Using Kodak PhotoCD Technology for Preservation and Access:
A Guide for Librarians, Archivists, and Curators
Anne R. Kenney and Oya Y Rieger
Department of Preservation and Conservation, Cornell University Library for
New York State Education Department, Program for the Conservation and Preservation of Library Material

FORM 4

  PART I: DOCUMENT DESCRIPTION FORM

1. Title of the Document:_____________________________________

2. Artist/Creator/Author:_____________________________________

3. Date of Creation:__________________

4. Description (please check one):

o Architectural Drawing

o Blueprint
o Pen/Ink
o Other (explain):___________________
o Book Illustration (type if known, e.g., engraving, aquatint)

o Handwritten Manuscript
o Illuminated Manuscript
o Map
o Work of Art

o Watercolor
o Sketch
o Other (explain):____________________
o Poster

o Broadside
o Playbill
o Scrapbook Leaf
o Sheet Music Cover
o Photograph - print formats

o Cartes de viste (1860s-1870s)
o Cabinet cards (1870-1910)
o 4" x 5" (1885-1910)
o Postcard (1910-1930)
o 5" x 7"
o 8" x 10"
o 3 ½" x 5" (after 1960)
o Other (explain):___________________


5. Brief Written Description of the Document:

__________________________________________________________________
__________________________________________________________________
__________________________________________________________________


6. Document Value (please check one):

o Very important
o Significant
o Marginal

 

7. Document Usage (please check one):

o 10+ uses a year
o 6-10 uses a year
o 1-5 uses a year
o Used less than once a year


8. Document Condition (please check one):

o Excellent
o Good
o Average
o Poor

 

9. Document height (in inches to the nearest 1/16"):______________


10. Document width (in inches to the nearest 1/16"):_______________

 

If you have a halftone document, please skip to Question 16.


11. Describe the smallest significant detail and its location in your document:

____________________________________________________________________ ____________________________________________________________________

A significant detail is the smallest complete part of a document that is considered essential to the document's meaning. For textual materials, it is usually gauged against the smallest lower case 'e'. For non-textual materials, examples of significant details include an eye of a man in a portrait, a single pearl in a woman's necklace, a small bird in the background of a painting, or contour lines in a map. Hint: Find a very sharp and crisp detail rather than one that is fuzzy or not as well defined.


12. What is the color of the detail?____________________________________

13. Significant detail height (in millimeters to the nearest 1/10 mm): ____________

To measure the significant detail, use an eye lupe [1] or a microscope
that can distinguish detail as small as 0.1 mm.


14. Describe the finest stroke width and its location in your document:

____________________________________________________________________ ____________________________________________________________________

Examples: A fine line in a document, such as the thinnest line width used to render a letter in a manuscript, the thickness of a telephone line in a photograph, fringes of a hat in a sketch, etc.


15. Stroke width (in millimeters to the nearest 1/10 mm): ____________

To measure the significant detail, use an eye lupe or a microscope
that can distinguish detail as small as 0.1 mm.

16. Describe the selected document dimension (in inches):

____________________________________________________________________
____________________________________________________________________

A selected document dimension is the width of a section of your document, such as the distance between the roof of a house and a street sign in a photograph, or the length of a line of text in a letter. This dimension will be used to correlate pixels to inches so as to determine the effective resolution (DPI) of the digital image. Avoid selecting a measurement near the edge of the document.


17. Selected document dimension (in inches to the nearest 1/16"):______________

 

18. Color Information (please check one):

o Black and white [2]
o Color monochrome [3]
o Color [4]


19. Document Type (please check one):

o Typed or printed text/line art
o Manuscript
o Halftone or halftone-like
o Continuous tone or continuous tone-like
o Mixed

All paper and film-based documents fall into one of the following categories:
Typed or printed text/line art: Distinct edge-based representation, with no tonal variation. Includes typed or printed texts, line drawings, woodcuts, maps, music scores, etc.
Manuscript: Hand produced text, line drawings, blue prints, maps, etc.
Halftone or halftone-like: Regularly spaced pattern of dots or lines, often placed at an angle. Includes graphic art that is created using a fine and highly regular pattern of lines or hatchmarks, such as line engravings, etchings, etc.
Continuous tone or continuous tone-like: Smoothly varying gradation of tones. Includes photographs and some original art work, such as charcoal sketches, watercolors as well as graphic art, such as aquatints, lithographs, collotypes, etc.
Mixed: Contains both text/line art and continuous tone or half-tone. Includes newspapers, magazines, illustrated books, etc.


The following questions are only for halftone documents:

20. Screen ruling for halftone documents [5] :_____________


21. Is the halftone a representation of a:

o Photograph o Drawing o Other___________________

 


PLEASE SEND THE COMPLETED DOCUMENT DESCRIPTION FORMS TO:

Oya Y. Rieger
701 Olin Library
Cornell University
Ithaca, NY 14853


Footnotes:

(1) Scale lupes can be purchased from Edmund Scientific Company (609-573-6270), National Microsales Corporation (203-377-0479) or PEAK (708-469-7070). (Return to Text)

(2) Black media (e.g., ink) on light background or monochrome document in which color information is not significant. (Return to Text)

(3) Monochromic images where the color information should be retained. For example, the colors used in many 19th century photographic print processes, the purplish-brown colors of albumen prints, or the blue color of cyanotypes. (Return to Text)

(4) Colored media or support where color information is considered critical to documents' meaning. (Return to Text)

(5) A screen finder will be needed to measure the halftone screen ruling. It can be purchased from any art supply store. (Return to Text)

 


Document Examples

Example 1: Color Halftone

Example 2: Map

Example 3: Handwritten Receipt

Example 4: Black & White Photograph