26. Related Visual Documentation

DEFINITION

An identification of the images that depict the work being cataloged.

EXAMPLES

• Grandes Chroniques de France, Jean Fouquet; color slide; 1999; Ansichten und Porträts, Bildarchive Foto Marburg (Marburg, Germany); 00075568,T:0012_
• Detail of the Dome of Hagia Sophia; black-and-white photograph; 1961; Architectural Photographs Archive (Melbourne, Australia); BA-900-56
• North End of Houses of Parliament, including Big Ben; digital image; 1989; Mikinio Photo Archives (Pompiono, Florida, United States); 789-03-234-b

DISCUSSION and GUIDELINES

Optional: Identify the images in which the work is depicted. It is optional but highly recommended to link images in the Image Authority to the works they depict.

Form and syntax

Display the Image Label/Identification (26.2) for the related image. The format of the label is as follows: Image Title/Name (26.2.3) (or Image View Description (26.2.9)); semi-colon; Image Type (26.2.2); semi-colon; View Date (26.2.9.3); semi-colon; Image Repository (26.2.11) (with geographic location); semi-colon; Image Repository Numbers (26.2.11.1).

Alternatively, devise another scheme for syntax and punctuation, provided it is used consistently in local practice.

Ideally, this category is a link to a record for the Image Authority.

TERMINOLOGY/FORMAT

System generated: Ideally, this label should be generated from the Image Authority record.

DEFINITION

The relationship of the image to the work it depicts.

EXAMPLES

• conservation image
• documentary image
• contextual image
• historical view
• reconstruction
• installation image

DISCUSSION and GUIDELINES

Optional: Record a term, terms, or brief phrase describing the type of relationship between the object/work and the image. Use lower case.

TERMINOLOGY/FORMAT

Controlled list: Control this subcategory with an extensible controlled list, using terms in the examples above and others as required.

DEFINITION

A brief description that identifies the image and distinguishes it from similar images.

EXAMPLES

• Detail of the Dome of Hagia Sophia; black-and-white photograph; 1961; Architectural Photographs Archive (Melbourne, Australia); BA-900-56
• North End of Houses of Parliament, including Big Ben; digital image; 1989; Mikinio Photo Archives (Pompiono, Florida, United States); 789-03-234-b
• Grandes Chroniques de France, Jean Fouquet; color slide; 1999; Ansichten und Porträts, Bildarchive Foto Marburg (Marburg, Germany); 00075568,T:0012

DISCUSSION and GUIDELINES

Optional: Record a brief description of the image to be used on slide labels; illustration captions; when sharing images; and in other situations where the image must be identified succinctly and uniquely.

Form and Syntax

There may be multiple forms and uses of syntax, as generated by the cataloging institution for various uses in different situations. The labels listed in the “Examples” section above include the following sytax: Image Title/Name (26.2.3) (or Image View Description (26.2.9)); semi-colon; Image Type (26.2.2); semi-colon; View Date (26.2.9.3); semi-colon; Image Repository (26.2.11) (with geographic location); semi-colon; Image Repository Numbers (26.2.11.1).

TERMINOLOGY/FORMAT

System generated: Ideally, the label should be generated from various fields in the image record.

Free-text: If this is a free-text field, index the information in the pertinent controlled subcategories elsewhere in the image record.

DEFINITION

An indication of the level of cataloging represented by the image record, based on the physical form or intellectual content of the images.

EXAMPLES

• item
• collection
• group
• subgroup
• series
• set

DISCUSSION and GUIDELINES

Optional: As a preliminary step in cataloging the image, determine the cataloging level. Record a term indicating if the image catalog record represents an item, volume, group, collection, or other arrangement of images. This is highly recommended if you are cataloging single items in addition to collections and groups of images.

For definitions of the terms, see the Catalog Level (1.1) subcategory.

TERMINOLOGY/FORMAT

Controlled list: Use a controlled list of terminology: item, collection, group, subgroup, series, set, and additional terms as necessary.

RELATED CATEGORIES and ACCESS

Record whole/part relationships between groups, collections and items in Related Image (26.2.14) subcategories.

DEFINITION

The generic identification of the medium or type of image.

EXAMPLES

• photograph
• slide
• videotape
• X-ray photograph
• negative
• internegative
• albumen print
• digital image
• duplicate slide
• tactile representation

DISCUSSION and GUIDELINES

Optional: Record a term specifying the particular kind of image. You may record multiple types in subsequent occurrences of the subcategory, as necessary. It is recommended to use the most specific, appropriate term.

Form and syntax

Record the singular form of the term. Record the term in lower case except where the term includes a proper noun or is otherwise capitalized in the controlled vocabulary. Avoid abbreviations. Record terms in natural word order, not inverted. Do not use punctuation, except hyphens, as required.

TERMINOLOGY/FORMAT

Authority or controlled list: Control this subcategory with the Generic Concept Authority (30), which can be populated with terminology from the following published vocabularies: Art & Architecture Thesaurus (AAT) Hierarchy Display, ACRL/RBMS Genre Terms, ISO 5127-3: Iconic Documents, ISO 5127-11: Audio-visual Documents, LC Thesaurus for Graphic Materials, Moving Image Materials, and Revised Nomenclature. If the cataloging institution requires only a short list of type terms, a controlled list (rather than an authority file) may suffice.

DEFINITION

A title, name, or appellation applied to the image or collection of images.   .

EXAMPLES

• Grandes Chroniques de France, Jean Fouquet
• Detail of the Face of the Great Sphinx, Giza
• Felbermeyer Photographs of Antiquities and Art in Italy
• Study Photographs of Ancient Vases
• Spanish-Colonial Architecture in Mexico

DISCUSSION and GUIDELINES

Optional: Record a title or name for the image, group of images, collection, or series, when applicable. This subcategory is necessary for a collection of images, but it may be applied to items (individual images) as well, particularly when the Image View is not adequate to identify the item in labels. If an image or collection of images has been known by multiple titles or names, include them in repeating instances of this subcategory.

Form and syntax

Use title case. Follow the rules for capitalization and syntax described for titles of object/works in the Titles/Names (3) category. For groups and collections, list the name of the group or collection. For items, create a title that briefly describes the image, including the title; the creator (Creator Identity (4.1.3)) of the object/work depicted (e.g., Grandes Chroniques de France, Jean Fouquet); and an indication of the view of the work and/or its location, if applicable (e.g., Detail of the Face of the Great Sphinx, Giza).

TERMINOLOGY/FORMAT

Free-text: This is not a controlled field. If there is important information in the Image Title/Name (26.2.3), such as the name of a collector, index this information in the pertinent controlled subcategory (e.g., Image Maker/Agent (26.2.10)) elsewhere in the record.

DEFINITION

The kind of title or name assigned to the image or collection of images.

EXAMPLES

• descriptivet
• repository
• published

DISCUSSION and GUIDELINES

Optional: Record a term indicating the type of title.

TERMINOLOGY/FORMAT

Controlled list: Control this subcategory with a controlled list: preferred, descriptive, repository, inscribed, artist’s, former, translated, and others as required.

DEFINITION

The applicable measurements of the image, including dimensions and format.

EXAMPLES

• 35 mm, 60 minutes
• 198 x 233 cm (78 x 91 3/4 inches)
• 8 x 10 inches
• 656 K bytes
• 1024 x 768 pixels
• 2,400 boxes

DISCUSSION and GUIDELINES

Optional: Record a prose description of the dimensions, or construct a display by concatenating information from controlled fields. Include information about the image’s dimensions, size, or format, presented in a syntax suitable for display to the end-user and including any necessary indications of uncertainty, ambiguity, and nuance. Measurements may apply to items or collections/groups.

Form and Syntax

Include measurements in both metric units and US Customary Units (inches, feet), if possible. Record dimensions in a height by width format (if appropriate). For example, 198 x 233 cm (78 x 91 3/4 inches). Alternatively, record standardized measurements of reproductive media in the traditional way, with the smallest dimension first and using the standard applicable units (e.g., 8 x 10 inches).

TERMINOLOGY/FORMAT

Free text : This is not a controlled field. Use consistent format and syntax when possible. It is recommended to index the display measurements by using the Image Measurements (26.2.4) subcategories described below.

DEFINITION

The type of dimension taken of the image.

EXAMPLES

• height
• width
• length
• running time
• count

DISCUSSION and GUIDELINES

Optional: Record a term or terms describing the type of dimensions. Use lower case.

TERMINOLOGY/FORMAT

Controlled list: Control values with a list of valid terminology, including the terms listed in the “Examples” section above and others as necessary.

DEFINITION

The numerical value of the image’s dimension, as recorded in the display Image Measurements(26.2.4) subcategory.

EXAMPLES

• 8
• 10
• 35
• 60

DISCUSSION and GUIDELINES

Optional: Record the dimension’s numerical indicator. It is recommended to include this subcategory if you are indexing measurements.

TERMINOLOGY/FORMAT

Controlled format: Whole numbers or decimal fractions only. It is recommended to use numbers that refer metric units in this controlled field, however, local practice may vary.

DEFINITION

The unit of measurement applicable to the image’s measurement, as recorded in the display Image Measurements(26.2.4) subcategory.

EXAMPLES

• millimeters
• inches
• minutes
• pixels

DISCUSSION and GUIDELINES

Optional: If you are indexing the measurements, include this subcategory.

TERMINOLOGY/FORMAT

Controlled list: Use a controlled list of terminology, including the values listed in the “Examples” section above. Metric units may be abbreviated using standard abbreviations. It is recommended to use metric units in this controlled field, however, local practice may vary.

DEFINITION

The configuration, proportion, size, or other format designation for the image.

EXAMPLES

• Beta
• JPEG
• TIFF
• lantern slide
• VHF
• JFIF with JPEG compression
• cibachrome print
• Macintosh
• DOS

DISCUSSION and GUIDELINES

Optional: Include either a designation of the format or a conventional size designation, if pertinent.

To record numeric sizes, use the Dimension Value (26.2.4.2 ) subcategory to record the nnumerical value; indicate the controlled dimension type in Dimension Type (26.2.4.1). Industry sizes are not always accurate or consistent, and vary within certain tolerances. For example a photograph may actually measure 7 3/4 x 9 5/8 inches, but the format is 8 x 10 inches.

TERMINOLOGY/FORMAT

Controlled list: Use consistent terminology from a controlled list. Include the terms listed in the “Examples” section above and others derived from the Art & Architecture Thesaurus (AAT) Hierarchy Display (especially the Attributes and Properties hierarchy) or the ACRL/RBMS Paper Terms and ACRL/RBMS Type Evidence.

DEFINITION

The date or range of dates when the image was created or produced.

EXAMPLES

• 1997
• October 1980
• before 1944
• ca. 1895-1900
• 1945-1949 (bulk dates)

DISCUSSION and GUIDELINES

Optional: Record the dates or date range when the image was created. Include uncertainty and nuance, as necessary.

Note that this is the date of the physical or digital image, which is not necessarily the same as that recorded in the View Date (26.2.9.3) subcategory. For example, the date of original photographic negative may be recorded in View Date (26.2.9.3), while the date of a later print may be recorded in the Image Date (26.2.6) subcategory. This Image Date (26.2.6) subcategory may also encompass the date of the images in a collection, which may be expressed as inclusive dates or bulk dates.

Form and syntax

Follow the applicable rules for display dates in Creation Date (4.2).

TERMINOLOGY/FORMAT

Free-text: This is not a controlled field. Maintain consistent capitalization, punctuation, and syntax where possible. Index the dates in the controlled Earliest Date (26.2.6.1) and Latest Date (26.2.6.2) subcategories.

DEFINITION

The earliest possible date when the image or images were created or produced.

EXAMPLES

• 1980-10-01
• 1977
• 1885

DISCUSSION and GUIDELINES

Optional: Record the earliest year indicated by the display Image Date (26.2.6) subcategory. Always record years in the proleptic Gregorian calendar in the indexing dates fields. It is optional to record Earliest Date (26.2.6.1); however, if you record a value here, you must also record Latest Date (26.2.6.2).

Form and syntax

Follow the applicable rules for dates in Earliest Date (4.2.1).

TERMINOLOGY/FORMAT

Controlled format: Date information must be formatted consistently to allow retrieval. Local rules should be in place. Suggested formats are available in the ISO Standard and W3 XML Schema Part 2.

• ISO 8601:2004 Representation of dates and times. International Organization for Standardization. Data Elements and Interchange Formats. Information Interchange. Representation of Dates and Times. Geneva, Switzerland: International Organization for Standardization, 2004.

  XML Schema Part 2: Datatypes, 2001

DEFINITION

The latest possible date when the image or images were created or produced.

EXAMPLES

• 1980-10-31
• 1977
• 1944
• 1900

DISCUSSION and GUIDELINES

Optional: Record the latest year indicated by the display Image Date (26.2.6) subcategory. Always record years in the proleptic Gregorian calendar in the indexing dates fields. It is optional to record Latest Date (26.2.6.2); however, if you record a value here, you must also record Earliest Date (26.2.6.1).

Form and syntax

Follow the applicable rules for dates in Latest Date (4.2.2).

TERMINOLOGY/FORMAT

Controlled format: Date information must be formatted consistently to allow retrieval. Local rules should be in place. Suggested formats are available in the ISO Standard and W3 XML Schema Part 2.

• ISO 8601:2004 Representation of dates and times. International Organization for Standardization. Data Elements and Interchange Formats. Information Interchange. Representation of Dates and Times. Geneva, Switzerland: International Organization for Standardization, 2004.

  XML Schema Part 2: Datatypes, 2001.

DEFINITION

The characterization of the image’s chromatic qualities.

EXAMPLES

• black-and-white
• color
• sepia
• monochrome
• 256 shades of gray
• 24-bit color

DISCUSSION and GUIDELINES

Optional: Record a term specifying the color, tint, hue or chromatic range of the image or images.

TERMINOLOGY/FORMAT

Controlled list: Control this subcategory with a controlled list, which can be partiallly populated with terminology from the Art & Architecture Thesaurus (AAT) Hierarchy Display (specifically, the Color hierarchy).

DEFINITION

An identification of the object/works that are depicted in the image or group of images.

EXAMPLES

• Pendant Mask: Iyoba; mask; unknown Nigerian; 16th century; Metropolitan Museum (New York, New York, United States); 1978.412.323
• Small Miseries of War; series; designed and etched by Jacques Callot (French, 1592-1635); 1632-1633, published 1635; Paris (France)
• Pantheon; rotunda; unknown Roman architect for the emperor Hadrian; begun in 27 BCE, rebuilt 118/119-125/128; Rome (Italy)
• Apollo, Pan, and Putto; painting; Francesco Primaticcio (Italian, 1504-1570); 1559-1560; lost, formerly in Galerie d’Ulysse, Fontainebleau (Ile-de-France, France)
• Amenhotep IV Enthroned; wall painting; unknown Egyptian; Eighteenth Dynasty Tomb of Ramose (Thebes, Qin governorate, Upper Egypt region, Egypt); no. 55

DISCUSSION and GUIDELINES

Optional: Identify the works of art or architecture depicted in the image(s). If the images are being cataloged independently without links to full object/work records, it is highly recommended to record the works of art depicted in this subcategory.

Form and syntax

Display the Image Label/Identification (26.2) for the related image. The formate of the label is as follows: Image Title/Name (26.2.3) (or Image View Description (26.2.9)); semi-colon; Image Type (26.2.2); semi-colon; View Date (26.2.9.3); semi-colon; Image Repository (26.2.11) (with geographic location); semi-colon; Image Repository Numbers (26.2.11.1).

Use consistent syntax and punctuation for the label, as described in the Object/Work Label/Identification (21.3) subcategory. Follow the format reflected in the “Examples” section above, concatenating the following subcategories from the record of the object/work: Title; semi-colon; Object/Work Type; semi-colon; Creator Description; semi-colon; Creation Date; semi-colon; Current Location Description; semi-colon; Repository Number (or Exhibition/Loan History- Exhibition Object Number).

Alternatively, devise another scheme for syntax and punctuation, provided it is used consistently in local practice.

If all images are linked to separate records for object/works, use fields in the object/work records to construct display labels for the works depicted.

TERMINOLOGY/FORMAT

System generated or free text: If every image is linked to a full object/work record, generate displays automatically. If the images are being cataloged separately and witout links to records for object/works, this subcategory will be a free text field or set of fields containing labels for the works depicted.

DEFINITION

A description of the work’s context (e.g., lighting, time of day) and/or aspect (e.g., position, angle, range, orientation, extent, or portion) as depicted in the image.

EXAMPLES

• profile view
• detail of Joachim
• detail of surface in raking light
• view from below in late afternoon sunlight

DISCUSSION and GUIDELINES

Optional: Record a description of the work’s spatial, chronological, or contextual aspects as captured in the image view.

Form and Syntax

Use phrases in lower case. Capitalize proper names. For other words, use lower case. Avoid abbreviations. Provide directional descriptions for architecture, sculpture, and other three dimensional objects (e.g., for a building: view from the east, or for a portrait bust: left profile). Do not capitalize cardinal directions (east, west, etc.) Note special lighting conditions (e.g., raking light).

Alternatively use sentence case and complete sentences or phrases.

This subcategory helps the user to evaluate the nature of the information contained in the image and to differentiate among multiple images of the same work. Knowing that a slide depicts a view of the Nike of Samothrace from below may aid researchers trying to determine how the work was originally intended to be seen. An aerial view of the Acropolis places the remains of the various monuments in their relative context.

TERMINOLOGY/FORMAT

Free text: This is not a controlled field. Index the type of view in View Type (26.2.9.1).

DEFINITION

Terms that characterize the view in terms of vantage point, perspective, or lighting effects.

EXAMPLES

• raking light
• sunset
• aerial view
• frontal view
• interior view
• profile view
• eye-level view
• close-up view

DISCUSSION and GUIDELINES

Optional: Record a term or terms describing the position, angle, range, orientation, extent, or portion of the work depicted in the image. If more than one term applies to an image, or if you are cataloging a collection or group of images, repeat this subcategory as necessary.

TERMINOLOGY/FORMAT

Controlled list: Control this subcategory with a controlled list derived from terms in the “Examples” section above and other terms as necessary. Use the Art & Architecture Thesaurus (AAT) Hierarchy Display, especially Views (visual works), to find additional terminology.

DEFINITION

A description of the work’s subject matter as it is depicted in a specific view.

EXAMPLES

• detail of Alan Pinkerton at the Battle of Antietam
• Large Arch sculpture in the larger library plaza area
• Great Sphinx with the Great Pyramid in the background

DISCUSSION and GUIDELINES

Optional: Record a description of the subject as depicted in the view, particularly if it is distinct from the general subject information recorded for the object/work.

Form and syntax

Use phrases in lower case. Capitalize proper names. For other words, use lower case. Avoid abbreviations. Provide directional descriptions for architecture, sculpture, and other three dimensional objects (e.g., for a building: view from the east, or for a portrait bust: left profile). Do not capitalize cardinal directions (east, west, etc.) Note special lighting conditions (e.g., raking light).

Alternatively use sentence case and complete sentences or phrases.

TERMINOLOGY/FORMAT

Free text: This is not a controlled field. Index the subject in View Subject Indexing Terms (26.2.9.2.1).

DEFINITION

Terms or phrases that index the work’s subject matter as it is depicted in a specific view.

EXAMPLES

• bird’s nest
• urn
• knife
• apple
• lilies
• Allan Pinkerton (American Secret Service agent, detective, 1819-1884)
• Kilimanjaro (Tanzania)

DISCUSSION and GUIDELINES

Optional: Record terms that characterize the subject as depicted in the view, particularly as it is distinct from general subject information recorded for the object/work. Repeat the subcategory as necessary. Most institutions will use this subcategory, but not Image View Description (26.2.9); it is more important to index the subject here than to describe it in Image View Description (26.2.9).

Form and syntax

Capitalize proper names; for other terms, use lower case. Avoid abbreviations. Generally use the singular, including the proper names of iconographical themes, mythological events, persons, places, etc. When the singular is inappropriate, use the plural term, as warranted by the subject being cataloged. If a view includes a portion of the entire object/work, describe the subject of the part that is captured in the view.

TERMINOLOGY/FORMAT

Authorities: See the General Subject Terms (16.2) subcategory for a full discussion of the terminology for subject indexing.

Several different authorities will be used for subject indexing. Control terminology with the Subject Authority (31) for the proper names of the following: historical events; fictional characters, places, and events; religious or mythological characters or events; literary themes; and iconographical themes. Control the names of historical people and corporate bodies with the Person/Corporate Body Authority (28). Control the names of geographical places with the Place/Location Authority (29). Control generic subject terms with the Generic Concept Authority (30).

DEFINITION

The date or range of dates associated with the particular view captured in the image, which is not necessarily the same as the date of the surrogate image.

EXAMPLES

• 1935
• December 1950
• ca. 1975

DISCUSSION and GUIDELINES

Optional: Record the dates or date range depicted in the view. Include references to uncertainty or ambiguity as necessary.

Given that images may be created from negatives long after the negative was made, this date is not necessarily the same as the Image Date (26.2.6).

Form and syntax

Follow the applicable rules for display dates in Creation Date (4.2).

TERMINOLOGY/FORMAT

Free-text: This is not a controlled field. Maintain consistent capitalization, punctuation, and syntax where possible. Index the dates in the controlled Earliest Date (26.2.6.1) and Latest Date (26.2.6.2) subcategories.

DEFINITION

The earliest possible date when the view was captured.

EXAMPLES

• 1935
• 1950-12-01
• 1970

DISCUSSION and GUIDELINES

Optional: Record the earliest year indicated by the display View Date (26.2.9.3) subcategory. Always record years in the proleptic Gregorian calendar in the indexing dates fields. It is optional to record Earliest Date (26.2.9.3.1); however, if you record a value here, you must also record Latest Date (26.2.9.3.2).

Form and syntax

Follow the applicable rules for dates in Earliest Date (4.2.1).

TERMINOLOGY/FORMAT

Controlled format: Date information must be formatted consistently to allow retrieval. Local rules should be in place. Suggested formats are available in the ISO Standard and W3 XML Schema Part 2.

• ISO 8601:2004 Representation of dates and times. International Organization for Standardization. Data Elements and Interchange Formats. Information Interchange. Representation of Dates and Times. Geneva, Switzerland: International Organization for Standardization, 2004.

  XML Schema Part 2: Datatypes, 2001.

DEFINITION

The latest possible date when the view was captured.

EXAMPLES

• 1935
• 1950-12-31
• 1980

DISCUSSION and GUIDELINES

Optional: Record the latest year indicated by the display View Date (26.2.9.3) subcategory. Always record years in the proleptic Gregorian calendar in the indexing dates fields. It is optional to record Latest Date (26.2.9.3.2); however, if you record a value here, you must also record Earliest Date (26.2.9.3.2).

Form and syntax

Follow the applicable rules for dates in Latest Date (4.2.2).

TERMINOLOGY/FORMAT

Controlled format: Date information must be formatted consistently to allow retrieval. Local rules should be in place. Suggested formats are available in the ISO Standard and W3 XML Schema Part 2.

• ISO 8601:2004 Representation of dates and times. International Organization for Standardization. Data Elements and Interchange Formats. Information Interchange. Representation of Dates and Times. Geneva, Switzerland: International Organization for Standardization, 2004.

  XML Schema Part 2: Datatypes, 2001.

DEFINITION

The name and biography or location of an individual or corporate body that played a role in the creation of the image or images.

EXAMPLES

• Hutzel, Max (German photographer, born 1913)
• Fratelli Alinari (Italian photographic studio, Florence, Italy)

DISCUSSION and GUIDELINES

Optional: Record the name, role, life dates, and/or location of the person, persons, or corporate body who created or otherwise had a role in the production of the image or group/collection of images.

Form and syntax

For guidelines regarding the formulation of personal and corporate body names, see the Creator Description (4.1) subcategories and the Person/Corporate Body Authority (28).

TERMINOLOGY/FORMAT

Authority: Control this subcategory with the Person/Corporate Body Authority (28).

DEFINITION

The role or activity performed by the maker or other agent in the conception, design, or production of the image or images.

EXAMPLES

• photographer
• photographic studio
• publisher
• printer
• collector
• compiler

DISCUSSION and GUIDELINES

Optional: Record a term or terms referring to the role or activity performed by the maker or other agent named in the conception, design, or production of the work being cataloged. Use lower case.

TERMINOLOGY/FORMAT

Authority: Control this subcategory with the Generic Concept Authority (30), which can be populated with terminology from the Agents facet of the Art & Architecture Thesaurus (AAT) Hierarchy Display.

DEFINITION

The part or stage in the process of the creation or production of an image contributed by a particular maker or agent.

EXAMPLES

• original negative
• new print
• core collection
• later additions

DISCUSSION and GUIDELINES

Optional: Record a term or term describing the part or stage of creation or production contributed by an agent or maker, when necessary. Use lower case.

TERMINOLOGY/FORMAT

Controlled list: Control this subcategory with a controlled list, using terminology of the type suggested in the “Examples” section above.

DEFINITION

The name and location of the agency, individual, or other repository that has physical control of the image.

EXAMPLES

• Bildarchive Foto Marburg (Marburg, Germany)
• Special Collections, Getty Research Institute (Los Angeles, California, United States)
• College of Visual and Performing Arts Visual Resources Library, University of South Florida

DISCUSSION and GUIDELINES

Optional: Identify the the name and location of the repository, that is the administrative entity or individual that has physical control of the image.

Form and syntax

For guidelines regarding format and syntax of personal and corporate body names, see the Creator Description (4.1) category and the Person/Corporate Body Authority (28).

TERMINOLOGY/FORMAT

Authority: Control this subcategory with the Person/Corporate Body Authority (28).

DEFINITION

The unique number(s), codes, or other identification(s) assigned to the image by the repository.

EXAMPLES

• no. 095
• Fir-890-781
• ITA-3j-4560-126
• item 5.11

DISCUSSION and GUIDELINES

Optional: Record the image identification used by the repository of the image. Numbers may have prefixes or suffixes that are vital to their meaning.

TERMINOLOGY/FORMAT

Free text: The format of the number will vary depending on its type and source.

DEFINITION

The type of number, code, or other identification assigned to the image by the repository.

EXAMPLES

• accession number
• collection number
• registration number
• location symbol
• collector’s number
• identification number
• object identification

DISCUSSION and GUIDELINES

Optional: Record a term describing the type of number, if known. Use lower case.

TERMINOLOGY/FORMAT

Controlled list : Control this subcategory with a controlled list, using the terms in the “Examples” section above, and others as necessary.

DEFINITION

Copyright statement naming the copyright holder by name, location, and date of copyright, as well as a summary of any restrictions on the use or dissemination of the image.

EXAMPLES

• Copyright © 2006 Fratelli Alinari
• © Smithsonian Institution
• © 1992 Museum of Fine Arts, Boston
• Sandak, Imprint of Macmillan Publishing Company, 866 Third Avenue, New York, NY 10022. “Sandak slides are to be used via normal classroom of auditorium projection for educational purposes only. They may not be duplicated or reproduced in any medium, electronic or other. Any other use requires written permission from the appropriate rights holders.”

DISCUSSION and GUIDELINES

Optional: Record the copyright statement or restrictions information for the image in an accessible, concise, and easily understandable form.

Use this subcategory if the holder of the reproduction rights for the image differs from the holder of rights for the work. For example, the work rights could be “© National Museum of African Art, Smithsonian Institution (Washington DC),” but the image rights are “Photo © Frank Khoury.” See also the Copyright/Restrictions (22) category for the work.

Form and syntax

Transcribe the statement verbatim as expressed by the copyright holder, using syntax, capitalization, and punctuation as indicated in the original statement.

Alternatively, if you are composing a new statement, the following syntax is recommended: The word “copyright” (optional) followed by the copyright symbol (a “c” in a circle, ©), the first year when the work was covered by copyright, and the name of the copyright holder (e.g., © 2003 Marcus M. Moroniani. All rights reserved). If the year of first copyright is not known, it may be omitted from the statement (e.g., Copyright © Museum of Fine Arts, Boston).

TERMINOLOGY/FORMAT

Free-text: This is not a controlled field; however, consistent format and syntax is recommended within each repository. If you are transcribing statements from other institutions, copyright statements should be transcribed verbatim. Index the personal and corporate names and dates in the Image Copyright Holder (26.2.12.1) and Image Copyright Date (26.2.12.2) subcategories discussed below.

DEFINITION

The identification of the institution, agency, or individual that owns or otherwise has legal rights to the image.

EXAMPLES

• Osterreichische Nationalbibliothek (Vienna, Austria)
• Yan Photo Reportage (Toulouse, France)
• Whitaker Studios (Richmond, Virginia, United States)
• Alinari (Florence, Italy)
• Service Photographique Réunion des Musées Nationaux (Paris, France)

DISCUSSION and GUIDELINES

Optional: Identify the owner by name and location. The owner may be an institution, agency, or individual.

Form and syntax

For guidelines regarding format and syntax for personal and corporate body names, see the Creator Description (4.1) category and the Person/Corporate Body Authority (28).

TERMINOLOGY/FORMAT

Authority: Control this subcategory with the Person/Corporate Body Authority (28).

DEFINITION

The unique number(s), codes, or other identification(s) assigned to the image by the rights holder, including accession numbers, call numbers, and bar codes.

EXAMPLES

• 009876
• A4S36.2
• GR/20.tif

DISCUSSION and GUIDELINES

Optional: Record the image identification used by the rights holder of the image. Numbers may have prefixes or suffixes that are vital to their meaning.

TERMINOLOGY/FORMAT

Free text: The format of the number will vary depending on its type and source.

DEFINITION

The type of number assigned to the image by the rights holder.

EXAMPLES

• accession number
• collection number
• registration number
• identification number

DISCUSSION and GUIDELINES

Optional: Record a term describing the type of number, if known. Use lower case.

TERMINOLOGY/FORMAT

Controlled list : Control this subcategory with a controlled list, using the terms listed in the “Examples” section above, and others as necessary.

DEFINITION

The date or range of dates when the copyright to an image or images is or was held by a particular individual or group.

EXAMPLES

• 1950
• 1918-1968
• 1993
• until 1 January 2030
• unknown

DISCUSSION and GUIDELINES

Optional: Record a year, a span of years, or a phrase that describes the specific or approximate dates associated with the copyright of the image or images. Include nuance and expressions of uncertainty, as necessary.

Dates should be recorded as specifically as possible. In some cases, only approximate dates may be known. If an image was once in copyright but is now in the public domain, record a range of dates for the period that it was protected by copyright. If the period of time is unknown, indicate this through expressions of uncertainty (e.g., probably) or by using the term unknown; however, index Earliest Date (26.2.12.1) and Latest Date (26.2.12.2) with an estimated span of dates in any case.

TERMINOLOGY/FORMAT

Free-text: This is not a controlled field. Maintain consistent capitalization, punctuation, and syntax where possible. Index the dates in the controlled Earliest Date (26.2.12.1) and Earliest Date (26.2.12.2) subcategories.

DEFINITION

The earliest possible date when the copyright was held by a particular individual or group.

EXAMPLES

• 1918
• 1984
• 1971-01-01

DISCUSSION and GUIDELINES

Optional: Record the earliest year when the copyright or other restriction was in effect. Always record years in the proleptic Gregorian calendar in the indexing dates fields. When recording the day and month, use the following syntax: YYYY-MM-DD (year, month, day, separated by dashes), if possible. The standards suggest alternate possibilities; you may use an alternative syntax if you are consistent and it is compliant with the standards. It is optional to record Earliest Date (26.2.12.1); however, if you record a value here, you must also record Latest Date (26.2.12.2).

TERMINOLOGY/FORMAT

Controlled format: Date information must be formatted consistently to allow retrieval. Local rules should be in place. Suggested formats are available in the ISO Standard and W3 XML Schema Part 2.

• ISO 8601:2004 Representation of dates and times. International Organization for Standardization. Data Elements and Interchange Formats. Information Interchange. Representation of Dates and Times. Geneva, Switzerland: International Organization for Standardization, 2004.

  XML Schema Part 2: Datatypes, 2001.

DEFINITION

The latest possible date when the copyright was held by a particular individual or group.

EXAMPLES

• 1968
• 2084
• 2030-01-01

DISCUSSION and GUIDELINES

Optional: Record the latest year when the copyright or other restriction was in effect. Always record years in the proleptic Gregorian calendar in the indexing dates fields. When recording the day and month, use the following syntax: YYYY-MM-DD (year, month, day, separated by dashes), if possible. The standards suggest alternate possibilities; you may use an alternative syntax if you are consistent and it is compliant with the standards. It is optional to record Latest Date (26.2.12.2); however, if you record a value here, you must also record Earliest Date (26.2.12.1).

TERMINOLOGY/FORMAT

Controlled format: Date information must be formatted consistently to allow retrieval. Local rules should be in place. Suggested formats are available in the ISO Standard and W3 XML Schema Part 2.

• ISO 8601:2004 Representation of dates and times. International Organization for Standardization. Data Elements and Interchange Formats. Information Interchange. Representation of Dates and Times. Geneva, Switzerland: International Organization for Standardization, 2004.

  XML Schema Part 2: Datatypes, 2001.

DEFINITION

A title, name, or appellation applied to the image or collection of images.

EXAMPLES

• Scala (Florence, Italy)
• Saskia Ltd. Cultural Documentation (Portland, Oregon, United States)
• published work

DISCUSSION and GUIDELINES

Optional: Record an identification of the source of the image.

Form and syntax

For guidelines regarding format and syntax of personal and corporate body names, see the Creator Description (4.1) subcategory and the Person/Corporate Body Authority (28).

If the source was a published work, record the term publication here, and cite the publication in Citations (26.2.17).

TERMINOLOGY/FORMAT

Authority: Control this subcategory with the Person/Corporate Bod (y Authority).

DEFINITION

A number used to uniquely identify the source, linking it to the Citations Authority record.

DISCUSSION and GUIDELINES

Optional: It is optional but highly recommended to link to persistent unique numeric identifiers for the Citations Authority record in the computer system.

TERMINOLOGY/FORMAT

Controlled format: This subcategory is automatically generated and controlled.

DEFINITION

The number type assigned to an image within an authoritative textual reference.

EXAMPLES

• plate number
• index number

DISCUSSION and GUIDELINES

Optional: Record a term indicating the type of number.

TERMINOLOGY/FORMAT

Controlled list: Control terminology with a list of controlled terminology, using terms in the “Examples” section above and others as necessary.

DEFINITION

An identification of the related image that will be meaningful to end users.

EXAMPLES

• Felbermeyer Photographs of Antiquities and Art in Italy; photographs; ca. 1929-1986; Special Collections, Getty Research Institute (Los Angeles, California, USA)
• Brogi Collection; black-and-white photographs; 1860-1881; Fratelli Alinari (Florence, Italy)

DISCUSSION and GUIDELINES

Optional: Record a label identifying the related image.

Form and syntax

Use consistent syntax and punctuation for the label. Follow the “Examples” section above, concatenating the following subcategories from the record of the related image or group/collection: Title/Name; semi-colon; Image Type; semi-colon; Image Repository; semi-colon; Image Repository Number (if any).

Alternatively, devise another scheme for syntax and punctuation, provided it is used consistently in local practice.

Ideally, this category is a link to a record for the related image or group/collection.

TERMINOLOGY/FORMAT

System generated: Ideally, this should be generated from various fields in the related image record.

Free-text: If this is a free-text field, index the information in the pertinent controlled subcategories elsewhere in the related image record.

DEFINITION

A term describing the nature of the relationship between the image or images at hand and the related image or images.

EXAMPLES

• copy of
• original
• negative for
• scanned from
• related to

DISCUSSION and GUIDELINES

Optional: Record a term, terms, or brief phrase describing the relationship between the image or images being cataloged and other images. Use lower class.

Whole/part relationships

Whole/part relationships should ideally be structured in the database as hierarchical relationships, discussed in the Work Broader Context (20.2) subcategory. If this is not possible, you may link them in this subcategory using the phrases larger context for and part of.

TERMINOLOGY/FORMAT

Controlled list: Control this subcategory with an extensible controlled list, using terms copy of, negative for, scanned from, related to, and other values as needed.

DEFINITION

The alphanumeric indicator or phrase that qualifies the relationship between related images.

EXAMPLES

• item 353
• box 27

DISCUSSION and GUIDELINES

Optional: Record a phrase or number that concisely describes the physical or intellectual position of this work or works in relation to other related works. Use lower case, commas, and cardinal numbers, where possible. Use consistent syntax and punctuation.

TERMINOLOGY/FORMAT

Free-text: This is not a controlled field. However, consistent use capitalization, punctuation, and syntax is recommended.

DEFINITION

The date or range of dates associated with the relationship between the image or images being cataloged and the related image or images.

EXAMPLES

• compiled 1876
• assembled after 1945

DISCUSSION and GUIDELINES

Optional: Record the dates or date range when the relationship was or is in place. Include references to uncertainty or ambiguity as necessary.

Form and syntax

Follow the applicable rules for display dates in Creation Date (4.2).

TERMINOLOGY/FORMAT

Free-text: This is not a controlled field. Maintain consistent capitalization, punctuation, and syntax where possible. Index the dates in the controlled Earliest Date (26.2.14.3.1) and Latest Date (26.2.14.3.2) subcategories.

DEFINITION

The earliest date when the relationship could have been in place.

EXAMPLES

• 1876
• 1945

DISCUSSION and GUIDELINES

Optional: Record the earliest year indicated by the display Image Relationship Date (26.2.14.3). Always record years in the proleptic Gregorian calendar in the indexing dates fields. It is optional to record Earliest Date (26.2.14.3.1); however, if you record a value here, you must also record Earliest Date (26.2.14.3.2).

Form and syntax

Follow the applicable rules for dates in Earliest Date (4.2.1).

TERMINOLOGY/FORMAT

Controlled format: Date information must be formatted consistently to allow retrieval. Local rules should be in place. Suggested formats are available in the ISO Standard and W3 XML Schema Part 2.

• ISO 8601:2004 Representation of dates and times. International Organization for Standardization. Data Elements and Interchange Formats. Information Interchange. Representation of Dates and Times. Geneva, Switzerland: International Organization for Standardization, 2004.

  XML Schema Part 2: Datatypes, 2001.

DEFINITION

The latest date when the relationship could have been in place.

EXAMPLES

• 1970
• 9999

DISCUSSION and GUIDELINES

Optional: Record the latest year indicated by the display Image Relationship Date (26.2.14.3). Always record years in the proleptic Gregorian calendar in the indexing dates fields. It is optional to record Latest Date (26.2.14.3.2); however, if you record a value here, you must also record Earliest Date (26.2.14.3.1). For relationships that are currently extant, record the value 9999.

Form and syntax

Follow the applicable rules for dates in Latest Date (4.2.2).

TERMINOLOGY/FORMAT

Controlled format: Date information must be formatted consistently to allow retrieval. Local rules should be in place. Suggested formats are available in the ISO Standard and W3 XML Schema Part 2.

• ISO 8601:2004 Representation of dates and times. International Organization for Standardization. Data Elements and Interchange Formats. Information Interchange. Representation of Dates and Times. Geneva, Switzerland: International Organization for Standardization, 2004.

  XML Schema Part 2: Datatypes, 2001.

DEFINITION

An identification of the broader contexts for the image or group/collection of images, relevant only if the image itself is part of a group, collection, set, or series of images. Ideally this is a hierarchical link.

EXAMPLES

• Early Christian and Byzantine Architecture; group, photographs; 1956-1967 (bulk); Architectural Photographs Archive (Melbourne, Australia)
• Jean Brown Papers; group; 1815-1995;  Special Collections, Getty Research Institute (Los Angeles, California, United States)

DISCUSSION and GUIDELINES

Optional: If the image or group/collection being cataloged is part of a larger entity, indicate the broader context for image or group/collection. That is, record the hierarchical (whole/part) relationships between the image or images being cataloged and its parent.

Form and syntax

Ideally this is a hierarchical link.  For display, follow the “Examples” section above, using the form suggested in theImage Label/Identification (26.2) subcategory.

In addition to the label as displayed in the “Examples” section above, the broader contexts may be derived from the hierarhcical links, and displayed in various ways in various situations.

In an abbreviated horizontal display:

• Detail of the Dome of Hagia Sophia (Early Christian and Byzantine Architecture)

Indented whole/part relationships:

• Study Photographs Byzantine Architecture
  … Buildings in Ravenna
  … Overview of Galla Placidia
  … Interior view of Galla Placidia
  … Detail of mosaics, interior of Galla Placidia
  … Overview of San Vitale
  … Detail of mosaics, interior of Galla Placidia
  … Buildings in Istanbul
  … Aerial view of Hagia Sophia
  … Detail of the Dome of Hagia Sophia
  … Detail of mosaics, interior of Hagia Sophia

In the examples above, the hierarchical relationships are represented by indentation, illustrating a display that will be intelligible to most end users.

TERMINOLOGY/FORMAT

System generated: Ideally, this broader context display should be generated from the hierarchical relationships of the image being cataloged; this relationship should be managed by the computer system. The method by which the broader context is noted or linked will be specific to the cataloging, collection management, or editorial system being used. Linking the image record to its broader context allows hierarchies to be constructed.

Free-text: If generating a display by algorithm is not possible, or if the cataloging institution wants to express nuance that is not possible from an automatically generated string, a free-text field may be used instead.

RELATED CATEGORIES and ACCESS

Generally, the hierarchical relationship will be a special relationship that is managed separately from other types of relationships. However, for some institutions, the whole/part relationships will be recorded only by using “part of” and “broader context for” in related Image Relationship Type (26.2.14.1).

DEFINITION

Additional notes or comments pertinent to the information regarding this image.

DISCUSSION and GUIDELINES

Optional: Record a note regarding the related visual documentation. Use consistent syntax and format. For rules regarding writing notes, see Descriptive Note (18).

FORMAT/TERMINOLOGY

Free-text: This is not a controlled field. Use consistent syntax and format.

DEFINITION

Reference to the published source from which the image or other information was taken.

DISCUSSION and GUIDELINES

Optional: Record the source used for image. For a full set of rules for citations, see Citations for Sources (27.1).

TERMINOLOGY/FORMAT

Authority: Ideally, this information is controlled by citations in the citations authority; see Related Textual References (27).

DEFINITION

Page number, volume, date accessed for Web sites, and any other information indicating where in the source the information was found.

DISCUSSION and GUIDELINES

Optional: For a full set of rules for pages, see Page (27.1.1).

FORMAT/TERMINOLOGY

Free-text: This is not a controlled field. Use consistent syntax and format.

DEFINITION

A number used to uniquely identify the image record to the computer system.

DISCUSSION and GUIDELINES

Optional: It is optional but highly recommended to use persistent unique numeric identifiers for the Image Authority record in the computer system. Typically, such numeric schemes are composed of a consistent, defined range of integers (e.g., 12 number sequences, such as 100000000123). Alternatively, numbers may be applied sequentially beginning with number one.

TERMINOLOGY/FORMAT

Controlled format: This subcategory is automatically generated and controlled.

Image repository owns both the image (and the art work); this is a documentary image linked to a record for a work:

• Image Type: digital image
  Image Measurements: 1024 x 768 pixels; 656 kb
  Dimension Type: height
  Value: 1024
  Unit: pixels
  Dimension Type: width
  Value: 768
  Unit: pixels
  Dimension Type: file size
  Value: 656
  Unit: kb
  Image Format: JPEG
  Image Date: 2005-12-13
  Earliest Date: 2005-12-13
  Latest Date: 2005-12-13
  Image Color: color
  Work Depicted: Reading and Writing Stand; reading desk; Abraham Roentgen (German, 1711-1793); ca. 1760; J. Paul Getty Museum (Los Angeles, California, United States); 85.DA.216
  Image View: detail of the desktop with inlaid coat of arms
  View Type: detail view | overhead view
  View Subject Indexing Terms: lions electoral bonnet coat of arms
  View Date: 2001-03-01
  Earliest Date: 2001-03-01
  Latest Date: 2001-03-01
  Image Copyright/Restrictions: © 2001 J. Paul Getty Trust. All rights reserved.
  Image Owner: J. Paul Getty Museum (Los Angeles, California, United States)
  Owner’s Numbers: 98077
  Number Type: inventory number
  Image Copyright Date: from 2001
  Earliest Date: 2001
  Latest Date: 2090

Image taken from a published book:

• Image Type: black-and-white photograph
  Image Measurements: 8 x 10 inches
  Dimension Type: width
  Value: 8
  Unit: inches
  Dimension Type: height
  Value: 10
  Unit: inches
  Image Date: 1998-01-19
  Earliest Date: 1998-01-19
  Latest Date: 1998-01-19
  Image Color: black-and-white
  Work Depicted: Great Sphinx; colossus; unknown Egyptian; Fourth Dynasty, reign of King Khafre (ca. 2575-ca. 2465 BCE); Giza (Egypt)_
  Image View: exterior view, facing North
  View Type: exterior view | oblique view | partial view
  View Subject: Great Sphinx with the Great Pyramid in the background
  View Subject Indexing Terms: Great Sphinx | Great Pyramid
  View Date: ca. 1950
  Earliest Date: 1948
  Latest Date: 1952
  Image Repository: Marrott Photographic Archives (Bonville, Ontario, Canada)
  Repository Numbers: 1234
  Citations: Janson, H.W., History of Art. 3rd edition. New York: Harry N. Abrams, Inc., 1986.
  Page: plate 64

Group of images, part of a larger collection, not linked to Object/Work records, but with references to Works Depicted:

• Image Catalog Level: group
  Image Type: albumen prints
  Image Title/Name: Photographic Views of Tuscany
  Image Measurements: 499 items
  Dimension Type: count
  Value: 499
  Unit: items
  Image Date: 1861-1881 (inclusive dates)
  Earliest Date: 1861
  Latest Date: 1881
  Image Color: black-and-white
  Work Depicted: Santa Maria del Fiore; cathedral; Arnolfo di Cambio (Italian, documented 1265-1302) and others; designed 1296; Florence (Italy).
  Work Depicted: Duomo di Siena; cathedral; Giovanni d’Agostino (Italian, 1311-ca. 1348); 1215-1263; Florence (Italy)
  Work Depicted: Adoration of the Magi; painting; Bartolo di Fredi (Sienese, active by 1353, died 1410); 1390s; Pinacoteca Nazionale (Siena, Italy)
  Image Broader Context: Brogi Collection; photographs; Giacomo Brogi (Italian photographer, 1822-1881); 1860-1881; Fratelli Alinari (Florence, Italy)
  View Subject Indexing Terms: Florence (Italy) | Siena (Italy) | San Gimignano (Italy) | vineyards | landscapes | art works | cityscapes | landscapes | architectural photographs | documentary photographs
  View Date: 1861-1881
  Earliest Date: 1861
  Latest Date: 1881
  Image Maker/Agent: Brogi, Giacomo (Italian photographer, 1822-1881)
  Maker/Agent Role: photographer
  Image Repository: Leonine Photo Study Archives (Messina, Brazil)
  Image Copyright/Restrictions: copyright © Fratelli Alinari
  Image Copyright Holder: Fratelli Alinari (Florence, Italy)

Audio tape of performance art:

• Image Type: audio tape
  Image Measurements: 1 audiocassette, 0.3175 cm (1/8 inches), 80 minutes
  Dimension Type: width
  Value: 0.3175
  Unit: cm
  Dimension Type: running time
  Value: 80
  Unit: minutes
  Image Format: audiocassette
  Image Date: Winter 1954
  Earliest Date: 1954
  Latest Date: 1954
  Work Depicted: Eleanor; performance art; Eleanor Antin (American, born 1935); 1954
  Image Repository: Getty Research Institute (Los Angeles, California)
  Repository Numbers: 2952-322 2012.M.5 Box 54 Item C2
  Number Type: accession number
  Image Broader Context: Eleanor Antin Papers; group; 1953-2010; Special Collections, Getty Research Institute (Los Angeles, California, United States)

Video tape of performance art:

• Image Type: videotape
  Image Measurements: 1 videocassette, copy of 16mm film
  Image Format: VHS
  Image Date: 1966
  Earliest Date: 1966
  Latest Date: 1966
  Work Depicted: Gas; happening; Allan Kaprow (American, 1927-2006); 1966
  Image Repository: Getty Research Institute (Los Angeles, California)
  Repository Numbers: 1525-993 980063 Box 86 Item V1
  Number Type: accession number
  Image Broader Context: Allan Kaprow Papers; group; 1940-1997; Special Collections, Getty Research Institute (Los Angeles, California, United States)