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The description/listing of each tape should consist of four or five parts (no format necessary if you've articulated it in the collection, series, or subseries scope note):

Title, Date. Format (if listing it). Time. Description.

EXAMPLE from the Mary Bancroft Papers:

• T-64.1. "Why to Vote for Adlai Stevenson" speech given by Bancroft during his presidential campaign / "Between Two Worlds," brief summary of lecture prepared for conference of lecture buyers, 1954, 1956. Audiocassette. 30 minutes

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National Abortion Rights Action League:

• 1vt. "Public Square." Storer Broadcasting Company Public Affairs Presentation, WJKW-TV Cleveland, September 24, 1977. 28 minutes. 3/4 inch.

REQUEST AS Vt-4, reel 1.

• 2vt. "Intercom." Directed by Harrold Edris; Television 12 Public Affairs Presentation, October 9, 1977. 28 minutes. 3/4 inch.

REQUEST AS Vt-4, reel 2.

Titles of radio and television programs should be italicized.

EXAMPLE from the Boston N.O.W. Records:

• • T-187.4. NOW We're Talking. "Open Doors." Women's International League for Peace and Freedom (WILPF). WCAS. September 22, 1974. 31 minutes

Please note: We will NO LONGER use the "REQUEST AS" notes in the finding aid.

It's often not necessary to listen to or view each tape in its entirety.  Generally you only need to listen/view the beginning and end to make sure the tape is labeled correctly and to ascertain important production data (and length).  If unlabeled, a tape may require more time, but use best judgment.  When describing the content of the tape, you need to pull out the important themes, but do not need to provide a frame-by-frame, or topic-by-topic, analysis. A good example of adequate content description is in the Blu Greenberg Audiovisual Collection.

Do your best to determine the actual time of the tape. If you cannot, you may use "ca. 60 minutes" using the length of the entire tape capacity.

It's often easier to determine the length of videotapes by fast forwarding. Audio is more complicated, but if you can at least determine that the recording continues on the second side of the tape, the tape length can be noted as "ca. 90 minutes" or the full length of the tape. An audiocassette will often have an identifying mark to indicate "60" or "90" stamped on the edge.

Finding aid examples

Mixed collection with papers, Papers of Martha Stuart:

http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00932

Mixed collection, multi-a/v formats: Ariel Dougherty

...

:

http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01360

All audio collection: National Organization for Women Additional Audiotapes:

http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01430

All video collection: Judy Chicago:

http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00366

Let Joanne know when you are beginning research on a collection, so she can make sure the A/V records are up to date in the database.

Open AV-DCTracker.fp7 and search for the collection title - make sure you are in the "Collection View A/V" - and see what's listed. If locations are not listed for any materials, check in with Joanne.

Survey any A/V material along with your collection and include a discussion and appraisal of it in your processing plan. If there are any published A/V materials, check Hollis to see if we have them already. (even if in another manuscript or A/V collection)

***Usual workflow***

Fully list each item in AV/DC tracker first; you can then transform that data into EAD. If you have a number of items you are unsure about keeping; have an appraisal meeting with Joanne Donovan before updating the database.

For instructions on adding items to AV/DCtracker, see instructions (DRAFT, please consult with Joanne prior to using): (G:\SCHLES\COLLECTION SERVICES\AUDIOVISUAL\AV cataloging\CreatingitemsinAVDCtracker ).

When the database entry is complete, send Joanne an email with the collection name to let her know items are ready for her to review.

Discuss any changes with Joanne; when you are both satisfied with the records, you can transform the Filemaker data into XML to be added to your finding aid.

See instructions here: G:\SCHLES\COLLECTION SERVICES\AUDIOVISUAL\AV cataloging\CreatingInventorywithEADtagsFromAVDC

***Alternate workflow***

When working with a large collection, and utilizing the assistance of student workers, you may wish for them to work with spreadsheets instead of logging data directly into AV/DC tracker. Initial transcription of the data can easily be done by a student. A sample spreadsheet can be found at G:\SCHLES\COLLECTION SERVICES\AUDIOVISUAL\AV cataloging\AV_InventoryTemplate.xlsx

Once you have done an initial assessment of the A/V (including transcribed list of titles), meet with Joanne to go over the items and determine which to keep and what kind of further description is required of each one.

Continue to add description to the spreadsheet, send to Joanne for final review, as above.

When you are finished, you should transform the spreadsheet data into XML to be added to your finding aid.

See instructions here: G:\SCHLES\COLLECTION SERVICES\AUDIOVISUAL\AV cataloging\Creating inventory with EAD tags from spreadsheets OR more detailed instructions.

Copies and Duplicate material

We often keep copies or duplicates to use as listening/viewing copies.  These items should not be included in your finding aid.  When the materials are being passed on to Joanne for labeling and shelving, they should be banded together with the "original" with a note saying duplicate.  They will then get added to av/dctracker as copies and shelved on the second floor.

When processing a collection of solely audiovisual material, utilize the Aleph templates found here:

G:\SCHLES\COLLECTION SERVICES\AUDIOVISUAL\AV cataloging\Aleph templates

SCH_AUDC for an audio collection

SCH_VIDC for a video collection

(See also Updating Aleph (post-processing), especially for more 007 examples)

In the bib record, add multiple 300 fields for papers and each kind of a/v:

(PLEASE NOTE: THIS IS A NEW PRACTICE AND THE FOLLOWING EXAMPLES ARE RDA COMPLIANT!)

300 $a # format  :

EXAMPLE: $a12 videocassettes :

EXAMPLE: $a2 sound cassettes :

       $b other physical details ;

EXAMPLE: $bsound, color ;

EXAMPLE: $bsound, black and white ;

EXAMPLE: $bsilent, black and white ;

EXAMPLE: $banalog.

       $c dimensions

EXAMPLE $c1/2 in.

EXAMPLE: from Anne Sexton Audiotapes and papers

EXAMPLE: from Judy Chicago Audiotapes

EXAMPLE: from Glenda Hydler papers (note: we now spell out "sound" and "color")

The below example describes: 1 reel to reel, 1 audiocassette, 3 VHS, 5 CDs and 9 motion pictures

EXAMPLE for DVDs:

300 $a4 videodiscs : $bsound, color ; $c4 ¾ in.

See also the Library of Congress for more examples:

http://www.loc.gov/marc/bibliographic/bd300.html

If you're not sure what to put in the 300 field, ask Joanne, Anne, or your team lead.

In the bib record, use form/genre headings (and others as appropriate) for:

655 b0  Audiotapes.

655 b7  Videotapes.$$2local

In the holdings record, use separate 007s (it’s okay to encode only the first two characters) for audio and for video.

Add an 007 for each unique type of format: VHS, U-matic, audiocassette, etc.

In the holdings record, always add a 506 governing audiovisual material:

506 1b   $aAppointment required for access to audiovisual material.

On rare occasions, processors may need to create a bibliographic record for a single audiovisual item, or a collection comprised of only audiovisual materials. In this case, please consult the A/V Cataloging Manual for specific details.  [Collection Services\Audiovisual\AV cataloging\Unpublished_AV_Cataloging_Manual.doc]