| TECHNICAL
INFORMATION |
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| CREATION
OF IMAGES |
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| Scanning was performed
according to the Archives Center scanning guidelines. A separate handbook
was created for this project, taking into consideration factors not
common or necessary for other Archives Center scanning activities
(i.e., extended file naming structures). |
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- The advertisements were primarily scanned using an Epson Expression
1640 XL scanner connected to a PC running Windows 2000. A smaller
number of scans was done on a UMAX PowerLook II scanner connected
to a PC running Windows 98.
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- SilverFast Ai or TWAIN_32 was used to scan the images into
PhotoShop 5.5.
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- No altering of the images occurred with the exception of straightening
crooked images and piecing together images that needed to be scanned
in two passes.
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- Each image was given a unique number based on the calendar
year in which it was scanned, the collection number, and the sequence
in which it was scanned.
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| For example: 0207910001 |
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| 02 |
0791 |
0001 |
| 1st two characters of the calendar year |
0 and collection # |
image # |
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| This image number follows a four-digit
placeholder format to allow all images to appear in numerical
order in the directory. The four-digit placeholder was used
in scanning the Ivory and Warshaw collections because of the
quantity of advertisements being scanned. The Baden and Breck
collections used a three-digit placeholder. |
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- Each image was given a set of metadata located in the “File
Information” panel of the PhotoShop image (see “Metadata”
below).
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- Each advertisement was saved at 300dpi as a .tif image. A high-resolution
.jpg was then derived from this master image.
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- All of the master .tif images were saved to the Archives Center
image library residing on the Museum’s image server. The
.jpg images were saved to a separate directory on this same server.
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| While being scanned,
information about each image was recorded (by hand) on a datasheet.
The data sheets will be kept as a record of what was scanned. The
data sheets include the following information: |
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- Preliminary subjects (do not have to be LCSH).
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| The only required
fields were the image number, which could be truncated, and the dimensions.
If any other information on the datasheet was unavailable, it was
simply left blank. |
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| METADATA |
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| Metadata was captured
for each image at the time of scanning using the File Information
panel in PhotoShop 5.5. The person who performed the scanning determined
how much metadata was entered. This information was then imported
with the image into the database. Once in the database the metadata
was reviewed and amended when necessary. The changed metadata applied
only to the .jpg version of an image, but not the .tif. All original
metadata was left as is in the .tif image. |
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| The metadata was
entered as follows |
1. In the CAPTION box:
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NMAH Archives Center
Collection Name
Collection Number
Box
Folder – The folder year was typed in parentheses.
Caption –This caption was meant for identification purposes.
The “headline” of the advertisement was used; when
one was not apparent, other text from the advertisement was
used. The image was then briefly described. The description
was followed by a period.
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2. In the WRITER box:
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This field included the first and last name of the person who
scanned the image, followed by a period.
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3. In the HEADLINE box:
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The file name (e.g., 0207910001.tif) was put into this field,
followed by a period.
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4. In the SPECIAL INSTRUCTIONS box:
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A note was made if the caption came off the photograph/image
or if it was created. A period ends the notes.
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| ABOUT THE
DATABASE |
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| The image database
software, PhotoWare, was used to catalog each image. Sixteen fields
were established for use in this project. |
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| The data sheets
created at the time of scanning were used to complete each database
record. Each record has sixteen fields, twelve of which were required.
If data for a non-required field was unknown, it was left blank. If
data for a required field was unknown, a placeholder was used (e.g.,
n.d. in the date field). |
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| Subject terms
were based on images as well as text. |
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| Some numbers may
appear to be missing from the numerical sequence. As scanning occurred
and the database was created, some images were deleted. This was done
when duplicates of advertisements had already been scanned or because
they did not fit the scope of the project (e.g., were for Ivory Flakes,
not soap). |
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| An Archives Center
staff member performed the proofreading and editing of the records
in the database. Special attention was paid to the Object Name, Headline,
Caption, and Keyword fields, in addition to spelling, grammar, and
punctuation. Editing was done directly into the database. New subjects
were not added at the time of proofreading. Instead, additional subjects
were recorded on a log sheet. If larger questions arose, these were
also recorded. The additional subjects and questions were taken into
consideration and added by the individual; who created the record.
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| DATA ELEMENTS |
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| Every effort was
made to match a database field with a corresponding MARC field. The
document, “Data Elements and Recommended Standards for Archival
Description of Photographs and Photograph Collections” from
The Photographic Descriptive Standards Group of the Smithsonian Institution
Archives and Special Collections Council, was used to determine which
MARC fields were required and appropriate for this project. |
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| Not all fields
were made available to the public. |
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| Following is a
chart showing the correlation of the database field to the MARC record.
Additional comments about the fields follow the chart. |
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| DATA ELEMENTS
FORM |
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| Requirement |
Image Library
Field Name |
Information |
MARC
Field Tag |
MARC
Data Element |
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| required |
Object Name |
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245 |
Title |
| required |
Headline |
|
--- |
Item record # |
| required |
Caption |
Imported metadata |
500 |
General Note |
| required |
Local Caption |
1 item: b&w or col.; h
x w cm. |
300 |
Physical Description |
| required |
Credit |
Procter & Gamble Company* |
110 |
Creator |
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Source |
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581 |
Publication Note |
| required |
Copyright |
Unrestricted research use on
site by appointment. Possible reproduction restrictions due
to copyright. |
540 |
Restrictions |
| required |
Key Words |
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6XX700 |
Subjects |
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Caption Writer |
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| required |
Supplemental Category |
Print Advertising and if photo or comic, pamphlet,
etc. |
655 |
Form & Genre |
| required |
Create Date |
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260/c |
Date |
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Custom #1 |
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Language |
| required |
Custom #2 |
Ivory Soap Advertising Collection,
1883-2000.Warshaw Collection of Business Americana: Soap, ca.
1838-1953. |
773 |
Link to Hierarchical Level |
| required |
Custom #3 |
Smithsonian Institution, NMAH,
Archives Center. Washington, D.C. 20560-0601. Phone: 202-633-3270. |
852 |
Repository Name |
| required |
Custom #4 |
Poor Condition or Good Condition |
590 |
Physical Condition |
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Job Identifier |
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520 |
Scope & Content |
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| * All text
is default language for specific fields. |
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| FIELD COMMENTS |
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| The following
is provided in addition to the information provided in the “Data
Elements and Recommended Standards for Archival Description of Photographs
and Photograph Collections.” |
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- Each field should end with a period, with the exception of
the subject fields.
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| Item Record Number |
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- Imported directly from the meta information.
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| 245 Title |
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- Do not use quotation marks unless they are part of the formal
title and found on the source.
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- Put title in brackets if the title is created from the text
of the ad.
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- If end punctuation found on the source is not a period, it
does not require a period to follow. (example: Velvet suds!)
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| 260 Date |
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- The date is the copyright date found on the advertisement.
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- If no copyright date is present, then the date can be taken
from similar advertisements or handwritten notes on the advertisement.
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| 300 Physical Description |
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- The dimensions of the advertisement are taken at the time of
scanning using PhotoShop.
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- Measurements will be to the nearest .5 cm.
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| 500 General Note |
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- The meta information from the scanned image is imported directly
into this field. The location information (box and folder) appears
here.
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| 520 Scope and
Content |
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- May be used for additional information about an image.
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- May want additional description, publication date, etc.
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- The order of the additional description information will be:
Publication information; Other; Condition information.
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| 540 Restrictions
on Use and Reproductions |
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- Standard language field. Will be the same for every image.
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| 581 Publication
Note |
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- The names of publications.
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- Also general options for multiple publications (e.g., General
circulation publications; Medical industry publications, Hotel
industry publications).
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| 590 Physical Condition |
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- Choose between Good condition and Poor condition.
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- This field is more of a note for AC staff than for the researcher—acts
as a note to look at before chosen for exhibit.
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| 6XX Subject fields |
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- This is a pull down menu where additional subjects can be added
as necessary.
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- Subjects with a 650 designation are Library of Congress Subject
Headings (LCSH).
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- The 695 field can be used for local headings.
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- The personal name field should be used only when the advertisement
is about someone. For illustrators, etc., use 700.
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- When typing subjects into the database field, each entry will
be prefaced by the appropriate three number field and a dash.
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| 655 Form &
Genre |
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- One term must be from the Art and Architecture Thesaurus (AAT).
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- Print Advertising is the standard term for the advertisements.
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- Other materials (pamphlets, promotional materials, advertising
cards, outdoor advertising, etc.) will also have standard terms
from AAT.
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- If a comic drawing or photograph is used in the advertisement
or other materials, it will be noted here.
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| 700 Added Entry
Personal Name |
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- Use for illustrator or photographer.
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| 773 Link to Hierarchical
Levels of Item |
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- Standard for each record.
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852 Repository Name and Address
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- Standard for each record.
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- Will need to globally change later to conform to new address.
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| OTHER RECORD
FIELDS TO BE USED IN THE DATABASE |
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| In addition to
the above fields, several more will be used in the database. |
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- If advertisements are in other languages, Subfield 1 will be
used to record this information.
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- Both the 6XX and 700 fields are located in the keywords field.
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| TOP |
