Table of Contents for: Section J | Entire RFP

SECTION J - ATTACHMENT 1

HISTORIC AMERICAN BUILDINGS SURVEY

HISTORIC AMERICAN ENGINEERING RECORD REQUIREMENTS


1.1 BACKGROUND

This project will create digital image reproductions of the visual documentation compiled by the National Park Service for the Historic American Buildings Survey (HABS) and the Historic American Engineering Record (HAER). The goal of the collections is to provide architects, engineers, scholars, and the public with comprehensive documentation of buildings, sites, structures and objects significant in American history and the growth and development of the built environment. All HABS/HAER survey documentation is compiled by the HABS/HAER Division of the National Park Service. Completed surveys are transmitted to the Library of Congress Prints and Photographs Division where they are housed, stored, and served to the public. Sample items from the collection may be viewed at http://lcweb2.loc.gov/ammem/hhhtml/habshome.html.m>

The HABS documentation project began in 1933 and included the documentation of engineering and industrial sites until the establishment of the HAER program in 1969. HABS/HAER documentation takes the form of photographic negatives, photographic prints, color transparencies, measured line drawings, survey data sheets, and photo caption sheets. The photographic negatives and color transparencies shall be digitized for this project.

1.2 GOVERNMENT FURNISHED MATERIALS

Each black-and-white photographic negative and color transparency is housed in a paper sleeve, marked with a unique item identification number. The identification number shall be used to find the associated database record.

1.2.1 Black-and-white Photographic Negatives

The following represents an estimate of the black-and-white photographic negatives in the collection as of January 1997. This represents work from 1933 forward; additions are made to the collection each year.

Size Quantity
8 x 10 8,180
5 x 7* 50,190
4 x 5* 95,500
2 x 2* 2,340
Other** 4,750

Scanning shall be done in batches of negatives; each batch will represent a block of negatives that are stored in same-size sleeves. At least ninety percent of the negatives are stored in 5 x 7-inch sleeves that actually contain 5x7-inch, 4x5-inch, 2-inch, and other non-standard film sizes. Thus many batches of negatives to be scanned will not consist of same-size negatives.

The negatives are sorted in the Library's shelflist number order, which is geographically based. There is considerable variation in the age, physical condition, type of film, processing methods, and the size of negatives that are stored together; therefore, scanning adjustments shall be required while proceeding from one set of negatives to the next. NOTE: Approximately 18,200 of the negatives have a nitrate film base. See section 1.5 below.

The 8x10-inch series includes some lithographic line negatives. The system used for continuous tone, full-range negatives may not perfectly reproduce these essentially bitonal items. The best means conveniently capable and available shall be used to capture the line negatives and the presence of each shall be indicated in the "scanning note" field of the database (see section 1.4.1 below)

The HABS and HAER negatives are filed separately from one another and shall be captured at different times.

1.2.2 Color Transparencies

The following represents an estimate the variety of color transparencies in the collection:

In addition to the paper sleeve, the transparencies are stored in a mylar sleeve or jacket. There is less variability in the image quality of the color transparencies because HABS/HAER did not begin using color as a film format until the late 1970s.

1.3 IMAGING REQUIREMENTS

In accordance with C.4.3, the following set of mandatory images shall be created for each item in the collection:

If applicable, the desirable image type to be created shall be as follows:

1.4 SPECIFIC REQUIREMENTS FOR FILENAMES, DIRECTORIES AND THE HABS/HAER DATABASE

1.4.1 HABS/HAER Database

The HABS/HAER staff in the National Park Service runs and maintains a relational database containing descriptive information about each survey. The database tracks, among other things, the amount of written documentation, visual documentation, survey numbers, and geographic information. Survey numbers are composed of a two-character geographic code and a serial number (usually four digits). The same survey number may be used for a HABS survey and a HAER survey. For that reason, the database also contains a control number field, which is unique across HABS and HAER. The control number field shall be used to create a unique directory structure to store the digital image files.

A copy of the database will be made available during the contract startup and testing phase. Each unique survey number is represented by one record in the database. The database shall have the following fields:

Field NameContents
CNUM The control number for the survey record.
HABSCODE The HABS survey number.
HAERCODE The HAER survey number.
NPHO The number of photographs in the survey.
CTRA The number of color transparencies in the survey.
LCSHCODE The Library of Congress shelflist number. All negatives and transparencies are sorted in shelflist order. The shelflist code will also appear on all negative sleeves and provides further item identification confirmation. The data will be sorted on this field to match the order of capture.
DIGID The digital item identifier to be assigned by the contractor. See Section 1.4.2 for more information about file naming.
PHOTONUM The item number written of the sleeve of the negative or transparency after the shelflist code. These item numbers only appear on the sleeves. This number shall be keyed by the contractor during capture.
SCANNOTE A field in which the contractor shall note the occurrence of line negatives (see section 1.2.1 above) and may record other information about any image that may be relevant to the production process or of interest to the Library in post-production. Any notes written on the negative or transparency sleeve of this photograph that pertains to copyright or other ownership or restriction issues shall be transcribed.
RESTR The character X shall be input in this field whenever the scanning team encounters a copyright or other restriction not on eht photographic storage envelope. (Note: The content of such notes is to be transcribed in the SCANNOTE field.)
COLOR The character X shall be input in this field if the item scanned is a color transparency.

During capture, the HABS or HAER survey number as indicated on the top right corner of the sleeve shall be used to locate the proper record in the database. For each photograph scanned from a particular survey, the record shall be duplicated to create a new record into which the contractor shall key the digital item identifier and record the photograph survey item number from the sleeve.

For example, a record in the database may have the following entry (some fields omitted for this example)
CNUM

UT0355

HAERCODE

UT-41-G

NPHO

8

CTRA

0

LCSHCODE

DLC/PP-1993:UT-1

DIGID PHOTONUM SCANNOTE

This record shall be duplicated once for each individual negative or transparency being scanned at the time. If eight negatives are being scanned as the data in the NPHO field indicates, then the contractor shall duplicate this record seven times. The contractor shall then input the DIGID values assigned and copy the item numbers of the negatives in the PHOTONUM field. The end result shall be eight records:
CNUM

UT0355

UT0355

UT0355

UT0355

UT0355

UT0355

UT0355



UT0355

HAERCODE

UT-41-G

UT-41-G

UT-41-G

UT-41-G

UT-41-G

UT-41-G

UT-41-G



UT-41-G

NPHO

8

8

8

8

8

8

8



8

CTRA

0

0

0

0

0

0

0



0

LCSHCODE

DLC/PP-1993:UT-1

DLC/PP-1993:UT-1

DLC/PP-1993:UT-1

DLC/PP-1993:UT-1

DLC/PP-1993:UT-1

DLC/PP-1993:UT-1

DLC/PP-1993:UT-1



DLC/PP-1993:UT-1

DIGID

001657p

001658p

001659p

001660p

001661p

001662p

001663p



001664p

PHOTONUM

1

2

3

4

5

6

7



8

SCANNOTE









Line Neg



Copies from
Harpers
magazine

The Library will use the resulting database as a mechanism to locate and display the image files in its online catalog.

1.4.2 File Naming

The contractor shall assign each digital image file a unique file name composed of the digital item identifier followed by the image category indicator and the file extension (see section C.4.2).

The digital item identifier to be assigned by the contractor is composed of a unique six-digit number followed by a format indicator, either the letter p (for black-and-white negatives) or c (for color transparencies). The digital item identifiers will be a sequential set of numbers, zero-filled for numbers below 100000. For example, the digital item identifier 1657 shall appear as 001657p in the database and as the first part of the filename. The first image to be caputred shall be identified as 000001p; the identifier for each successive image will increment by one from it predecessor. The six-digit number will permit a unique file name for each of the 170,000 photographs in the collection. The format indicator will be used by the Library to display sets of image formats together. Therefore, the file names associated with the items in the survey UT-41-G above would be:

001657pu.tif, 001657pr.jpg, 001657pt.tif
001658pu.tif, 001658pr.jpg, 001658pt.tif
001659pu.tif, 001659pr.jpg, 001659pt.tif
001660pu.tif, 001660pr.jpg, 001660pt.tif
001661pu.tif, 001661pr.jpg, 001661pt.tif . . . .

If applicable, the file names of the desireable images associated with the items in the survey UT-41-G above shall be:

001657pu.tif, 001657pv.jpg, 001657pr.jpg, 001657pt.tif
001658pu.tif, 001658pv. jpg 001658pr.jpg, 001658pt.tif
001659pu.tif, 001659pv.jpg, 001659pr.jpg, 001659pt.tif
001660pu.tif, 001660pv.jpg, 001660pr.jpg, 001660pt.tif
001661pu.tif, 001661pv.jpg, 001661pr.jpg, 001661pt.tif . . . .

1.4.3 Directory Structure

The files digitized for each survey shall be stored in a unique directory structure based on the associated control number in the database (the CNUM field). The control number is six characters long: the first two characters indicate the state, country, or territory of the site, and the last four digits are a unique serial number within the database. The control number does not indicate whether the corresponding survey is part of HABS or HAER.

Examples:

Based on the elements of the control number, a directory structure shall be created for each set of digital images within a survey using the following pattern:

[State_code]/[Convenience_path]/[Control_number]/[Format]/[Files]

1.4.3.1 Elements of the Directory Structure

1.4.3.2 Path Examples

Using Utah example from Section 1.4.1:

ut/ut0300/ut0355/photos/001657pu.tif
ut/ut0300/ut0355/photos/001657pr.jpg
ut/ut0300/ut0355/photos/001657pt.tif
ut/ut0300/ut0355/photos/001658pu.tif
ut/ut0300/ut0355/photos/001658pr.jpg
ut/ut0300/ut0355/photos/001658pt.tif
ut/ut0300/ut0355/photos/001659pu.tif
ut/ut0300/ut0355/photos/001659pr.jpg
ut/ut0300/ut0355/photos/001659pt.tif
ut/ut0300/ut0355/photos/001660pu.tif
ut/ut0300/ut0355/photos/001660pr.jpg
ut/ut0300/ut0355/photos/001660pt.tif
ut/ut0300/ut0355/photos/001661pu.tif
ut/ut0300/ut0355/photos/001661pr.jpg
ut/ut0300/ut0355/photos/001661pt.tif

Other path examples:

ak/ak0300/ak0364/photos/[Files]
md/md1100/md1108/photos/[Files]
vi/vi0000/vi0038/color/[Files]
ky/ky0500/ky0509/photos/[Files]
ms/ms0600/ms0691/color/[Files]
vi/vi0000/vi0038/photos/[Files]

1.5 HANDLING AND SCANNING REQUIREMENTS

The negatives and transparencies in the collection shall be handled with white cotton gloves. Although, the Library has not discovered any negatives or transparencies exhibiting signs of deterioration, any such items discovered by the contractor shall be brought to the attention of Library staff.

The approximately 20,000 nitrate and diacetate based films are currently stored in individual sleeves and are housed in a cold storage environment. These materials will be brought to the contractor in large grey coolers with clasp locks. The scan groups for these materials will be small enough so that the negatives may be stored in sealed lockers at night. For additional information on handling nitrate and diacetate materials, see Section J, Attachment 5.

1.6 WORKFLOW AND SETUP ACTIVITY

The workflow and setup for this collection are included in the contract startup and testing activity; see Section C. 6.2.

1.7 DELIVERABLES AND DELIVERY

The collection identifier for the HABS/HAER Collection is habshaer. This collection identifierm> shall be used as the first part of the volume name for the delivered CD-ROMs. See Section C.8.2


Table of Contents for: Section J | Entire RFP