Unearthing Collec/on Gems an introduc/on to indexing digital collec/ons OVERVIEW • Introduction • General preparation & issues to consider • Indexing sample • Challenges • Useful resources INTRODUCTION What is indexing? • Indexing is the allocation of metadata, the structured data about the digitised item There are two types of metadata • The technical aspect, embedded in the digital file, and created by software • The descriptive information, assigned by the indexer. • Descriptive metadata is created when you answer questions such as Who took this photo? Who or what is in this photo? When was it taken? Where was it taken? Who donated this photo? INTRODUCTION Why index? • Indexing is essential to the ongoing use and management of digital images. • It provides access points for image retrieval • It brings context to the digital files and helps makes them ‘discoverable’ when searching online • Proper indexing allows linking of a database to search engines such as Trove. • It allows easy retrieval of original items or digital master copies for exhibitions and imaging or copying services Issues to consider when planning an indexing project • Database design • Available skills and expertise • Timeframes and deadlines (depend on size of collection and available staff) • Workflows • Computer software/hardware • Work space • Quality control • Documentation Factors to consider when designing index 1 Fields and information entered in fields depends on purpose of index • Who will use index? • What will they use it for? • How will they use it? Factors to consider when designing index 2 Types of access point • Fields included influence scope of searches • Can use fields to create subsets of images • Good use of descriptions & subject fields can maximise accessibility of collection • Contributions to Trove must meet their metadata requirements Factors to consider when designing index 3 Standardisation • Trove specifies standard data elements it expects of contributors – called schema. • Trove works with two metadata schema • Unqualified Dublin Core & Picture Australia Metadata Schema Metadata and Dublin Core The Dublin Core Schema is a small set of vocabulary terms that can be used to describe web resources such as video, images, and web pages, as well as physical resources such as books or CDs, and objects like artworks. It specifies 15 fields, 3 of which are mandatory. The Picture Australia Metadata Schema extends this by 2 mandatory fields. The full set of Dublin Core metadata terms can be found on the Dublin Core Metadata Initiative (DCMI) website. Factors to consider when designing index 3 Standardisation (cont.) • Thesauri provide standardised subject descriptions • Facilitate searches across collections • Australian Pictorial Thesaurus - national standard and preferred thesaurus of Picture Australia/Trove Software & web design Essential requirements of software • Sufficient for your collection size • Convert images to standard resolutions & thumbnails • Create and link data files to images • Upload images and data to website Non-essential but useful • Capacity to pre-fill or make global changes to information Website design and search interface • Consider compatibility with other collections and sites you want to link to Other indexing issues Research • Images may have little or no textual descriptions • Research may be required for identification or verification Quality control • Proofreading – spelling, syntax, punctuation & formatting • Consistency in use of subject terms and adherence to standards • Does final product look and/or work as envisaged? Documentation • Documenting decisions and procedures enhances organisational memory and consistency data fields image data input window Sample data file FIELDS DATA File No: Auto-generated by software Title: Title from image if provided. If title is assigned by user it is usually placed in square brackets. Access: For loan/not for loan Date: Date of publication, creation, compilation etc. If unknown, then ‘Not given’ Description: Physical description of object e.g. Glass lantern slide with circular mat. Title in ink on upper edge label. Include details of physical damage Creator: Enter all creators (if known) and include year of birth and death. Otherwise, ‘Unkown Photographer (or artist)’. Sample data file (cont.) FIELDS DATA Format: Physical or digital manifestation of resource. Include dimensions, resolution, format, materials and techniques e.g. Glass lantern slide 8.2 x 8.2 cm Topics: Use APT. Include all major subjects that appear in image. Location: Locations depicted in image. Use current spellings as in Geoscience Australia website Names: Names of persons that have significant relationship with the image e.g. architect of building etc and years of birth and death Copyright: In/out of copyright. Permission to copy/Cite as etc Sample data file (cont.) FIELDS DATA Storage: Location of original item/digitised image Notes: Description of content. Include original source of copies etc if known. May require research to identify/verify subject. Provenance: Include date of donation if known Collection: E.g. RAHS Photographs Subcollection: E.g. Beyond the Blue Mountains Cat No: Existing library catalogue no. etc Region: We chose to use informal divisions on Wikipedia LGA: Local government area(s) Type: Image/Book/Document/Folder (not for display – website purposes) TITLE Store, "Three Mile Creek" FILE 021/021700 Date 10 September 1871 Descripon Sepia carte-de-visite. Verso carries the printed trade label of C. H. TulleD, ArGst Photographer. Title and date from cursive ink inscripGon on verso. Creator Charles H. TulleD Format Photographic print 6.4 x 10.5 cm Topics bark huts & houses; bush; butchers; company signs; general stores; historic buildings; horses; men; men's clothing & accessories; pioneers; women; women's clothing & accessories Locaon Gulgong (NSW) Copyright Copyright expired. Permission to reproduce image from RAHS. Storage 00004.jpg Notes Group of men and women posing outside J. Petherick's General Store and Butcher at Three Mile Creek, Gulgong. Provenance Donated to RAHS by Miss E. Ramsay Lowe, 8 February 1946. Collecon Lowe Family Papers [RAHS Manuscripts] SubCollec/on Beyond the Blue Mountains Region Central West LGA Mid-Western Regional CatNumber RED M 282 Type 1 Main Challenges Identification of images • Unidentified images provide further opportunities for public engagement with collection through your own website or social media Consistency in adherence to standards and application of thesaurus terms • Remedy is constant reference to thesauri and cross- checking against completed work Useful links Australian Pictorial Thesaurus http://www.picturethesaurus.gov.au Dublin Core Metadata Initiative http://dublincore.org Library of Congress Thesaurus for Graphic Materials http://www.loc.gov/pictures/collection/tgm/ National Library of Australia http://www.nla.gov.au/ Useful links (cont.) RAHS Frank Walker Crossings Collection http://www.rahs.org.au/western-crossings/frank-walker/ State Library of NSW Manuscripts, oral history & pictures http://www.acmssearch.sl.nsw.gov.au/s/search.html? collection=slnsw/ Trove Technical Specifications for Contributors http://trove.nla.gov.au/general/technical-specs/ .