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Guidelines for cataloguing images using the Picture Queensland web form

Guidelines also available as Word document [new window 363 kb]. 

10.  Format

Field label:  DIGITAL/PHYSICAL FORMAT

Definition:  The physical or digital manifestation of the resource.

Purpose: 

1.  This element is used to describe the physical dimensions of the resource as this information is considered more useful for resource discovery in image collections.

2.  When used to describe the digital resource, this element allows a search to be restricted to resources of an explicit format. For example, ‘Find all jpeg images of the Premier’. The element also allows users to decide if the resource is worth accessing or retrieving, based on the ability of their software to cope with the format of the resource.

Obligation:  DIGITAL – Mandatory
PHYSICAL – Mandatory

Input guidelines

10.1 Enter separate fields for digital and physical formats. The field is repeatable.

Digital format

10.2 For a standard jpeg image use:

image/jpeg;

Be sure to include the semicolon.  The State Library of Queensland will automatically generate the size of the jpeg image and insert the size after the semicolon.

10.3 In circumstances where this description is not appropriate, change the data to reflect a true description of the resource, eg, gif image or a tiff image, etc.

For example:

• image/gif
• image/tiff

10.4 These descriptions are taken from the recommended controlled vocabulary defining computer media formats Mime media types by the Internet Assigned Numbers Authority (IANA) [new window http://www.iana.org/assignments/media-types/].

Physical format

10.5 For a standard black and white photograph use:

photographic print : b&w

10.6 In circumstances where this description is not appropriate, change the data to reflect a true description of the resource, eg, when the photograph is in colour, your original resource is a drawing, not a photograph, etc.

For example:

• photographic print : col.
• photographic print : sepia
• photographic print : hand col.
• photographic print : blue and white
• copy print : col.
• copy print : sepia
• drawing : b&w
• drawing : pen and ink, b&w
• drawing : col.
• drawing : pen, ink and watercolour
• painting : watercolour
• print : lithograph, col.
• transparency : col. Slide
• slide : col.
• label : col.
• negative : b&w

Note: The term ‘copy print’ means a photographic print usually that has been copied at least once and is the preferred term for a large portion of John Oxley Library photographs as the bulk of the collection does not contain original photographic prints. However, other libraries can use the term photographic print for a positive photograph, or where relevant, use the term copy print, particularly when they are sure their photograph is a copy of the original.

Further examples can be obtained from AACR2 and Graphic materials : rules for describing original items and historical collections, compiled by Elisabeth W. Betz, (1982).

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