The first line of the accession information is the accession number in bold. The second line, also in bold, is a brief description of the photo. Other descriptive information may follow on the next line(s) in regular type. The last entry in regular type (e.g. 1/03) is the date of the last update of the entry if it is different from the date of accession. The last line(s) in italic type is the technical information about the photo, with one line for each copy in the collection. (*) Indicates the copy generally used when more than one copy of an image is in the collection. (+) Indicates a copy that has been scanned when more than one copy of an image is in the collection. In the files section copy “a” is generally assumed rather than so marked. An extra indent indicates a different scan of the same image, usually because the original became available for scanning after a copy was scanned.

The technical information generally begins with the donor name followed by the date of accession. Next is the size of the original if known in inches, width first and whether it is mounted (m), photo postcard (pp), large (l), oversize (o) or oversize-wide (w). Next the primary type of image in the collection, which was also the one scanned (O-Original to MHS; ON-Original Negative; OS-original slide; D-digital; AP-archival or copy print; CN-copy negative; CS-copy slide; PC-Photocopy; fm means found in museum with no source and “r-“ means the original was returned to donor). Then follows the copy negative information if any: CN with a number indicates 35mm and links it with a proof sheet file; CNL indicates larger format that is filed with the original images. Finally, if a better quality image can be found in one of the themed binders in the museum it will be noted with these codes for those binders:

• B—Business, industry and government (except for logging and farming)
• C—Community activities
• F—Farming and related activities
• H—Human interest to include non-school sports
• L—Logging and related activities
• M—Monroe area images, primarily outside views of streets, buildings etc.
• P—People – portraits and group photos
•  S—School related to include school sports
• T—Transportation

For example, this is the technical information for #1:    Henry A. (Babe) Dennis; 9/76; 7×5; O; CN13; B

Which tells us that the image was donated by Henry A. (Babe) Dennis; it was accessioned September 1976; the original was approximately 7 inches wide and 5 inches high; the Original photo is in the collection; a 35 mm copy negative of the photo exists and is on proof sheet 13; and a better inkjet copy of the photo can be found in the museum in the themed binder on Business, industry and government.