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APPENDIX 4A—
QUESTIONNAIRE FOR SLIDE LIBRARIES

1. About your slide library

1.1. Who do you serve?

1.1.1. What department does your slide library report to?

May we have a copy of your organizational chart, if you have one?

1.1.2. List the core department(s) you serve:

1.1.3. List other department(s) you serve more than occasionally. If there are many other departments, please let us know, and list the top five or six below.

1.2 Organization of Library Team

List the titles of staff devoted to the slide library's processing, and approximate weekly hours of each staff person listed.

1.2.1. Please name any specific training needs required by students to perform slide library tasks. (Include official position descriptions if you have them.)

1.2.2. Please name any specific training needs required by professional staff. (Include official position descriptions if you have them.)

1.3. Total holdings

1.3.1. How many analog? (Actual number of slides in collection.)

1.3.2. How many digital images? (Don't count different resolutions of the same image.)

2. Acquisition

2.1. How do you acquire slides? (E.g. Purchase, copy existing photos, original photographs.) Please list all methods:

2.1.2. Who is normally responsible for acquiring slides?

What amount of time is spent? (unit up to you)

2.2. Acquisition rate:

2.3. Acquisition of purchased slides

2.3.1. Highest, lowest, and average purchase cost for one slide:

2.3.1.1. How accurate are your estimates?

2.4. Acquisition of original photos

2.4.1. How many original shoots do you do?

2.5. Acquisition of copied photos

2.5.1. Please help us determine your photography cost by estimating the total cost per image of copying photos. (If you have a photographer on staff, this might be done by divided the photographer's hours by the number of slides).

2.5.2. Please help us determine the cost of your equipment by filling out the chart below as completely as possible. (If you have shared resources and responsibility, please describe below.)

2.6. Do you have a collection development plan? Please describe or attach.

2.7. Accession Cost

2.7.1. Please supply any figures that would help us estimate how much it costs or how long it takes you to gather information that goes into a catalog entry (for confidence level, use VC-very confident, SC-somewhat confident, or NC-not confident). Do not include amortized cost of reference materials.

2.7.2. Using the chart below, please supply any figures that would help us estimate how much it costs or how long it takes you to do data entry to create a catalog record (for confidence level, use VC-very confident, SC-somewhat confident, or NC-not confident).

3. Cataloging

3.1. List the fields you use for cataloging the slides below, or attach a copy of your data entry template. (If you are in transition between systems, please divide the lines below and provide both old and new fields.)

3.2. Look at the MESL data dictionary (below). What fields that you might need are not there?

Further explanation of the MESL fields can be found on the Web site: http://mesl.itd.umich.edu/~docdistr/MESL_DICTION_012396.html

MESL DATA DICTIONARY

  • 1. DATA AGREEMENT NUMBER
  • 2. HOLDING INSTITUTION
  • 3. ACCESSION NUMBER
  • 4. ACCESSION METHOD
  • 5. CREDIT LINE
  • 6. LABEL
  • 7. OBJECT TYPE/OBJECT CLASS/OBJECT NAME
  • 8. OBJECT TITLE/CAPTION
  • 9. CREATOR/MAKER - NAME
  • 10. CREATOR/MAKER - CULTURE/NATIONALITY
  • 11. CREATOR/MAKER - ROLE
  • 12. CREATION PLACE
  • 13. CREATION BEGIN DATE
  • 14. CREATION END DATE
  • 15. CREATION TECHNIQUE/METHOD/PROCESS
  • 16. MATERIAL/MEDIUM
  • 17. SUPPORT
  • 18. DIMENSION/EXTENT-QUANTITY-UNIT
  • 19. PARTS/PIECES
  • 20. MARKS/INSCRIPTIONS
  • 21. EDITION/STATE
  • 22. ASSOCIATED EVENTS, PEOPLE, ORGANIZATIONS, PLACES
  • 23. CONCEPTS/SUBJECT
  • 24. CONCEPTS/STYLE-PERIOD
  • 25. CONCEPTS/FUNCTION
  • 26. DESCRIPTION
  • 27. ACCOMPANYING IMAGE - FILE NAME
  • 28. ACCOMPANYING IMAGE - CAPTION
  • 29. ACCOMPANYING IMAGE - CAPTURE DATA
  • 30. ACCOMPANYING DOCUMENT - FILE NAME
  • 31. ACCOMPANYING DOCUMENT - TYPE
  • 32. VERSION IDENTIFICATION

3.3. Do you use the fields from the MESL Data Dictionary? What fields are missing?

3.4. If you were to receive the MESL Data Dictionary cataloging, what problems do you foresee in integrating these records with your existing records? (E.g.: authority control differences, field name differences, etc.)

3.5. Do you have a collection management system?

3.5.1. What type of collection management system do you use?

Check any that apply:

  • Card file
  • Slide file
  • Database
  • Online catalog
  • Other, please list:

3.5.2. Can your collection be accessed by a computerized record index or database? If yes, please answer the questions below. If not, skip to question 3.5.3.

3.5.2.1. What is the name of the information management system currently employed?

3.5.2.2. Does your database contain more information than the labels on the slides?

3.5.2.3. Can library users access your database? If so, how? (E.g.: single workstation, network, etc.)

3.5.2.4. What are the access points to your indexing system(s)? (E.g.: subject, artist, architect, country, period, medium, other)

If possible, please attach a sample search screen for your online system.

3.5.3. What is the physical arrangement of your slide collection (i.e. by country then artist, etc.)? If you have an outline of your classification system, you can attach that.

3.5.4. Do you record the source of the slide anywhere? How?

3.6. For each type of slide, please describe the text data (which can be used to aid cataloging) that typically accompanies the source image.

3.7. For each type of slide, please describe the cataloging data you typically need to add and where the data usually comes from. If you have standard worksheets or vendor catalog sheets, you can attach those instead of filling in the fields of the chart below.

4. Circulation

4.1. Who are approved users? And which can either use the slides within your facility, or take them out?

Typical number of users per week Use slides within library? (Y/N) Check slides out? (Y/N) Faculty Teaching assistants Graduate students Undergraduate students Staff Other

4.2. Do you offer other means to view slides for people not allowed to have physical access? (E.g.: window, slide projector, photos, etc.)

4.3. Do you currently have any written policies for library usage? (If so, please attach.)

4.4 How do you control access?

4.4.1. Someone checking ID? Who and do they do anything else while checking? What percentage of their time is spent on this?

4.5. Can you estimate how much it costs per unit of time to control access? (Include times when the collection may be available but unattended, etc.)

4.6. Reshelving

4.6.1. How many slides per week are reshelved?

4.6.2. How many hours per week does reshelving involve?

4.6.3. Who does the reshelving?

4.6.4. Estimate your reshelving cost per month during the academic year:

4.7. Dealing with missing items

4.7.1. How much time per month to find and replace slides?

4.7.2. How often do you replace slides?

4.7.3. Estimate the monthly cost of replacement.

4.7.4. What happens when a slide label is lost?

4.7.5. Estimate the cost of label replacement.

4.7.6. If none of the above applies to your library, please explain why:

4.8 What is lifespan of an average slide?

4.8.1. When is slide considered unusable? (E.g.: discoloring of film, torn film, broken mount, etc.)

4.8.2. In the classes of slides that you've identified above, what are the divisions between types of slides that affect lifespan?

4.8.2.1. Please give your best guess as to the number or percentage of each class of slide in your collection.

4.8.2.2. What do you do to replace or restore each class (and after approximately how long)?

4.8.2.3. How and when are images replaced? Please tell us the process (E.g.: request from user, find better resolution, etc.)

4.8.3. What is the remounting cost?

5. Institutional/Policy Concerns

5.1. Access Hours

5.1.1. What are slide library hours?

5.2. Frequency/circulation statistics

5.2.1. How many slides are checked out per week (during the academic year)? Does this vary tremendously with the particular courses taught any given term?

5.2.2. How many people come in per week (during the academic year)?

5.3. Are you making plans for electronic distribution of images?

5.3.1. If so, briefly describe:

5.3.2. If so, what are your criteria for image resolution? (For example, optimizing for screen use, for classroom use, etc.)

6. Functionality

6.1. Course curriculum. If you know the numbers, please answer the following questions.

6.1.1. Average number of classes any given term:

6.1.2. Average number of students in classes you support any given term:

6.1.3. Average number of slides per class per week:

6.1.4. Do you set aside a particular set of slides for classes? How do you determine the need for duplicate slides or deal with multiple users needing the same slide simultaneously?

6.2 If you have an idea, please let us know what percentage of slides is used for research. What percentage of slide use is for instructional purposes, and what for other purposes? Please list any other purposes that you are aware of.

6.3. Analog vs. Digital

6.3.1 What can your users do with slides that they can't do with digitized images?

6.3.2 What are the tradeoffs for users between digitized image and slides?

7. Other

7.1 Are there other processing costs that we didn't include?

7.2. Can you give us copies of your annual reports from the last few years?

Back to Chapter 4

 


The Cost of Digital Image Distribution:
The Social and Economic Implications of
the Production, Distribution, and Usage of Image Data

By Howard Besser & Robert Yamashita
http://sunsite.berkeley.edu/Imaging/Databases/1998mellon