preparing audiovisual collections for outsourced digitization
TRANSCRIPT
Preservation Quick TipsPhysical Preparation of Audiovisual Collections for Outsourced Digitization
Annie Peterson LYRASIS Preservation Services LibrarianDecember 2015
lyrasis.org
Quick tips for AV digitization prep
So you’re digitizing an audiovisual collection. You’ve already got funding, long-term storage
for the digitized content, plans for access, metadata creation, intellectual property rights,
and more, but what about preparing the physical materials for the process?
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Quick tips for AV digitization prep
Are cassettes copy protected?
Cassette formats have tabs, buttons, or other record protection mechanisms that will prevent them from being recorded over during playback. Enable these protection mechanisms while you’re processing collections or before you send collections out for digitization.
lyrasis.org
Quick tips for AV digitization prep
Example from the Preservation Self Assessment Program (PSAP), University of Illinois at Urbana-Champaign
Find locations of other record protect mechanisms at https://psap.library.illinois.edu/format-id-guide/recordprotection
Safe: Record tab removed, tape cannot be recorded over
Unsafe: fecord tab intact, tape can be recorded over
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Quick tips for AV digitization prep
Are any items dirty or moldy?
• Inspect collections for mold or dirt prior to digitization
• Create cleaning procedures for in-house cleaning prior to shipping, or communicate with your vendor about cleaning procedures
• Separate moldy items from other collection items• Quarantine in zip bag or plastic bin while waiting for
cleaning• Alert your vendor to the presence of mold
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Quick tips for AV digitization prep
Will the items be safe during transport?
Prepare your materials for a safe journey whether they’re being transported to a local vendor or being shipped across the country. When collections are received back from the vendor, unpack and inspect return shipments promptly. Shipping boxes are not meant to be permanent housings.
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Quick tips for AV digitization prep
Prior to transport:• Re-adhere loose or detached labels • Use hold down tape to secure loose ends of open reel tapes and film
• Replace damaged housings • Use bubble wrap or foam to protect collections inside sturdy shipping boxes • Protects from shock if accidentally dropped• Insulates materials from changes in temperature and
relative humidity during shipping • Do not use packing peanuts
lyrasis.org
Quick tips for AV digitization prep
When shipping collections: • Do not schedule weekend deliveries• Ship early in the week
• Prevent delayed shipments from being delivered on a weekend
• Choose fastest shipping method that you are able, overnight if possible
• Include an inventory in the box
lyrasis.org
Quick tips for AV digitization prep
Will the items be stored in a good environment throughout the process?
Work with the vendor to ensure that temperature and relative humidity is monitored and maintained at acceptable levels throughout the digitization process. High temperature and relative humidity accelerates the rate of deterioration of collections and creates a hospitable environment for mold and pests.
lyrasis.org
Quick tips for AV digitization prep
Further reading • Handling, Packing, and Shipping from the National Park Service
Museum Handbook • http://www.nps.gov/museum/publications/MHI/CHAP6.pdf
• Library of Congress Preservation, Frequently Asked Questions, Audio/Visual materials• http://www.loc.gov/preservation/about/faqs/audio.html
• Videotape Identification and Assessment Guide, Texas Commission on the Arts• http://www.arts.texas.gov/wp-content/uploads/2012/04/video.pdf
• ARSC Guide to Audio Preservation• http://www.clir.org/pubs/reports/pub164
• Filmcare.org, Image Permanence Institute• https://www.filmcare.org/
Questions?Contact Annie Peterson LYRASIS Preservation Services Librarian
Phone 678.235.2923Email [email protected]
lyrdigpres lyrasis