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Using Collections - Photographs
LOCATING MATERIALS
The Center for American History's photograph collections contain over 5 million images in a wide variety of formats. The photographic materials at the Center can be accessed from indexes arranged by subject and by collection. These indexes are not complete. For a more inclusive search, consult finding aids to specific manuscripts and photographs collections. If, after consulting the following resources, you are still having difficulty locating photographs, please see a CAH staff member for assistance.
1. The Visual Materials Index:
A searchable online index that provides titles of CAH collections containing photographs related to the term indexed. The VMI is being continually updated and is not a complete index to CAH photographs holdings. A less complete hard copy is stored in 3 green binders on the Archives and Manuscripts Finding Aids table.
2. Photograph Subject Index:
This index refers to photograph collections cataloged in the University's on-line catalog and provides titles of CAH collections that relate to the indexed terms. This single volume index can be found on the Archives and Manuscripts Finding Aids table in a thin black binder with a white label.
3. Photograph Collection Descriptions:
This green binder is stored on the Archives and Manuscripts Finding Aids table and contains a partial list of photograph collection titles and 1-2 pages of information about some of the collections indexed in the resources listed above. Information is arranged alphabetically by collection title, and box numbers sometimes appear at the end of the description.
- If you find your collection here, but instead of box numbers, the words "See Collection Inventory in Reading Room" appear on the bottom of the description, see 3 (below) for more information contained in an inventory or checklist.
- If you do not find your collection listed here, see 2 (below).
- Some collections found here are not cited in any indexes.
NARROWING YOUR SEARCH
After locating the title of a collection relevant to your research, you may need to look at more detailed descriptions of collections' contents to determine which boxes you would like to see. To do this, you will have to consult some of the following finding aids (registers, card catalogs, inventories, checklists, guides, etc.).
1. Photograph Collection Descriptions:
Large photographs collections are listed here and many of them are represented by brief descriptions. If your cited collection title contains the words "Photograph Collection," the collection will usually be found here. Note that location box numbers will appear at the bottom of descriptions of smaller collections.
If you find your collection here, but instead of box numbers, "See Collection Inventory in Reading Room" appears on its description in this register, go on to 3 (below) for inventory or checklist. If you do NOT find the collection listed here, go on to 2, and 5 below.
2. Archives and Manuscripts Descriptive Register Binders:
These white labeled black binders are stored on the Archives and Manuscripts Finding Aids table and contain 1-2 pages of information about some of the collections indexed in the resources listed above. Information is arranged alphabetically by collection title, and box numbers sometimes appear at the end of the description.
If you find your collection here, but instead of box numbers, "See Collection Inventory in Reading Room" appears on the bottom of the description, see 3 (below) for more information contained in an inventory or checklist.
If you do not find your collection listed here, see 6 (below).
3. Archives/Manuscripts Inventories and Checklists:
These black folders for individual collections are stored alphabetically by title in the filing cabinets along the west windows of the information area, just outside the Reading Room and opposite from Card Catalog A. They contain box and contents listings for large collections described in the Archives and Manuscripts Descriptive Register Binders. Box numbers are on the left side of the inventories/checklists.
Some collections for which there are inventories or checklists have no subject access and no entry in the descriptive registers.
4. TARO [Texas Archival Resources Online]
Many of the Center's photographic and manuscript collections have searchable online finding aids that can be accessed either via the TARO portal or by doing a Google or other similar web search. Collections where finding aids exist on TARO are indicated by a hot link in the Visual Materials Index.
5. Published guides to collections
A limited number of photograph collections have published guides. Copies are usually available on the reference shelves in the Reading Room.
6. If all else fails, ask a Reading Room staff member for assistance.
REQUESTING MATERIALS
1. If the title of a collection in the Visual Materials Index is either PRINTS AND PHOTOGRAPHS COLLECTION (PPC) or OVERSIZE PICTURE FILE (OP)(followed by a location code):
A. If the title is PRINTS AND PHOTOGRAPHS COLLECTION (PPC), use a BLUE SLIP:
1) For "Call Number," write "PPC."
2) For "Title," write the subject under which the collection title was listed in the Visual Materials Index.
B. If the title is OVERSIZE PICTURES FILE, use a BLUE SLIP:
1) In the space for "Call Number" write the location code that followed this title in the citation in Visual Materials Index. For example, "OP1".
2) For "Title," write the subject under which the collection title was listed in the index you used.
C. Print your name at the bottom of the slip.
D. Turn in no more than five blue slips at a time to the Reference Desk staff.
E. Seat yourself at a table and wait for the materials to be brought to you.
F. Wear GLOVES provided when handling all photographic materials.
2. If title of collection is anything else besides the PPC or OP files, use a YELLOW slip to request boxes.
A. Print the box number, collection title, date, and your name.
B. Turn in no more than three yellow slips at a time to Reading Room staff.
C. Seat yourself at a table and wait for the materials to be brought to you.
D. Only one box on table and only one folder out of the box at any time.
E. Wear GLOVES provided when handling all photographic materials.
COPYING
Photocopies Of Photographs:
Photographs may NOT be photocopied by patrons.
To request that CAH STAFF make a photocopy of an item for you, fill out a PHOTOCOPYING WORKSHEET, following the instructions exactly. Please ask for assistance if it is needed.
- Use pink photocopying flags to mark the location in the box of the item you wish photocopied. Place the pink flags perpendicular to pages for easy identification.
- Permission to make photocopies may be denied for reasons of preservation or copyright.
- If permission is granted and the order is a large one or you request that the copies be mailed to you, you will be asked to PREPAY.
Photographic Reproductions:
To request that a PHOTOGRAPHIC duplicate be made for you, please follow the instructions found in CAH Photoduplication Policy, Prices and Procedures.
- Use pink photocopying flags to mark the location in the box of the item you wish reproduced. Place the pink flags perpendicular to pages for easy identification.
- Check the back of the photograph to see if there is a copy negative number (CN number) and make a note of the CN number on your order form.
- Permission may be DENIED for reasons of preservation or copyright.
- If permission is GRANTED, you will be asked to PREPAY for any photographic duplication.