Florida Postal Service Artifact Collection

1. Project Description

This collection is within a historical archive of the state of Florida that is completely free to access by the
public via the web. This archive can be accessed at Floridamemory.com or dos.myflorida.com. Florida
Memory is a digital outreach program providing free online access to selected archival resources from
collections of the State Archives of Florida and the State Library of Florida. It holds many non-text items
like photographs, maps, audio recordings, video recordings, and illustrations. In all, it has over 320,000
digitized photographs and documents available.

1.1 Information Objects and Collection

This collection represents the Florida mail service in the past. They include photos of a horse-drawn mail-
delivery coach from the early 1900’s, a Cedar Key postmaster and his wife, a female post officer, a
woman with her letter collection, and a rural mail carrier.

1.2 User Demographics

The primary user is a highschool student looking for primary sources of mail services in Florida for a
research project. The precise date of the photographs examined is a priority for this user if they, say,
needed to provide contextualization for a description of the mail service during a specific time period.
Other details like the location of where the photograph was taken would also be important for deciding
whether to include it in a research paper or not. Undergraduate and Graduate students are also users who
may use our collection from an educational standpoint. These users differ from highschool students and
adults from the general public in that they typically have more experience in navigating databases and
archives. These users are more likely to use advanced search tools to find needed information.

A secondary user is an adult from the general public approaching the collection for genealogical purposes.
In this case, while the date and location of when the photograph was taken are important, the metadata
also needs to accurately represent the subjects depicted in the photo for the user to identify.

1.3 User Problems and Questions

Usually, users seek information in the following situations:

● A student or faculty member is looking for historical information and/or resources about
the Florida postal service in order to complete an academic research project.
● A private citizen is looking for information about a family member or community
member in order to complete a genealogical project.

Some examples of user questions are as follows:

Question 1: I am gathering information on Postal Uniforms for a research paper and need to see multiple
examples throughout a certain time period.
Attribute: Date; Descriptor
Desired recall: High recall
Desired precision: Moderate precision

Question 2: I am looking for information about a distant family member who worked in the Florida postal
service named _____, and would like to see any items related to them.
Attribute: Photo/Portrait subject
Desired recall: Moderate recall
Desired precision: High precision

Question 3: I am seeking information about women who have worked in the Florida postal service.
Attribute: Descriptor
Desired recall: High recall
Desired precision: Moderate precision

2. Representation of Information Objects

Attribute Physical/ Searchable Authority Semantics (Example)
Subject (Y/N) control
(Y/N)

Title Physical Y N Title of the photo (ex. Portrait of Clara Page

Ferrell In Her Official Mail Carrier Uniform:
Woodville (Leon County), Florida)

Creator Physical Y Y The person who is responsible for the

creation of the item (ex. The name of the
photographer or author)

Date Physical Y N Date when the item was created (ex. 1917)

Source Physical Y N Who owns the collection

File Name Physical Y N Name and format of the file containing the
electronic version of the object (ex.
rc12471.jpg)

File Size Physical N N Size of the file containing the electronic

version of the object (ex. 159 KB)

Physical Physical Y N Relates to the format of the object, whether it

description is a physical object or only represented
electronically, as well as the physical
qualities such as color and size (ex. 1
photoprint : b&w; 10 x 8 in)

Rights Physical Y N Information about who holds the rights to the

item (ex. Public domain)

Photo/Portrait Subject Y Y The name of the person featured in a portrait

Subject or photograph (ex. Clara Page Ferrell)
 Descriptor Subject Y N Any subject term related to the object (ex.
Postal service, uniforms, dog, car)

Geographic Subject Y Y The geographic location in which the object

location was created [ex. Woodville (Leon County,
Fla.)]

Classification

Part 1 Contributions:
Malachy: Contributed to user problems and questions section; the Representation of Information Objects
table; and created two information object records (4&5). Also helped with formatting.
Taylor: Contributed sections 1-1.2, and two information objects (1&2).
Terry: Contributed to questions section; set up initial layout of document using example template,
provided information on object record.

3. Vocabulary Control: Thesaurus

3.1 Justification

Because “people do not think of the same terms to express the same aboutness” (Joudrey and Taylor,
2018, p. 476), it is necessary to consolidate the possible terms that a user could generate into a controlled
vocabulary thesaurus to allow the greatest precision in users’ searches, regardless of the terms the user
generates. This thesaurus is rather exhaustive, as the indexers have striven to include many terms that
users could possibly generate, as well as multiple relationships for each term. Although generally
speaking, a higher degree of exhaustivity typically leads to higher recall at the expense of some precision,
the indexers expect that precision will remain relatively high as well, since the collection is focused on
such a narrow topic. Because the scope of the collection is quite small, even though the index is
exhaustive, the user should not be bombarded with a large quantity of unrelated materials when they
complete a search. On the contrary, it is the hope of the indexers that the user would be able to find
materials that relate to their search that they otherwise would not have found, due to the exhaustivity of
the index.

Having a controlled vocabulary thesaurus for this collection guides the user to not only what is visible in
the photographs as search terms, but allows for expanding the searches as well. For example, a
photograph of a female postal worker will be found using “Postal Clerk” or “Mail “Carrier,” but adding
the terms “Postmistress” and “Employed Women” to the thesaurus opens up possibilities to finding other
related materials within the collection and introduces terms such as “Postmistress” that more detailed
researchers might be using. Using terms that not only zero-in on what a photograph visually represents,
but also provide deeper vocabulary enhances accessibility to the collection. This controlled vocabulary
corresponds to the “descriptor” element. General advantages of a controlled language vocabulary include
“easing the burden of searching, overcoming syntax problems with compound terms and other devices,
and avoiding precision loss through over-exhaustivity” (Rowley, 1993, p. 114). This collection contains
materials that already relate to a quite specific topic, therefore the level of specificity that will be
generated in this thesaurus is high, which is appropriate for the users who would be accessing the
collection. The curated collection of Postal Service workers, the locations they visit and the transportation
used in service to the community would be specific for an audience that is interested in the collection for
research purposes. The collection was curated specifically with an audience in mind of someone
researching Postal Services in Florida and the thesaurus is set up with this audience in mind and what
terms they might use when accessing and searching the collection. Overall this system is geared more
towards depth indexing and not summarization. Since the collection is specific and would therefore have
a specific user base, it is the ability to search with precision so the user only has access to relevant items
and not an exhaustive list of items that may be found within the collection that will be most appropriate
for the collection’s users.

3.2 Sample Thesaurus (Applying to “Descriptor” Attribute)

Animal:
UF: Creature
NT: Mammal
Car:
BT: Transportation
Clerical Occupations:
BT: Occupations
NT: Postal Clerk
RT: Postal Occupations
Coach:
BT: Transportation
Communications:
RT: Delivery Systems
RT: Information Dissemination
RT: Postal Service
Correspondence:
BT: Verbal Communication
NT: Letters
RT: Messages
RT: Writing
Creature:
USE: Animal
Dog:
BT: Mammal
RT: Horse
Delivery Systems:
BT: Services
RT: Communications
RT: Information dissemination
 RT: Transportation
Employed Women:
BT: Women
NT: Postmistress
Horse:
BT: Mammal
RT: Dog
Information Dissemination:
RT: Postal Service
RT: Communications
Letters:
BT: Correspondence
Letter Carriers:
USE: Mail Carriers
Mammal:
BT: Animal
NT: Dog
NT: Horse
Mail Carriers:
UF: Letter Carriers
BT: Postal Occupations
RT: Postal Clerk
RT: Postmaster
RT: Postmaster General
RT: Postmistress
Messages:
RT: Correspondence
RT:Writing
Motorcycle:
BT: Transportation
Occupations:
BT: Services
NT: Clerical Occupations
NT: Postal Occupations
RT: Workplaces
Offices:
BT: Workplaces
NT: Post offices
Postal Clerk:
BT: Clerical Occupations
RT: Mail Carriers
Postal Occupations:
BT: Occupations
NT: Mail Carriers
 NT: Postmaster
NT: Postal Clerk
RT: Clerical Occupations
Postal Service:
UF: Snail Mail
BT: Delivery Systems
RT: Communications
RT: Information Dissemination
Postmaster:
BT: Professional Personnel
RT: Mail Carrier
RT: Postal Clerk
RT: Postmaster General
RT: Postmistress
Postmaster General:
BT: Professional Personnel
RT: Mail Carriers
RT: Postal Clerk
RT: Postmaster
RT: Postmistress
Postmistress:
BT: Employed Women
BT: Professional Personnel
RT: Postmaster
RT: Postmaster General
Professional Personnel:
NT: Postmaster
NT: Postmaster General
NT: Postmistress
Snail Mail:
USE: Postal Service
Services:
NT: Occupations
NT: Delivery Systems
RT: Communication
RT: Transportation
Transportation:
UF: Vehicle
BT: Services
NT: Car
NT: Coach
NT: Motorcycle
RT: Delivery Systems
RT: Services
 Vehicle:
USE: Transportation
Verbal Communication:
NT: Correspondence
Workplaces:
NT: Offices
RT: Occupations
Writing:
RT: Correspondence
RT: Messages

4. Classification

4.1 Justification
Accurate and user-friendly classification schemes are essential to digital archives since users do not have
the luxury of physically browsing the collection as they would do in a real life library or museum. Good
classification represents complex information objects with the most relevant facets, which allows the user
to have accurate results when searching the database. In particular, faceted classification schemes
“attempt to divide the universe of knowledge into its component parts and then gather those parts into
individual categories or facets” (Joudrey & Taylor, 2018, p. 549). Assigning a classification notation to
an information resource, such as was done with the Florida Memory photographs in the collection, the
resources are identified and put together in the appropriate order to create a classification that makes
sense to the intended audience. Classifying and grouping Florida objects together based on user problems
and questions will help patrons and library workers find items that pertain to their area of research.
Example questions from patrons about the Postal Service and Florida means that the organization of the
collection and the facets to focus on should include those topics with foci such as, delivery systems,
occupations, postal clerk, and mail carriers. Under the rules for notation for this collection, the facets are
photo/portrait subjects, since historical researchers will use the collection for looking up genealogical
records of workers in Florida. The second and third facets contain descriptor and geographic location of
the photographic subject since researchers for this collection are focused on the state of Florida and the
collection is housed at FloridaMemory. As with any classification scheme, resources and records need to
be arranged in a logical fashion and using a Facet classification scheme that points to the subject matter
that makes the most sense to the user will help each patron find what they are looking for.

4.2 Facet classification scheme

Facet Photo/Portrait Subject Descriptor Geographic Location

Foci / Foci Symbol Foci Symbol Foci Symbol

Symbol
Bachman, Soloman P10 Car D10 Arcadia (Fla.) G10
 Ferrell, Clara Page P20 Coach D20 Bartow (Fla.) G20
(1887-1978)

McClenithan, Louis P30 Delivery Systems D30 Cedar Key (Levy County, G30
Fla.))

Tucker, Juanita Smith P40 Occupations D40 Christmas (Fla.) G40

(1907-2008)

Varn, Claude G. P50 Employed Women D50 Woodville (Leon County, G50
Fla.)

Other P60 Mail carriers D60

Postal clerk D70

Postal Service D80

Other D90

Rules for Notation

1.Facet: Photo/Portrait Subject

Rules: Combine an uppercase letter “P” with a two-digit number, as shown in scheme. End with a period.
If the Photo/Portrait has more than one subject, use the first listed one in the Photo/Portrait Subject
field. If the photo/portrait subject is not available from the list, use Other (P60). This facet is
mandatory.

2.Facet: Descriptor
Rules: Combine an uppercase letter “D” with a two-digit number, as shown in scheme. End with a period.
If geographic location is not available, end with slash. Use the first one listed in the Descriptor field. If
the photo/portrait subject is not available from the list, use Other (D90).

3.Facet: Geographic Location

Rules: Combine an uppercase letter “G” with a two-digit number, as shown in scheme. End with a slash.
Include only if the location is available. If the object has more than one location, use only the first
location listed.

Example
The call number for “Portrait of Cedar Key postmaster Solomon Bachman with his wife”, follows:
P10.D40.G30/1(P10 = Bachman, Solomon; D40 = Occupations, G30 = Cedar Key (Levy County), and 1=
RecordID)
Appendix: Sample Records

Record 1 (Taylor)
https://www.floridamemory.com/items/show/18716
Title Portrait of Cedar Key postmaster Soloman Bachman with his wife

Creator N/A

Date 1884.

Source Portrait of Cedar Key postmaster Soloman Bachman with his wife. 1884.
State Library of Florida. Accessed 19 February 2020.
<https://fslt.ent.sirsi.net/client/en_US/statelibrary/search/detailnonmodal/
ent:$002f$002fSD_ILS$002f0$002fSD_ILS:643161/one>

File Name PR77642.jpg

File Size 40KB

Physical description 1 digital image: b&w

Photo/Portrait Subject Bachman, Soloman, and his wife (name unknown)

Descriptor Occupations
Postal service
Postal Clerk
Post office
Postmaster
Women

Geographic Location Cedar Key (Levy County, Fla.)

Rights Public domain

Classification P10.D40.G30/1

Record 2 (Taylor)
https://www.floridamemory.com/items/show/117847
Title R. F. D. Number 4, U.S. Mail : Arcadia, Florida

Creator Louise Frisbie

 Date 190-

Source [R. F. D. Number 4, U.S. Mail : Arcadia, Florida]. 190-. State Library of
Florida. Accessed 19 February 2020.
<https://fslt.ent.sirsi.net/client/en_US/statelibrary/search/detailnonmodal/e
nt:$002f$002fSD_ILS$002f0$002fSD_ILS:499836/one>

File Name frisbie/fr0293.jpg

File Size 48.5KB

Photo/Portrait Subject McClenithan, Louis

Physical description 1 photonegative : b&w ; 4 x 5 in.

Descriptor Coach
Delivery Systems
Postal service
Transportation

Geographic location Arcadia (Fla.)

Rights Public domain

Classification P30.D20.G10/2

Record 3 (Terry)
https://www.floridamemory.com/items/show/117914
Title Rural Mail Carrier Claude G. Varn on a Harley Davidson Motorcycle in
Bartow, Florida.

Creator N/A

Date 1911 or 1912

Source Rural mail carrier Claude G. Varn on a Harley Davidson motorcycle in

Bartow, Florida. 1911 or 1912. Black & white photonegative. State
Archives of Florida, Florida Memory. Accessed 19 Feb.
2020.<https://www.floridamemory.com/items/show/117914>.

File Name fr0362.jpg

File size 98 KB

Physical Description Photonegative-black & white 4 x 5 in.

Photo/Portrait Subject Varn, Claude G.

Motorcycle
 Descriptor Delivery Systems
Mail Carriers
Motorcycle
Postal Clerk
Postal Service

Geographic Location Bartow (Fla.)

Rights Public domain

Classification P50.D30.G20/3

Record 4 (Malachy)
https://www.floridamemory.com/items/show/34907
Title Portrait of Clara Page Ferrell In Her Official Mail Carrier Uniform:
Woodville (Leon County), Florida

Creator N/A

Date Ca. 1917

Source Reference collection

File Name rc12471.jpg

File Size? 159 KB

Physical Description 1 photoprint : b&w; 10 x 8 in

Photo/Portrait Subject Ferrell, Clara Page (1887-1978)

Descriptor Car
Dog
Employed Women
Mail Carriers
Postal Clerk
Postmistress
Postal Service

Geographic location Woodville (Leon County, Fla.)

Rights Public domain

Classification P20.D10.G50/4

Record 5 (Malachy)
https://www.floridamemory.com/items/show/67953
Title Mrs. Juanita Tucker looking over collection of framed letters from all
around the world : Christmas, Florida
 Creator N/A

Date 1947

Source Department of Commerce collection

Physical description 1 photoprint : b&w; 4 x 5 in

File Name c008517.jpg

File Size? 34KB

Photo/Portrait Subject Tucker, Juanita Smith 1907-2008

Descriptor Employed Women

Letters
Postal service
Postal employees
Postmistress
Writing

Geographic location Christmas (Fla.)

Rights Public domain

Classification P40.D50.G40/5
Part 2 Contributions:
Taylor: Revised part 1, changed descriptors to match thesaurus vocabulary, wrote a few sentences for the
descriptive paragraph, wrote part of the thesaurus.
Malachy: Contributed to both the justification and to the thesaurus entries. Helped with formatting.
Terry: Contributed to the descriptive paragraph and helped frame the overall narrative.

Part 3 Contributions:
Taylor: Contributed to the classification scheme, notation rules, and call numbers.
Malachy: Contributed to the classification scheme and notation rules. Helped to create call
numbers/identifying codes, and helped with formatting.
Terry: contributed to justification write up.