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Photo Submissions in Box

The OHS-ECLKC Image Library in Box is used to securely store, publish, and manage photos and graphics. It streamlines the workflow between the Office of Head Start, National Centers, and other entities. Follow these quality, asset management, and metadata tagging standards for each new original image uploaded into the Box library.

Submitting Original Images

Follow these requirements when submitting projects that include graphic images that were not pulled from the OHS-ECLKC Image Library. Learn more about these elements in the sections below.

  1. Provide an original, unaltered photo for every image submitted, at a resolution of 2,800 px @ 72 ppi or higher.
  2. Rename original photography using the Naming Conventions for original images, see Acceptable File Names.
  3. Provide an electronic copy of a signed Media Release Form with every photo submitted.
    • Images capturing full-time federal staff and stock images do not require release forms.
  4. Upload original images and the corresponding media release forms, when applicable, to the Images folder.
    • Original images go inside an Originals subfolder.
    • Media release forms in a Release Forms subfolder.
  5. Catalog original images with keywords and metadata in Box.
  6. Upload modified images (e.g., cropped, resized, or altered) of the originals under the Images folder for the product. See Page Layouts and Page Elements to learn how to modify and resize images to fit the selected location.
    • When uploading modified files of each original photo, refer to the modified images section in Acceptable File Names.

Follow these rules when submitting an original image file:

  • If the image was obtained from a stock photo service, keep the original stock file name and number.
  • If the image was downloaded from the OHS Image Library in Box, you don't need to rename or upload the image again. Simply share the Box link to the image.
  • If the image was taken by a professional photographer, a partner organization, grant recipient staff, or anyone involved in the Head Start community, keep the image name as it was documented by the creator/photographer, see Acceptable File Names.

Using Images from OHS-ECLKC Image Library

Under the main Images folder, only two subfolders are allowed: Originals and Release Forms. The Originals subfolder stores a version of every image submitted at full quality. The Release Forms subfolder stores permissions for every recorded subject, or a receipt of purchase for all stock imagery.

If the image was downloaded from the OHS Image Library in Box, you don't need to rename or upload the image as an original again. Simply tag the Project Usage field on the OHS-ECLKC Image Library, at the time of downloading the image, using the five-digit ID of the product you are working on.

Then, upload modified images of the download photo, following Modified Images naming conventions from Acceptable File Names.

Metadata and Cataloging

Screenshot of Box image displaying the Metadata button.When original stock photography and professional photos are submitted, metadata must be added to them in Box. Metadata provides the ability to match source files with their modified versions on the website. While every input field is required for all original images, the description, keyword, owner, copyright, and project usage fields are some of the most important.

If a submitted image was downloaded from the OHS-ECLKC Image Library, the only required metadata is the Project Usage field. 

Select any asset in Box for a thumbnail preview with details. Choose the "M" icon to open the Images Metadata template and use the pen icon to edit the fields. If the icon is not visible, contact HSICC staff.

Screenshot of Box displaying the edit pen.Adding a Description and Keywords

Avoid using the same words in the Description and Keywords fields to maintain the highest level of searchability for each asset.

  • Description: Describe the action and subject of the image and end the statement with a period.
  • Keywords: Choose at least five words or phrases, separating each with a comma and a space.

Project Usage and Ownership

Images are tracked back to their original assets using the five-digit Smartsheet product ID number in the Project Usage metadata field. When original images are used on multiple projects, every product ID number is added to this field, separated by a comma (i.e., 00166, 01984).

required metadata fields

The metatag labels for ownership are defined below:

  • Creator: Contains the name of the photographer; in cases where the photographer is unavailable, use the name of the company or organization that owns the copyright of the image.
  • Creator Website: The web address for the person that created the image.
  • Copyright: Contains the copyright notice for the image.
  • Project Usage: Five-digit Smartsheet product ID number.

Required Fields

The following fields are required when cataloging original image submissions: 

  • Description
  • Keywords
  • Content Type
  • National Center
  • Creator
  • Creator Website
  • Copyright
  • Project Usage
  • Age
  • Gender
  • Number of People
  • Orientation
  • Width
  • Height

Read more:

,  Web Standards