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Re: HELP! Adventures in Starting a New Archive!



>  I got them to agree to keep copies in the archive and then they could safely store the
negatives.  They have all of the negatives seperated from the photos.  I want a system where by someone
could go through the photos (in the archive) and then order a print made
through the marketing dept.  But each photo has to be matched to its
negative and then a filing system has to be arranged so that one could
easily find the negative that matches the photo so that prints could be
made.  Also some of the photos can not be reprinted due to copyright
problems so they will ahve to either be filed seperate or specialy marked
somehow.  What is the best solution here?<

  I'm assuming their "safe" place for the negatives is climate controlled, and not just a locked filing cabinet!  
  They must have some way of matching the prints with negs, and it'd save you some work if you can work within that.  You're also not faced with the issue of making them change their method.  Maybe you can even get them to pay for the copying/housing from their budget.  And have them do the copying as an ongoing task.
  We have a template that goes on the copier and has our dept name, phone, etc and space for notes. That's where we note year, names, and restrictions; although we have a stamp for copyright materials now.  If they're ordering from Marketing, let them keep the records of details of copyright.
 The copies are arranged in lateral open files, like doctor's offices use, by subject . Using copies means that we can file under several subjects and since there's no order within a file, refiling is easy.  Patrons like being able to lay out a number of images to compare.  This has worked well for us for many years now.
  The big diference is that we have the negs and prints, and they're not under the control or access of any other department.  You won't actually be archiving anything, since they have all the originals; you'll just be giving easy access to patrons. That's nice for patrons, and nice for Marketing, since they won't have those annoying researchers asking questions.  But it will tie up a lot of your time that you'll want for processing original materials.  Don't forget that you'll need to budget your time, too;  duplicating work already done by another department may not be the best use of it.

Susan Knoer
Reference Assistant
Special Collections
University of Louisville
Louisville, KY 40292
502/852-6752  
502/852-8734 FAX
susan.marie@louisville.edu

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