Tuesday, July 20, 2010
Creating the preliminary inventory
The agreement between MSD Capital, the owner of the collection, and the Ransom Center places the Magnum collection at the Center for at least five years and stipulates the photographs be made available. Desiring to open the collection as quickly as possible, the curator and I devised a two-phase approach for cataloging it.
The first phase was to translate Magnum’s original, complexly coded spreadsheet into a standardized preliminary box-level inventory. Working with Magnum’s archivist, Matt Murphy, I organized the materials in such a way that the arrangement reflects Magnum’s various filing systems and simultaneously unites them. As a result, the materials are divided into the following five series: Photographers (photographs by Magnum photographers); Personalities (photographs of persons of note, from movie stars to world leaders); Subject (a broad selection of topics designated by Magnum); Geographic (photographs arranged by geographic location); and Magnum (photographs of Magnum photographers, agency staff, newspaper clippings, and non-Magnum photographs used for special projects).
The Personalities series of the original spreadsheet provided only name ranges for these boxes (e.g., Rodgers to Roosevelt). So throughout the spring, Jillian Patrick, an undergraduate student at The University of Texas at Austin, meticulously listed the personality’s name on each folder contained within the 200 boxes. Assistant Photographic Archivist Nicole Davis and I then spent more than one month editing that list and entering the Library of Congress’s authorized form of each personality’s name when available. When not available, we devised name forms according to the second revision of the Anglo-American Cataloguing Rules. This proved challenging, given the creative spelling and reverse order of various names found on Magnum’s folders. All original folder headings were maintained in the inventory, but references to the authority form of each name are also provided.
With the six-month anniversary of the collection’s arrival fast approaching, I converted the preliminary inventory into Encoded Archival Description, making it fully accessible and searchable online. The name authority work for all personalities is not complete, but 84 percent of the boxes are currently listed at the folder-level in the online version of the preliminary inventory. In the coming months, a revised version of the finding aid, with the Personalities series completed, will be posted online.
In January, I hope to begin the second phase of cataloging the collection, which should take 12 months. The end result will be a detailed archival finding aid and a searchable database enabling researchers to locate all prints by any photographer in the collection.