In reading a photograph, create a spreadsheet to record information. Do not write on the original pictures themselves, or apply adhesives to them, however. The spreadsheet should have the following items: ^{see note}

• TITLE: "PHOTOGRAPH DOCUMENTATION"
• DATE PHOTO WAS TAKEN: or write "not known"
• NAME OF PHOTOGRAPH: give the photo a name
• CREATOR: who took the photo
• SUBJECT(S): consult the Library of Congress for possible subject headings
• SIZE: record the width x height, in both inches and centimeters
• ABSTRACT: write a brief description of the photo
• NOTES: record any physical markings on the photo, including the photo's condition, or wear and tear
• MEDIUM: note what the photo is printed on, e.g. paper, cardboard
• CONTRIBUTOR: give the name of the source the photo was acquired from
• DATE RECEIVED/ACQUIRED: record when the source donated or gave the photo

In intrepreting photographs, especially those that lack dates, do the following, and take notes as you proceed:

• If you know of anyone who has information on the photograph, talk to her or him.
• Take note of background scenery, clothing. What time of the year might the photograph have been taken? Does the clothing provide a clue as to possible time period?
• Take note of any markings on the picture, including its frame if it has one. Is there a name of a studio where the picture was taken, especially if it is a portrait? One can trace the history of a particular studio, including its location and years of existence.
• Take note of objects in the photograph, such as license plate numbers if cars are present, any landmarks in background scenery, visible house numbers, signs on stores or buildings. Such items can prove invalable in dating a photograph that has no date.
• Take note if the photograph is taken at a particular ceremony, such as a wedding or family reunion. Such clues can be compared to what is known of a family history, or family members.
• Look for geographic clues, especially in landscape photographs. If, for example, there is a barren landscape, with little trees or vegetation, this might suggest the picture originated from a western state.
• Try to have some contextual background regarding the photograph. In other words, know something about the family history if the photograph concerns a family, including its members, dates of birth and death, geographic origins, and so on.
• Lastly, do not overlook any deformities in the photograph's condition. The photograph's "type" can provide a clue as to its time period. If, for example, a photograph is faded or blurry, this might suggest that the photographer was not a professional. If the photograph is damaged by adhesive tape, and you know of a family member who kept items in this fashion, you could contact that person for information, or trace the exact location where the photograph was stored.

In short, take note of as many details as possible, and do not dismiss what may seem at first glance insignificant, especially if you are dealing with a photograph that is poorly documented (e.g. has no date, known creator or contributor, etc.).

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