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DRAFT October 2013

Formats |  Appraisal | Description in FA | Workflow | Description in Bib | End processing

Introduction

In the past we have sometimes separated audiovisual material from manuscript collections for separate listing and description. Beginning in July 2013, processing of audiovisual material will be done by manuscript processors as part of the normal collection workflow. Processors should assess A/V material in their collection as part of their processing plan, and should consult with Joanne Donovan and their team lead when determining what to do with A/V materials.

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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.

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xx audiotapes      [  NEED EXAMPLE with "real" description ]

As part of beginning research on a collection, check to see if there is any A/V material.

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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)

***NEW***

Fully catalog each item in AV/DC tracker first; then you can transform that data into EAD.

***OLD***

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 (JOANNE IS WORKING ON FINALIZING THIS - AND POSSIBLY FINAL VERSION WILL HAVE TAGS IN THERE ALREADY)

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If you do not have enough A/V material to use a spreadsheet, describe in the finding aid, and when you have completed processing, give Joanne a copy of the finding aid (or just the A/V parts) with the actual material when ready to do A/V end processing.

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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]

1. Write the appropriate T-, Vt-, etc. number, in pencil, on the tape label itself. For example:  T-345.1, T-345.2, etc. For videos, it is helpful to also have the number on the case.
2. Once all of the materials are clearly marked, send Joanne an email letting her know they are ready, and include the pre-concatenated spreadsheet or finding aid description for her to add to AV/DC tracker
3. Deliver the tapes to Joanne for labeling, housing, and shelving (JOANNE WILL SEE IF END-PROCESSOR CAN DO THIS)

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