Cataloging Guidelines
SAHARA Cataloging Guidelines
It is possible that the building or site you want to add is already cataloged in SAHARA. You can do a search in the general SAHARA collection to see if your building is already in SAHARA. Once the search is done, open the image to see the data, and copy and paste the data into the description fields in the cataloging tool.
NAME/TITLE Section: This section is for information that describes the building or work represented in the image.
Title/Name of Complex: (If applicable) A descriptive name or title for the larger group of buildings or structures to which this single work belongs. Use the English version of a name as the preferred title, other languages should be added as alternate titles. [e.g., Getty Center, Louvre Museum; Musee de Louvre]
Title/Name of work: A descriptive name or title that refers to the owner, a dedication (for a church), or a street address. Use the English version of a name as the preferred title, other languages should be added as alternate titles. [e.g., J. Paul Getty Museum]
To add an alternate title, click on the plus sign to the upper right of the Title/Name of Work field; another field will appear into which you can enter alternate title information.
If a building or site is known only in a foreign language, use the title as it is known. [e.g., Citta Universitaria]
View Type: Describes what type of view is depicted in the image [e.g., exterior, interior, detail]
Image View: Prose description of the view [e.g. entrance hall; west façade; view from north]. This information is critical to understanding the context of the image.
Broad Classification (ARTstor): This is the category/discipline to which the work belongs. In most cases this will be Architecture and City Planning or Garden and Landscape. [Describe the building, not the photograph of it.] [e.g., Architecture and City Planning]
If you are describing a drawing of a landscape, you would choose the appropriate Broad Classification Term – Drawings and Watercolors, or Prints, etc.
Narrow Classification (work type): This describes the type of building or site, based on function/purpose. [e.g. Exhibition buildings; Designed landscapes; Public works/transportation]
In the case of a print or a drawing of a site or building, you will also choose a term that best describes the item you are cataloging. [e.g., Cultural Landscape; Designed Landscape]
CREATOR: This section is for information about the person or persons responsible for the design, building, or alteration of the building/site. If there is no creator or architect (i.e., you are cataloging a work of vernacular architecture), you do not need to enter a creator name.
When you begin to enter a name in the Creator Name field, the system will automatically take you to the list of creator names in SAHARA; if the name you want is in the list, you can click on it. If the creator name that you wish to use is not in the list of names, you will need to enter the name in the field. We suggest you use the Getty’s Union List of Artists Names for authoritative information about the creator.
http://www.getty.edu/research/conducting_research/vocabularies/ulan/
Creator Name: The architect, artist, cultural group, or corporate body responsible for the creation, design, production, manufacture, or alteration of the work. If unknown, use Unknown; do not leave blank. [e.g., Meier, Richard; Kallmann, McKinnell & Knowles]
Creator Nationality: Use the adjectival form [French, not France] [e.g., American]
Role: Describes the role the creator played in the creation of the work. [e.g., architect; urban planner]
Extent: Use if only part of the work is attributable to this creator. [e.g., interior design]
Attribution: Use this field when attribution is uncertain or needs to be qualified. [e.g., Attributed to Joe Smith; office of Christopher Wren.]
LOCATION- This section provides information about the work’s location. If a building or site has been destroyed, the original location should be noted here.
Street Address
City/county [e.g., Los Angeles]
State/province [e.g., California]
Country (ARTstor Geography) [e.g., US]
GeoReference: geographic coordinates of the building or site location IMATA expects the decimal value so you'll need to convert Google Earth's degree/minute/seconds into decimal degrees. This URL will take you to a site to assist you: http://www.fcc.gov/mb/audio/bickel/DDDMMSS-decimal.html
Repository Name: (e.g., Metropolitan Museum of Art)
Repository ID number: Accession number for the work
CHRONOLOGY – This section provides information related to the dates and time period of the building or site.
Date: Descriptive date as it will display in retrieval/search interface. [ex. 18th century; or built 1565, restored 1787; or constructed ca. 1750]
Earliest Date: Earliest possible date, for searching purposes. [For 15 BCE, use -0015]
Latest Date: Latest possible date, for searching purposes. [For 15 BCE, use -0015]
Period/Dynasty: (If applicable) [e.g., Ming, Persian, Etruscan]
PHYSICAL INFORMATION
Material/Technique: The substances or materials used to create the work, as well as production or manufacturing techniques or processes. Use the singular form. [stone, concrete, wood, stained glass, veneer]
Measurements: Information about the dimensions, size, or scale of the work or part of the work. [height of dome, interior area] Include units [ex. feet, meters, miles, kilometers]. For architectural drawings, include scale.
DESCRIPTION: A descriptive note that is used to record comments regarding some or all of the salient characteristics and historical significance or function of the building or site.
COMMENTARY: Should not
repeat information that is already covered in any of the other fields, but
rather add some specific details that other users might not know about or miss.
It can contain a thoughtful description of the image, or add information beyond
it, *about the importance of the specific view,* historical context, the
architect etc. This field will be searchable and thus you are encouraged to,
for instance, point at particular building materials, structural techniques etc,
details or other aspects of the image which are not covered by any of our
information fields. Please keep in mind that we are striving for a universally
accessible resource, and keep the style of your comments factual and simple. If you would like to share links, resources
and bibliography, this is a good place for it. [Limit: 500 words]
STYLE: Named, defined style, historical or artistic period, movement, group of school represented. [e.g., Modernist; Baroque; Byzantine; Gothic Revival; Arts and Crafts]
A suggested list of terms can be found in the Getty’s Art and Architecture Thesaurus, as part of the Styles and Periods facet. http://www.getty.edu/research/conducting_research/vocabularies/aat/
SUBJECT TAGS
Keyword: Use this field for subject and other descriptive terminology. [e.g., curtain wall, cathedral]
SOURCE
Information Source: Authoritative source for the information provided in this record. If the contributor is the authoritative source, list the contributor’s name as the source.
Photographer: Name of person who took the image.
Contributor: Name of person who is cataloging and uploading the image, if different from the photographer.
Institutional Contributor: Name of institution providing image.
Image date: Descriptive date of when the image was taken as it will display in retrieval/search interface. If your image was taken on July 3, 2008, enter this date.
Image earliest date: Earliest possible date of image capture, for searching purposes.
Image latest date: Latest possible date of image capture, for searching purposes. If the image was taken sometime between July 1 and 6, 2008, use July 1, 2008 as the earliest date and July 6, 2008 as the latest date.
RIGHTS
Copyright of work: Name of the person who holds the copyright of the work depicted in the image. Used when other works of art are depicted in the image (e.g., a sculpture by an artist is depicted in an image of a courtyard.)
Copyright of photograph/image: Name of the person who owns the copyright of the image.
Usage rights: Any restrictions on usage.
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