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Within the finding aid each individual audiotape (or other media) receives a unique file unit number (e.g., T-249.1, T-249.2, etc.) Also, in most cases, all tapes in a collection will have the same "T-" or "CD-" number and then a separate reel number so that all tapes from the same collection can be shelved together. Instructions for how to list and tag A/V material in the finding aid are in the How to EAD (XMetal) section of this manual.
Appraisal and description
Appraisal of audiovisual material should take into account the high cost of preservation to make the media accessible for the future. Always ask yourself: Is this something worth adding to the collection and providing long-term access? Discuss appraisal decisions with Joanne. See workflow section for more specific suggestions about research to assist with appraisal.
Assessment
Look at the physical condition of each tape. Listen/view if viable. If media can not be viewed or is damaged in some way, talk to Joanne about options.
It's often not necessary to listen to 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.
- Notes: create a spreadsheet, using avworkseet at G:\SCHLES\Collection Services\Audiovisual\AVcataloging, to keep notes on each tape: title, speakers, event, date, subject and important themes
Description in inventory
[NEED HELP FROM JOANNE FOR THIS PART]
***would like to have info on how to list, e.g. Title, date. Format. Time or something like that. Processors want to know how to say how long something is
- Arrangement: There is often no meaningful original order to a/v materials. Hence, create arrangement, often using paper collection as guideline (in most cases this works, in some cases, materials are independent of each other). Generally, begin with personal materials, then professional; follow chronological order within each series (if no series, typically use chron order for entire collection).
- Assessment: l
- Appraisal: most important factor. Is this something worth adding to the collection and providing long-term access (both in terms of bibliographic records and preservation)?
- Discuss appraisal decisions and general arrangement of collections, with Joanne
Be sure to add following note to the Access Restrictions section of the finding aid: Appointment required for access to audiovisual material.
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Survey any A/V material along with your collection and discuss your appraisal with team lead and/or Joanneand include a discussion and appraisal of it in your processing plan.
If more than around 10 items, create a spreadsheet with the basic information on each tape. 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 and you can also download a copy from this link: AV_InventoryTemplate.xlsx.
Discuss with your team lead and/or Joanne the various cataloging options. Perhaps there is already cataloging data in AV/DC tracker you can export to the finding aid. Joanne may prefer that you create your inventory and description in Excel, and then export it to the finding aid (and to AV/DC tracker). Some of these mechanics will depend on the number of material to be cataloged.
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