Tag: digital collections

Dispatches from The Bancroft Library’s DCU

Posted on by Christina Fidler
Elevated wooden balcony decorated with hanging glass lanterns, plants in ceramic vessels, and ornately carved relief panels overlooking Dupont Street with multi-level buildings in the background.
Balcony of the Chinese Restaurant, Dupont Street, San Francisco, Chinese in California, 1850-1925, BANC PIC 1905.06485:044–PIC, The Bancroft Library, University of California, Berkeley.

Closing the Loop

It has been almost a year since Leah Sylva joined the Digital Collections Unit (DCU) at The Bancroft Library as the Digital Collections and Metadata Librarian. In that time, she has provided crucial technical services support, moving the program forward by building on its past successes. With Christina Velazquez Fidler at its head, the DCU has largely focused on how to “close the loop” in regards to descriptions of digital materials. This process of “closing the loop” refers to an integration of the data points created at various stages of representing the archival material in our care. In the Bancroft context, this translates to ensuring that digitized materials are represented in the records of their originating collections whenever possible.

Underscoring this issue is the iterative nature of archival description, especially in the digital context. As we work with digital materials, we hold in mind the goals of maintaining archival context and improving access and discovery. These goals can only be accomplished by strategic decision-making to guide processes of observation, evaluation, and action. This often requires returning to past projects to ensure that they are meeting current standards and needs of library users. One example of this is the DCU’s newly completed The Bancroft Library Archived Websites LibGuide which preserves and provides context to past digital projects that are no longer hosted on the Library website. 

As archival material passes through discrete stages of arrangement and description, new data points are created: 

  • Archival material is acquired and accessioned → creation of catalog record
  • Archival material is arranged and described → creation of finding aid
  • Archival material is digitized -> creation of digital object and Digital Collections record

Since these processes can be completed years apart, there are often overlapping fragments of metadata existing in different platforms without reference to one another. With limited resources and staff capacity, we are always making choices about what to prioritize and what to leave for another day, creating backlogs and technical debt that future generations must repay with effort and creative problem solving. With migrations between systems, changing accessibility standards, and shifts in the direction of our work, we understand that the digital landscape is ephemeral and in need of attention, maintenance, and augmentation. Digital projects offer new pathways for access and discovery alongside significant technical challenges that must be resolved as part of a process of quality control. 

“Closing the Loop” case study: Moving Images from Environmental Movements in the West, 1920-2000

These recordings, comprising 130 videos from 8 distinct collections, were digitized under a Council on Library and Information Resources (CLIR) grant to preserve audiovisual material in need of reformatting.

At the end of the project, the recordings were added to the  Berkeley Library Digital Collections, but there were many inconsistencies and a lack of archival context for these materials. This necessitated a careful review of the digital objects and archival collection information to note what information existed in each system and where there were discrepancies. 

  • Catalog
    • Problem
      • Catalog records did not include digital material
      • Some material did not have item-level catalog records
    • Solution
      • Updated collection level records and item-level records to reflect digital material
  • Finding aid
    • Problem
      • Some audiovisual material was separated from original collections or appeared in multiple resource records
      • Some recordings did not have archival objects
    • Solution
      • Archival objects confirmed, moved, or created in ArchivesSpace
      • Digital objects created in ArchivesSpace linking out to Digital Collections records
  • Digital Collections
    • Problem
      • Objects had incorrect collection names in some cases
      • Many items did not have links to their catalog records or finding aids
    • Solution
      • Reviewed and resolved metadata issues
      • Added links in Digital Collections to connect digital object with catalog record and finding aid

This project is a prime example of “closing the loop” – circling back to the system of record, augmenting metadata, and ensuring that the various systems we employ connect to one another. It is only at the closing of this loop that we can truly consider a digitization project complete.

Delivering Archives and Digital Objects: A Conceptual Model (DadoCM)

This approach is supported by the emerging Delivering Archives and Digital Objects: A Conceptual Model (DadoCM). This model acknowledges that while digital repositories are largely designed for managing single discrete objects, archival principles are focused on efficiently describing materials in the aggregate. This model is centered on facilitating access and provides a framework which aims to resolve the inherent tensions in archival description of digital collections through a series of guiding principles and technical structures. UC Berkeley Library’s maría a. matienzo, Head of the Application Development Services Department, is a contributor to the DadoCM and she has been a helpful resource in conceptualizing DadoCM.

Two core ideas of DadoCM that we can apply to our work:

  • The meaning of an individual record becomes impoverished when it is removed from its context.
  • Information may be displayed in multiple places, but it must only be created and updated in one, canonical system of record.

The DCU’s focus on “closing the loop” lays down the foundation of DadoCM by keeping materials described within the context of their collections as well as maintaining connections through our canonical system of record, ArchivesSpace. We hope to continue implementing the DadoCM framework in our practices.

Completed Loops

During FY 2024/2025, Leah added 891 digital objects to ArchivesSpace. The following finding aids were republished by Leah to include newly added digital objects from ArchivesSpace.

Looking ahead, we are excited to build on this momentum, and we are exploring how emerging technologies can enhance discovery and access to our collections. We are also continuing to learn from and contribute to our vibrant digital archives community. Our collaboration with our campus stakeholders is the cornerstone of this work, and we are eager to continue this journey together. 

Post written by Christina Velazquez Fidler and Leah Sylva

The Bancroft Library’s San Francisco Examiner photograph archive

Posted on by Michael Lange

As part of the UC Berkeley University Library’s ongoing commitment to make all our collections easier to use, reuse, and publish from, we are excited to announce that we have just eliminated licensing hurdles for use of over 5 million photographs taken by San Francisco Examiner staff photographers in our Fang family San Francisco examiner photograph archive negative files, BANC PIC 2006.029–NEG, and Fang family San Francisco examiner photograph archive photographic print files, BANC PIC 2006.029–PIC.

Black and white photo of an adult llama with baby llama in a zoo. People looking at llamas through chainlink fence.
Baby llama at zoo, 1935, Fang family San Francisco Examiner photograph archive, © The Regents of the University of California, The Bancroft Library, University of California, Berkeley. This work is made available under a Creative Commons Attribution 4.0 license.

Every photograph within these photographic print and negative collections that were taken by an SF Examiner staff photographer are now licensed under a Creative Commons Attribution 4.0 license (CC BY 4.0). This means that anyone around the world can incorporate these photos into papers, projects, and productions—even commercial ones—without ever getting further permission or another license from us.

What is the San Francisco Examiner collection?
The SF Examiner has been published since 1863, and continues to be one of The City’s daily newspapers. It was acquired by George Hearst in 1880 and given to his son, William Randolph Hearst, in 1887. It was the founding cornerstone of the Hearst media empire, and remained part of the Hearst Corporation’s holdings until it was sold, in 2000, to the Fang family of San Francisco. In 2006 the Examiner’s photo morgue, totaling over 5 million individual images, was donated to The Bancroft Library by the Fang family’s successors, the SF Newspaper Company, LLC.

Along with the gift of negatives and photographic prints, the copyright to all photographs taken by SF Examiner staff photographers was transferred to the UC Regents, to be managed by UC Berkeley Library. However, the copyright to works (mainly in the form of photographic prints) that appear in the collection that were not created by SF Examiner staff was not part of the copyright transfer to the University. Copyright to any works not taken by SF Examiner staff is presumed to rest with the originating agency or photographer. The Library maintains a list of known SF Examiner staff photographers and can assist in making identification of particular photographs until the metadata has been updated.

What has changed about the collection?
Although people did not previously need the UC Regents’ permission (sometimes called a “license”) to make fair uses of our SF Examiner photograph archive, because of the progressive permissions policy we created, prior to January 2024 people did need a license to reuse these works if their intended use exceeded fair use. As a result, hundreds of book publishers, journals, and film-makers sought licenses from the Library each year to publish our Examiner photos.
The UC Berkeley Library recognized this as an unnecessary barrier for research and scholarship, and has now exercised its authority on behalf of the UC Regents to freely license the SF Examiner photographs in our collection that were taken by staff photographers under a Creative Commons Attribution 4.0 license (CC BY 4.0). This license is designed for maximum dissemination and use of the materials.

How to use SF Examiner collection photographs
Now that the photographs by SF Examiner staff photographers have a CC BY license applied to them, no additional permission or license from the UC Regents or anyone else is needed to use these works, even if you are using the work for commercial purposes. No fees will be charged, and no additional paperwork is necessary from us for you to proceed with your use.

Black and white photo of large group at Sather Gate on UC Berkeley campus gathered around a speaker who cannot be seen over the crowd.
Edward Alexander, State Educational Director, Young Communist League, speaking against Hitler at Sather Gate, UC campus, 1938, Fang family San Francisco Examiner photograph archive, © The Regents of the University of California, The Bancroft Library, University of California, Berkeley. This work is made available under a Creative Commons Attribution 4.0 license.

Making your usage even easier is the fact that over 22,000 of these negative strips have been digitized and made available via the Library’s Digital Collections Site, and the finding aid for the prints and negatives have more information about the photographs that have not yet been digitized.

The CC BY license does require attribution to the copyright owner, which in this case is the UC Regents. Researchers are asked to attribute use of reproductions subject to this policy as follows, or in accordance with discipline-specific standards:

Fang family San Francisco Examiner photograph archive, © The Regents of the University of California, The Bancroft Library, University of California, Berkeley. This work is made available under a Creative Commons Attribution 4.0 license.

One final note on usage: While the SF Examiner Collection now carries a CC BY license, this does not mean that other federal or state laws or contractual agreements do not apply to their use and distribution. For instance, there may be sensitive material protected by privacy laws, or intended uses that might fall under state rights of publicity. It is the researcher’s responsibility to assess permissible uses under all other laws and conditions. Please see our Permissions Policy for more information.

Other Library collections with a CC BY license
The Fang family San Francisco Examiner photograph archive joins a number of other collections that the Library has opened under a CC BY license, including the photo morgue of the San Francisco News-Call Bulletin. All of the collections that have had a CC BY license applied can be found on our Easy to Use Collections page.

Happy researching!