Training, Tagging, and Tokyo Temples: Starting Metadata Work
Spread over May 23rd (5) and June 4th (3). Current total hours: 8
On May 23rd, I had my first day and training for uploading metadata in Portal to Texas History. It was exciting to put all that I've learned in my coursework into practice. I was instructed on the intricacies of each piece of metadata they require me to input. These include main title, date, language, description (physical and content), subject key terms, coverage (date and place name), relation to specimens at the California Botanic Garden, and notes regarding what is written on the slide box or mount.
Through this training, I was able to upload a few records myself and they are visible to the public. While this collection does focus on plants, the group of photos I have been assigned are not necessarily botany related. Most of my photos are of architecture or animals while Carlquist spent time in Japan in the 1960's. This work is incredibly interesting as I am having to research what the buildings in the photographs are and try to determine small details from what I see.
On June 4th, I began my day working on photo metadata that I was initially trained on. I made corrections based on a supervisor's feedback and edited about twenty photograph records. Once I completed my first twenty records, I sent them over to supervisor for her to provide feedback. I am unable to upload metadata for other photos while I await her corrections.
This is the metadata editor we use. This is the platform I was trained on on May 23rd.
This is an image currently visible to the public that I uploaded the metadata for. It is available on the Portal to Texas History.
On the day of my training, I received my internship badge. This badge gives me access to different parts of the building.
These are the coin envelopes that contain prints and negatives. Not all envelopes contain both, many only have one negative to match the print on the front, some contain as many as ten of each.
This is a slide box that I wrote a transcription for. It says: Lepidium flavum Caulanthus inflax Brodiaea UCU's Kramer Hill.
These are negatives that I encapsulated. I wear nitrile gloves while working with the negatives so as not to damage them.
Reading Between the Slides: Encapsulation and Transcription
Spread over June 4th (3) and June 5th (5) Current total hours: 16
My second task on June 4th was to encapsulate photo negatives found in envelopes. These coin envelopes were an organization system he used to keep prints and negatives together. I documented whether or not the envelope had a print on the front, how many prints were inside, and how many negatives were inside. Then, I encapsulated the negatives in plastic, writing their unique identifier on the plastic. I placed all materials back in the envelope when completed. I enjoyed this activity as it was almost soothing. I love working with physical materials and I love doing the same task over and over. This type of work suits me.
On June 5th, I encapsulated more negatives in the same manner. I was then trained on transcribing handwriting from slide boxes. There are many interns on this team, but only myself and one other are able to do this task as it requires one to know how to read cursive. This task proved difficult as not only did Carlquist tend to write quickly and messily, he also is writing the scientific names of plants, which I am unfamiliar with. Luckily, I used the Specimen data from the Consortium of California Herbaria database to input what I was seeing and was able to interpret based on search results.
Scripts, Slides, and Python: Modern Tools for Archival Work
Spread over June 5th (1), June 6th (6), June 9th (4) Current total hours: 27
For the remainder of June 5th, I completed the handwriting transcription. On the morning of June 6th, I was trained on using Python to transcribe the handwriting on the envelopes that I have been working with. The information that I was tasked with pulling was the left, center, and right text, the scientific name, the collector number, and the date. These envelopes are all very uniform in what is written and where, which allows us to use AI to pull that information for us. This cannot be the case on the slide box I have been transcribing as they are not uniform in what they say or where he writes it. I was glad to work with Python as I am less comfortable with the digital aspects of the profession and know I need to learn. Our field is changing all the time and I need to learn all aspects.
At the end of the day on the 6th, I began work on slide rehousing. I pulled slides from their boxes and, using a table light to see, arranged them by likeness. I then numbered the slide mount depending on what box they came from and the order they were to go in. I placed them in their new archival box and put the slide box away for separate storage. I vastly enjoyed this activity as it dealt with handling physical materials.
On June 9th, I spent the day encapsulating negatives from the index envelopes. This is a task that is almost completed as there are only forty-three boxes to complete and I am on box thirty-eight. Each box has close to 200 envelopes.
More negatives I am encapsulating along with the spreadsheet used to log what is in the index envelopes. Most of the envelopes on this day contained two negatives and no prints, including on the outside
This is the information captured and uploaded through Python. I had to run the program and transfer it to the spreadsheet. Then, using formulas, fill in any gaps.
The workflow for transcribing index envelopes to Google Sheets using Python. This whole document is very helpful as the process is complicated.
The slides that I worked to rehouse. As Carlquist shot on film, most subjects have several photos that are practically identical. We organize them by likeness.
Metadata in Practice
June 11th (4) and June 12th (4): Remote work. Current total hours: 35
On June 11th, I received feedback on my first twenty images that I created metadata for. The main elements I needed to correct were title formatting, location keywords, and subject sections. I was able to make these corrections in about thirty minutes and sent it back for further corrections if necessary. I then worked on creating metadata for more photographs.
While valuable, this work is not what I prefer to do during my internship. Working solely on the computer is not what I like doing, but I know that this is a crucial part of the work done in archives in this digital age. I am getting practice in adhering to specific set of standards as outlined by the organization.
On June 12th, I continued uploading metadata for photographs. All the photographs I am uploading metadata for were shot by Carlquist, the botanist the archival project is focused on. My assigned photos are not focused on botany for the most part, unlike other slide boxes. These photographs are almost entirely taken in Japan and there are many that highlight traditional Japanese architecture at temples and shrines.
Working in Metadata Editor. This shows my preferred view of the platform, offering a thumbnail to preview what I will be working on.
This is a photograph of Shitennoji Temple in Osaka, Japan. It is a 35 mm, color positive, taken in July 1963 by Sherwin Carlquist.
This is what the metadata editor looks like when I successfully complete, make visible, and publish a record.
Inaccurate physical description is prefilled and I must change the size description of the photos I am working on.
Refining the Details: Learning Metadata and My Work Style
June 16th (4) and June 17th (4) Current total hours: 43
On June 16th, I continued working through uploading metadata for my assigned images. I have hit a smooth workflow at this point, able to easily go through the process. Before, I was often needing to double (or triple) check that I was inputting the right things in the right spaces, but I am able to work quicker and with more confidence.
On June 17th, my work looked much the same: creating metadata for photographs taken by Carlquist. There are many sections that are prefilled, such as the collection name, etc. The physical description of the photo is also prefilled, though in my assigned photos the physical description is incorrect. Most of the photos for the collection are 4 x 4 cm and, therefore, that is what is prefilled in the section. I must change this part to represent the 35 mm photos I am describing.
I have been doing my internship remotely for the past couple of days as my husband is in the hospital after having surgery. This experience has shown me that I do not want to work a remote job. I find myself incredibly bored and I am much more motivated in a work dedicated space. Also, as I've mentioned previously, I much prefer to do physical tasks than digital.
I received an email from UNT declaring a network outage. This explained my suspicions as to why my metadata editor was down.
Title
June 18th (4) and June 19th (4)
June 18th started out a bit stressful. I am still working remotely while my husband recovers and as I am trying to begin working, the metadata editor is not functioning. I am continuing to refresh and reload, but nothing is changing. Finally, I start to question if UNT System is down as the metadata editor is through the Texas Portal to History through UNT. Sure enough, when I attempt to open Canvas, it is down. I then received an email from UNT declaring a network outage. Luckily, the portal was back up quickly and I was able to begin my work.
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