Ideal suggestions for organizing an archive for presentation to an institution:
In a brief write up, explain how the archive is organized.
Physical description of materials:
Number and sizes of boxes, notebooks, prints, etc.
Prepare an inventory (overview of materials; spreadsheet) - see below:
Digitally make a file (spreadsheet) with at least two sections:
1. Image information
File # (for roll of film, proof sheet or digital project)
Date
Title (Subject and/or location)
Media (negative, transparency or digital)
Size: film or digital file
Number of images in that file #
Presence of proof sheet
Presence of print (describe if vintage or modern)
Indicate if prints are oversize (larger than 8x10)
Avoid duplicate unless it represents a significant variant; label as such
2. Papers and Ephemera inventory
(correspondence, show announcements, reviews or other publications, gallery records, etc.)
Books – may be catalogued separately
Negatives
Use archival storage sleeves for negatives
(institution may not accept glassine negative storage)
Indicate title and date, and which of a series was printed
Recommendations for digital files:
Use TIFF format for digital files
File name should include name of the photographer, image title and project name (if appropriate)
Use standard-size record cartons (sometimes called banker’s boxes) to transfer the materials.
Must fit into standard-size shelving.
Additional resource
Photographs: Archival Care and Management
by Mary Lynn Ritzenthaler and Diane Vogt-O'Connor, with Helena Zinkham , Brett Carnell, and Kit Peterson