the viva last copy video project virginia library association (vla) annual conference october 22,...

The VIVA Last Copy Video Project

Virginia Library Association (VLA) Annual ConferenceOctober 22, 2015

Laura Jenemann, George Mason UniversityAnne Osterman, VIVA

Leigh Rockey, University of Virginia

Jenemann, Osterman, Rockey

About Us

Laura JenemannMedia, Film Studies, & Dance Librarian

Anne OstermanVIVA Director

Leigh RockeyMedia Collections Librarian

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What We’ll Present

1. Background 2. Implementation3. Results4. Challenges5. Questions?

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Background: Video at Risk

• VHS and VCR obsolete when project started in 2011. (Emling, 2002; Hitachi, 2005; Wakabayashi, 2012)

• Everything on VHS is not available on a newer format.

• How many of these items are unique and possibly at risk for obsolescence?

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VA Video: Background

2005 498 PBS streaming films2008-11 Librarians build social network2011 VIVA acquires American History

in Video

2011 Informal meeting of VA A/V librarians

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VA Video: Background (cont.)

Spring 2012 Participants provide estimateSummer 2012 Participants propose Last Copy

Video Project to VIVA DirectorDec. 2012 Project officially a VIVA Task

Force2013-present Collection Analysis Project

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Project Goals

• Identify unique and at-risk titles• Develop a last copy retention plan• Determine repository libraries• Develop preservation strategies and

standards

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Planning the Project

• Participating institutions:– College of William & Mary– George Mason University– James Madison University– University of Richmond– University of Virginia– Virginia Commonwealth University– Virginia Tech

• Four different integrated library systems• An estimated 130,000 video items in many formats• Sustainable Collection Services selected as the

contractor

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The Process

• The libraries filled out data questionnaires, including such information about circulation/charging practices, classification practices, and ILS details.

• The libraries extracted their records and sent them to SCS.

• SCS validated and cleaned the data files and matched the records against WorldCat.

• Holdings were compared to other US libraries, other Virginia libraries, and the project libraries.

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Results: Videos by Institution

CWM GMU JMU UR UVA VCU VT0

5,000

10,000

15,000

20,000

25,000

30,000

35,000

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Results: Videos by LC Class

A

BC

DE F

G

H

JKL

M

N

P

Q

RS

TU

VZ

Not classed

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Results: Videos by Publication Date

2010s2000s

1990s1980s

1970s1960s

1950s

Before

1950

No Publicati

on Date0

10000

20000

30000

40000

50000

60000

8,713

56,683

33,041

17,262

1,604 235 73 127 1,634

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Results: Circulation Patterns

0 1 to 3 4 to 9 10+0

10000

20000

30000

40000

50000

60000

Total Charges

Last charge after 2005



0100002000030000400005000060000700008000090000

Most Recent Charge

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Results: Uniqueness within Group

Held by one library38%

Held by two libraries18%

Held by three libraries

13%

Held by four libraries

10%

Held by five libraries

7%

Held by six libraries

7%

Held by all seven libraries7%

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Results: Uniqueness in the U.S.

Uniquely Held In U.S. -

Same Edition

Uniquely Held In U.S. -

Any Edition

2 to 9 U.S. H

oldings - Same Edition

2 to 9 U.S. H

oldings - Any Edition

02000400060008000

1000012000140001600018000

6,4894,731

16,334

9,578

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Later Goals: Preservation

• The task force decided to focus its preservation efforts on the VHS format titles uniquely held within the United States and held by only 2-9 libraries in the United States.

• Task force members were charged with assessing the titles for their institutions and making a local determination of long term value.

• They discussed using UVA’s then-model of preservation, which was to create a circulating DVD, archived LTO5 (a magnetic tape format that is more stable than VHS), and archived digital copy.

• It was acknowledged that preservation and digitization of these videos might require grant funding.

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Later Goals: Collection Development

• The task force discussed the potential for this project to inform cooperative streaming purchases.

• They reviewed a list of production companies having a high number of widely held, circulated titles defined as follows:– Held by at least three participating institutions– Held by at least 15 Virginia institutions– Circulated at least once

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Collection DevelopmentProducer/Distributor Count of Titles

Warner 313Criterion Collection 28020th Century Fox 209Universal 198MGM 166Paramount 160Sony Pictures 149Columbia TriStar 149PBS 96HBO 83Miramax 79Turner 73Lionsgate 65Disney 58New Line 51Buena Vista 48WGBH 44Docurama 39Ambrose 37Touchstone 37DreamWorks 37BBC 30

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Challenges

• Goals

• Consensus

• Different jobs and institutional capacities

• Communication

• Next steps

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Challenges: Goals

• Goals did change over time

– Original overall goal– Questionnaire responses– Later, preservation of at-risk materials took

precedence– What does “at-risk” mean?

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Challenges: Goals

• Dataset reworked to meet changing goals

The data set–started out with all physical video materials

» narrowed focus to unique or little held video • and then to unique or little held VHS tapes,

• then just unique VHS,• then each school selected from its list of unique tapes.

• Our data set went from ~130,000 videos to ~3,000.

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Challenges: Goals

• Other goals floated

– Cooperative collection development• Talk of consortium for acquiring streaming video

– Grant• Talk of looking for a grant to fund reformatting

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Challenges: Consensus

• Building consensus

– Need general understanding of what preservation entails

– Need to share copy retention guidelines/assessment criteria

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Challenges: Consensus

• Building consensus

– MOU proposed• Minimal requirements for just a few tapes

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Challenges: Differences

• Different jobs and institutional capacities

– subject and academic engagement librarians– collections librarians– media lab librarians– no preservation specialists or conservators

brought on despite preservation goals

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Challenges: Differences

• Different jobs and institutional capacities– Few unique at-risk titles

Institution # of unique videos

JMU 10University of Richmond

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George Mason University

79

William & Mary 125VCU 298Va Tech 389UVa 2,388

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Challenges: Communication

• Communication issues

– Email responsiveness– Traveled to meet in person – Phone conferences held– Ready for next steps

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Challenges: Next Steps

• Next steps

–MOU pending–Some of us have moved on to developing Section

108 policies now for our unique VHS tapes using SCS data

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Questions and Discussion

• What have we learned?• Any advice for us?• Any questions?

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Thank You

Illustration from “Reims—Solemnity—Relief…” (1891, September 12). Punch, or the London Charivari., 101, 121. Project Gutenberg.

http://www.gutenberg.org/files/13710/13710-h/13710-h.htm


Contact Us

Laura Jenemann [email protected] Osterman [email protected] Leigh Rockey [email protected]

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mailto:[email protected]




References

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Hitachi. (2005). Annual Report. Retrieved from

http://www.hitachi.com/IR-e/library/annual/2005/ar2005e.pdf

Emling, S. (2002). Circuit City To Drop VHS Movies\ Move Heralds DVDs’ Rise

Over Videotapes. The Atlanta Journal-Constitution, p. H1.

Netherby, J. (2003). As the world turns: DVD overtakes VHS. Video Business,

23(25), 8.

Virtual Library of Virginia. (n.d.). Retrieved October 18, 2015, from

http://www.vivalib.org/aboutviva/whatisviva.html

Reims—Solemnity—Relief—En voiture—Politeness—Calling—Calves—Caves—Starting—Cocher—Duet.

(1891). Punch, or the London Charivari. 101, 121. Retrieved October 18, 2015, from


Wakabayashi, D. (2012, Feb. 13). Panasonic Presses Stop on the VCR. Japan Real

Time. Retrieved from

http://blogs.wsj.com/japanrealtime/2012/02/13/panasonic-presses-stop-on-the-vcr/

http://www.hitachi.com/IR-e/library/annual/2005/ar2005e.pdf







the viva last copy video project virginia library association (vla) annual conference october 22,...

Documents

project libraries

contractor jenemann

video items

virginia libraries

us libraries

rockey55va video

rockey44va video

vhs format titles