Archiving working dog photographs

Keep the original

Retain an unaltered master and make working copies for restoration or publication. Give files stable identifiers instead of repeatedly overwriting a file called final.

Capture the context

Record names, approximate or exact date, location, source and who supplied the identification. Separate information written on the original from a later interpretation.

Document access and reuse

Record ownership and permissions alongside the catalogue entry. Library rights guidance is a useful reminder that access to a digitised image and permission to publish it are different matters.

Store backup copies separately and test that files can be opened. Keep a catalogue export with the images so information about subjects and permissions remains accessible if the original software is replaced.

For a physical print, record information written on the reverse and who owns the object. Do not remove annotations simply because a cleaner presentation is wanted for publication.

Keep a stable catalogue

Use one identifier for the original and record the relationship of scans, crops and restored versions to it. Preserve both the front and back of a print when annotations matter. Keep the person supplying the object distinct from the person who created the photograph and from the person identifying its subjects. For a disputed caption, retain competing accounts and their sources instead of overwriting the record with the latest suggestion. An archive becomes more useful when future researchers can see how the description developed.

Common questions

Sources & further reading

References for this guide. Rules and services can change; check the responsible organisation for current details.

• National Library of Australia: Picture collection rights (opens in a new tab)

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