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Digitization Grant Project

Paul Ronald Jenkins Photograph Collection

 

 

Project Overview

 

Introduction

 

We plan to scan and publish to the web a collection of local history photographs.  The Paul Ronald Jenkins Collection documents the Murfreesboro area between the years of 1870 and 1960.  Mr. Jenkins, a local pharmacist and amateur photographer, regularly printed vintage negatives and copied "old photographs" for customers and friends.  His collection of historic images represents a "collective visual memory" of more than a hundred years of life in rural Northeastern North Carolina.  Most of the original photographs copied by Mr. Jenkins have since been lost to history, and the images exist only through the prints in this collection.  The collection is owned by the Murfreesboro Historical Association, and was placed on permanent loan to the Elizabeth Sewell Parker Memorial Library in 2000.  The Historical Association has agreed to have the collection digitized and published on the web, thereby making this important collection available to a greater audience.

 

Scope

 

The project consists of 50 prints selected from the Paul Ronald Jenkins Collection.  This does not encompass the entire Paul Ronald Jenkins Collection.  The entire Paul Ronald Jenkins Collection contains 557 photographs and negatives documenting life and change in Northeastern North Carolina - from horse drawn carriages to automobiles, from farm to industry, from private academies to public schools, and from slave cabins to Victorian mansions.  The prints and negatives vary in size, however the core of the collection is comprised of 150 exhibition prints measuring 11 x 14 inches each.  We plan to digitize and publish 50 of the prints from the core collection. 

 

Funding

 

The project is made possible by an EZ Digitization Starter Grant Program ("Starter Grant").  This grant is a component of the Library Services and Technology Act (LSTA) project North Carolina ECHO ("Exploring Cultural Heritage Online"). North Carolina ECHO's goal is to use digital technologies to broaden access to the unique collections housed in North Carolina's libraries, archives, museums, and historical societies.  The grant funded 100% of the hardware project costs.

 

Decision Making Process

 

The project staff considered the individuals using the collection now.  Images from the collection have been published in books and historical publications as well in numerous family histories and genealogies.  Temporary exhibitions of the photographs have drawn regional attention to the collection.  The majority of the users of the collection are not academically oriented; the users are more the general public and local researchers.

This helped guide the staff in photograph selection for the project and maintenance of the project

Selection Criteria   

  1. Photos should be dated 1870 - 1960.
  2. Photos should be in good condition - image should be clear to provide quality scan
  3. Copyright and ownership of the photographs has been established.
  4. Subject of photographs is relevant to Northeastern North Carolina containing samples that are a representation of the overall collection subject matter.
  5. Each photo is unique, not available elsewhere.

 

Scanning

 

Equipment

  1. Scanner:  Microtek ScanMaker 9800XLT
  2. Computer Hardware:  Dell Precision 450 w/APC Backup ups
  3. Printer:  HP 1500lxi color laser printer
  4. Scanning/Imaging Software: Adobe Photoshop CS, Lasersoft Silverfast

 

Image Format Standards 

  1. Master image

File type:    TIFF

PPI:  600

 

  1. Access image

File type:    JPG

File size standard: 600x800

PPI:  600

 

  1. Thumbnail image

File type:    JPG

File size standard: 250x280

PPI:  600

 

Image position on scanner: position image in lower left hand corner on scanner bed with the top of the photograph down.

 

File naming standards:

 

"prj" for "Paul Ronald Jenkins Photograph Collection"; letter designation type of image (m-master, a-access, t-thumbnail), and a unique # padded w/zeros.

 

Ex.       prj00m1.tif       Master image

            prj001a.jpg      access image

            prj001t.jpg       thumbnail image

 

URL - http://www.albemarle-regional.lib.nc.us/specialcollections/jenkinsphotographs.htm

 

 

 

 

 

 

Metadata and MARC Tagging

 

Metadata formats and standards as applied to the project:

 

Dublin Core standard metadata element using Dublin Core metadata template.  The original photograph is cataloged rather than the digitized image.  Subject headings are from Library of Congress and TGM 1.  The URL naming convention used is www.albemarle-regional.lib.nc.us/specialcollections/jenkinsphotographs/prjXXX.htm.

 

 

Marc record template for Dublin core conversion:

 

 

Leader - field values                                         008- character position

            06=k                                                    00-05 - date marc record created

            07=m                                                   06 - s (single date) or q (questionable date)

            08=#                                                    07-10 - publication date

            09=#                                                    11-14 - publication date (only if q in 06)

            17=3                                                    35-37 - lang.

            18=u

Tag fields

 

024      8#        $a        Paul Ronald Jenkins Photograph Collection - prj###

042      ##        $a        dc

092      ##        $a        local call number

245      ##        $a        Title

260      ##        $b        Publisher,

                        $c        year issued

                        $g        (date created)

300      ##        $a        format - extent

  (repeat)                      format - extent

340      ##        $a        format - medium

513      ##        $b        coverage - temporal

520      ##        $a        description - photograph

  (repeat)                      description - collection

522      ##        $a        coverage - spatial

540      ##        $a        rights

541      ##        $a        acquisition

545      ##        $a        biographical info

546      ##        $a        language

650      #7        $a        subject (TGM)

                        $v        Photographs

                        $2        TGM 1

650      #0        $a        subject (LOC)

                        $v        Photographs

  (repeat 650 as needed)

655      #7        $a        type - content

                        $2        scheme

720      ##        $a        contributor

  (repeat)          $a        contributor

  (repeat)          $a        contributor

773      ##        $n        relation is part of

775      ##        $n        relation is version of

786      0#        $n        source

  (repeat 786 as needed)

852      ##        $a        location

                        $b        location-drilldown

856      40        $u        url


Project Plan  - outline

 

Preparation

P1. Set standards as defined below

P2. Start notebook on project

P3. Select items for inclusion in project based on selection criteria

P4. Locate and pull items to be scanned

P5. Establish copyright statement for project photographs

 

Implementation of Scanning Project

I1.Prepare for scanning of photographs:

I2.Obtain background information on each photograph for metadata

I3. Create metadata worksheets for each photograph

I4. Use established standards for image formats, size, dpi

I5. Establish file naming convention

I6. Arrange items for ease of scanning

I7. Scan photographs, create following images for each photograph, thumbnail, access, and master.

I8. Enter metadata in Dublin core worksheet, print and save worksheet.

I9. Create two sets of CD's for images - one kept in MU, on at headquarters

     Create two sets of DVD's for images - one kept in MU, on at headquarters

 

Web Access to project

W1. Upload images and metadata to workstation.

W2. Design web pages for collection

W3. Create web pages for collection

W4. Add photographs to web site

W5. Convert metadata from word format to rtf and paste into html code of each photograph.

W6. Test updated web site

W7. Roll out updated site

 

 

MARC Entry

M1.Convert Dublin Core to MARC using LOC guidelines

M2. Create MARC worksheet for each photograph

M3. Check MARC data

M4. Create bibliographic record for each photograph in Polaris automation software

 

 

Conclusion

C1. Return photographs to storage

C2. Store Master CD's and DVD's of project

C3. Work on Project Summary report

C4. Publicize project

C5. Wrap up meeting

 

Attachments

 

 

 

Preparation

 

P1. Set standards as defined below

 

Personnel duties defined - monthly meetings scheduled

Photograph scanning and naming conventions

Finding Aids - Dublin core and MARC

 

 

 

 

P2. Start notebook on project

 

We started with two notebooks, one for scanner/metadata personnel and one for web site personnel.   All notes and work pertaining to project are kept in notebooks.

 

 

 

P3. Select items for inclusion in project based on selection criteria

 

Users of the physical collection are more the general public and local researchers. 

Photographs are of a good quality to render online images.

 

 

 

P4. Locate and pull items to be scanned

 

Items in collection are viewed and selected for inclusion in the project.  Items are pulled and sent to scanning station for metadata entry and scanning.

 

 

 

P5. Establish copyright statement for project photographs

 

We have a letter on file from the Murfreesboro Historical Association placing the collection on permanent loan to Elizabeth Sewell Parker Memorial Library and giving the library rights to publish the collection.  Therefore, we elected to have a general copyright statement reflective of the collection in its entirety and came up with the following statement:

 

Copyright the Paul Ronald Jenkins Photograph Collection, Murfreesboro

Historical Association, Murfreesboro, North Carolina.


Implementation of Scanning Project

 

I1.Prepare for scanning of photographs:

 

Selected photographs are pulled for the project.

Obtain background information on photographs if not known.

 

I2.Obtain background information on each photograph for metadata

 

Beverly met with individuals in the community who were willing to help identify persons and places depicted in the photographs.  These contributors included Roy Johnson, J. Lewis Storey, Richard Vann, William Shurley Vann, Elmer Lee Joyner, E. Frank Stephenson, Robert P. Howell, and J.M. Jenkins.  Some photos have penciled in on the back of the photograph information on what the image contains Mr. Jenkins.  If an exact date of the photograph is not known or cannot be determined, a date range is used.

 

I3. Create metadata worksheets for each photograph

Manually fill out metadata worksheet based on dc template.  Go to dublincore.org and use dc template to generate metadata for each photo.  Save dc as word document.  Save to cd.  Send cd to sys adm for web entry.

 

 

I4. Use established standards for image formats, size, dpi

 

All photographs were scanned at 600 PPI.  The file size for access images was set at 600 x 800.  The file size for thumbnail images was set at 250 x 280.

 

 

I5. Establish file naming convention

 

All photographs in the collection were numbered by Mr. Jenkins.  Because he used unique numbers, we were able to incorporate his numbering system in our file naming scheme.  We added a prefix or prj (for Paul Ronald Jenkins) to each photograph number. Each number is followed by t (thumbnail), a (access), or m (master). 

 

Ex.   prj001t.jpg           prj001a.jpg      prj001m.tif

 

I6. Arrange items for ease of scanning

 

Workspace was limited to a desk containing the scanner station. 

 

 

I7. Scan photographs, create following images for each photograph, thumbnail, access, and master.

 

We scanned each photograph once to digitize a master image.  We then used the master image to create an access image and a thumbnail image of each photograph.

 

 

 

 

I8. Enter metadata in Dublin core worksheet, print and save worksheet.

 

Controlled vocabulary used for subject terms:  loc (Library of Congress subject headings) for geographical locations and TGM 1 (Thesaurus of Graphical Material) for subjects.   Metadata was entered from manual worksheets into Dublin core template on web, then printed out and saved in word document.

 

I9. Storage of media.

Create two sets of CD's for images - one kept in MU, on at headquarters

Create two sets of CD's for metadata - one kept in MU, on at headquarters

Create two sets of DVD's for images - one kept in MU, on at headquarters

Plan to migrate data as media standards change in the upcoming years.

 


Web Access to project

 

W1. Upload images and metadata to workstation.

 

Once CD with images and metadata received, information was uploaded to workstation for integrating into redesigned web site.

 

 

W2. Design web pages for collection

 

We used the following guidelines in developing web pages for the collection:

 

We wanted to meet users expectations while working within our constraints of equipment, time, and personnel.  We wanted to keep graphics and icons to a minimum, recognizing that this collection is graphical in nature.  We need to have fast page loads for users with slow connections and or older hardware.  We optimized the site for 800x600 since 75% of our users use this resolution with the other 25% split between higher resolutions.  We decided to search photos by subject classification at this time.  A searchable finding aid is planned.

 

 

W3. Create web pages for collection

 

As we had no existing digitization projects, we added a digitization projects page to our special collections.  Obviously the first (and only) project we have is the Paul Ronald Jenkins Collection.  Pages were created for the collection based on subject categories.

 

 

W4. Add photographs to web site

 

Grouped and categorized photographs according to common metadata subject terms and added photographs to their appropriate pages.

 

 

W5. Convert metadata from word format to rtf and paste into html code of each photograph.

 

The metadata had been saved in word document format so it was converted to rtf and pasted into header of each access image.

 

W6. Test updated web site

 

Roll out site w/digitization project for staff use only for assessment and usability testing.  Record feedback from staff.

Refine site.

 

W7. Roll out updated site

 

Site went live on May 18, 2005.

 


MARC Entry

 

M1.Convert Dublin Core to MARC using LOC guidelines

 

We used the Library of Congress "Dublin Core/MARC/GILS Crosswalk" document as a guideline in converting Dublin Core to MARC to create bibliographic records for each photograph.  For clarification of MARC tags, we also used The Library Corporations "Catalogers Reference Shelf" documentation.  The digitized image was cataloged.

 

 

M2. Create MARC worksheet for each photograph

 

After developing MARC guideline, a MARC record was created manually for each photograph.

 

 

 

M3. Check MARC data

 

The printed MARC record generated above was checked against Dublin Core printed record for accuracy.  Corrections were made to manual MARC records and printouts given to cataloger for entry.

 

 

 

M4. Create bibliographic record for each photograph in Polaris automation software

 

Using a bibliographic template in Polaris for photographs, bibliographic records were entered for each photograph using the printouts provided.
Conclusion

 

C1. Return photographs to storage

 

 

 

C2. Store Master CD's and DVD's of project

 

One set stored at Elizabeth S. Parker Memorial Library In Murfreesboro.

One set stored at Albemarle Regional Library in Winton.

 

C3. Work on Project Summary report

 

This project summary report was an ongoing work throughout the digitization project.  It was jointly prepared by Beverly Warrick, project coordinator and Pam Price.

 

C4. Publicize project

 

In order to publicize the project, we planned a physical exhibition in Murfreesboro of selected photographs from the Paul Ronald Jenkins Photograph Collection.  The exhibition was schedule for May 22, 2005 at Elizabeth Sewell Parker Memorial Library.  Flyers were printed and posted at each of our seven system libraries to advertise the exhibit.  Approximately 450 invitations were mailed out to various people in the community.  The exhibit was also advertised in local papers and on local radio stations. 

 

C5. Wrap up meeting

 

Following the exhibition, a wrap up meeting was held in Murfreesboro with plans to hold a quarterly meeting for the next year in order to keep the project going.

 

 

D1.  Attachments

            Flyer for Paul Ronald Jenkins online collection of photographs

            Flyer for Paul Ronald Jenkins Photograph Exhibit

            Invitation for exhibit

 

 

Flyer 1


 

 

 

 

 

Flyer 2


 

 

 

 

 

Invitation


 

 

   

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