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Re: Videos in University Archives



I would like to address this question - and the replies from a few different
perspectives.

Let's start with what type of format the masters are on in the first place -
this is a big issue. If the masters are on VHS, then the first consideration
has to be migrating the collection to a format that will allow reasonable
quality preservation and  duplication for the future - and VHS definitely is
NOT that format.  Further, if you are making duplicates from that only VHS
master - it is only a matter of time (short) before the master will be
worn - so having a duplicate master or a duplication master is something
that must be considered.  Further, from the scenario described it sounds
like there is only 1 copy of each tape - as in no protection or duplication
master.  This is a recipe for certain disaster. There should be at least 2
copies of each of the tapes to insure against loss. Keeping the master in
the archives where it can be kept in a proper climate controlled
environment - with the duplicate master in some other location is a option.
If a proper environment is not available in the archives - consider off site
storage.

In my experience - AV departments in Universities - in general - are not
equipped nor do they have any knowledge in the proper archival handling of
A/V materials.  They tend to be on the "Access" side of Preservation/Access.
Further the mission of most A/V departments sometimes relate to providing
use copies for instructors - but more often then not - A/V departments main
job is to provide A/V equipment for classroom instruction.  While well
intentioned they often do not have the mission, budget, equipment,
environment, or the expertise to deal with these issues.

My suggestion is as follows.  First of all - a preservation master should be
made of all tapes on a high quality format that will have reasonable
longevity. Second - a duplication master should be created at the same time.
This tape should be housed in a different area then the preservation
master - and this sub-master can then be used to duplicate tapes for
access - patrons - alumni - whatever. The preservation work should be
performed at a facility that specializes in this type of work (hint hint).
The duplication from the duplicate master can be performed in the A/V area
or elsewhere - ONLY BECAUSE THE MASTER (the original) AND PRESERVATION
MASTER ARE SAFE AND SOUND IN DIFFERENT LOCATIONS IN A PROPERLY CONTROLLED
ENVIRONMENT.

Finally - since they are materials generated by the Athletic Department -
and since they would presumably like to access them in the future - it seems
to me that the preservation work should be paid for by that department - a
perfect alumni fund raising project - the collection being named for the
donor(s) or a coach.

jim


Jim Lindner - President
VidiPax - The Magnetic Media and Information Migration Full Services Company
Telephone 212-563-1999
www.vidipax.com
Moderator of A/V Media Matters@topica.com


-----Original Message-----
From: Archives & Archivists [mailto:ARCHIVES@LISTSERV.MUOHIO.EDU]On
Behalf Of Dean DeBolt
Sent: Tuesday, February 01, 2000 3:14 PM
To: ARCHIVES@LISTSERV.MUOHIO.EDU
Subject: Re: Videos in University Archives


We requested funding and purchased a dual-VCR so that we can make
our own dubs-on-demand.  It also permits us to make copies on better
VCR tape of some of the important videos but which were done with
cheapy stuff.

Dean



At 11:07 AM 2/1/00 -0600, you wrote:
>Hello --
>
>I'm new in the position of Archivist/Special Collections Librarian at the
>University of South Dakota. Among the collections here are the University
>Archives.  My question revolves around issues particular to videos in a
>University Archives Collection.
>
>The Athletic Department here has numerous videotapes of football games
>which it would like to house in the archives.  The problem that I'm facing
>comes in that occasionally, the department receives a request for a dub of
>one of the games. The Archives doesn't have the capability to make video
>dubs, but the Athletic department does, and they have been doing so for
>years. They do not, however, have the storage facilities to properly house
>a video collection. They propose housing the materials in the archives,
>with a special stipulation that will allow for them to remove a tape from
>the archives when a dub is requested in order to make a copy.
>
>Obviously, I'm concerned for the integrity of the collection and potential
>damage to the tapes.  But I also understand the needs of the University to
>provide potential donor John Smith with a copy of his grandson's star
>performance in the big 1990 game....  How do other University Archives
>handle this kind of situation, short of purchasing expensive video
>equipment?
>
>Regards,
>Amy Cooper
>Archivist/Special Collections Librarian
>I.D. Weeks Library
>University of South Dakota
>414 E. Clark St.
>Vermillion, SD  57069
>
>Phone: 605-677-8867
>e-mail:  alcooper@usd.edu
>
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Dean DeBolt
University Librarian
Special Collections and West Florida Archives
John C. Pace Library
University of West Florida
11000 University Parkway
Pensacola, FL  32514-5750
Tele:  850-474-2213;   Fax:  850-474-3338

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Or to do *anything* (and enjoy doing it!), use the web interface at
     http://listserv.muohio.edu/archives/archives.html

Problems?  Send e-mail to Robert F Schmidt <rschmidt@lib.muohio.edu>