In a message dated 00-10-18 15:19:18 EDT, you write:

<< What we would like to do is have a way to catalogue our
 archived jobs AND the photos, illustrations and maps from those jobs. For
 instance, it would be nice to be able to search a data base to see if we
 have any pictures of hummingbirds from a previous project and what CD they
 are on.

 Has anyone wrestled with this problem successfully? >>

I think I've successfully coped with this in an archival environment by
supplementing a collection-level database with item-level descriptions on an
ad hoc, usage-driven basis.  The challenge is motivating other people to keep
up to date by supplying the necessary information for data entry in an
orderly way--and/or finding additional people to do the data entry so I don't
have to do it all myself.

Basically, my concept is to channel the transaction paperwork generated by
every photo order or exhibition loan request into collection data entry.  The
collection items involved are catalogued, not the transaction.  If, say, a
photo order produces a file negative number, that goes in a searchable field,
and the exact location of the original object within the collection is
identified (box and folder numbers, etc.).  If a digital image file is placed
on a server, it can be linked to the item data record for viewing on the web
(our online database has a web interface); this is a nice plus, but the
system worked fine when it was just a stand-alone database without the web
capability too.  My idea is simply to get a text record into the database,
with searchable subject descriptors and fields for the location of the
original artifact and the visual surrogate, whether we can link directly to
image files or not.  These surrogates still vary--sometimes they're negative
or slide numbers, sometimes they're image files on the server or images in
other locations, including analog videodiscs, microfilm, CDs, etc.  The
original objects and visual surrogates (if any) can be anywhere, but all the
data needs to be in one place.  Items on loan for exhibition need the exhibit
title and/or borrower's name in a searchable field.

Although no attempt is made to item-level catalogue every item in our
collection (a virtually impossible task, with millions of individual objects
in our collection), I feel strongly that every item selected for exhibition
or reproduction needs to be tracked, since usage drives future requests, and
the frustration of being unable to locate an item which we know was used
previously is definitely something I want to minimize.  In this way, we're
gradually building a cumulative database of our "greatest hits" which is
proving very useful.  Our researcher patrons can first search the database to
see if appropriate items have already been identified from prior usage.  If
not, they must devote time to "prospecting" in our collections with the aid
of traditional archival group-level container list descriptions, but when
they locate individual items they want to cite, reproduce, or exhibit, I
think it's important to protect their investment (and ours) with retrievable
item-level data which identifies the location of the original and any visual
surrogates generated in the resulting transaction.

Yes, there's already a backlog of data entry to accommodate this plan, but
I'd estimate a routine of no more than 15 or 20 records per week, which is
theoretically doable in our circumstances when the workflow kinks are
smoothed out.  Editing the data and appropriate authority control for
terminlogy is, of course, important.  Although the nature of our work may
differ from yours, I suspect there are close parallels.

David Haberstich
Archives Center, National Museum of American History

=========================================================
Important Subscriber Information:

The Museum-L FAQ file is located at http://www.finalchapter.com/museum-l-faq/ . You may obtain detailed information about the listserv commands by sending a one line e-mail message to [log in to unmask] . The body of the message should read "help" (without the quotes).

If you decide to leave Museum-L, please send a one line e-mail message to [log in to unmask] . The body of the message should read "Signoff Museum-L" (without the quotes).