Criteria to be Considered in Deciding to Catalog a Group or Item Separately
Subject Keyword Used on the 1905 List of Miscellaneous Pictorial Items
In order to get control over this body of material, the survey team will make distinctions between collections or items meriting separate cataloging on Gladis, and those which are of a more miscellaneous nature.
a) Those which will receive Gladis cataloging will have paper dossiers created and be logged on the Pictorial Survey Database, as accessions in all other call number ranges are. When survey of all 1905 locations is complete, the dossiers will be sorted for cataloging.
b) The items or small groupings judged not to merit Gladis cataloging will be recorded on an electronic caption list on Microsoft Access. This list will be at the item or small group level, but will contain far less information than a collection record on the Survey Database would.
Fields will be present for:
Judgement whether to catalog separately or only record on the 1905 caption list will be made by the team at the time of survey. As items are examined and their relationship to other nearby items is considered, they will either be added to the caption list, or be grouped and have a dossier created for them.
1) Evidence of a provenance-based relationship between items in a number range.
Collection name stamps or donor names may appear on items. Physical evidence of an association may be present. For example: all on unusual mounts, all show evidence of being removed from 1 album, or all have writing in one hand, contemporary with the items.
In rare cases, a numeric range with common provenance but diverse subject matter may be handled as miscellaneous items rather than a collection. For example, there are many groups of material given by C.K. Pond. Some are subject based groupings, and will be cataloged as units. Others, occupying various numbers or ranges, are miscellaneous, and do not form a cohesive unit. Naming them the "C.K. Pond Miscellany" would create confusion, for the Pond collections is far larger than any single grouping, and it covers a wide span of accession numbers. Treatment of these items will be left to the discretion of the survey team.
2) Apparent grouping based on subject or artist.
Many items from various sources and in various formats were grouped by the library and given consecutive item numbers. Although they may not be related by provenance, they will be considered as units to be cataloged if a unifying topic or theme is evident. For example: Views of Colorado, Yosemite views, Views of Ships, Photographs by I.W. Taber, etc.
3) Uniqueness of image.
Some items are clippings from published sources, commercially produce postcards, or reproductions of questionable artifactual value. Small grouping of this nature will be added to the miscellaneous listing rather than cataloged on Gladis. A similar small grouping of vintage photographs would probably be cataloged as a unit.
4) Single items of "importance".
Single items will not be cataloged in the first phase of the cataloging project. However, some single items (which are not part of any collection) will be judged to merit item-level cataloging at a future date. Primarily, these will be photographs by known artists who are of important in the context of the collections of The Bancroft Library. All items thought to merit item records will be entered on the "1905 list", but no Survey Database record will be created at this stage, and no dossier (survey form) will be filled out. An attempt will be made to provide a thorough descriptive caption. If time permits at the end of the cataloging project, these items can be cataloged in a "mini-project" by searching the 1905 list by photographer and keying item-level Gladis records. Originals may have to be cataloged "in hand" because only minimal notes are being taken as captions are recorded.
Photographers whose works should receive item-level records include: G. Fardon, C.E. Watkins, E. Muybridge, A. Genthe, A. Adams, and perhaps G. Fiske, W.H. Jackson, I.W. Taber, T. O'Sullivan, T. Bell, F.J. Haynes.
Words from the term list are being used within captions whenever possible, but fields for three terms have been included for each entry on the 1905 list. A pull-down selection menu makes data entry very quick, and eliminates typographical errors or term variation. Having the terms in fields separate from the caption body will provide future flexibility. If the 1905 List is to become an encoded finding aid, the terms could be appended to caption fields or place in subject fields at the time the data is converted.
See also Captions and Keywords
II) Try to identify groups that can be cataloged as collections (as outlined above).
III) For every item or related group of items, make an entry of the "1905 list" of captions, directly into the database or on paper if necessary. A range of call numbers will be noted for items grouped together.
A) If the item or small group is NOT to be cataloged separately, provide a descriptive caption giving as much information as practical. An indication of geographic location is desirable, and some checking of gazetteers or other sources may be necessary. (See number IV below.) B) If a group is to be cataloged, provide only a brief caption, like "Rodolph Collection of Calif. photographs" and, if working online, check the "Catalog Separately" box. Other fields may be left blank. At the same time, create or update a collection record in the main Survey Database, giving the usual survey information. Make sure that the call number fields of the Survey Database record and the corresponding brief entry on the "1905 list" match exactly. (The entry on the 1905 list will serve as a place holder, making the list a useful shelf list. Exact entries will make it possible to toggle between the two related tables once a macro is created on the data forms.)IV) Entries for items not to be cataloged separately:
Return to Procedures
Return to Standard Vocabulary
1) Make captions as descriptive as possible, including text found on the item, and any additional description that can be provided. 2) Use words from the list of Keywords whenever possible. 3) Always give some indication of geographic location. Refer to gazetteers if necessary.
California: give "town or county, Calif.", added in brackets or incorporated into caption text. (Or "Sierra Nevada mountains, Calif.", or "'40 mule borax team' [with wagon in the Calif. desert]")
Other states: always provide state name, abbreviated according to AACR2 unless supplied in full on item, then follow original.
Other countries: give at least country name, and any information provided on item or easily recognizable.
4) For portraits, try to add a descriptive word to their name, such as "author, artist, governor, mayor" etc. Also, in Keyword fields, select terms related to the individual. (A portrait of James Phelan should have "Politics and government" attached.)B) Keywords
Return to Standard Vocabulary
1) Add keywords only to entries which will NOT be cataloged separately. 2) Select up to 3 per entry, chosen from pull-down lists on database form. 3) Refer to list of terms document for some minimal scope guidance or cross-referencing. 4) When similar terms of varying specificity (i.e. Buildings and Hotels) both apply, give both if there are enough fields. If a fourth field would be required, eliminate the most general term. If there are more possible terms than fields, the most specific term possible should be chosen to represent each important facet of the image's subject content.
Examples:
A stagecoach -- Keywords: Transportation/Vehicles Yosemite Valley view (broad perspective) -- Landscapes/Nature/Parks Lodge exterior in Yosemite Valley -- Parks/Buildings/Hotels Stagecoach in front of the same hotel -- Parks/Vehicles/Hotels
5) If new terms are needed, make a note of image numbers and suggested terms (on paper), and bring them up for discussion. New terms must be added to the central list and defined before they can be used.C) Collation
Record number of items and as specific a statment of medium or format as possible. (i.e. "2 lithographs", "1 cyanotype, 1 albumen print", etc.)
V) Missing items and Verification:
Since about 500 entries were made by loading WP files into Access, there are entries which have not been confirmed by survey. The location designators on these records have been deleted, so that the presence of a designator indicates that staff have surveyed and confirmed the entry. Entries with no designator are expected to be in locations not yet surveyed. If an item is not found where it is supposed to be, NOS will be entered in the location field.
Nov. 15, 1995
*AFRICAN AMERICANS AGRICULTURE Use for: farmers, farming, produce. aircraft -- use VEHICLES or TRANSPORTATION animals -- use NATURE, AGRICULTURE, or TRANSPORTATION. Pets not traced. For zoos or circuses, use LEISURE. architecture -- use BUILDINGS banks -- use BUSINESS and BUILDINGS (or INTERIORS) boats -- use VESSELS BUSINESS Use for: commercial activity, storefronts, banks. See also: INDUSTRY bridges -- use TRANSPORTATION BUILDINGS Use for: all views focusing on buildings, rather than broad views of towns. Used in combination with more specific terms (below) if space permits. See also: CITIES AND TOWNS, DWELLINGS, INTERIORS, HOTELS, CHURCHES *CHINESE Use for: Chinese in Calif. and elsewhere, Chinatown. CITIES AND TOWNS Use for: general views, birds eyes, as well as street scenes and narrower views. See also: BUILDINGS (for images of narrow scope) CHURCHES Use for: cathedrals, basilicas, chapels, etc. See also: BUILDINGS (for places of worship like temples, synagogues, etc.) colleges -- use EDUCATION construction -- use BUILDINGS or TRANSPORTATION or INDUSTRY crime -- use LAW ENFORCEMENT deserts -- not traced. Rely on caption text or use LANDSCAPES or NATURE. DISCOVERY AND EXPLORATION Use for: surveys, geographical expeditions, items relating to early explorers. See also: IMMIGRANTS (for pioneers & westward expansion) docks -- use VESSELS, TRANSPORTATION, INDUSTRY or MARINES (depending on focus of image) DWELLINGS Use for: all residences, including mansions, estates, adobes, including grounds or gardens of estates. EARTHQUAKES EDUCATION Use for: school and college facilities, activities, students, and teachers. eskimos -- use INDIANS EXHIBITIONS Use for: trade fairs, expositions (PPIE, etc.), and museum exhibitions. EVENTS Use for: public events such as parades, demonstrations, civic festivals, etc. (NOT for disasters, wars, etc.) See also: POLITICS AND GOVERNMENT farming -- use AGRICULTURE FIRES fishing -- not traced. Rely on words in caption. forts -- use MILITARY gardens -- use DWELLINGS, HOTELS, or PARKS GOLD RUSHES Use for: all related images, such as: mining, miners, boom towns, tools, etc. Use specifically for Calif, 1849-ca.1855, Alaska ca. 1898-1900, and the Pikes Peak gold rush or for later views of towns known as gold towns (Bodie, Mormons Bar, China Camp, etc.) See also: MINING (for gold and other mining views not related to a gold rush era) government -- use POLITICS AND GOVERNMENT harbors -- use VESSELS, TRANSPORTATION, INDUSTRY or MARINES (depending on focus of image) HOTELS Use for: inns, public lodges, etc. May include gardens of hotel grounds. See also: LEISURE houses -- use DWELLINGS IMMIGRANTS Use for: pioneers, first generation California arrivals of any ethnic group. (Combine with LABOR for immigrant laborers) *INDIANS Use for: Native Americans, eskimos, indigenous peoples of the Americas and their dwellings, tools, etc.INDUSTRY Use for: production/manufacture and related views. See also: BUSINESS, SHIPPING, TRANSPORTATION (for road or bridge construction), MINING INTERIORS Use for: interior views of any building. See also: DWELLINGS, CHURCHES, HOTELS (in combination with INTERIORS) *JAPANESE LABOR Use for: workers in industry, on farms, and for organized labor. See also: INDUSTRY, AGRICULTURE, LUMBERING LANDSCAPES Use for: broad, rural views (loosely defined to include wide or general views focusing on natural scenes -- man made objects must not be the focus) See also: NATURE, PARKS *LATINOS Use for: Mexicans, Mexican Americans, Latin Americans. LAW ENFORCEMENT Use for: police, crime, prisons, prisoners. prison activities, etc. LEISURE Use for: sightseers, parties, picnics, resorts, bathers, recreation, sports, etc. See also: HOTELS, EVENTS LUMBERING Use for: logging, mills, commercial forests, timber, etc. MARINES Use for: waterscapes, coastal views focusing on the water or waterfront, not on man-made objects. See also: VESSELS, INDUSTRY, TRANSPORTATION (for ships, piers, harbors, etc.) Mexican Americans -- use LATINOS MILITARY Use for: forts, navy ships, military personnel, wars and war-related work. Broadly defined for forts: includes non-military defensive structures like trading forts. MINING Use for: mines, miners, related activities. See also: GOLD RUSHES MISSIONS Use for: Spanish mission buildings, and for related images or portraits. national parks -- use PARKS NATURE Use for: wilderness scenes, animals, close up details not covered under landscapes. See also: LANDSCAPES, PARKS PARKS Use for: national, state, and local parks. For gardens of private residences, use DWELLINGS. See also: NATURE, LEISURE, DWELLINGS or HOTELS (for private gardens) pioneers -- use IMMIGRANTS police -- use LAW ENFORCEMENT POLITICS AND GOVERNMENT Use for: political events, campaigns, elected officials and images related to them, and government buildings (including capitals, post offices, and customs houses - used in conjunction with BUILDINGS)
prisons/prisoners -- use LAW ENFORCEMENT RAILROADS Use for: trains, track, stations, views from rail routes See also: TRANSPORTATION ranching -- use AGRICULTURE redwoods -- use NATURE, PARKS, or LUMBERING (or search caption text) residences -- use DWELLINGS roads -- use TRANSPORTATION schools -- use EDUCATION sea -- use MARINES sequoia -- use NATURE, PARKS, or LUMBERING (or search caption text) ships -- use VESSELS timber -- use LUMBERING towns -- use CITIES AND TOWNS trains -- use RAILROADS TRANSPORTATION Use for: bridges, roads, wagons, ships, planes, trains, autos and all related images. Used in combination with more specific terms when applicable and if space permits. See also: VEHICLES, VESSELS, RAILROADS VEHICLES Use for: cars, carriages, wagons, planes etc. NOT for trains or ships. See also: TRANSPORTATION, VESSELS, RAILROADS VESSELS Use for: ships, boats, all watercraft. See also: TRANSPORTATION, MARINES (for broad views not focused on ship) war -- use MILITARY WATER SUPPLY Use for: irrigation, dams, canals, urban water utilities. See also: AGRICULTURE waterscapes -- use MARINES * these terms may need revision. Use up to three terms. Use as many terms as apply (i.e. buildings and churches) unless space is limited in which case prefer the specific term. Use terms even when a slight variation on the word is used in the caption, as space allows. Return to Table of Contents
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