UNIVERSITI TEKNOLOGI MARA

MANAGEMENT OF AUDIO VISUAL RECORDS & ARCHIVES(IMR 665)

Introduction

-Appraisal is the intelectual decision making activity that selection in common usage.

-Selection is to reduce a collection to manageable propotions since the material has already been commisioned, more corectly referred to as “reapraisal”.

-Appraisal also can be defined the process determining the value of the records based upon their primary value.

-Audiovisual material is different with paper based document. Most of the paper based will end with disposed, but not to audiovisual material. ( as a result ease of recording)

Introduction

Difficulty of preserving audiovisual material.

High Cost-Equipment-Manpower

Maintenance-Temperature-Relative Humidity

Locating Information-AV is very slow to work with, to retrive any info, we have to listened to reviewed in real time.

-As a result, amount of time need to research make confusing or mismanaged, make researcher looking for alternative sources.

Every item should be labeled- otherwise, might disappeared altogether the item.

Archival appraisal & sound archives

-Audiovisual material can be housed together or may be maintened seperately, but most archive material lines demarcation between Audiovisual material are often not diatinct. Film, magnetic recording, music, sound and image.

-There are a problem of the integration of sound archives with other types of archive which make collection & acquisition has been carried out without adequate attention. Example, should one select material in all genre that is relevent to the collection.

- Preservation the original must not be necesaary destroyed unless it is in a dangerous condition.

Example: Nitrate Film of the AV materials is self destruction nature.

Archival appraisal & sound archives

-Different archive has a different archive selection policies. Based on intended use of item.

-Some archives have a selection staff which concentrates on the areas of acquisition and selection.

- some archives also use a system of selection committee. They use the committee in which field they are interest.

-The development & variety of sound recording & sound archive, Has been already noted.

Example: Music archive, Etnomusicology, radio sound archive, national archive, local history collection, Oral history collection.

Archival appraisal of moving images

-For state archives with a broad mandate to conserve all documents of national historic interest the following criteria for the selection of moving images, by no means exclusive or exhaustive, should be considered:

Administrative: Moving images which are produced as a result of the activities of government agencies and which document the policies and programs of the sponsoring agencies, or which complement documents in other media that have been selected and conserved. This is sometimes referred to as evidential or functional value.

Historical: Moving images which document the political, economic, scientific, technological, social and cultural life of the country, either as actualities (documentaries, and newsfilm) or as dramatizations.

Sociological: Moving images which document the significance of the film and television as an integral part of the public record and the popular culture, and which function as an unofficial record of the national cultural heritage, either as actualities or as dramatizations.

Definition Important at all levels of collection from the lending or access situations, either

by direct physical means or provision in data banks or electronic transmission, through to the national library and the archives.

“Is the process of deciding what will be added to a library’s or archives collection”.

Why Select? 2 reason; 1- Cannot conserve and collect everything. 2-

collection of material useful for particular purpose

Who Select? Archivist, Selection staff, Selection Committee & Consultant

Selection

The information content The artefact or carrier The aesthetic content

Three elements concerned in selecting material

Function and terms of reference of the archive Uniqueness or rarity Quantity Quality Integrity Intrinsic value Digital vs Analogue Copyright/ownership/obligations Timing Objectivity within guidelines Repatriation and selection

Principles of selection

Definition

“Is a concept familiar to archivists: ‘the process of evaluating records to determine which are to be retained as archives, which are to be kept for specified periods and which are to be destroyed’ (Ellis, 1993, p.461)”.

Appraisal

Appraisal policies & principles

-Appraisal should be force from the earlier.

-Lack of the appraisal policies because of the deposit. Some of the deposit is unknown & hope archive rationalise.

-Problem for sound recording appraisal is time consuming.

-Archivist play a main role to appraise the collection.-Must have a qualifications-Well trained-Must have a knowledge for the subject (Music & sound archivist)

- Recording machinery should be regularly “cleaning up” so that the other will not inffected.

Archival appraisal of moving images

-non-governmental organizations, now being joined by state archives at both the regional and national level, are linked in their activities through the International Federation of Film Archives (FIAF) and International Federation of Television Archives (FIAT). -Both these federations have been attempting to develop appraisal standards. where archivists have to contend with the enormous volume of moving images generated by television broadcasting intrinsic historical or cultural value of the programme or sequence.-In addition television archivists add illustrative specimens of repetitive programming and programmes that mark a significant advance in the art of the technology.-Only a small percentage of the moving images produced in the world today meet these functional or evidential and informational value criteria.

Appraisal and selection of data for preservation is based on their significance and continuing value.

Need to select and preserve more than just the data themselves, in order to understand them in the future.

An appraisal or selection policy that clearly sets out the processes and the basis for making selection decisions is necessary.

Appraisal and selection decisions should be consistently applied.

Appraisal and selection decisions must be based on a clear understanding of the objectives of the organization that accepts preservation responsibility

Challenges

There is considerable consensus about the criteria used in appraisal and selection practice uses the concept of archival value, assessed by considering administrative value (usefulness for the conduct of business), fiscal value (usefulness for financial business), legal value (worth for conduct of legal business), intrinsic value (inherent nature and artefactual significance), evidential value (value as record of the record creator’s origins, functions and activities), and informational value (usefulness of content for more general research purposes) (Tibbo, 2003, pp.29-30). Library practice for selection of materials for long-term preservation focuses on maintaining physical items in their original formats and applies five key criteria: evidential value, aesthetic value, market value, associational value, and exhibition value. Additional criteria may be applied, such as physical condition, resources available, use, social significance.

Traditional appraisal and selection concepts

I N T R O D U C T I O N

The purpose of the standards and procedures policy is to ensure thatpreservation of television programme material can be identified and selected for permanent preservation for both operational and cultural purposes.

It is important to preserve regular samples of complete days of programme output as well as regular examples of presentational and commercial material. For examples such as advertisements.

The application of selection policies will depend upon the type of library or archive applying them. For example, the retention of untransmitted material is particularly applicable to a news library, while the retention of a complete day’s output will be more important to a national archive.

S C O P E OF M A T E R I A L

T E C H N I C A L C O N S I D E R A T I O N S

Master film and tape copies should be acquired and preserve wherever possible.A broadcast archive will need to preserve different elements of the production.

A clean feed of the transmission of a live broadcast is necessary .

Separate copies of the sound elements such as music and effects tracks and international versions are also required.

S E L E C T I O N P R O C E D U R E

Each archive should ensure that its policy is communicated to and understood and accepted by the whole organization and responsibility for the application of selection policy must be clearly established.

S E L E C T I O N C R I T E R I A

Six of selection criteria :

a) Actuality material of historic interest in all fields

b) Actuality material as a record of a place

c) Interview material of historic importance

d) Attitudes of all time

e) Fictional and entertainment material of artistic interest

f) Fictional and entertainment material illustrative of social history any material, including commercial and presentational, illustratrative of the development of telivisual practices and techniques

Selection Recommendations By Genre

Selection /Genre

News, News Analysis And Comment, Current Analysis

Documentaries Topical Magazines And Discussions

Characteristics The aim is to only to enhancethe public understanding.

Presents the personalperspective of an author onreality or facts

Always up to date and are usually presented incontinuous series

Typology The genre can take on the format of a new broadcast

Documentaries basedon archival materials

Include (s) :a) daytime magazine programmingb) studio based programmesc) magazine programmes such as travel or motoringd) and so on

Selection a) edited itemsb) viewing termsc) ENV (eurovision) materials - useful to archives as edited new itemsd) transmission tapes of the programme as broadcaste) raw material - enabling the archivist to link the raw material

Should be kept because :a) they are creative worksb) works can be repeatedc) they are works that bear witness to the environment we live in

The material created in rarely re-usedensuring that all contributions by individuals ofhistoric significance are retained

Selection /Genre Events Drama and Performances Game Show and Quizzes

Characteristics Can be simple transmissionsincluding a mixture of liverecordings and pre-recordedinserted.

Drama includes single plays,series, serials, soaps.Performances include theatre,opera, ballet, music

The repetitive form becausethe concepts are often the same

Typology Include special programmescovering important events :political, transmissions ofceremonies

Dramatic works for television

Drama and performancesare reflections of socialissues

Often in connection to special topic, lottery presentations and other sorts ofgambling in relation to sports

Selection Historic interest recorded as theyare broadcast both in the nationalarchives for the historical interest

Should be kept because :a) they are creative worksb) works are easy to repeatc) representing the society we live in

Varied and representative examples ofsuch programming, though within a seriessample episodes

Reflect changes in this kind ofprogramming from time to time

Selection /Genre

Entertainment Programmes Children’s Programmes Presentation and Commercials

Characteristics Broadcasting outlets :Home video, video on demand,cable, satellite

Cover all types of programmesnews, sport, entertainment and allFormats drama and cartoon

Always produced by the broadcastingcompany and transmitted in return bypayment

Typology Talk/chat shows, variety shows,Comedy

Includes drama comedy which canbe made on film

These programmes aimedat an audience of children.

Includes station identifications and logos,clocks and test-cards, breakdown andother announcement material

Selection Archived by random selection of atleast the first, last and middleepisodes

Under categories A to GDiffering from programme toprogramme

Each television company will need topreserve examples of its own stationidentifies and presentation styles

Selection /Genre

Educational Programmes Sports

Characteristics Using multimedia elementseducational programmes will become hypermediaprogrammes enable the viewer in an interactiveprocess

Sports programming has often stimulated technological developments for television generallyand warrants

Extensive archival preservation

Typology Produced in the form of:a) featuresb) documentariesc) presented magazinesd) and so on

Includes instantaneous coverage of sporting eventssuch as Olympic Games and world championships

Selection The storage of untransmittedMaterial is only useful, if there is documentation

The quantity and repetitive nature of sportsProgramming requires selection such as nationalevents, local events, international events and so on.

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The selection and appraisal process play an important role in acquiring and deciding which archives materials need to be preserve. It is important to ensure all valuable information are fully preserved, conserved and protected. But not all information especially in AV material needs to be preserve. And again, the selection and appraisal process need to be considered.