Chapter XII. Audio and Moving Image Material

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Chapter XII. Audio and Moving Image Material

- Overview
- Processing guidelines
- Storage
- Consulting services
- Reproduction and use of files stored in HSR

Overview

In the past, many AV materials were transferred to the Historic Sound Recordings unit in Sterling Library (HSR). In other cases, use copies were made and serviced in HSR, but originals were retained by Beinecke. Records for some of these transfers (for the American Literature Collection in particular) are found in a card file in Technical Services and a paper file in the files "corner" in Technical Services. Curators may have other background information. Reference to the transfer may or may not have been included in the prefatory material of the finding aid.

Cataloging and record keeping in HSR for material transferred from Beinecke appears to have varied. Some listening copies were made, but many others were not.

It also appears that some moving image works were transferred to the custody of the Film Center, in a manner similar to the transfer of audio media to Historic Sound Recordings.

In view of the emerging capabilities of digital technology to overcome past constraints on viewing and listening to AV materials on site, Beinecke no longer transfers these formats (either originals or use copies) to other custodial units in the library. Instead, digital copies are being made for use locally, and for preservation.

Processing Guidelines

When surveying a collection for processing, any audio recordings or moving image formats should be identified, and some effort made to determine how high a priority they are for digital conversion. Depending on the priority ranking given to material, an audio or moving image technical consultant will be contacted to review the material with us, and to discuss options and issues associated with digital transfer. If the material is considered low priority, they will be logged in the MSCONSP database, with appropriate notes, as is the case for other conservation and preservation work that is not undertaken as direct part of the processing of the collection.

When processing the collection, sort AV formats by type and list them using whatever information can be determined from physical examination of the materials or accompanying documentation (i.e., item count, format, title information).

If present in any quantity, treat AV material as a separate series (with necessary cross-references to related paper files, as appropriate). Otherwise, isolated instances can be interfiled in appropriate series.

Originals for which use copies already exist should be treated as Restricted Fragile Papers, and only the use copy should be left in the box in the main series.

Storage

House any materials lacking protective boxes in special archival cases designed for the purpose Material already in protective cases should be reviewed: if the case contains no labeling, replace the housing only if it is serious damaged or deteriorated: product information on original packaging can be helpful in assessing material for conversion, so if you discard a deteriorated case, first photocopy information on the case. Do NOT photocopy the case with the film or tape inside: remove the media, and then copy.

If the original container has supplied labeling (e.g., caption or descriptive information about the provenance or contents of the recording, rehouse the media if that is needed, but retain the original case.

Audio tapes should be stored on their edge.

Motion picture reels and videos should be stored flat.

If any of the motion picture film is nitrate, it must be removed and stored in the nitrate cold storage unit. See the section on nitrate negatives in Chapter X for information on storing and duplicating nitrate film.

Consulting services

We have located a reliable outside vendor locally who provides diagnostic services and provides digital copies of standard audio recordings. In addition, we have worked with a couple of outside vendors who have provided diagnostic, preservation, and reference copy duplicating services for films. Some copying and consulting services are also available through the Yale AV office, and the Yale Film Center.

Reproduction and Use of Audio Files currently housed in HSR:

Beinecke materials currently housed in HSR are there for reference and access purposes only: Beinecke retains ownership and any requests for duplication or publication of such materials must be approved by appropriate Beinecke staff (i.e., PS staff in consultation with the curator.) HSR staff, with appropriate approval from Beinecke, may create patron use duplicates of recordings, or arrange for duplicates to be made, in cases where they do not have the necessary equipment in house. [confirmed with PW 5/2000]