I agree with Audra. We print out archival-quality copies of all digital images and catalog them just as we would a photographic print; the digital image is, by analogy, the negative, which is stored separately. I would only add that it is never a good idea to let the donor create the digital image from the original photo. The original must be loaned -- we use a "temporary deposit form" for this purpose -- so that museum staff can make a scan that is both very high resolution and saved in an uncompressed (TIFF) format, in order to capture as much of the detail in the image as possible.
Given that so many donors are unwilling to part with originals (and because of this, many of those originals will wind up lost or damaged within a generation or two, if not sooner), we have to be content to make copies sometimes, if the photograph is important enough. But that doesn't mean having to accession little JPEG files; for us, anything that low-quality doesn't belong in the collection, but is of use only for reference, to be printed out and kept in reference files along with photocopies of clippings, etc.
Patrick Leary
Curator, Wilmette Historical Museum
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Date: Fri, 20 Jan 2012 10:26:24 -0500
From: Audra Oliver <[log in to unmask]>
Subject: Re: Accession question re: electronic files
Just a word (OK several words) of caution -
If all that is accessioned is a digital file, this part of the collection is at risk. Digital media degrades over time and also requires migration as the format progresses. That is the hardware and/or software may become obsolete and if files are not migrated, they will be inaccessible. Further, it is my understanding that quality diminishes with each transfer.
As bulky and awkward as it may seem, if I regarded a digital image as worthy of long-time retention and wished to accession it, I would make a hard copy.
>>> Sylvia Bruner <[log in to unmask]> 1/19/2012 3:32 PM >>>
Hi Robin,
you have a similar question that I struggled with recently. Our museum was receiving offers for donation of a "copy" of a historic photograph, but the donors did not want to gift the original. We cussed and discussed until we finally came up with this:
We now have a Artifact Donation Form, and a Digital Image Donation Form. As usual, our collections committee makes the decision on what items are accessioned, and if they determine the image to be important enough to accession a digital file, then we do. We do not actually accession any printed material that we generate from that image however. The Digital Image Donation form specifies that the donor(s) is giving us all rights and title to the copyright so that we may display, print in our newsletter and other materials, and make available to researchers.
It's a little complicated, but I think it is going to work out well for us. We still always prefer the original photograph or document for that matter, but if we can't have it (and say, the donor is the only person with one and they are not readily available from other sources) then a digital file is a close second. I would suggest that if you do decide to accession the posters you have printed that you have them printed on acid-free, high quality paper for longevity. You also have the option of not accessioning anything - are the posters being used for advertisement of a special exhibit? You might check your collections policies - ours include collecting institutional history - things like special opening brochures, temporary exhibit fliers, auction posters, etc ... but things we have manufactured for use in an exhibit as a prop does not get accessioned - such as a laminate sign showing an old highway (copied from a photocopy of a book!), or a fabric wall hanging that has an enlarged photograph - the photographer is credited with her name in the corner of the hanging, but it will not be accessioned.
Hopefully this doesn't just add confusion to your question!
Best of luck,
Sylvia
Sylvia Bruner
Assistant Director / Registrar
JC Jim Gatchell Memorial Museum
P.O. Box 596 ~ 100 Fort Street
Buffalo, WY 82834
www.jimgatchell.com
307-684-9331
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