Assets > Photographic Records


Develop and implement photography policies and procedures for photographs, with reference to established documentation standards:

  1. Society personnel
  2. Consultants, contractors and vendors
  3. Inventory and assessment (information content and physical records)
  4. Organization, management and use
  5. Conservation and reproduction;
  6. Retention (during and after projects);
  7. Storage and retreival.

Train staff to employ these policies and procedures.

Contracted photography

  1. Request all negatives and original photographs that are taken taken by consultants.
  2. If the photography is not “work for hire” or if it is copyrighted, secure a permission release to reproduce and publish any photographs.
  3. Require all in-house personnel, consultants and others retained to document the structure to adhere to standards.

Develop a standard cataloging system, including notation of all images (archival, copy negatives of archival images, and record photographs) by:

  1. building
  2. room number
  3. surface
  4. element

Include datbase-driven graphic display of images in the Society Information and Communication Management System. Copy all photographs (and other graphics) employing an image database program with strong search capabilities.

Organize all photographs as part of the Society institutional records and, where appropriate, archives.

Duplicate photographs in other collections for inclusion in the Society’s archives.Obtain permission as needed.

Locate all original photographs in a climate-controlled, dust-free archival environment and employing archival products.

Record all interior spaces using 35 mm format images (at minimum, with 2-1/4" format preferred; large format, 4"x5" for archival documentation; 5 mb TIFF images, minimum, for digital). Include:

  1. orthographic, perspective-controlled views of elevations
  2. orthographic views of ceilings
  3. oblique views of floors
  4. details, as needed, to record ensemble, character-defining features, priority items

Document any intervention, including and greater than maintenance. Record:

  1. existing conditions
  2. work in progress
  3. process, techniques, materials and details to be included in interpretation of stewardship
  4. architectural fragments before and after removal
  5. items of "discovery"
  6. hidden details before they are covered
  7. "as built" conditions of all spaces

Provide the following information for each photograph using the following datafields and included in . Provide an identification or accession number on each photograph and contain the information below in the inventory list:

  1. Organization (if applicable)
  2. Structure and Location (address)
  3. Interior: Floor, Room, Elevation, Orientation
  4. Element/Detail, Scale, Materials (where applicable)
  5. Exterior: Elevation, Orientation, Element/Detail, Scale
  6. Materials (where applicable)
  7. Date of Photograph: Month/Day/Year
  8. Name of Photographer (Year © Name of Photographer), Company (if other than the Society)
  9. Reference to accompanying drawings, reports, site conditions
  10. Measurements: scale, color
  11. Numbering, if part of a series
  12. Identification/Accession Number
  13. Medium
  14. Format

    Note: orientation refers to compass direction of camera to subject.

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