BugwoodIDS:Preparing images

This is a guide to the data entry protocols used in the Bugwood Image Database. Each protocol has a list of instructions (in bold) with rationale or notes after each step. Experienced users can skip the notes and follow the steps of the protocol. Questions about the Bugwoood Image Database should be directed to Joe LaForest or any of the Bugwood Image Database Administrators. The Administrator Guide and the User Guide are available and may answer many questions.

Introduction

Image quality is very important to the Bugwood Image Database. Rather than giving the user tons of images to sort through with varying levels of image quality and including some images that are not usable in any publications, we seek to provide a comprehensive set of images to illustrate all aspects of a subject.

Preparing images (Basic instructions for Photographers or Contributor)

Make sure that the images are worth adding

Quality control is very important, especially with the "shotgun approach" that many photographers use. Pick the best images that show the subject clearly, are in focus, properly exposed and have a good composure. Using a high level of quality control at this point will make you far happier with everything that you will later find in the system.

Perform any editing that is needed

This includes cropping the black borders from scanned slides, removing 'dirt', 'scratches and other abnormalities from the images. This may also include adding any necessary annotations such as scale bars

Rotate all images to the proper orientation

Once the images are uploaded, it is more difficult to rotate them. Be sure to make sure that the program you are viewing the images in is not using an "auto-rotate feature". This feature looks at the EXIF information for an image and makes it look like the image is properly rotated, when the actual file may be oriented in the wrong direction.

Backup and save the "Original Master Images"

It never hurts to save the original. These files may be RAW, TIFF, JPG, PNG, GIF or whatever format you decided to work with.

If not already a JPG, create a JPG version of the images

This should be at the full resolution of the original and maximum quality possible. All efforts should be made to preserve EXIF data that is embedded in the images. The Bugwood Image Upload Procedure will only accept JPG images. The images should also be in a RGB color profile rather than a CMYK color profile.

Put any data file with information about the images with the images

When you go to upload photos, it is easiest to select the contents of an entire folder. If you prepare that like you would a package for shipment with all the needed information, upload and subsequent data entry will go much easier.

Proceed to the Bugwood Image Upload Procedure

This will send the images for judgment by the Bugwood Image Database Administrators

Assembling Images for Upload into Bugwood (A final check by Administrators)

Double check to make sure that the images are rotated correctly

Changing the orientation of an image in the data base will require additional steps. It is best to get it right the first time.

Double check image quality

At this point, images and image records are never truly deleted from the system...they are only buried in the system and are never made public. A final double check to make sure that what you are uploading has acceptable quality is always a good idea.

Make sure all images have at least one side that is 700 pixels or longer

This is the minimum length for the longest side of the image. Images not meeting this are automatically rejected.

Make sure that all images are available as JPG files

This is the only image file type that can be uploaded.

Make sure that all images have RGB color profiles

CMYK color profiles are used in printing since the printers use Cyan, Magenta, Yellow and Black to create images rather than Red, Green, and Blue. Images with a CMYK color profile usually appear over saturated when viewed on a computer monitor. If an image with a CMYK color profile is uploaded, it will generate an error and delay the processing of the images.

Take into account information that is contained in file structure

Many photographers organize images by placing them in named folders. There are several different ways to automate the entry of this information into the database or at least make it easier. This includes incorporating the folder structure into the filename and copying the information into an Excel spreadsheet. Anything you can do to make sure that data about the images is not lost is a good idea. Be sure to not destroy the relationship to a data source that a photographer has included by renaming the files beyond where they can be matched up.

Check any data file the photographer provided with information about the images

If you have had to rename the files, working with the data in Excel to re-match the filenames to the data may save quite a bit of time. Keep the original and revised copy of the data file in the folder with the images.

Proceed to the Bugwood Image Upload Procedure

This will send the images for judgment.