Pictorial Collections Survey Instructions
ACCESSION NUMBER: ___________________________________________
The default is BANC PIC. If a range of accessions constitutes a single collection, enter the entire range and use only one survey sheet for the collection.
LOCATION(S): _____________________________________________________________
Use the following codes:
A, AX, B, C, D, E, F Oversize, tier 3
ALB....................... Album, tier 2
DAG...................... Daguerreotype, tier 5
FR......................... Framed, various locations (specify)
LAN...................... Lantern slides, tier 3
NEG...................... Negative, tier 3
NRLF.................... Northern Regional Library Facility, Richmond
OBJ....................... Objects, various locations (specify)
OTHER.................. Other location not on this list (specify)
PIC....................... General Pictorial Collections, tier 4
POR...................... Portrait file, tier 3
POR OV................ Portrait file oversize
RFS...................... Richmond Field Station (or Richmond Vault)
STER.................... Stereo view, tier
3HEADING:__________________________________________________________________
The main entry with which the collection is known. If a personal name, enter in inverted order; if a title, omit preceding articles (a, the).
TITLE: _______________________________________________________________________
Use only if the heading is a name, e.g.,
Heading: Smith, Winston.
Title: Winston Smith photograph album.
COLLATION: _________________________________________________________________
The quantity of materials, e.g., "2 albums, 25 prints." Include quantities of copy negatives or copy prints.
LINEAR FEET: ________________________________________________________________
Estimate the linear feet, using standard archival measurements (e.g., 1 box=.4 linear ft.; 1 photographic print=.01 linear ft.
DESCRIPTIVE TOOLS
Check each of the following sources for information on the collection. Enter either a "y" or "n" if you have checked one of these sources. "Y" means that the collection or item has been found in the source; "n" means it has not been found. If the source is not applicable to that particular collection, enter "NA." If you have not checked that particular source (but you should in the future), leave blank. "Entry sufficient for Recon" means an entry that can be easily converted to MARC format directly from the printed information.
Accession Binders (y/n) __
Inventory? (y/n) __
Answer "y" if an inventory for the collection is filed in the
accession binders.
Entry sufficient for recon? (y/n) __
Accession card file (y/n) __
Note: be on the lookout for NRLF cards in this file.
Entry sufficient for recon? (y/n) __
Gladis record (y/n) __
Sufficient? (y/n) __
Public catalog (y/n) __
Enter "y" only if a card for the individual collection has been found, not a subject entry. [note: we may not examine the public catalog during this phase of the survey]
Sufficient for recon.? (y/n) __
Note: if a finding aid exists, fill in information for entry into Keys database (see section at end of this form).
In Guide to Pictorial Collections? (y/n) __
The "Guide" is a set of binders housed behind the Reference Desk.
In Inventory Boxes? (y/n) __
Type of finding aid: __________________________________
Use one or more of the following terms if applicable:
-- database
-- item-level
-- series-level
-- typed
-- handwritten
-- other (explain)
Finding aid sufficient for access? (y/n) __
If no finding aid, does the collection need one? (y/n) __
Other descriptive tool(s): __________________________________________________
_______________________________________________________________________
Discrepancies? (y/n) __
i.e., are there any discrepancies between the accession record or the Gladis record and the actual materials on the shelf? If so explain below.
Explain discrepancies: _____________________________________________________
________________________________________________________________________
________________________________________________________________________
Note: use the word "missing" when applicable -- e.g., "1 album missing."
PRESERVATION
Housing: __
Use the following codes:
Does the collection contain unprinted negatives? (y/n) __
If yes, estimate the quantity: _____
High-priority conservation needs: ___________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Low-priority conservation needs: ____________________________________________
________________________________________________________________________
________________________________________________________________________
Note: the following terms [in bold here] should be used to note conservation concerns. When entering information, use exact wording and all lower-case letters. Separate each term with a semi-colon. The terms may be used in High or Low Priority memo fields, with more specific notes as to nature and location of problem following the standardized term. "High Priority" designation can be used in cases of severe problems, large mass of material affected, or apparent high value of material involved. Please use these terms as outlined to facilitate searching memo fields in the future.
Acidic Housing: Note only if particularly bad/brittle material is involved.
Buffered Housing: Note acid-free buffered envelopes/folders which house photoprints. (Most stock that's been used is buffered - ph 8.5) Note in "High" only if exceptional items with high value are involved.
Deterioration: Note materials which are deteriorating.
Glass: Glass negatives, glass lantern slides, glass transparencies, or other glass images. (add specific kind of glass only if you think it's critical).
Insect Damage
Loose Material: Items in container are unfoldered or unhoused within carton or box.
Media Mixed: means several types of material in one container, and noting it implies that it presents conservation /organizational concerns. (i.e. negatives and prints mixed together in 1 carton, with no indication in record that these material are present.) Use 3-letter suffix codes to indicate types of material, (NEG, LAN, DAG, etc.), or make additional notes.
Mildew: In "High" in most cases, especially if it appears active or serious, in "Low" only if past damage is evident but mildew is now definitely dead.
Nitrate: Used in "High" indicates that deterioration is evident, or a large quantity is present. In "Low", a small amount is present, it seems OK, or we are uncertain that it's nitrate. If deteriorating, include the term "Deterioration".
Rolled: Material is rolled that should be flattened or re-housed.
Slumpage: Items are foldered or in envelopes, but there is too little in container and slumping/shifting occurs. (Folders are too loose in container).
SUBJECT AREAS (UP TO 5):
Use one of the following standard subject areas, and enter into the survey record exactly as listed here (all lower case, except for proper names; do not enter the explanation in parentheses):
Use one of the following standard genre areas, and enter into the survey record exactly as listed here (all lower case)
1906 (1906 San Francisco earthquake and fire)
agriculture
Chinese (Chinese in California)
Donner (Donner party)
early exploration (of California and
"the West")
environment (conservationists,
environmentalists, etc.)
estates (private homes and gardens)
gold (California gold rush)
immigrant labor
Indians (i.e., native Americans)
industry
Japanese relocation
LA history (Los Angeles history)
leisure (resorts, recreation, etc)
lumbering (logging, sawmills, etc.)
Mexican-Americans (in California)
mining
missions (California missions)
national parks
pre-U.S. (pre-statehood Hispanic, Californios/rancheros)
railroads
SF history (San Francisco history)
shipping
transportation--other (not railroads)
WWII (World War II)
GENRE AREAS (UP TO 5):
aerial photographs
cityscapes
panoramic views
portraits
progress photographs
waterscapes
FORM AREAS (UP TO 5):
albums
ambrotypes
cartes de visite
daguerreotypes
drawings
negatives
paintings
photoprints
postcards
prints (both planographic and
intaglio -- not photographic)
slides
stereographs
tintypes
USE FOR "CALIFORNIA HERITAGE"? (y/n) __
In answering this, consider whether the materials would be appropriate for the grant-funded automation project "California Heritage." This will be a rich and varied database of digital imagery of primary source materials that document and illustrate the heritage of California. The images in this database will be accessible over the Internet using a system comprised of USMARC VM collection-level records and SGML encoded finding aids, which are linked to each other by hyperlinks. The database will be constructed to exploit the power of SGML to improve and aid in the creation of new knowledge through the power of its new searching and navigational capabilities. The collections included in the project will be selected carefully to encourage new ways to search and manipulate digital data, new combinations of data retrieval, and new ways of understanding the information retrieved.
ADDITIONAL COMMENTS:
FINDING AIDS SUPPLEMENT: (Complete instructions provided at end of packet)
Return to Finding aid section above
Note: These questions are designed to aid in scanning (digitizing) manual finding aids.
Number of pages: __
Temp. Key (y/n): __
Text Type (1-6): __
Six type styles have been identified and are numbered 1-6. Examples of all six will be provided for training of surveyors. If the finding aid is formatted in WordPerfect, use "0" (zero) in this field.
COPY TYPE
Ribbon copy, photocopy, or other; answer "y" or "n" for ribbon copy and photocopy. Answer "y" to other only if first two answers are "n". Also use "other" if the finding aid is in digital form or suspected to be in digital form. In those cased, enter either "DIGITAL" or "DIGITAL?" in the field for "Type of other."
Ribbon Copy (y/n) __
Photocopy (y/n): __
Other (y/n):__
Type of other: ____________________________________________________
Annotations (1-3): __
Amount of annotation on a scale of 1-3. Enter "1" if no annotations or very few; "2" if an average amount (changes being made to more than 6 words or lines); "3" if extensive annotations such as changes in entire text blocks and formatting changes. Answering this question tends to be subjective and the rules change with the size of the finding aid. The annotations usually appear at the beginning of the finding aid before the list of correspondence. A large finding aid, of course, can have several major changes and still be a candidate for scanning, whereas a smaller finding aid with fewer changes may not.
Difficulty (1-3): __
Degree of difficulty in producing an acceptable scan. The scale in this category is also 1-3, with "1" being the easiest to scan and "3" the hardest.
Date scanned: ________
Comments: ______________________________________________________________
Use this field in relation to the "Difficulty" field. If the finding aid was a photocopy but otherwise a good quality typestyle, qualify with comments such as "use original."
Documentation to check: At each of the following points, we will put a survey form in our file for any collection we find a record for which we have not already recorded. We will also fill out the forms already in the file with any additional information which can be found in the source being checked.
a. Accession binders: Check files of accession records which are printed out 1 record per page against accession binders. Staple single sheet records to a blank survey form. If no "single record per sheet" printout exists for an entry which is in the accession binder, fill out a survey form for that call number. (Accession numbers after 1981 have been printed out recently and must be put in order.) Fill in all data fields possible before moving on. (i.e. Infer subjects if they are obvious.)
b. Accession card file: Files of survey forms created in above process should be checked against the accession card file on tier 5, and survey forms started for any collections not already noted. Note additional locations (especially NRLF, which may only be reflected here.) Descriptive Tools section of forms should be checked accordingly (y/n).
c. Inventory Boxes: Check forms against INV boxes and record existence of additional documentation. Fill out "Finding Aids Supplement" page of survey, or enter data directly into database, noting type of Inventory present and indicating ease of scanning. (See further instructions for filling out Finding Aids Supplement.)
d. Guide to Pictorial Collections: The Guide will have to be checked by Main Entry. Work through the Guide binders in main entry order, looking up call numbers in our survey form file and noting the existence of inventories or other documentation. (Since we will not check every survey form against the Guide, survey forms for collections which have no data in the Guide will have blanks (rather than a y/n answer) under "Guide to Pic...", so we will take a blank to mean "No".) Also fill out "Finding Aids Supplement" page.
e. Gladis: Check Gladis on-line entries (by call number "BANC PIC...") against survey forms and make notes.
At this point we will be ready to take call number ranges and check our survey forms against the material in each of the possible storage locations. We will have blank survey forms on colored paper to fill in data for material located which has no form (and therefore no documentation). This will serve to flag material which has absolutely no documentation.
Teams of 2 will survey storage locations, completing survey forms in dossier files using red pencil, so that new data to add to Access stands out. Each team will work on a chosen range of accession years, and will check this range of call numbers on the shelves against the dossiers. (Not every dossier will be checked against the shelf.)
a. A chosen range of call numbers will be checked in one location, then in each subsequent location. When the selected range has been checked in all locations, another range will be chosen and checked in every location. This approach leads to more moving around by surveyors, and necessitates returning to each shelving location multiple times, but it allows significant blocks of collections to be completely finished before others are started. This will permit catalogers to start using the data before the survey is complete.
The following data, not requested on the original survey forms, should be recorded in addition to the form data:
Approximate dates: an estimate or range of estimated dates is needed. Note at end of Title on forms.
Physical characteristics: for 300 and 007 fields, we need to know physical details such as b&w vs. color, glass vs. film negs, or any unusual characteristics not already reflected by dossiers. We will assume collections are b&w photoprints (bulk), and only make notes for exceptions. Note at end of Collation on forms.
Presence of Captions: If captions are present on all or many images, this should be noted on form under "Notes on Descriptive Tools". It will not be possible to record printed "series statements" which may be present on printed captions (as on stereographs). Printed series, if feasible, should be transcribed verbatim, in quotation marks, in the Additional Comments section of the form. (Example: Series: "Watkins' Pacific Coast Views").
General subject matter of collection as a whole. This notation can be achieved by supplying a more detailed descriptive title. More detail than this can be given in the "Additional Comments" field at the end of the form, or on the 1st sheet of the dossier. Surveyors should briefly summarize the subject content of the collection, providing data that will be useful for 520 fields in Gladis records. Include notes on Geographic Locations represented.
b. When a selected range of call numbers is completely surveyed at TBL, the team will print out a list of NRLF material for that range, and go to NRLF to survey it. This will make NRLF survey less onerous, and will allow call number ranges to be finished COMPLETELY before others are started. This will allow more efficient data entry into Access and will provide complete data for catalogers at an earlier date.
c. Data will be entered on Access for each range of call numbers as soon as all locations (including NRLF) have been checked for that range. This breaks up tasks, allows data to be entered by surveyors while it is still fresh in the minds of those who recorded it, and creates blocks of complete records in the database at an early date.
Entry of survey data will be done by adding information from sheets that appears in red. If there are sheets without red marks, or with data not confirmed by red survey marks, discrepancy notes must be made because the presence of documented material has not been confirmed by survey. An exception to this is Portrait and Framed material, or other problematic and unsurveyed locations. Discrepancy or NOS notes need not be made, but dossiers must be set aside for future survey.
d. After counting the total number of dossiers in a call number range, dossiers will be sorted by project leader according to ease of cataloging, and photographic vs. other media. Initially, easy collections will be done first by all catalogers. As catalogers gain experience, more challenging collections will be assigned to the project cataloger and the team leader. The assistants will key in-process records for the more straightforward collections.
Dossiers will be sorted into the following categories:
3. Cataloging Procedure Outline
a. Sorted dossiers will be available for cataloging staff to pick up. Staff will focus first of those deemed to be simple and complete.
b. Gladis MARC records will be created according to Bancroft's Instructions for Keying In Process Records for VM, and according to other VM cataloging documentation developed internally. (See Pictorial Cataloging Policies)
c. New headings established will be recorded by cutting and pasting into WordPerfect during cataloging. These will be reviewed by the Project Cataloger.
d. Access, to be kept open while cataloging, is to be updated when record is complete. The "Gladis Record?" field is to be checked "Y", and a judgement as to the record's sufficiency is to be made. If a collection is unarranged and noted as such, the record is considered "insufficient", and a note to enhance after processing should be made. If only minor changes to a record for a processed collection are anticipated, note record as sufficient. Also, if a collection is restricted as "Unarranged", check "No" under "Safe for Researchers to Use?", and explain in "Low Priority Conservation" that processing is needed, giving some indication as to the degree or type of problems if possible. (ex: "Unprocessed - minor review needed before use")
e. After records are created, dossiers will be returned to Project Cataloger for review or spot-checking, once an acceptable level of proficiency is achieved.
f. Project Cataloger will upgrade records to "f" level, or, in the case of records with "Unarranged. Unavailable for access" noted in 506, will upgrade only to "d" level. This will allow the records to upload to Melvyl, but will prevent records for unprocessed collections going to national utilities, where future updates (after processing) will be difficult to achieve.
a. As collection examination and cataloging continue, some problem resolution will be carried out by staff. Dossiers sorted to category 6 (see 2. d. above) will be reviewed by Barb Hoddy, who will search for missing items or resolve discrepancies.
b. After cataloging of photographic collections is completed, problem areas will be addressed. POR, OBJ and FR will be searched on Access, lists compiled, and surveys completed for these areas. "NOS" or "Missing" notes will be searched in the Access "Discrepancies" field, and follow-up will be attempted.
c. Access should be searched for records with Gladis records that are insufficient. If note states "enhance after processing", they can be ignored, but if other problems are noted they should be reviewed for possible improvements.
d. Access should be queried to find all notes in "Discrepancies" fields, and problems listed and resolved when possible.
Planning to be started at end of cataloging project.
a. From the survey data, determine those collections in need of housing, and set up a project for this purpose.
b. From the survey data, determine those collections in need of high-level conservation, and arrange with the Conservation Department for a project for this purpose.
ACCESSION NUMBER: ___________________________________________
Do not include "BANC PIC". This prefix will be added later, to all records. For consistency, omit it at this stage. Expand numbers to right of decimal point to 3 places (.003, not .3). If a range of accessions constitutes a single collection, enter the entire range and use only one survey record for the entire collection. (Exceptions are present in 1905 call numbers - James will handle these and enter them last.)
DESIGNATOR(S): _____________________________________________________________
(Also known as "Location codes".) Enter codes in caps, separated by "/" and no spaces.
Use the following codes:
A, AX, B, C, D, E, F Oversize, tier 3
ALB.......................Album, tier 2
CDV......................Cartes de visite drawer, Tier 5
CNEG................... Copy negs: see NEGS below. CNEGS are always 5x7.
DAG......................Daguerreotype, tier 5 (any cased photos)
FR.........................Framed, various locations (specify)
LAN......................Lantern slides, tier 3
NEG......................Negative, tier 3 (3 sizes - specify if 5x7 or 8x10. Default = 4x5)
NRLF....................Northern Regional Library Facility, Richmond (Not to be used on Gladis)
OBJ.......................Objects, various locations (specify)
OTHER..................Other location not on this list (specify) (Not to be used on Gladis)
PAN......................Panoramas, tier 5
PIC.......................General Pictorial Collections, tier 4
POR......................Portrait file, tier 3
POR OV................Portrait file oversize (Not to be used on Gladis)
STER....................Stereo view, tier 3
TEMP...................Temporary shelves, tier 3 (Not to be used on Gladis)
Pending..................Pending shelves, tier 3, 1st aisle past the NRLF holding area. (Not to be used on Gladis)
For materials at NRLF, fill in Designator field as NRLF, then put media designators in parenthesis afterwards. Example: NRLF(ALB, NEG). This means, for collections with materials both at TBL and NRLF (albums at each and negatives at NRLF, for example), the field would read: ALB/NRLF(ALB,NEG)
For NEGS known to be copy negs, use the designator CNEG. This will always mean 4x5 neg drawers. "NEG" with no size given will be original negs in the 4x5 drawers. Larger negs will be listed as "NEG(5x7)" or "NEG(8x10)" Size refers to the storage drawers, not necessarily an accurate measurement of the items.
ARTIST (or Main Entry):______________________________________________________
Usually either a photographer or a collector responsible for bringing materials together.
TITLE: _______________________________________________________________________
Omit initial articles ("The", "A", etc.) If the heading is a name and there is no established title, incorporate the name at the beginning of the title, e.g.:
Enter date, range of dates, or estimated ("ca.")
COLLATION: _________________________________________________________________
The quantity of materials, e.g., "2 albums, 25 prints." Include quantities of copy negatives or copy prints.
NUMBER OF ITEMS:___________
This is a numeric field in which to list , or estimate, the total number of items in the "collation" field. Use round numbers if estimating.
LINEAR FEET: ________________________________________________________________
Estimate the linear feet, using standard archival measurements (e.g., 1 box=.4 linear ft.; 1 photographic print=.01 linear ft.) This figure is not necessary for collections of a few items, but for collections listed as a number of containers it must be entered.
DESCRIPTIVE TOOLS
The default value is "No" for these "y/n" fields, and a blank box on the database represents "No". Clicking on the box will create an "x", meaning "Yes". Pay special attention to the fields asking if finding aid is sufficient and asking, if no finding aid exists, whether the collection needs one. Often these questions may not be answered on the worksheets. See below for general guidelines.
Accession Binders (y/n) __
Entry sufficient for recon? (y/n) __
Accession card file (y/n) __
Entry sufficient for recon? (y/n) __
Gladis record (y/n) __
Sufficient? (y/n) __
In most cases, if this field has been skipped on the worksheet, assume that "no" is the correct answer. Most existing Gladis records are not full-level.
Finding aid? (y/n) __
In Accession Binders? (y/n) __
"Yes" here should be used if there are item-level entries in the binders which are all part of a larger collection which should be cataloged as a unit. The sub-units will be treated like entries in a finding aid, not as individual catalog records.
In Guide to Pictorial Collections? (y/n) __
In Inventory Boxes? (y/n) __
Type of finding aid: __________________________________
Use one or more of the following terms if applicable:
-- digital
-- item-level
-- series-level
-- typed
-- handwritten
-- other (explain)
Finding aid sufficient for access? (y/n) __
Note: this field may be blank on the worksheets. If there is a finding aid noted above, and "no" has not been entered on worksheet here, assume that the answer is "yes", it is sufficient. If, under "Type of finding aid" (above), "partial" or some such note is present, assume "no", it's not sufficient.
If no finding aid, does the collection need one? (y/n) __
This field may also be blank on worksheets. Make a decision based on extent. If there's no finding aid and it's a collection of more than a few items, it probably needs one. The larger the collection, or the more heterogeneous, the more likely it is to need a finding aid. (A large-ish collection containing many views of one subject may not need a finding aid!)
Notes on descriptive tool(s):
Note additional sources of information, or explanatory comments on finding aids, etc. here.
Discrepancies? (y/n) __
i.e., are there any discrepancies between the accession record or the Gladis record and the actual materials on the shelf? Or are there call number conflicts? If so explain below.
Explain discrepancies: _______________________________________________________________________
Note: use the word "missing" when applicable -- e.g., "1 album missing" or the term "NOS" for Not On Shelf (if you suspect item has been paged or recently removed.)
PRESERVATION
Housing: __
Use the following codes:
If it can not, explain reason in one of the Conservation Needs fields below, even if it a question of arrangement rather than Conservation Treatment.
Does the collection contain unprinted negatives? (y/n) __
If yes, estimate the quantity: _____
High-priority conservation needs: ___________________________________________
Low-priority conservation needs: ____________________________________________
Note: the following terms [in bold here] should be used to note conservation concerns (above). When entering information, use exact wording and all lower-case letters. Separate each term with a semi-colon. The terms may be used in High or Low Priority memo fields, with more specific notes as to nature and location of problem following the standardized term. "High Priority" designation can be used in cases of severe problems, large mass of material affected, or apparent high value of material involved. Please use these terms as outlined to facilitate searching memo fields in the future.
Acidic Housing: Note only if particularly bad/brittle material is involved.
Buffered Housing: Note acid-free buffered envelopes/folders which house photoprints. (Most stock that's been used is buffered - ph 8.5) Note in "High" only if exceptional items with high value are involved.
Deterioration: Note materials which are deteriorating.
Glass: Glass negatives, glass lantern slides, glass transparencies, or other glass images. (add specific kind of glass only if you think it's critical).
Insect Damage
Loose Material: Items in container are unfoldered or unhoused within carton or box.
Media Mixed: means several types of material in one container, and noting it implies that it presents conservation /organizational concerns. (i.e. negatives and prints mixed together in 1 carton, with no indication in record that these material are present.) Use 3-letter suffix codes to indicate types of material, (NEG, LAN, DAG, etc.), or make additional notes.
Mildew: In "High" in most cases, especially if it appears active or serious, in "Low" only if past damage is evident but mildew is now definitely dead.
Nitrate: Used in "High" indicates that deterioration is evident, or a large quantity is present. In "Low", a small amount is present, it seems OK, or we are uncertain that it's nitrate. If deteriorating, include the term "Deterioration".
Rolled: Material is rolled that should be flattened or re-housed.
Slumpage: Items are foldered or in envelopes, but there is too little in container and slumping/shifting occurs. (Folders are too loose in container).
SUBJECT AREAS (UP TO 5), FORM and GENRE HEADINGS:
Check the boxes which apply by clicking the mouse on them. More ambiguous headings have brief explanations at the bottom of the Access screen when you click on them.
USE FOR "CALIFORNIA HERITAGE"? (y/n) __
In answering this, consider whether the materials would be appropriate for the grant-funded automation project "California Heritage." In general, if it relates to California, answer "yes"
ADDITIONAL COMMENTS:
Transcribe comments and notes from paper forms which clarify confusing info. or which provide data on the physical make-up of the collection. Brief topical notes are OK, but do not transcribe extensive subject notes intended for use in creating Gladis records.
DONOR/SOURCE
If information is present, fill in these fields. (g=gift, p=purchase. DonorName/VendorName: 00/00/00 (date of acq.)
RELATED MSS COLLECTION
Provide related BANC MSS number here. Omit "BANC MSS"
NOTES:
This field has been imported from the original 'dbase' database, and need not be filled in. It is being merged with "Additional Comments" above.
The appropriate fields for "Finding Aid?" on the Survey Worksheet will be filled out, and, if the collection is of sufficient size (i.e. more than a few items), a "Finding Aids Supplement" must be completed. This will be done directly on the Access database when possible, or on a paper form when not possible. (For specific instructions, see below).
When a list is located for a small collection which does not need a separate finding aid (for example, a caption list for 5 or 6 images), no Finding Aids Supplement will be completed. However, the Survey Worksheet should still indicate that "yes", there is a finding aid, and under "Type of finding aid" note "short list for bib." This will indicate that the item information can be noted in a Gladis record, but no "Finding Aids Supplement" has been completed and that it will not be included in any future finding aid creation project.
As finding aids or caption lists are located and examined, surveyors must look for additional information which is not already present on the Survey Worksheet or Accession Record printout. Particularly, "Collation" information should be added if not already present, with a parenthetical note "(from INV)" or "(From Guide)". Remember, collational information from various documentation is going to be checked against the shelves in order to produce accurate catalog records. Any new information useful for cataloging must be recorded, or its presence noted.
Another instance of documentary material which can be considered a "Finding Aid" is item-level entries in the accession binders for materials which form a larger collection. If these entries are not to be cataloged separately (as most will not be), their entries should be treated as a "finding aid". For longer list of items, fill out a "Finding Aids Supplement" (Below), noting "Digital" in most cases, and "Item records in Binders. Find WordPerfect disks" in the "Comments" section. If only a few items are listed individually, do not fill out a Supplement, but note "short list for bib" under "Type of finding aid" on the Survey Worksheet.
Call Number: _____________________
Start this field with BANC PIC (all upper-case, followed by the call number without location extensions. Be sure to fill out the part of the call number after the decimal to 3 digits - i.e.: BANC PIC 1971.031, not 1971.31 !)
Name: __________________________(Enter a brief name of collection.)
Number of collections: __(Ignore this field. Does not apply to most Pic collections.)
Number of pages: __
Temp. Key (y/n): __ (Leave this field blank)
Text Type (1-6): __ (0 or leave blank)
If the finding aid is formatted in WordPerfect, if it is from a published source, or if it hand-written or entirely un-scannable, use "0" (zero) in this field. The 6 text types will not be judged at this point in the survey, so field will be left blank for all typed lists.
Copy type
Ribbon copy, photocopy, or other: answer "y" or "n" for ribbon copy and photocopy - "y" applies only if the list is typed. Answer "y" to "Other" only if first two answers are "n". Also use "other" if the finding aid is in digital form or suspected to be in digital form. In those cases, enter either "DIGITAL" or "DIGITAL?" in the field for "Type of other."
Ribbon Copy (y/n) __
Photocopy (y/n): __ ('y' only if photocopy of a TYPED sheet, not hand-written)
OTHER (y/n):__
Type of other: ____________________________________________________
"Type of Other" should be used to describe material which was listed as "Text Type = 0" above, as well as for other necessary notes. If "Text Type" was "0", it should be explained here as "digital", "published", or "handwritten" (original or photocopied). Another type of "other" would be "carbon" for typed carbon copies.
Annotations (1-3): __
Amount of annotation on a scale of 1-3. Enter "1" if no annotations or very few; "2" if an average amount (changes being made to more than 6 words or lines); "3" if extensive annotations such as changes in entire text blocks and formatting changes. Answering this question tends to be subjective and the rules change with the size of the finding aid. The annotations usually appear at the beginning of the finding aid before the list of correspondence. A large finding aid, of course, can have several major changes and still be a candidate for scanning, whereas a smaller finding aid with fewer changes may not.
Difficulty (1-3): __
Degree of difficulty in producing an acceptable scan. The scale in this category is also 1-3, with "1" being the easiest to scan and "3" the hardest. "1" should be used for very clear, crisp typed pages, "2" is somewhat less clean, and "3" is doubtful scannability, but possible. (If the material looks totally un-scannable, this field will be blank, and Text Type (above) will be "0".
Date scanned: ________
Comments: ______________________________________________________________
Use this field in relation to the "Difficulty" field. If the finding aid was a photocopy but otherwise a good quality typestyle, qualify with comments such as "use original" or "find original".
Additional fields are present at the end of this form, but can be ignored during the Documentation Survey. They will be used as part of the Finding Aids Project.
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