Background 

Houghton Library has rich photographic collections spanning three curatorial areas: Printing and Graphic Arts, Modern Books and Manuscripts, and Harvard Theatre Collection. Description of these materials has been inconsistent across our cataloging and description systems (Alma, ArchivesSpace, and JSTOR Forum).  Varying practices has led to complicated discovery for our users, requiring them to search multiple discovery systems (HOLLIS Images, HOLLIS, HOLLIS for Archival Discovery) to find all photographic material held by Houghton Library. Standards around photographic description will center around the needs of all image researchers to simplify discovery for our users.

Decisions on description of photographs have been made considering the image researcher study conducted by Amy Deschenes and Song Ha Kim in the Spring of 2020. One key finding that ground these recommendations is that our image researchers expressed the need to search for all visual materials, including restricted and non-digitized images. Description recommendations should apply to all our photographic material, whether there is a current plan to digitize or not. 

Why think about photograph description as different from manuscript and book description? 

Photographs are a unique medium in that they straddle the line between document, evidence, and art. They are of interest to a typical user of the archives, as well as non-traditional users looking for a photograph of a particular event, subject, place, weather, site, and/or those studying a particular process of photography. While the first user may look through finding aids to discover photographs relevant to their particular research interest, the second user is unlikely to search through finding aid descriptions to discover visual materials. Image researchers want to be able to search for images, digitized or not (see Image Researcher User Study). 

Goals 

Create a clear workflow for processes and descriptive practices for the broadest discovery and access of photographic materials for our users.

Accessioning

Photograph collections and single-item photograph acquisitions will be accessioned through the Manuscript Section.

Photograph Collections, single-item photographs, and photograph albums

The accessioning archivist will process new photograph collections like any other incoming manuscript collection, with collections receiving finding aids and single items receiving MARC records. When the collection or single item is determined to be a priority it will be processed at a later date by the Photograph Librarian.

Single-item accruals

Single-item accruals to legacy collections will continue to be added to the finding aid by the accessioning archivist. Examples include HTC-2.

Collections with photographs

In general, collections that contain photographs will continue to be handled by the manuscript section.

When to consult the Photograph Librarian

It is important to notify the Photograph Librarian if there are cased images (e.g. daguerreotypes, ambrotypes), salted paper prints, glass plate negatives, paper negatives, and other rare 19th century photographs present in the collection. While these items will remain in the collection, they should be described and digitized by the Photograph Librarian because of their condition and rarity.

Other instances in which the Photograph Librarian should be involved include preservation consults.

Description

The Photograph Librarian will consult best practices and standards when describing photographic material in Alma, ArchivesSpace, and JSTOR Forum. Note that JSTOR Forum will be used in addition to Alma and ArchivesSpace. This will allow us to utilize the strengths of all our cataloging systems and casts a wider net for discovery. While this might appear to duplicate effort on our part, this will reduce the burden on our users to search multiple discovery systems for our photographic material. Consistent description across our systems will be developed using DACS and DCRM(G) to aid in repurposing description across Alma, ArchivesSpace, and JSTOR Forum. This decision was made following a discussion between the Photograph Librarian, Associate Librarian of Houghton Library for Technical Services, Head of Manuscript Section, Head Rare Book Section, and the Digital Projects Manager.

Guiding Principles

Simplify and broaden discovery of photographic material
Photographic material held by Houghton has multiple audiences and we strive to provide best discovery and access to all users
Digitization should be considered as we are processing and cataloging material

Collections of Photographs

Collections of photographs will get a collection level record in Alma, a finding aid in ArchivesSpace, and cataloged in JSTOR Forum.

Processing photograph collections

Processing of photograph collections should follow the same processing guidelines as other collections at Houghton Library. Please consult the Houghton TS Manuscript Section wiki for current processes.

Single Item Photographs and Photograph Albums

Single item acquisitions will be cataloged in Alma and JSTOR Forum.

Digitization

In most cases, project digitization of photographs, photograph albums, and photograph collections will be managed by the photograph librarian.

Linking digital objects

Digital objects in the DRS will be linked to directly in ArchivesSpace, Alma, and JSTOR Forum. Past practice has been inconsistent, but we will no longer be linking to HOLLIS Images in Alma or ArchivesSpace. This decision was made to provide a consistent experience for our users and to lessen our reliance on a separate discovery system.

Documentation

Horblit Cataloging Manual

2020 Image Researcher User Study

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