Transcript Wake up and smell the vinegar: a guide to collection condition surveys Annual General Meeting of The Society of California Archivists Genevieve Maxwell &

Wake up and smell the vinegar: a guide to collection
condition surveys
Annual General Meeting of The Society of California
Archivists
Genevieve Maxwell & Mahnaz Ghaznavi
April 2013
Presentation overview
• Project background, goals and objectives
• Identifying, selecting and using preservation assessment
tools
• Overview of survey tools
• Audiovisual preservation and formats
• Survey tool walk-through
• Project findings and next steps
• Q&A
Background: Institution
Background: Archives & Special
Collections
Background: University Archives
Goals & Objectives
Goals
• Assess the health of the University
Archives
• Test the usability of an automated
survey tool
Objectives
• Focus on at-risk audiovisual material
• Identify preservation priorities
• Research tools and resources for
assessment
• Collect data to inform future projects
Tools
• AVDb: Columbia University Survey Instrument for Audio &
Moving Image Collections
• AvSAP: University of Illinois at Urbana-Champaign Audiovisual
Self-Assessment Program
• ViPIRS: NYU Visual & Playback Inspection Ratings System
• Calipr: California Preservation Program
• NYU Condition Survey Database Tool
NYU Survey Database Tool
• Modified version of a Mellon-funded tool developed by
Columbia University, 2003
• Requires Microsoft Access (Windows OS only!)
• Applies to a variety of material formats and collections at
various levels of processing
• Can import records from Archivists Toolkit
Negatives
Moving Image Film
Audio
Record Creation Walk-Through
Data entry form
Material Record
Tabs for different material
(e.g. Loose paper,
Photos, Still Film,
Magnetic, Realia, etc.)
that might be housed in
each unit (box)
Moving Image Material Record
Condition Rating
• (1)= Due to mold or extreme fragility, materials are unsuitable for
access by researchers or handled by staff.
• (2)= Materials may have some losses, structural damage or surface
dirt. Deterioration is likely should items be handled further.
• (3)= Materials are generally stable and in decent condition with no
visible losses or structural damage. May have some surface dirt.
• (4)= Materials are pristine with no losses, structural damage or
surface dirt.
Additional Condition Rating Tools
A-D Strip were used to
provide more specific
condition ratings
A-D Strip Ratings
Findings
• Under-stuffed boxes and inappropriate housing
• Vinegar syndrome
• Contamination of materials, enclosures and boxes
• Tape pack problems
Under-stuffed Boxes/Inappropriate
Housing
Vinegar Syndrome
Audio Tape Pack Problems
What’s next?
• Build on findings
• Weigh options for expanding to other special collections
• Tie in with university assessment and development goals
• Fit with digital initiatives
• Share with professional communities
Resources
• FACET Format Characteristics and Preservation
Problems
• ViPIRS: manual for audiocassette
• Film Forever
• National Film Preservation Foundation guide to vinegar
syndrome
• Image Permanence Institute: User’s Guide for A-D Strips
• NYU Condition Survey Manual
Other Resources
• Jean-Louis Bigourdan: Vinegar Syndrome: An Action Plan
https://www.imagepermanenceinstitute.org/webfm_send/30
8
• Sound Directions FACET audio preservation assessment
tool
http://www.dlib.indiana.edu/projects/sounddirections/facet/i
ndex.shtml
• Indiana University Media Preservation Initiative
http://www.indiana.edu/~medpres/
Other Resources
• NYU Barbara Goldsmith Preservation and Conservation
Department
http://library.nyu.edu/preservation/
http://library.nyu.edu/preservation/links.html
• California Preservation Program
http://calpreservation.org/cpp/
• Film Forever
http://www.filmforever.org/
Final Thoughts
• Using automated survey tools is an easy and practical
way to assess the health of audiovisual collections
• Condition surveys can be a rewarding internship project
for students interested in preservation
• There are a variety of tools to look into, depending on the
needs of your collections
• Data from survey can inform preservation planning,
deaccessioning and digitization