facilities
Art and Art History
 

Art History    .    Design  .    Studio Art    .    Visual Art Studies + Art Education

Digital Images

Access
VRC digital images are accessible on DASE, the Digital Archive Service of the University of Texas, with a valid UT EID and Password.

Digital Archive Development
Selection of digital images for uploading on DASE is done by faculty in consultation with the curator and based on teaching needs. Funds come from a variety of University sources.

Sources of Digital Images
Digital images for the VRC are acquired from several sources:

  • From commercial image suppliers as, for example, Scholars Resources, (License agreements are required).
  • VRC produced scans from slides, from flat sources like books, transparencies, photographs or by digital photography.
  • From donations of digital images to VRC (from museums, faculty etc)
  • Scans produced by the Digitization Center of the General Libraries, from slides and books, at the request of the VRC.

Digital Image Production Polices
VRC digital services include production of digital images from:

  • books, photographs etc., (flat scans).
  • non-commercial VRC slides.
  • personal slides with meta data.

Purposes of Services
The purpose of these services is to provide digital images accessible on DASE, for classroom teaching by faculty in the Department of Art and Art History:

  • Digital images will be made after verification that no quality commercial digital images are available.
  • Digital images will be produced in accordance with the fair use guidelines of the U.S. Copyright Law and the intellectual property guidelines provided by the UT System Legal Office.
  • If a request to produce digital images is considered to be in violation of the U.S. Copyright Law, the request will be denied.
  • It is understood that digital images made by the VRC are for educational purposes only.
  • The UT System Legal Office has advised that no more than 25-30% of images (total) per publication should be scanned. (This is a cumulative total among all requestors per each publication.)
  • VRC digital services cannot be used for the creation of personal digital images for an individual. Scanning equipment as well as assistance is available in the Fine Arts Library (DFA 3.200, 495-4480) or contact the Digitization Center in the General Library, or the Center for Instructional Technology, (CIT).

Who May Request Digital Images?

  • Any faculty member of the Department of Art and Art History may request digital images to be licensed or made for classes taught in this department.
  • Visiting faculty and Assistant Instructors may request digital images for their Art History classes.
  • Art & Art History Department graduate students may request digital images via the faculty member in whose class the material will be used. In this case, the faculty member should consult with the curator to determine if the current work schedule will permit the requested images to be produced in time for the scheduled presentation, and if the proposed images will be within the guidelines for VRC Development.

Procedures for Digital Image Production Requests
Before requesting digital images, the faculty member must determine if the image is already available in digital format on DASE. If an image is not on DASE, follow the appropriate procedure(s) outlined below.

  1. Flat Scans from Books, Photographs, etc. (preferred process):
    • Complete a Scanning Request Form (ScR): you may use a hard copy available in the VRC, or print your own copy.
    • Submit book/photographs with a hard copy order form to the image request box next to curator's office.
    • For “room use only” books: submit the ScR form only with call number of book—the VRC will retrieve the book from the library.
    • If the scanning is to be done from an interlibrary loan book, it is the responsibility of the faculty member to obtain and return the ILL book.
    • If a faculty member wants to requests digital images as well as slides, use the Slide Request Form and indicate on that form that slide & digi are requested.
  2. Scans of VRC Slides:
    • Pull slides using a D card.
    • It is important that the highest possible quality slides available in the collection be pulled. The quality of a digital image depends, among other factors, on the quality of the slide that will be scanned.
    • Slides with a black line on the back accession number label indicate that these slides were commercially acquired and cannot be scanned. Please avoid pulling those slides. Try to find the same images as slides without black line.
    • Complete a Slide ScR Form, available in the VRC, and place request and slides into the image request box at curator's office.
  3. Scans of Personal Slides:
    • Complete a Slide ScR Form available in the VRC and place request and personal slides into the image request box at curator's office.
    • Only personal slides with identification can be accepted for scanning and uploading into DASE by the VRC. Xerox copies of a Basic Data Form can be used and are available in the VRC (hard or electronic copy)
  4. Procedure for Acquisition of Personal Digital Images:
    • Because of the time, labor and cost involved in the production of digital images which become part of a central digital archive, it is necessary, at the moment, to set minimum standards for personal digital images the VRC can accept as gifts.
    • If you wish to make personal images from your digital camera available on DASE through the VRC, we prefer that you submit large RAW files of TIFFS, 24bit RGB, at an output size of 3872 x 2592 (i.e. a 10.2 megapixel camera will produce these), although files of 3000 x 2000 pixels are acceptable as well. We will consider large, high quality JPEGS at these dimensions also.
    • In the case of very unique images, we may consider smaller, high quality JPEGS of at least 1024 x 768 pixels.
    • Please deliver the images on CD/DVD or send them via e-mail to the VRC, with identification.
    • It is the responsibility of the faculty member to supply the data about the images that needs to be entered into the VRC database. Xerox copies of a Basic Data Form can be used and are available in the VRC (hard or electronic copy).

Production Schedule

  • Please indicate clearly the date the images are needed. (Do not use “ASAP”.)
  • All scanning requests are handled on a first-come, first-served basis. Scanning requests for a large number of images have to be discussed with the curator.
  • Permit 2 to 3 weeks (10-15 full working days) “turn-around” time for scanning requests to be made accessible on DASE. Check with curator about the time. The time will vary depending on the quality of the image & data source and the number of images which need to be processed. Images are uploaded onto DASE once a week on Fridays.
  • For rush deadlines, please allow at least 5 working days for making the digital images accessible on DASE.
  • For “emergency rush requests”, please check with the curator.
  • If you have any concerns or questions about the production schedule, please discuss it with the curator. Since it is difficult to project, at this moment, how many digital requests and how many individual images will need to be processed, the production time may vary.