born again: the digitisation of the anthropology photographic archive. 2004

CASE STUDY

Digitising the Anthropology Photographic Archive

Rose HolleySmall Museums Group, Auckland, April 2005

Images are copyright of the University of Auckland and must not be used for any purpose without our permission.

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Overview

In the Beginning…

Start of a Project…

Issues along the way…

Results at the end…

The Future?

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The Archive

• Neglected• Unique collection of material• Established in 1950’s• Retrieval system lost

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50,000 negatives?

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Advanced Deterioration

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Environmental Conditions

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Project Plan

• Objectives[Preservation, improve access]

• Method[Next slide]

• Cost [$80,000 for 5000 negs]

• Timeframe[2 years]

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Method

• Selection of negs• Scanning of negs (outsource)• Design web accessible database• Load images to database• Describe images in database• Quality control images and records• Re-file scanned negs in archive• Design website for database• Launch and promote the product

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Funding application

April 2002 Vice Chancellor’s Funding Application for the collection to:

PreserveImprove Access

By use of digital technologies

Also seek more appropriate housing/conditions for collection.

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Joint Project

Anthropology Dept. University Library

October 2002

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Project Team

Library• Managers• Digital Services• Systems• Cataloguing

Anthropology• Managers• Photographer• Ex members of staff

with knowledge of the archive

Rose Holley

Project Manager

Tim Mackrell

Photo Archivist

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Inventory of Archive

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Copyright/Cultural Sensitivity

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Selection of 5000 images

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Selection

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Project Specifications

• Transport and Handling– Pelican cases

• Scanning resolution and format– 300 dpi tiff, 200 dpi jpg, 96dpi thumb jpg

• File naming and CD Structure• Delivery Format

– archival CD, no sticky label• Rectifying errors

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Scanning

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Wellington

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Delivery of Digital Images

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Storage

Review of future digital storage needs resulted in purchase of:

• Dell Powervault 770N Storage Device

• 143 GB Hard Drive!• Named ‘Invidia’ = ENVY!• Cost $18K• Perfect timing!

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Quality Control

After loading onto server all images QC’d

• All negs sent returned?• Images correct way round?• File name/type/size/resolution

correct?

• Time consuming for photographer• Minimal errors but worth it.

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Content Revealed: Born Again

• Archaeology– New Zealand

• Social Anthropology– Papua New Guinea– Solomon Island– Tokelau– Samoa

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Researchers

Bruce Biggs Andrew PawleyLinguists

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Researchers

Ralph Bulmer Jack GolsonAnthropologist Archaeologist

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Remote Places - PNG

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Unique Communities

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Peoples – Kyaka 1955

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Excavations – Skippers Ridge 1959

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Artefacts – hair combs

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Lapita Pottery (1000BC)

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Database Design

• Inmagic (Library to design)• Consultation for structure and

purpose

2 functions:• Delivery mechanism for digital

images• Current archive system for new

acquisitions

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Database Fields

• 60 fields • Key Fields

– Peoples Names (Researcher/Photographer)– Place Names (5 levels)– Activity Types– Keyword Description– Peoples– Title– Image Metadata (image format, type,

resolution, condition)

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Authority Lists• Activity Types – own list• Peoples Names – own list• Peoples – adapted LC• Site Names – own list• Placenames

– World Region: Ref Map of Oceania, Univ Haiwaii

– NZ: Tapuhi– Other: Getty Thesaurus of Geographic Names

(TGN), maps of PNG* Used Current Names * Five levels (world region, country, province,

district, locality).

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Subject Index

Options:• Use existing index e.g. AIO• Modify an existing index• Modify old hard copy index from

archive• Create our own index?

NO – Instead free text description keywords (with a lot of QC afterwards)

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Data Entry

• Guidelines created• Web Interface• Drop down boxes• Staff remote from archive and library• Images out of context and sequence• Field notebooks hard to read• Academics not used to data entry• Took longer than expected• Batching for some records

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Web Data Entry Screen

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Splash Page Design

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Initial Designs

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Final Design

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Search and Results Interface

• Keyword• Browse• Advanced

• Results – thumbs• Big picture – all details

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Project Results

2 years later July 2004:• Successfully obtained funding• 5000 images preserved• Database containing images publicly

accessible • Advice and recommendations for

management of archive[Actual Cost of Project = $80,000]

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Future

• Suitable storage for archive• Preserving more of the archive• Matapihi?

Monitor use of database and prioritise:• Preservation?• Research value?• Interest value?

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Conclusions

Win

LibraryImprove accessto collectionEnhance knowledge of digital technologies

Win

AnthropologyPreserve archiveImprove management of archive

Successful Partnership

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URL’s

Database:http://www.library.auckland.ac.nz/databases/alt/apa

Rose Holley:r.holley@auckland.ac.nz

Digital Projects at UofA:http://www.library.auckland.ac.nz/about/genlib/digital_

projects.htm