Cataloging Standards and Procedures

Introduction

The following cataloging standards and procedures were created for the Legal Portrait Digitization Project, for use with the OLIVIA cataloging utility. Where possible, cataloging conventions for standard book cataloging were used, i.e., those recommended through AACR2 and other generally recognized cataloging standards resources and organizations. Cataloging art and visual materials can be different from book cataloging in significant ways, however, and since the value of OLIVIA is that it allows the description of visual materials in ways that MARC format cataloging does not, there are times when new local standards are necessary. However, where possible, AACR2 standards are adhered to, such as in the use of punctuation, abbreviation, etc.

Subject classification and name authority are derived from LC first. If subject classification and name authority are not present in LC then other sources are used, specifically ULAN, AAT, LCTGM I and II, and the World Biographical Index. OLIVIA requires the identification of authority sources, and if a known authority is not used then "local" or "other" are entered as the source.

This document is composed of 7 sections:

1. Cataloging
2. Set Management
3. Creating a Spreadsheet
4. Batch Conveyance
5. Acquiring Images from DRS
6. Rehousing
7. Deleting a Batch

1. Cataloging

Preparation
(The following can be done sequentially as each portrait is processed, or as a batch.)
Retrieve a box of portraits from the cabinet.
Match up each portrait with its catalog card, if there is one.
Starting with the small portraits first, retrieve an empty folder and place the portrait inside.
In HOLLIS, look up the portrait by its call number and print out the HOLLIS record.
Place the HOLLIS printout in the folder with the portrait.

Cataloging
Open OLIVIA.
Select New Work from Template from the Works menu.
Select the template, 1law_portrait.

Each capitalized and underlined section below corresponds to a tabbed section in OLIVIA.

BASIC INFO

Work Title The subject of the piece. (Example: "Charles Abbot".)
Alternate Title Title as it appears on the piece. (Example: "Charles Abbot, Baron Tenterden, Lord-Chief Justice of the King's Bench".)
Title Type "Variant" (if there is an alternate title)
Start Year Year the piece was produced.
End Year Year the piece was produced. (If only one year is known then that year goes in both the start and end year fields.)
Date Description Other date information such as months or approximate dates. (Example: "ca. 1931"; "May 18, 1897"; etc.)
Work Type "Portraits" (always), "engravings", "photographs", etc.
Dimensions Height x Width of the image (to the edges of the image itself) in cm to one decimal point. (Example: "22.3 x 14.7 cm.")
Description Description of the piece, usually from the catalog card. (Example: "Three-quarter length seated figure, turned and facing right, in robes of office. Printed autograph below.")

NAMES

Click on "Link Name" in order to open the Work/Name Relationship window.
Enter the last name only of the name to link to the record (not case sensitive).
A pick-list of names may appear. If the desired name appears on the resulting list, select the correct name.
Select the "Name Relationship" and then enter the "Role". (Example: "Name Relationship" - "associated name"; "role" - "sitter".)

If the "Confirm" window opens, that means the name is not already in the authority list and must be entered. To do so, click "Okay" to create a new name.

Prefix Prefix for the name. (Example: "Sir".)
Given Name First name. (Example: James Earl Jones.)
Middle Name Middle name. (Example: James Earl Jones.)
Family Name Prefix (Example: James Earl van Jones.)
Family Name Last name. (Example: James Earl Jones.) For royalty, the first name goes here. (Example: Queen Elizabeth I.)
Alternate Name Provides a place to enter pseudonyms or titled names. (Example: "Mark Twain"; "Lord Tenterden".)
Start Year The year in which the person was born.
End Year The year in which the person died.
Dates Description Any additional date information that might be necessary, such as assumed birth and death dates.
Authority Source Pick-list of authorized sources in which the name information was garnered.

NOTES & NUMBERS

Provenance Date of acquisition. (Example: "Aug. 21, 1923". Abbreviate according to MARC standards, i.e., no more than four spaces for months.)
General "Legal Portrait Collection" (to enable VIA searching).
Subject Biographical information about the person, if any exists.
Inscription Anything printed or written on the piece not mentioned in any other fields.
Associated Numbers Catalog card number. (Example: "21.30 G".)
Type What the number represents. (Example: "Card catalog number.")
For the Legal Portrait Project, two Associated Numbers are used when available, the catalog card number and the HOLLIS number.

ACCESS TERMS

Materials/Techniques "Engravings", "photographs", etc.
Support "Paper".
Index Terms "Lawyers", "judges", "legislators", etc.

LOCAL & RELATED INFO

Click "New Local Information Record"
Accession Number Catalog number without the letter. (Example: "21.30".)
Accession Date Date of accession. (Example: "Aug. 5, 1921.")

IMAGE

Click "Add Record".
Enter the Work Title of the piece as the Caption. (Example: "Charles Abbot".)
A Work ID will be assigned to the piece, located in the upper right hand of the OLIVIA screen. Write this number on the back of the piece. (Example: "W175343_1".)
Click Save.

Closing the Record
Select Set to place the record in the appropriate set. (See below for set creation.)
Click Print Full Record to print a copy of the work record. A window will open that says, "This record has been modified. It must be saved before printing or the changes will be lost. Click OK to save the record and continue with printing." Click "Okay" and proceed with printing.
Place the printout of the record in the folder with the portrait and the printout of the HOLLIS record (if available).
On the folder write:
- The set number. (Example: "011_small".)
- The number this piece occupies in the set. (Example: "21".)
- The OLIVIA ID: (Example: "175343".)
- The name of the subject, last name first in upper case, and the first name in lower case. (Example: "ABBOT, Charles".)

Finally, click Save Record.
Place the completed folder in the stack of folders for its set and proceed to the next portrait.
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2. Set Management

Once a set has reached 35 to 45 pieces it is ready to be closed, meaning the no other works can be included.

In OLIVIA, from the "Works" menu select "View or Modify Works".
Select the "Sets" tab and open the set to be closed.
At the bottom of the screen, from the "Sets …" button select "Modify attributes of a set".
Again, select the set to be closed so that the name of the set appears in the "Name" field.
Add "_batched" onto the end of the set name and click "Save changes".
(These steps will help identify the batches that have already been closed when adding records to future batches.)
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3. Creating a Spreadsheet

In OLIVIA, a batch is "locked" or "closed" by creating a spreadsheet.
From the Admin menu select "Batch Image Processing".
Select the set you want to batch and click "Create Spreadsheet." This will create a text file that can then be loaded into Excel.
When prompted, save the text file, giving it the same name as the batch.
A small message will appear, "Creating spreadsheet". When that message disappears, click "done".

In Excel, open a previously created spreadsheet.
Delete all of the current fields while leaving the heading information.
From the Excel menu click "Open".
Find the newly saved text file and select it.
A 3-step import wizard will appear. In the respective 3 steps click "Next," "Next," and "Finish."
The information from the text file is now imported into a new Excel pane.
Copy all of the information from this new Excel file and paste it into the old one (to replace the deleted information).
Rename the file with the name of the new batch, including the number of pieces and the number of files in the batch (if there is more than one image for a piece (such as a verso or separate autograph) then that piece will have more than one associated file). Save the new Excel file with its new name.
Print 2 copies of the Excel spreadsheet.
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4. Batch Conveyance

The following describes the procedures for conveying batches to and from DIG.
Place the portrait folders in a box checking to make sure that each folder is matched on the spreadsheet, and vice versa.
Print out 4 labels, three for the box and one for the transmittal sheet folder (in this context the spreadsheet serves as the transmittal sheet).
Place the spreadsheet printouts into the transmittal sheet folder and then place that folder in the box.
When a box is being delivered to DIG, make a notation on the tracking sheet in the third section of the Tracking Notebook.
When a batch is delivered to DIG, after counting the folders in the box to make sure that the correct number are being delivered, the person receiving the batch will sign and date both copies of the transmittal sheet indicating that the batch was delivered. DIG keeps a copy and we keep a copy. Our copy should be placed in the middle section of the Tracking Notebook for batches that are still out.
When receiving a batch, after counting the folders in the box to make sure that the correct number are being received, a person from HLSL signs and dates both copies of the transmittal sheet indicating that the batch has been received. DIG keeps a copy and we keep a copy, which goes into the front section of the Tracking Notebook.
When a batch is received from DIG, it should also be noted on the tracking sheet in the back of the Tracking Notebook.
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5. Acquiring Images from DRS

When DIG has finished with their imaging and processing, they will deposit the electronic files, including all of the metadata, into the DRS. Once that happens, a DRS Report will be sent as an e-mail will be sent to a person at the library specified to receive those e-mails. The DRS Report contains all of the deposited information, including all of that information as a text attachment. This information should be saved and printed out in the even that it is needed in the future. (For example, to request a copy of an image from the DRS one needs the image's Object Code, which is included in the DRS Report.)

The following describes the procedures to be followed once DRS has sent the e-mail notification that images have been deposited and are ready to be retrieved.
Open the e-mail from DRS.
At the bottom of the e-mail is the text attachment. Open that attachment and safe it as a text file somewhere where it can easily be accessed (such as the desktop).
In Excel, open a previously created DRS Report spreadsheet.
Delete all of the current fields while leaving the heading information.
From the Excel menu click "Open".
Find the newly saved text file and select it.
A 3-step import wizard will appear. In the respective 3 steps click "Next," "Next," and "Finish."
The information from the text file is now imported into a new Excel pane.
Copy all of the information from this new Excel file and paste it into the old one (to replace the deleted information).
Rename the file with the name of the new report and save the new Excel file with its new name.
Print one copy of the Excel spreadsheet.

The following describes the procedures to be followed for retrieving images from the DRS and "connecting" them to their associated OLIVIA records.
In OLIVIA, from the Admin menu, select "Batch Image Processing."
Select the batch you want to retrieve then click the "Retrieve Images" button.
A window will open asking for the "Log Path File", which is just where you want the file saved. By clicking on the "Browse" button select an appropriate location for the file, such as the desktop, then click "Acquire from Depository."
(The process of acquiring images from the depository can be somewhat lengthy; a couple of minutes for batches of 40 pieces or so.)
Once all of the images have been acquired from the depository, while keeping the same batch highlighted, click on "Thumbnail Report". This will provide a printout of the images that were just retrieved for future reference.
A window will open asking for header information for the report. Enter the name of the batch, such as "Batch 083".
Click through the windows asking where the report should be printed.
Staple the images printout and the printout of the DRS report together.
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6. Rehousing

Once the pieces have been retrieved from DIG and the electronic images have been acquired from the DRS, then the final post-processing can happen. The following describes those procedures.
For ease of processing, put all of the pieces in a batch in their original order, folder number 1 through xx.
From the thumbnail report printout, compare the following items to make sure that the piece in the folder and the thumbnail image on the report are a match:
The name of the work; (Example: "Henry Peter Brougham, Baron Brougham and Vaux".)
The piece's work ID (Example: "174552".)
Visually confirm that the piece and the image are the same.
The pieces are now ready for rehousing.
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7. Deleting a Batch
Once a batch has been processed and the pieces have been rehoused, the batch can be deleted from OLIVIA.
From the Admin menu select "Batch Image Processing."
Select the batch you want to delete and click on "Unlock Sets in Batch."
A window will open asking for confirmation to unlock the batch; click "Okay."
Click "Done" to close the window.
From the Works menu select "View or Modify Works."
Click the "Sets' tab, select the batch you want to delete, and click "Find."
From the "Sets…" tab on the bottom tool bar, select "Delete a Set."
Select the batch you want to delete then click "Okay."
The batch has now been deleted.
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