Digitisation of Traditional Format Library Materials

Ampol and Caltex photograph collection

Project Brief | Cataloguing guidelines

The Collection

In 1996 Australian Petroleum trading as Ampol donated a collection of approximately 6380 photographs, transparencies, slides and negatives. The collection documents the activities of the Ampol and Caltex companies from 1946. Images include examples of the building of terminals and storage facilities, service stations, offices, transportation and personnel.

The collection is housed in 31 albums (PIC Albums 1002/1-31) with an additional 32 individual photographs larger than A3 size housed in PIC drawers P60 and P61. Of these, approximately 1000 have been selected for cataloguing and digitisation. Albums 21-23, 27 and 31 containing negs or transparencies will be housed in the coldstore. All of the photographs have individual accession numbers, however in many instances the transparencies and negatives have only one accession number allocated for multiple images. For these items where they have been selected for cataloguing/digitisation an additional frame number from the item will have to be allocated. See the section on 850 holdings statements.

Captions lists are available on the local network drives and the relevant list is included in each album. There are no copyright restrictions for this collection. [except for 3 postcards] see Appendix A. Two Pictures staff members made the selection and these are indicated by green dots in some albums and yellow post it notes in others. .

References

Template 24189360
Collection record 24174584
Example records 24196305; 24193908; 24196152

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Guide

National content Not applicable.

Verification level Completed - review centre standard.

000 Leader line
As default for photographs and negatives ie. Two dimensional non-projectable graphic representation.
For transparencies change to Projected media and $h[transparency] in the 245 field.

007 Physical description fixed field
Not used with this collection.

008 Fixed length data elements

The photographs were taken between 1946 and the early 1990s with many having an exact date given.
Range of dates:
6 Uncertain dates (q)
7-10 Earliest year
11-14 Last year
other fields as default

Known single date:
6 Known or probable single date (s)
7-10 19##
11-14 blank
other fields as default

For transparencies, change Other fields/Type of material [33] to Transparency. See also Appendix B.

043 Geographic area code
Template default is the code for Australia. This should be changed to the specific state if known:
NSW: u-at-ne
NT: u-at-no
SA: u-at-sa
QLD: u-at-qn
TAS: u-at-tm
VIC: u-at-vi
WA: u-at-we
ACT: u-at-ac

100 Main entry

If the photographer is known give them main entry. However, most of the photographs in this collection do not have a named photographer, so will be given title main entry.

100 1 ºaSmith, John, ºd1920-

245 Title and statement of responsibility

The first indicator will remain a 0 if there is no 100 field main entry. If a photographer receives main entry then change the indicator to 1.

The title will be taken from the captions list and/or the inscription on the photograph or in the album. However, as many of the subject headings relating to this collection are very "American" (eg. Gas pumps is the LCSH term for petrol pumps/bowsers) it will be necessary to make sure the title reflects Australian terminology.

Save the heading with the following settings:
Language of access point: Not specified
Language of indexing: English
Verification level: Completed

260 Date
If a single date is found on the item use subfield c, entering year and full stop.
If the date is not known enter the range of years in square brackets with or without question marks. This date(s) should match that (those) in the 008.

300 Physical description

The collection contains photographs, transparencies, postcards, slides and negatives. No slides or negatives have been selected for digitisation. Choose an appropriate tag according to the material and delete the others.

300 ºa1 photograph :ºbb&w ;ºc# x # cm.
300 ºa1 photograph :ºbcol. ;ºc# x # cm.
300 ºa1 transparency :ºbcol. ;ºc# x # cm.
300 ºa1 postcard :ºbcol. ;ºc# x # cm.
300 ºa1 negative :ºbb&w ;ºc# x # cm

500 General notes

Source of title:

ºaTitle from accompanying documentation.

Collection note

ºaPart of the Ampol and Caltex photograph collection.

Condition note

ºaCondition:

Inscriptions note

ºaInscriptions:

530 Additional physical form available note

Copy and paste the immutable into formula, adding the appropriate AN number for each record

530 ºaAlso available in an electronic version via the Internet
at: http://nla.gov.au/nla.pic-an########

540 Copyright

No copyright statement is required for most records as the material is largely out of copyright. The 3 postcards are considered published material and these will be in copyright. See Appendix A.

6XX Subject access

Verification level of headings
Only two verification levels should be used in completed headings: "Completed" and "Completed - review centre standard" (Kinetica's User's guide to authority work). All headings created at NLA should be "Completed" unless a large amount of authority work has been done on a heading in which case it can be "Completed - review centre standard". Apparent duplicate headings on Kinetica are often the result of different verification levels being used. When selecting headings from the Kinetica index, cataloguers should select headings with verification level "Completed" if there is a choice.

Headings – Language of access point
This should always be 'Not specified' whether it's a name heading, a title heading or a series heading. The default on the name heading screen is 'English' and this should always be changed to 'Not Specified'.

Headings – Language of indexing
This should always be 'English' even if you are cataloguing a foreign language item. The default on the title heading screen is 'Not specified' and this should always be changed to 'English'.

Suggested Headings

Most of the headings will have the subdivision ºvPhotographs, however some will have ºvPortraits or ºvAerial photographs.

For photographs of the companies' buildings, service stations etc. one of the following subject headings can be used together with an appropriate topical heading.

610 20 ºaGolden Fleece PetroleumºvPhotographs
610 20 ºaCaltex Oil (Australia)ºvPhotographs
610 20 ºaAmpol PetroleumºvPhotographs

Topical headings
NB. In most cases the caption or album will provide a place and state that can be used in the geographic subfields. For example 650 0 ºaWharvesºzWestern AustraliaºzAlbanyºvPhotographs

In the examples listed below Australia is used only as an example.

610 20 ºaAmpol PetroleumºxEmployeesºvPortraits
610 20 ºaAmpol PetroleumºxEquipment and suppliesºvPhotographs
610 20 ºaAmpol PetroleumºxPublic relationsºvPhotographs

650 0 ºaComputersºzAustraliaºvPhotographs
650 0 ºaIndustrial buildingsºzAustraliaºvPhotographs
650 0 ºaChemical laboratoriesºzNew South WalesºvPhotographs
651 0 ºaOffice buildingsºzAustraliaºvPhotographs
650 0 ºaOffice equipment and suppliesºzAustraliaºvPhotographs

650 0 ºaPetroleum industry and tradeºzAustraliaºvPhotographs
650 0 ºaPetroleum industry and tradeºxSocial aspectsºvPhotographs

650 0 ºaPetroleumºxTransportationºzAustraliaºvPhotographs
650 0 ºaPetroleum refineriesºzAustraliaºvPhotographs
650 0 ºaPetroleumºxStorage ºzAustraliaºvPhotographs
650 0 ºaPetroleum pipelinesºzAustraliaºvPhotographs
650 0 ºaPetroleum productsºxUnderground storageºzAustraliaºvPhotographs

650 0 ºaPetroleum shipping terminalsºzAustraliaºvPhotographs
650 0 ºaPiersºzAustraliaºvPhotographs
650 0 ºaHarborsºzWestern Australiaºz AlbanyºvAerial photographs
650 0 ºaWharvesºzAustraliaºvPhotographs

650 0 ºaRailroad sidingsºzAustraliaºvPhotographs
650 0 ºaRailroad terminalsºzAustraliaºvPhotographs
650 0 ºaRailroadsºzAustraliaºxBuildings and structuresºvPhotographs
650 0 ºaRailroadsºzAustraliaºxYardsºvPhotographs

650 0 ºaDisplay of merchandiseºzAustraliaºvPhotographs
650 0 ºaElectronic funds transfersºvPhotographs
650 0 ºaRoadside restaurantsºzAustraliaºvPhotographs
650 0 ºaConvenience storesºzAustraliaºvPhotographs
650 0 ºaGasoline pumpsºzAustraliaºvPhotographs
650 0 ºaService stationsºzAustraliaºvPhotographs
650 0 ºaSigns and sign-boardsºzAustraliaºvPhotographs
650 0 ºaToiletsºzAustraliaºvPhotographs

650 0 ºaTankersºzAustraliaºvPhotographs ** NB use only for ships
650 0 ºaTank trucksºzAustraliaºvPhotographs - for road transport
650 0 ºaTank carsºzAustraliaºvPhotographs - for rail transport
650 0 ºaTrucksºzAustraliaºvPhotographs

650 0 ºaAutomobilesºzAustraliaºvPhotographs
650 0 ºaHolden automobilesºvPhotographs
650 0 ºaFord automobilesºvPhotographs
650 0 ºaLamborghini automobileºvPhotographs

610 20 ºaAustralian Bicentennial Road Development ProgramºxPublic relationsºvPhotographs
650 0 ºaFestivalsºzAustraliaºvPhotographs
650 0 ºaLoggingºzTasmaniaºvPhotographs
650 0 ºaForests and forestryºzTasmaniaºvPhotographs
650 0 ºaJet planesºxFuelºvPhotographs

773 Linking field
The link to the collection record will be set as a default in the template. If a record is created by copying, rather than from the template, the 773 field will not be automatically copied, and needs to be inserted manually. Be aware that the first subfield always reverts to $a and has to be changed to $i .

830 Series for whole collection
The series heading Ampol and Caltex photograph collection is set as a default in the template.

856 URL
Copy and paste the immutable into formula, adding the appropriate AN number for each record
eg. 856 41 ºuhttp://nla.gov.au/nla.pic-an########

Where there are multiple holdings, note which image is scanned in subfield 3.

eg. 856 41 º3CopyPIC/4035/###ºuhttp://nla.gov.au/nla.pic-an########

850 Holdings statement

Replace # with the appropriate numbers from accession list.

For photographs in albums to go on the album shelves
850 ºaANLºcPIC/4035/## LOC Album 1002/##

For transparencies or negatives in albums to go to the coldstore
850 ºaANLºcPIC/4035/## Frame ## LOC Cold store PIC AMPOL Album #

For large single photographs held in the photographic drawers
850 ºaANLºcPIC/4035/## LOC Drawer P##

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Template

Collection record: 11408153

Template: 24189360

24189360
LDR New record 2-dim non-projectabl Subunit
Full level with item Full ISBD (AACR2)
Online
001 000024189360
005 20021108161021.0
008 021108s19uu xx nnn in d
040 ºaANL ºbeng
043 ºau-at---
245 00 ºaAmpol and Caltex photograph templateºh[picture]
260 ºc19--
300 ºa1 photograph :ºbcol. ;ºc cm.
300 ºa1 photograph :ºbb&w ;ºc cm.
300 ºa1 transparency :ºbcol. ;ºc cm.
300 ºa1 negative :ºbb&w ;ºc cm
500 ºaPart of the collection: Ampol and Caltex photograph collection.
500 ºaTitle devised by cataloguer based on information supplied by donor.
500 ºaInscriptions:
500 ºaCondition:
530 ºaAlso available in an electronic version via the Internet at: http://nla.gov.au/nla.pic-an#
773 0 ºiIn collection: ºtAmpol and Caltex photograph collection ºw(AKIN)24174584
830 0 ºaAmpol and Caltex photograph collection.
856 ºuhttp://nla.gov.au/nla.pic-an# 850 add as appropriate

Appendix A: POSTCARDS

Postcards are published items and those in this collection are still in copyright so the catalogue records will include the following fields.

Example:
260 ºaGympie, Qld. :ºbMurray Views,ºc1978
300 ºa1 postcard :ºbcol. ;ºc# x # cm.
530 ºaDigital master available;|bNational Library of Australia, Pictures collection;|dnla.pic-an########
540 ºaCopyright restrictions may apply.

NB There is no 856 field inserted.

Appendix B: TRANSPARENCIES

000 Projected media
008 Other fields/Type of material [33] to transparency
245 ºh[transparency]
300 ºa1 transparency :ºbcol. ;ºc# x # cm.

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