Pittsburgh Post-Gazette

Specifications for a digital text/image archive system

submitted by Tim Rozgonyi, Assistant Technology Systems Editor,

Pittsburgh Post-Gazette

compiled by the Post-Gazette's image archive group 1997

The following list of specifications was compiled by a group of people working on the purchase of an image archive system for the Pittsburgh Post-Gazette. Efforts have been made to eliminate references to specific vendors, though there are still plenty of references to things that are Post-Gazette-specific (such as our Atex system). Nevertheless, this document should hopefully serve as a good starting point for any publisher looking to acquire a robust archiving system capable of handling text, images, graphics, full pages and other desired media. The following does not necessarily represent the final version of the list as submitted to the chosen vendor, nor is it intended to be a comprehensive blueprint for a publisher looking to purchase a system. If it helps you along in your process, that's great. If you have any questions, comments or suggested additions to this list, or if you would just like to talk archiving, please contact Tim Rozgonyi (412-263-1923 or rozgonyi@post-gazette.com) at the Post-Gazette.


Record acquisition

Photographer/Artist (with pull-down menu)

Dept./Section (with pull-down menu)

Editor (with pull-down menu)

Reporter (with pull-down menu)

Reporter at Shoot (with pull-down menu)

Requested by (with pull-down menu)

Request Date/Time (filled in automatically on export to request folder)



Single picture or layout checkoff boxes (with a way to indicate the number of photos expected for the layout)

Mug shot check off box

Contact at site

Deadline Day/Time/Date

Authorizing Editor (with pull-down menu)

Story Slug

Working headline

Chatter (introductory text for graphics)

Publication Date



Background Information

Approved by assignment editor

Category (e.g., football - high school)


Shoot date and time

Permissions (with pull-down menu)


Status (with pull-down menu allowing user to indicate whether the job is or has been unassigned, assigned, acknowledged, scanned, edited, captioned, prepressed, approved, archived, published or exported)

In use by

Ability to copy set-up info from one assignment folder into another.

Ability to cancel or save changes.

Ability to clear screen.

Ability to create a new assignment folder.

Ability to view a directory of existing folders/assignments, the display of which would include such elements as the assignment name, assignment number, number of files in folder, assign date, shoot date, and status.

Ability to call up assignments from that directory.

Ability to delete an assignment.

Ability to protect an assignment so that it does not automatically purge.

Ability to display and effect changes in the security status of an assignment (restricted function).

Ability to link two or more related assignments together and to display a listing or directory of the linked assignments.


ability to add textual information such as keywords

ability to set white point/ black point

ability to apply Look Up Tables (LUTs) for output

ability to do global tonal and color correction

ability to tag files with color coded mark

A. Ability to tag various files out of a directory listing and perform such functions on them as change status, delete, edit, etc.

B. Ability to abort or cancel changes that have been made to a text record and leave the record as if it had not been touched.

C. Ability to use "hot keys" to attach basic, frequently used information to files.

D. Ability to build a directory and then choose to edit the current file, mark and edit selected files or select and edit all files.

E. Ability to use customized pop-ups to call certain textual information into a file being edited. These pop-ups would be keyed to specific editing fields.

A. Eyedropper function with readout numbers for R, G, B and K and CMYK.

B. Export options including: B&W, 24-bit color, 48-bit color, apply crop:

1. BW

2. 24-bit color

3. 48-bit color

4. apply crop

5. apply color adjustments

6. apply export LUT

7. apply default sharpening

8. apply custom sharpening

9. FPO mode

10. file type: (with pull down menu)

C. Display of image as adjusted via export options

D. Resolution options (such as pixels, inches, picas, points, etc.)

1. with option for predefined and numeric display of dpi

2. with option for "other dpi" with display for pixels per inch and pull downs for other measures (such as pixels, inches, picas, points, etc.)

E. Display of original image file size

F. Options for and display of predefined or custom file size for export

G. System-defined export file-size options with numeric display window adjacent to labels such as smaller, small, large, larger, custom, batch, etc.

System architecture


A. The system's ability to automatically keep track of the files that have been updated so an automatic transmission of the current update can be made.

B. The ability to automatically initiate a modem or FTP session to the intended destination and track the success of the transmission.

C. The ability to automatically make multiple attempts to complete the transmission if the first attempt is unsuccessful.

D. The ability to automatically generate reports on transmissions including such details as start and stop time, total byte count, file count, transmit file name, duration, and success.

E. The ability to automatically retransmit files that failed to go in the previous transmission.

F. The ability for the user (generally someone with admin level access) to initiate a retransmission of files that did not successfully make it to the intended destination. (This implies that the system stores the update files in a directory for a predetermined number of weeks. A minimum of four weeks would seem appropriate.) This retransmit ability should be accomplished via a menu-driven process. We do not want the user to have to go to a command line prompt and have to enter a complicated command to initiate a retransmit. It should be simplified, with the user being prompted for perhaps the date of the file and the intended destination.

Revised 9-23-97/tr

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Last Updated: 09/23/1997 by Tim Rozgonyi
Carolyn Edds