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CTL Policy #601: CTL Photo Archive Submission/Retrieval

Description
The process for submitting and retrieving photographic images in the CTL photo archive. This includes the proper storage of individual shots as a part of a Virtual Reality scene and as a part of a larger total “scene” having many nodes.
NOTE: Only photographs taken by authorized CTL photographers may be placed in the CTL archives.
Primary Contact
Customer Relations Specialist (Paula Bradfield – 3163)
Alternate Contact(s)
Department Support Supervisor (Sandy Haskin – 3748)
Front Desk Receptionist (Regina Klotz - 3162)
Effective Date
January 1, 2006 (revised)
  1. Submitting Images into the CTL Archives:
    1. All photo assignments are sent to a contracted photo lab for processing, and two contact sheets are made for each roll of film. In the case of digital photo images, the images are saved to the hard drive of the Digital Imaging Specialist’s computer, and two contact sheets are made.
    2. When the film and contact sheets return from the photo lab, the Customer Relations Specialist puts coded labels on both the film and contact sheets. The contact sheets are placed in notebooks located in CTL main office area (023 Dunbar Library), and the negatives are placed in envelopes and filed in cabinets in 023A & B Dunbar Library. Digital images are given a code number and are saved in a folder on the Digital Imaging Specialist’s computer. These files are then burned to a CD when the Digital Imaging Specialist deems it necessary.
    3. The Customer Relations Specialist enters the coded negatives with all required information into the CTL database.
    4. In the case of a QuickTime Virtual Reality shoot, an extra CD with all QuickTime Virtual Reality images will be created and stored in the CD files located in the Graphics Production Lab (013C Library).
  2. Retrieving Images from the CTL Archives:
    1. If an image needs to be found in the archives, the Customer Relations Specialist will search the CTL database to obtain a code number for the image.
    2. With the code number, the image can be found in the contact sheet books and files located in 023A & B Library. Then the specific image negative number can be found.
    3. After the negative is found, a CTL Photographic Request form is filled out with all required information to obtain a print or scan. CTL Photographic Request forms are available in the CTL main office area.