfield expands the definition to include the specifics of that subfield in
that MARC tag.
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Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
5. Place the cursor at the start of the LDR line and double-click. This opens the Leader
Field to show the bibliographic data that is coded into that line.
5.1. Leave Record (05) status alone. The record you are creating is a new record.
5.2. Change Type of Record (06) to the appropriate record type -- always
"m=computer file".
5.3. Leave Bibliographic level (07) marked at c=collection level. The 06 and 07 lines
have to be coded this way in order to be able to link jpg files to the bibliographic
record and for the record to appear in Polaris Fusion.
5.4. Click OK to save the data and close the line.
6. Move the cursor to the next line -- 008 -- and double click to open.
6.1. If known, enter the date (year only) of the photograph in Date 1 in the line data.
6.2. If a range of dates is known, enter the first date in Date 1 and the ending date in
Date 2. If photo date is unknown, skip this step.
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Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
6.3. Click OK to save and close the field. NOTE: It is critical to denote the date of a
photograph in this field. If it is not noted, the record will not be returned in a hit
list if the patron has specified a date range as a condition of a valid return.
7. Next, move the cursor through the MARC tags to complete the bibliographic record
for the photograph.
8. 099 Tag: Call number field Type the photograph accession number here (i.e. PA761/412.20). Spaces that are necessary in the database to ensure proper sorting are
not needed in the catalog and may be omitted.
9. 100 Tag: Main entry – personal name field
9.1. This field is seldom used, because most of the photographers whose work is in
CTX collections do not have name authority records in the Library of Congress
Name Authority list. Check the LC website http://authorities.loc.gov/ to see if the
photographer has a record. If the photographer is listed, use the entry exactly
as it appears in the authorities list. Do not alter the entry in any way, even to
correct birth and death date information. Andy Hanson and Marion Butts both
have authority records.
9.2. If the photographer is unknown, or if the photographer does not have an
authority listing, delete the 100 field entirely by highlighting the line and pressing
Delete.
9.3. If you feel that an authority record is necessary for a photographer, talk with the
Cataloging staff about it. They have protocols in place for establishing a new
authority file.
10. 245 Tag: Title statement field
10.1. If there is a title on the front of the photograph, enter it exactly as it appears.
Titles appearing directly below the photograph in a scrapbook should also be
entered this way. Titles supplied by the photographer should also be entered
this way.
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Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
Document Title:
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
10.2. Titles or title information written or typed on the back are not considered official
and should be put within brackets [ ].
10.3. Alternately, create a title for the photograph, making sure that the title is as
descriptive and as concise as possible. Information provided by the
photographer or others knowledgeable about the image should referred to when
creating the title. However, catalogers should not rely solely on information from
the photographer's notes as this information may be incomplete or inaccurate.
10.4. Titles should never start with the words “A”, “An”, or “The”. Titles created by
the cataloger must be put inside brackets.
10.5. Additionally, catalogers should not rely solely on the title/descriptive
information from the CTX photo database when creating a title. This data was
often input by volunteers or entered repetitively for a whole series of
photographs. Catalogers should always make a point of looking at the image
itself and create a title based directly on the image.
10.6. The subfield “h” should always remain in the entry to indicate that the item is
graphic.
11. 260 Tag: Date field
11.1.
There are several possibilities on what to put in this field, for example:
11.1.1.
Year only date. Example: 1925.
11.1.2.
Full date. Example: Mar. 15, 1975. (Always use abbreviations of
months).
11.1.3.
Questionable date. Example: [193-]
11.1.4.
Date range. Example: [1920-1925]
11.1.5.
Uncertain date. Example: circa 1925.
11.1.6.
Some sort of closing punctuation is mandatory at the end of this
field. Either a period “.” or a closing bracket “]” should be placed at the
end of the date information, as in the examples above.
11.1.7.
If there is no known date, delete this field
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LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
Document Title:
11.2.
Document Number:
Approved By:
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
If in doubt check resources: Marc Records for Archival Visual Material
(See References) or call a cataloger in the Technical Services Department.
12. 300 Tag: Material description field
12.1.
Example: 1 photographic print. The default information from the template
is: "300
12.2.
‡a1 photographic print :‡b b&w.".
Change the field to reflect that the image is from a negative rather than a
print when appropriate. Also change the subfield to color rather than black and
white if necessary.
13. 500 Tag: General notes field
13.1.
The 500 field has two defaults. There is a notation indicating how the title
was derived and a second indicating the name of the Collection that the
photograph is a part of. Example:“Title supplied by cataloger” and “Forms part of
the ________(the collection the photograph is from) Collection” (Example:
Forms part of the Hayes Collection).
13.2.
Alter the first default only as necessary to reflect the method in which the
title was derived. "Title supplied by cataloger" is the default entry.
13.3.
Alter the second default as necessary to coincide with the Collection the
photograph is a part of.
13.4.
It is also possible to add additional 500 fields to a record if there is
additional explanatory information that is needed. For instance, it may be helpful
to give a brief history of the building that is the focus of the image. Example:
Building demolished in Jan. 1977 for the construction of an athletic field. It may
also be necessary to provide contextual information about the event or people in
the photograph that would be too lengthy, or otherwise inappropriate, to include
in the title. Example: Officer Darrell Cain was accused of killing 12-year-old
Santos Rodriguez while questioning him about a robbery.
14. NOTE: If cataloging a large photograph Collection you may want to edit the
workform template and place the name of the collection on the appropriate line
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Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
Document Title:
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
before beginning work on the collection.
This will decrease the amount of
information to input and also decrease the chances of making a mistake in spelling.
14.1.
To change workform template:
14.2.
Open the bibliographic template called "Photographs." DO NOT copy the
existing workform as you would if cataloging a photo.
14.3.
Move the cursor to the line to be edited.
14.4.
At the 500 field, type in:
Forms part of the _______ (Collection the
photograph is a part of) Collection. Hit [enter].
14.5.
Click the Save icon to save the template with the changes.
15. 650 Tag: Subject field.
15.1.
Only use subject headings from the Library of Congress Thesaurus for
Graphic Material or lctgm (See References).
15.2.
"650
For example, change the line from the template
0
‡aLCTGM subject heading‡zSubdivision‡zSubdivision.‡2lctgm"
to read:
"650; 0
$a Dwellings $z Texas $z Dallas. $2 lctgm"
16. This is a repeatable field. Copy it as many times as necessary to capture the main
subjects found in the image.
17. 691 Tag: Local Subject Added Entry field. The 691 field is used to provide a street
address for an image. For example:
691
‡aStreet (Dallas, Tex.) ‡z#
Changes to:
691; ; a. Swiss Ave. (Dallas, Tex.) $ z 1429
18. It is possible to have an entry for which no street number is given, if none is known.
For instance: 691; ;a Swiss Ave. (Dallas, Tex.) $ z $
19. If an address is not necessary, delete this field.
20. Finalize and Save a New Record.
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Document Title:
20.1.
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
Review the record for spelling errors or other typographical errors. Make
any necessary changes. Click the "Save" icon at the top of the record.
20.2.
Polaris goes through a process whereby it checks each line in the record
for proper MARC format. At each questionable line it encounters, it will provide
an explanation of the issue at hand and ask if you want to proceed with saving
the record. This is especially true for subject fields, the 691 field and other local
use fields. Generally, you will want to click "Continue saving".
20.3.
At the end of the saving process, Polaris assigns a bibliographic record
Control Number.
cataloging.
Record this number on the list of photographs you are
Transcribe the number into the appropriate collection database.
This number is important and enables you to retrieve the bibliographic record in
Fusion or in the Polaris staff-client to edit the record.
21. Record Editing
21.1.
If at any time it becomes necessary to edit a record, go to the
Bibliographic Records Find Tool in the Polaris Staff-Client. Choose to search by
Control Number. Type the Control Number into the search box. When the
record appears in the results list, highlight and click to open it.
Make the
necessary changes in the MARC-tagged record and click to save.
22. Linking JPGS and other files to Bibliographic Records using Polaris Fusion.
22.1.
Log in to Polaris Fusion using your regular logon username, password,
and domain via the Fusion website:
http://catalog.dallaslibrary.org/fusionprovider/FusionLogon.aspx.
8 of 20
Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
23. Create a Repository Collection, if necessary.
23.1.
If the collection you are cataloging has no items already cataloged, you
will need to create a Repository Collection before doing anything else. To do
this, go to the Attribute Administration module by clicking on the Attribute
Administration tab on the main screen. The following screen comes up:
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Document Title:
23.2.
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
Click on the arrow next to Repository Collections to open it. Choose Add
from the list of options.
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Document Title:
23.3.
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
Give the collection a name; currently this is the formal name of the
collection without the collection number (i.e., Hayes Collection, not PA76-1
Hayes Collection).
23.4.
Choose the Authentication Method (currently Public Use), and click
Display in PAC, OAH/PMH Set, and Enabled. Then click on Save.
24. Create a Fusion Record
24.1.
Next, click on the Content Management tab.
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Document Title:
24.2.
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
Change the Index drop down menu to Control Number. Type the Control
Number for the bibliographic record you are linking into the For box.
24.3.
In order to get the images to display properly in Fusion, you may need to
truncate the control number by leaving off the last digit. This should bring up a
range of possible bibliographic records, from which you can choose the
appropriate one.
12 of 20
Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
25. Unlike in the screen shot above, the new bibliographic record will not have a
thumbnail associated with it yet.
25.1.
Highlight the newly created bibliographic record. Its title appears below
the results list.
25.2.
Click on Add to open the record.
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Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
25.3.
Type in the negative number in the Resource Record Identifier field.
25.4.
Choose the appropriate collection from the list of Repository Collections in
the drop-down menu.
25.5.
Choose "Central 7th floor Texas Dallas History Branch from the
Organization list.
25.6.
Click on "Save Changes."
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Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
26. The screen should look roughly like the screen above.
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Revision Number:
Effective Date:
1
07/17/09
Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
27. Next click add to open the Linked Resources box. The screen should look like this.
27.1.
Copyright type should stay Fair Use.
27.2.
The Enriched Data Link Description will generally be "full sized image".
27.3.
Next, click the Browse button next to the File Name box.
Go to the
appropriate directory where the photo staff have stored the JPG scans and find
the necessary JPG file.
27.4.
From MIME type, click on the appropriate file type from the drop-down
menu. For photographs, this will generally be ".jpg: image/jpeg".
NOTE: It is critical that the MIME type not be chosen until AFTER the file has been
identified via the Browse function. This is due to directory-naming conventions in
use by CTX and a coding issue in Polaris Fusion. The Generate Thumbnail option
will not appear properly otherwise.
27.5.
Click on the Link button to create the link.
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LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
Document Title:
27.6.
Document Number:
Approved By:
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
Next click on the Add button again. Copyright should stay as before, as
should the MIME Type. From the Enriched Data Link Description drop-down
menu, choose "Thumbnail." This creates a thumbnail copy of the image for
display in the PAC.
27.7.
The screen should look like this.
28. Click Link again to create the second file link to the bibliographic record.
29. This should finish the creation of the bibliographic record and associated file links to
the record.
30. NOTE: There is no Log Off capability in Polaris Fusion. If you step away from the
computer during linking, it is helpful to lock the computer. This will prevent anyone
from editing the record or creating problems with the linked filed. Also, when you
have finished with Fusion, return to the Home internet screen, and click on the Tools
menu.
31. QA/QC of Cataloged Photographs
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Document Title:
31.1.
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
After completing the above steps, it is helpful to check the Polaris catalog
to make sure the photographs display properly.
31.2.
It is easiest to check photographs via the Polaris staff-client shortcut bar
instead of using the web-based Polaris. This is because the staff-client lets you
search by call number more easily and more efficiently than searching by title or
subject as you would need to do in the web-client.
31.3.
From the Shortcut Bar, choose the blue ball and click on Bibliographic
Record Search. Change the By field to Call Number. Type in the PA number of
the photograph you want to check. When the results list is returned, click to
highlight the photograph, then click again to open it. The MARC record is the
default screen that appears, so this is a good time to double-check the record for
misspellings or anything else that might need to be adjusted.
31.4.
Click on the "library" icon on the left of the bibliographic record screen.
This loads the record as it appears in the PAC. If the image file was linked
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Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
correctly to the bibliographic record, the thumbnail should appear in the upper
left corner of the record. Click on it or on "Full size image" to bring up the larger
image. Make certain that the file appears as it should and that the watermark
and copyright information is visible and legible on the image.
31.5.
If the thumbnail or image do not appear, or do not appear correctly,
troubleshoot to determine where the error may be. The problem may be that the
JPG file has become corrupted, that you neglected to click the "create
thumbnail" box in Fusion, or that the incorrect file extension was chosen from
the drop-down menu. Check these possibilities in Fusion and make any
necessary changes.
31.6.
Once the final QA has been done for the bibliographic record and attached
file(s), go into the JPG file (usually somewhere on the N drive) and delete the
JPG file(s) from the directory.
This keeps the directory from becoming too
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Document Title:
Document Number:
Approved By:
LIB-WKI-334
Marcia Trent
Description of Last
Change:
Initial Release
Revision Number:
Effective Date:
1
07/17/09
Photograph Cataloging
7.5.1f, 7.5.3, 7.5.4, 7.5.5 ISO 9001:2008
cluttered with JPG files we no longer need, and helps keep track of the files that
still need to be loaded with Fusion.
31.7.
Finally, update the collection database with the cataloging information.
Open the collection’s database, and enter the Control Number in the appropriate
space for each cataloged photograph. It may also be necessary to update the
entries with any information gathered while researching the images.
Short,
general notes in the “First thoughts” field may be expanded to include more
detailed information that would be helpful while searching the database.
Address information can also be added or changed as needed.
REFERENCES:
MARC Records for Archival Visual Material
Texas/Dallas Cataloging Manual
Thesaurus for Graphic Materials I: Subject Terms (TGM I)
http://www.loc.gov/rr/print/tgm1/
RECORDS:
Computer generated Bibliographic Record
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