Chapter II: Operation of Photographic Unit

[p.8]

The photographing crew consists of two selectors and one operator for each camera used. The qualifications of these workers are mental alertness and a manual speed. The operator must be quick with his hands and have some interest and skill in mechanical processes.

Each worker should be interviewed when he comes to the job, and should be given a brief explanation of the purpose of the union catalog, of the methods of operation of the project, and of the equipment to be used. The crew’s interest and cooperation can be aroused by pointing out the attractive features of the work, such as moving from library to library, and by explaining the responsibility resting in the photographic unit, upon the work of which the success of the entire undertaking depends.

The workers should be taught the forms of the various types of cards. The form of secondary entries, which are not to be photographed, as distinguished from the main entries which are to be photographed, should be emphasized by the use of examples of main author and title cards, secondary editor, joint author, illustrator, and title cards; together with a number of subject cards; part with subjects in red ink, and part in the capitalized black ink headings used in some libraries.

The Definitions of cataloging terms (Appendix E) are explained carefully using sample cards to illustrate the terms used. This supplies a good background for the selection, and helps familiarize the selectors with the terms which they will find used in the Instructions for selecting cards to be photographed for union catalog (Appendix A).

The next step is a careful item by item explanation of the Instructions. The sample forms are used again for this explanation. After this brief but [p.9] comprehensive study, actual selection is made from the library catalog first designated.

The crew goes to the library with the supervisor, who has discussed previously the variations and peculiarities of the library’s catalog with the head cataloger. This facilitates the explanation to the workers, and leaves no doubt in the supervisor’s mind in answering the selectors’ questions. The crew should practice the selection of cards to be filmed. After the supervisor has explained any situations peculiar to the particular catalog which will influence the selection procedure, one of the crew members takes a tray and starts a card by card examination of its contents, the supervisor and the other two members of the crew watching each decision.

The cards which are to be photographed are turned end up on the right hand side of the tray. Any errors or questions are clarified and explained on the spot. The supervisor watches the two other crew ink follow the same procedure. After each crew member has completed a tray, the process is continued, with each member working independently with a tray. Each worker checks another’s work at its conclusion. This learning process takes about a week. It is tedious, but sound and effective; and the three members of the crew establish a sense of cooperation among themselves from the outset.

The photographing process

The photographing crew should be allotted a space near the main catalog, with room for the machine, and a small table at which the selectors may work. A representative of the photographic machine company or other person skilled in the operation of the machine should be present [p.10] to set up the equipment, and to teach all three members of the crew¹ the routine of the film loading and unloading of the camera and the methods of making mechanical adjustments which are frequently necessary in the course of operation.

When a selector has up-ended all author cards in a tray, the photographer places the tray on the shelf of the machine. The machine operator first runs three exposures of a date card. This date card carries the name of the union catalog, the name of the library, and for the purpose of recording when the film roll was exposed, the date upon which the machine operates. The some practice is followed at the beginning of each day’s work and always at the end of the film. This identifies the film for all time and the date cards scattered throughout the film keep a check on the individual worker.

The operator now is ready to photograph the cards selected in the first tray. He removes the first card or cards and inserts a marker card (heavy blue guide cards are recommended) to keep the place in the tray. If there are two or more author cards together, he takes out the cards and slides them one by one, face up, into the machine along the guide in the trough. The guide is carefully set so that the cards will be near the center of the film with enough margin on the unperforated side of the film for possible checks and notes which may be made in the future. The cards [p.11] will go into the machine straight if they are held at a point above the punched hole through which the tray guide-rod passes. The card is photographed and drops face down in a trough by the operator’s knees. If it is a single author card, followed immediately in the tray by a secondary card or cards which are not up-ended, the card is picked out of the trough and put back in its proper place in the tray. Where several author cards appear together, not separated by secondary cards, they will be fed into the machine one after another. They will then fall into the trough in the order in which they go through the machine. Because they fall face downward, they are in proper order for returning to the catalog tray. When the operator reaches the end of the group, the cards may be picked up in a group and returned to the tray where the marker is holding the place. The operator then photographs the next up-ended card, or group of cards, returns them to the tray, until all cards selected are filmed. If this procedure is followed carefully, the catalog cannot be disarranged in any way. As soon as the photographing of a tray is completed, the guide rod must be inserted and the tray immediately returned to its proper place in the catalog.²

After the supervisor has had an opportunity to judge the preferences and aptitudes of the crew members, the machine instructor will redrill the best operator in the rudiments handling the equipment. Thus the members of the photographing unit properly assigned now can be expected to function with the greatest efficiency possible. [p.12]

Records maintained by photographic unit

For uniformity, accuracy, and promptness the responsibility for keeping records is given to one of the two selectors of the photographic crew.

Each selector assigned to selecting the cards to be photographed, keeps an individual record of the number of trays in which selection is made daily. The selector, in addition, notes the part of the alphabet covered in the selection process.

At the end of the working day, the official record keeper for the unit cumulates the two tray selection records, checks the part of the alphabet reported covered, takes from the photographing machine the count of the exposures made which equals the number of cards photographed, and produces the Day by day record of trays selected and photographed (Appendix B, sample 1). As indicated in the footnote (p. 11) the number of trays in which cards are selected equals the number of trays photographed each day.

For the Film record (Appendix B, sample 2) the record-keeper notes the alphabetical position of the first card photographed when the machine operator makes the exposure of the first frame of the 200’ film reel with which the photographing machine has just been loaded.

Similarly, the alphabetical position of the last card photographed in the last frame of each 100’ film strip is noted, as well as the count of the total number of cards contained thereon as shown by the machine counter.

As noted, the Film record carries a serial number for each 200’ reel and a serial numbering for each 100’ of film. This latter numbering is possible since the photographing machine signals the passage of each 100’ of film, at which point the film is cut.

The Day by day record and Film record, both of which are essential to the efficiency of the photographing operation, are picked up by the [p.13] project supervisor daily or weekly.

These regular visits by the supervisor also are made to correct any operating difficulties being experienced by the photographing crew. All problems are noted and entered in the Individual library description appraisal and record of microfilming (Appendix C) maintained by the project supervisor.

At the conclusion of the day’s work the films are boxed and sent to the laboratory for developing.³ The boxes are marked with the name and address of the union catalog, and marked lightly in pencil with the name of the library catalog represented by the cards photographed on the enclosed film and with the section of the alphabet covered by the photographed cards. This assists in identifying each roll of developed film if it is returned with several others. The laboratory returns the developed film to the catalog typing headquarters in 100’ lengths,⁴ unless instructed to cut the film differently. This latter course, not uncommon, is necessary then a given 100’ of film contains exposures for cards taken from more than one library catalog. [p.14]

When the developed film rolls are received at the typing headquarters a worker is assigned to check and examine the film, card by card in order to discover illegible or blurred cards. If the photographers are still located in the library, represented by the film found illegible, a record of the cards blurred is made and referred to the photographing unit for re-takes. Finally the worker, checking the film, labels the film container and a card is made for the film file. (Appendix D, samples 1 & 2)