Web Based Photo Database: Creation and Maintenance on a Shoestring

The University of Missouri-St. Louis Libraries and Western Historical Manuscript Collection (WHMC) have created, and maintain, a database of the descriptions of over 76,000 photographs, with over 3,500 photos presently scanned and viewable. A second photo database for the University Archives was created in January and has over 1,600 records with all photographs scanned and viewable. Both databases continue to add records and scanned images. No grant money or additional funds have ever been used to create or maintain either project. The hardware used consists of inexpensive PC's and hard drives. The software used is open source Linux - Apache - MySQL - PHP (LAMP). The level of technical expertise needed to set up and maintain these systems requires low to intermediate in-house computer skills. By creating a streamlined work-flow, minimal staffing and time is required for these ongoing projects. The University Archives Photo Database requires the part-time efforts of its sole employee. Metadata requirements are addressed minimally, while still allowing for future implementation of fuller descriptions. The rationale for minimally staffed and funded institutions to create similar databases is born out by increased in-house and e-mail contacts to WHMC, as well as an increase in the purchase of the rights to commercially reproduce the photographs.