5.12.2025

In this final blog post of the digitization project, we follow the journey of a photograph from the archive storage to becoming openly available on Finna.fi.

It all begins when I open an old case or envelope and examine its contents. These photographs have not previously been searchable, so there is no pre-entered data in the collection management system. The photos are stored in alphabetically organized envelopes, and now plays starting with the same letter (e.g., Aa) are sorted by size. Then they are placed in photo sleeves and assembled into new, acid-free storage boxes.

Examining a photograph begins with its old so-called register number, from which a new number is created. This is an important identifier, written on both the photo and its sleeve. Old handwritten registers also reveal donation details, dates, and sometimes additional information.

Next comes searching for and recording basic details, such as theatre, work, year, and actors. If more information about the performance is available – such as director, set designer, costume designer, music, and choreographer – these are also added to the collection management system. For the photo, the photographer, the measurements, and preferably the location are noted and its condition is evaluated.

Lots of information – or none at all

A photo may have abundant information – or none. The back may be completely blank, requiring research elsewhere. Fortunately, many early photos have the play or theatre name printed, which helps. Photographer details can also assist with dating, as can comparisons with other photos.

For cataloguing, I have used histories, literature, the Ilona and Encore databases, and colleagues. Sometimes the search has been detective work, as photos may contain incorrect identifications. With nearly a thousand photos in the project, I could not spend a full day on each. If there are gaps or errors in the data, the archive gladly accepts additional information.

I have also aimed to consider markings on photos that may be significant, such as dedications revealing networks or postcard texts – especially who received the card and when it was sent.

Sometimes texts on the reverse reveal fascinating details: an actor may comment on their role, share tour schedules, or ask a director to send a play. A card to a mother might mention illness or financial concerns.

Coffee and Digitization

During cataloguing, the photo’s condition is assessed. Most old black-and-white photos are in good condition: 1920s photos may even be better preserved than those from the 1970s, due to techniques, materials, and handling. Naturally, a 120-year-old photo shows fading and scratches.

Many photos were used as press images and may have damage: broken surfaces, folds, missing corners, or ink and coffee stains. Notes may be written on the photo or its reverse in ballpoint pen. These damages are recorded during cataloguing.

The catalogued photos are placed in new storage boxes, sent for digitization, and checked upon return. Finally, they are published on Finna, and the photo returns to its place in the archive.

Aino Kukkonen
PhD, Project Researcher

This is an artificial intelligence translation from Finnish.