Photo Albums & Scrapbooks
All photographs in albums and scrapbooks containing photographs will be numbered consecutively within the volume unless the image is completely illegible. Under (or near) the first photograph in an album, write the complete photograph number; thereafter simply label photos consecutively using -2, -3 etc., through to the end. If the pages are black, ask the photograph cataloger for the appropriate pencil to use to make numbers legible.
Photograph albums will comprise part of the photograph series. If the volume remains intact, assign a PD volume number (e.g., MC500-PD.15v). Volumes with broken spines or other preservation problems (fastened together by metal rods, string, etc.) should be dismantled and housed in folders, whether standard or oversized. Disbound volumes receive a PD folder number (e.g., MC500-PD.16-PD.18).
Although oversized photo albums are listed in the photo series, they are boxed separately, not filed with other photographs. The file unit number does not use the "PD"-prefix, but instead uses the box number (e.g., 40FB.1v), and thus the photo id number uses the box number as well (e.g., MC 600-40FB.1v- 1). These are housed at HD with other oversized, folio and folio+ volumes.
If an album is disbound, note the collection and folder numbers on the first page and number each page consecutively. If the album is large and contents are divided into multiple folders, note 1 of x, 2 of x, 3 of x, etc., on the folder near the folder heading. The first photograph within each folder (even continuing folders) should restart with numbering at [-1].
Photographs that come loose while processing (remember to note on the back which page they came from) or were found loose in a scrapbook should be put into a photograph folder. Move loose photographs to a photograph folder and number them as part of that photograph folder. Label the folders (e.g., "From Anna Pruitt's photo album" and 1 of 3, 2 of 3, etc).
Example:
PD.61f-PD.65f. Anna Pruitt's photo album (dismantled; 548 photographs), 1890-1933, n.d.: group portraits of theological faculty and students at Hwanghsien, CJM School, members of the Tallmadge Church at the centennial; portraits of missionary friends and their families, extended Seward and Pruitt family members; Robert, Mac and their families; scenes of Chefoo, Tengchow, Hwanghsien, Ojai, Calif., Tallmadge, Ohio; Chinese weddings, funerals, etc.
PD.66. Loose items from Anna Pruitt's photo album, #PD.61f-PD.65f; includes list by processor of captions and identification of people and places where possible
In the above example, photographs still in the albums would be numbered MC465-PD.61f-1, MC465-PD.61f -2, MC465-PD.61f -3, …; MC465-PD.62f-1, MC465-PD.62f-2, MC465-PD.62f-3, … etc., and the loose photographs would be numbered MC465-PD.66-1, MC465-PD.66 -2, MC465-PD.66 -3, etc.
When photographs are found in albums with magnetic or adhesive pages, photocopy the album pages to preserve captioning and/or original order or transcribe captions onto the back of the photograph in square brackets [ ]. Carefully remove photographs if possible, numbering them in sequence and place them into photograph folders. If the backs of the photographs are sticky, interleave alkaline buffered paper or polyester film. Consult with the photo cataloger.
When creating folder headings, include photographs in the description for that file unit among the various genres included in the scrapbook:
2.24v. Scrapbook re: China, 1884-1889; includes wedding announcements for Cicero Washington Pruitt and Dudley M. Pruitt; obituaries; PHOTOGRAPHS (83) of Pruitts, their house in China, Reverends Lindberg and Virgren, Chao Deh San, et al. CLOSED. USE PHOTOCOPY (#2.25). Original scrapbook FILED IN BOX 68.
Photographs in the above example would be numbered: MC465-2.24v-1, MC465-2.24v-2, MC465-2.24v-3, etc.
Non-Photographic Item(S) In Photo Albums
Often, photo albums, like scrapbooks, contain non-photographic materials such as papers, notes, dried flowers, pins, etc. If items are solidly adhered to the album, do not number them, but leave them in place.
If items are a loose, mark the page or the number of the photograph the item accompanies; either enclose it in acid-free paper or mylar and leave it in place, or mark it and put it into a separate folder called "Loose items from PD.#." Discuss the appropriate course of action with the Senior Archivist.
Duplicate Photos Within Albums
Number duplicates within an album the same as the original photograph, adding "dup," after the number (e.g., -2 dup).
If a photograph is a duplicate from another folder or album, assign it a different number in its current location. Note the image(s) it duplicates (see “same as” section above) either on the back of a loose photograph or on a slip of paper in the front of one or both albums.
If many types of duplicates exist in one album, write out all the duplicate information and put it at the front of the album.
If a loose photograph from an album is a duplicate from elsewhere in the album or collection, number it as a "dup" and give it to the photograph cataloger to use as a reference copy print.