Outline, cost analysis, and timeline for the HSAPB Photographic Materials Project


Material Information

Outline, cost analysis, and timeline for the HSAPB Photographic Materials Project
Series Title:
Photographic Materials Project Documents
Physical Description:
Mixed Material
Amy Bushnell
St. Augustine Restoration, Inc.
Publication Date:
Physical Location:
Box: 3-4
Folder: Photography Project and Other Data

Record Information

Source Institution:
University of Florida
Rights Management:
All applicable rights reserved by the source institution and holding location.
System ID:

Full Text

Date 8-7-84

To Bill Adams Department

From Amy Bushnell Department

Subject Photographic Materials Project

Here is the outline you requested of what it would cost in money
and time to get the photographic materials in order. Please note
how much of Bob Steinbach's time would be needed to initiate the
project and to complete it.

We should hear the results of the IMS Library Cataloging proposal
the middle of this month. If we get that, we should have Dot Lyon
or another librarian supervisor on hand 30 hours a week and able
to supervise volunteers (though if we add 10 volunteers to her work
load we may have to have her 40 hours a week instead of 30).

If we don't get the grant from IMS I will go ahead and prepare an
outline for ordering the maps, graphics, architectural drawings,
and archaeological drawings and field notes. They, unlike the
photographic materials, were supposed to be included in the first
year of library cataloging. Computerizing was intended for the second year of work, too, and was to have had its own proposal.

HSAPB Form No. 20



165 Architectural survey negatives, 35 mm., with 70 contact
prints, stored in the Survey Files in Administrative Office

325 Type A negatives, 35 mm., stored in glassine envelopes
in a wooden box in the A/V Room

762 Type B negatives, 2"x2", stored in plastic preserver
sheets in two looseleaf notebooks in the A/V Room

1,100 Type C negatives,9'W"x5", stored similarly in four
looseleaf notebooks in the A/V Room

40 Type D negatives, 8"x10", stored in paper envelopes in
an 8 xll metal carrying file in the A/V Room

32 Glass negatives, varying sizes, stored in two wooden
boxes in the A/V Room

203 Color negatives, varying sizes (35 mm., 2x2, 4x5),
stored in plastic preserver sheets in one looseleaf notebook in the A/V Room

223 Sanborn map negatives (59 4x5, 56 2x2, 108 35 mm.),
stored in plastic preserver sheets in one looseleaf
notebook in the Map Room upright file

400 Artifact negatives, 2"x2", stored in glassine envelopes
in two wooden boxes in the A/V Room

871 Arrivas House negatives, 2"x2", with reference prints,
stored in two metal card file drawers in the A/V Room

250 Historic map negatives, with 8"x10" reference prints,
the negatives stored in paper envelopes and both negatives and prints filed in individual manila folders
in the Map Room upright file

11 Aerial Quadrangle neg~4s from the Corps of Engineers,
2'x2 ', stored in the Map Room flat files

200: Miscellaneous negatives in the A/V Room, uncataloged,
unnumbered, or needing refiling

250 Special Event negatives, 35 mm., stored in plastic preserver sheets in one looseleaf notebook in the Information
4,832 Negatives


1,500 Prints of varying size, stored loose in 8 xll file
folders in three metal file drawers in the A/V Room

213 Aerial photograph prints, 2'x2' and 2'x2 x, 208 of
them on developing paper and 5 on blueprint, stored
in the flat files of Map Room

375 Prints in 16 photo albums, 9 in the A/V Room, 6 in the Information Office and 1 in the Library

+ 50 Postcards in 1 album in the A/V Room

142 Prints, 3"x5", in Architectural Guidelines Handbook,

4,097 City Survey contact prints, 35 mm., 131 sheets of prints,
35 to a sheet and 85 percent filled up,, stored in the
Survey Files in the Administrative Offices. (The negatives were sent to Tallahassee.)

6,377 Prints


7,467 Slides stored in 393 plastic slide trays, 20 to a tray
and 95 percent filledup, in three hanging files in the
A/V Room

1,260 Slides stored similarly in 70 plastic trays, 90 percent
filled up, in the Information Office

200 Slides awaiting culling and identification, stored in
their delivery boxes in the Office of the Museum Director

800 Slides awaiting culling, identification and cataloging,
stored in 40 delivery boxes in the A/V Room

134 Sanborn map slides in 13 plastic trays, stored in the
upright file in the Map Room

524 Slides in 7 slide shows stored in the Historian's Office,
366 of.the slides in 6 carousels and 158 of them in
2 delivery boxes

225 Slides in 3 slide shows stored in 3 carousels in the
Information Office

1,200 Slides in 16 slide shows stored in 8 carousels and 8
metal slide cases in the A/V Room

11,810 Slides


115 rolls of 35 mm. microfilm, stored in Library

2 rolls of 16 mm. microfilm, stored in Library

45 cassettes, stored in Library

4 films, stored in A/V Room

2 videocassettes, stored in A/V Room

2 slide-tape shows, in use at Museum

Management Design

Any item of photographic material worth keeping should be
worth the time to process and catalog it and the cost to curate it. Our existing collection should therefore be culled of all duplicates and substandard shots before we embark on the major project of indexing and protecting it. The best person to do the work of culling is Bob Steinbach, and he will also be needed in the course of the project to identify items in the files. His total time should be around 1J60 hours.
Volunteer labor must be overseen on a ratio of 1 hour to 4 or 5. Volunteers' 5-hour shifts have to be staggered to reduce the tendency to conversation. There is 25 percent absenteeism. Typists and legible handwriting are scarce. In order to cover the 1800 volunteer hours needed by this project, we must recruit and train 8 more volunteers. Preferably, the supervision of them would be done by the librarian supervisor as part of the larger Library Cataloging Project, if the IMS were to fund that.

Adequate space, equipment and supplies should be provided for the project. The seminar room would provide sufficient space for a work table, a desk, a typewriter and table, two units of shelving, a storage cabinet, a slide viewing table, three file cabinets, a rolling cart, a rolling deskside file and three chairs.

The eventual system for accessioning and curating photographic materials should be straightforward enough for a trained volunteer to handle in 5 hours per week. Access to the materials should be only under staff supervision, and any loans should be formalized.

Where possible, the subject indexing should correspond to that of the photographic files in the SAHS Library, with photo albums, slide shows and other discrete sets cataloged as units. Computerizing the materials should be deferred until.the indices are complete, since we do not have computers to serve as individual terminals at each work station.

Equipment and Supplies


IBM Selectric III typewriter, model 6700 696.00 5-drawer letter-size hanging file cabinet 231.75 4-drawer letter-size file cabinet 178.35 rolling utility cart with 1 shelf 90.00
single-faced stand-alone shelving unit with
closed back, 88j" high 296.15
utility storage cabinet, 72" high 133.45 typewriter stand 55.00 folding work table 106.50 deskside rolling Pendaflex file, no top 69.25 cassette storage rack, 23" high 40.50 microfilm cabinet, 37j" high 351.15
Equipment 2,288.10


200 Pendaflex box-bottom hanging file folders 60.00 4 boxes Pendaflex tabs @4.05 16.20 3 boxes file folder labels @2.89 9.29 10 carousel slide trays @4.88 48.80 100 plastic slide trays @.90 90.00 4 pair film handling gloves @2 pr. 5.15 10.30 400 interior Pendaflex file folders, @100 9.30 37.20 300 Permalife photofile envelopes, var. sizes 45.00 1500 4"x5" negative cards, printed 38.00 making negatives for rare prints, 20 at @5.00 100.00 1 pkg of 100 sheets of 6 library cards each 94.40 duplicating slide cards, 1000 sheets at @.05 50.00 12 boxes of 1000 slide labels @2.76 33.12
Supplies 632.31

Total Equipment and Supplies 2,920.41


To computerize the photographic materials would require
upstairs access to an IBM-PC system unit with 256K of memory,
2 diskette drives, a dot matrix printer, a data base management program such as d-Base III, and approximately $300 worth of other equipment and supplies.

The extra time involved would be 240 hrs of Bushnell's and 900 volunteer hrs.(representing five more volunteers), if every item were entered off the prepared accession cards. If computer-izing is done only by category of item, the time cost can be reduced by half. Data coding (card preparing) must be done prior to data entry unless we can afford to reserve two computers to use as work station terminals.

Work Plan

Task 1. Organization and Planning

Beginning in September 1985 supplies and equipment should be ordered and work stations set up in the Seminar Room for two volunteers to work concurrently. Volunteers should be recruited and their training begun. Ten will be needed, working 5 hours each per week. The SAHS photographic file subject classifications should be studied for applicability to the HSAPB collection. At the same time, all unprocessed negatives and slides should be culled and identified, and the cataloged negatives and slides examined for duplicates and substandard material. This work can be done by Bushnell and Steinbach, working 120 hours each.

Task 2. Prints and Negatives

A Pendaflex subject file should be started for the prints.
On the back of each print should be written the name of the file folder in which it.belongs. Using the negative number on the back of the print, the volunteer should locate the negative, and place prints without a negative into protective Photofile envelopes. An index card should be prepared for every negative or discrete set of negatives, such cards to be filed by the accession number. Questions of identification should be referred to Steinbach. This work can be done in 1040 volunteer hours, 180 supervision hours (Bushnell or the librarian supervisor), and 40 consultant hours (Steinbach).

Task 3. Slides

A new subject file should be started for the slides. They
should then be sorted by the revised subject classifications, using the former abbreviations and applying corrective labels sparingly. The slide shows should be examined for unique materials and only those slides accessioned out of them. The backlog of uncataloged slides should be accessioned. Questions of identification should be referred to Steinbach. This work can be done in 600 volunteer hours, 100 supervision hours, and 40 consultant hours.

Task 4. Subject Indexing

The completed accession cards can be xeroxed by Standard
Printing onto other cards, and subject card files prepared for both the negatives and the slides, following the arrangement in the files, but using cross referencing. This work can be done in 80 volunteer hours and 40 supervision hours.

Task 5. Computerizing

As an alternative to Task 4, the accession cards could be
used as the coding for data entry, and a subject index prepared via computer, with printouts onto.cards for a subject card index. This work would require 180 supervision hours and 900 volunteer hours, as well as 1000 hours of computer availability on location and 60 hours programming and program debugging.


1984 1985 1986

Task 1. Organization, Planning

120 Bushnell
120 Steinbach

Task 2. Prints, Negatives

180 Bushnell
40 Steinbach 1040 volunteers Task 3. Slides
1200 Bushnell
40 Steinbach

600 volunteers Task 4. Subject Indexingves-40 Bushnell
80 volunteers

Task 5. (Alternate) Computerizing
240 Bushnell
900 volunteers 1000 computer