The collection is divided into two series. Series one includes the negatives, transparencies and prints generated by studio photographers. Series two includes the client log books.

Series one is arranged by set records. Set records describe individual photo shoots with a unique, sequential number and list the subjects, contents, number of images, date, photographer, location, and client (if known) of each shoot. As individual images within those sets are cataloged, they use the set number as a base with an additional image number and format code to create a unique identification number. Users can search the set records to identify photo shoots of interest.

The original numbering system used by the studio to organize the material was somewhat unevenly applied and inconsistent. At times individual numbers were applied to entire photo shoots, and at others they were applied to individual images within a single photo shoot. In addition, the owner attempted to re-organize the material into a stock photography file using a subject-based code and then a number. For example, "HPI 001" stood for Historic Point of Interest - image one. He did not complete the project, the application of the system was inconsistent, and a key for the codes was not included in the donation. In order to maintain a simple, strait forward connection between the individual images and their photo shoots MHS used a unique sequential set number to identify the original photo shoots. The original numbers and stock file codes were recorded for reference, and frequently were written on the negatives themselves by the photographer.

In 2004 an additional fifty-four sets of photographic material were added to the donation. The accrual was processed using the same guidelines as the main body of the collection. Set numbers were assigned using the collection number (P0243) and either a number provided on the negative or job envelope, or by creating a sequential five-digit number when no number was provided.