Is your institution interested in participating in the online
exhibit of photographs related to the earthquake?
http://viewshare.org/views/ASC-UAA/great-alaska-earthquake-of-1964/
Things to consider:
You will need to be able to deal with requests generating from the online exhibit. Researchers,
documentarians, students will be calling/emailing for more information and very likely for high
resolution copies of some of the images that you've included. You will want to consider the
copyright status of the materials, what you might do if you do not hold copyright, your capability
to make publication-quality scans, citation standards and what you might charge for those
reproductions.
What we need from you to add your images:
The image file:
A low resolution jpg of the image. This should be 720 pixels along the longest dimension. Please
do not vary from this by much.
The metadata:
We'll need a text file, doc file, access table or excel spreadsheet containing the following
elements:
*File name
*Collection Name
*Identifier
*Image title
Lat/Long
Subject
*Information URL
*Date
Corporate Name
*Location
The ones with asterisks are required fields. If it is an Access table or Excel spreadsheet or Word
table, each of the above should be a column header. If a text file or a word doc not in table form,
please separate each element with tabs (not returns).
So what are those metadata fields and what should the contents look like?
 File name: in a perfect world your file name will match your identifier (plus the
extension of .jpg). If you don't assign file names based on a unique identifier, your file
name can be whatever you choose but we can't have duplicate file names, so at the very
least, make sure you have no duplicate file names within the ones you want to add and
please add 3 letters at the front of the file name that identify your institution (we use
UAA). That way we won't have duplicative file names across institutions, either. Since
these are going online, no file names can contain spaces. This is a required field for each
image.

Collection name: this is the field that tells the viewer which of your collections is the
source of the image. Jane Doe's papers. Earthquake vertical files. Keep it relatively short
and sweet, but enough so the user understands where the image is sourced. This is a
required field for each image.

Identifier: this is a unique identifier you'll assign to each image. For many places, it will
be some sort of accession number. Whatever you want the researcher to use to identify
this specific image when they call you up for a high resolution copy of it. Preferably it
should match your file name (minus the .jpg extension) This is a required field for each
image.

Image title: this is a text field. If it's a caption, you may want to indicate that. It should,
at least briefly, describe the contents of the image. This is a required field for each image.

Lat/Long: if you can narrow down the location of the image to within a single block, the
latitude/longitude field allows the software to add the image to the map view which we
suspect will be one of the most popular ways of looking at the images. See Appendix A
for detailed instructions on how to obtain lat/long data. This is not a required field. If it is
not filled in, the image will not be viewable via the map view.

Subject: these are the terms that will make the images somewhat searchable in the
Gallery view. It can contain one term or many terms, if it contains main terms, they
should be separated by a comma and a space. What you're looking to do with this field is
add terms that describe what appears in the photograph. Buildings. People. Men. Women.
Railroads. Helicopters. So forth. (Avoid generics like mountains, snow, rocks, water).
There's no keyword search function in this software, but to the left side of the screen is a
box with all the search terms in it so viewers can click through and see what terms are
used and if they click on those, they'll see the images with that term. All terms should be
from TGM (Thesaurus for Graphical Materials, available at:
http://www.loc.gov/pictures/collection/tgm/) or LCSH (Library of Congress Subject
Headings, available at: http://authorities.loc.gov/). TGM is slightly easier to search than
LCSH, and is geared toward describing images, so you might want to start there. [If
you’ve not used TGM before, please email us for advice.] The terms do not need to be in
any particular order. This is not a required field, but we strongly advise adding terms in
here to make your images more searchable.

Information URL: If you're a participant in the Alaska's Digital Archives or have the
exact image online somewhere else that has additional information that can assist a
viewer in finding out more, that URL should go here. If you don't have the image online
elsewhere, this URL should point to somewhere the user can get more information and
should include information about how they can contact you to order or use the image, and
similar. This could be an online guide to the collection, your ordering website, a link to a
page that has your contact information on it. This is a required field.

Date: The date of the image in the format of CCYY-MM-DD. 1964 is acceptable if you
don't know anything beyond that. 1964-03 is acceptable if you know it's in March
sometime (or similar.) If it's after 1964, you'll need to fill in at least a single year. This is
a required field.

Corporate Name: this is a subject field. It should include the names of any businesses
that appear in the image. Please check the LCSH link above and use their format for the
name if they have one. If they don't, check the Alaska's Digital Archives to see if any
images with that business are already in there and use what appears in the corporate name
field if there are any hits. If neither is true, please email us. This is not a required field.

Location: This is the field with the general location of the image. For example:
Anchorage, Alaska. Use town names where available. If you can't narrow it down to a
city, town, or village, a region is acceptable. "Richardson Highway, Alaska." "Prince
William Sound, Alaska." "Woody Island, Alaska." If you can't even narrow it down that
far, just use Alaska. If you really can't determine the location of the image to a state level
(California, etc), please reconsider including it. This is a required field.
If you have any questions about the above, Arlene will be happy to work with you on the
formatting and choices you make as you develop your metadata. Please contact Archives &
Special Collections at archives@uaa.alaska.edu with any questions. Due to Arlene's schedule,
email requests are best.
APPENDIX A: Latitude/longitude instructions
Here is a way you can grab the latitude/longitude of a specific point – say the corner of 4th
Avenue and D Street in Anchorage – and incorporate it into your Viewshare display. Do this, and
you’ve created an exact target to a precise location in the Viewshare’s Map View:
1. Go to the Lat/Long website: http://www.latlong.net/convert-address-to-lat-long.html
Here you can obtain a detailed lat/long in a couple of ways:
a. You can type an exact street address and city/town/state name in the search
box, and the site will provide the exact latitude/longitude. Great for addresses
that still exist.
b. Or, you can use their Google map to zoom down to a specific point. Click on
that point to get a precise latitude/longitude reading. Great for addresses that
no longer exist or when you can’t pinpoint the exact street address.
2. When you enter the latitude/longitude in the appropriate field you will need to use a
specified format. Here is an example: 40.679631, -73.93581 Please note the placement
of the comma, dash, and spacing. Latitude needs to be first, longitude second.
Remember: this is an optional field. If not included, the image won’t show up in the Map View
of the exhibit, but it will still show up in the Gallery and List views.
APPENDIX B: Standard subject terms
Buildings
People
Men
Women
Ruins
Automobiles
Signs (Notices)
Children
Boys
Girls
Students
Schools
Churches
Restaurants
[shops, piers/wharves, fuel tanks; cabins; log cabins; dogs; cats; trucks; airplanes; boats; ships;
harbors; ]