Audiovisual Materials
Please consult with the Audiovisual Cataloger (Joanne Donovan) concerning all A/V material, both for the assignment of the appropriate A/V collection number(s), and to ensure all A/V material has been located.
The types of audiovisual material and their corresponding numbers are as follows:
Audiocassettes and reel-to-reels T- #
CDs and CD-ROMs CD- #
CDs of PhotographsPhotoCD-#
Phonograph albums Phon- #
Video material Vt- #
Motion pictures MP #
DVDs DVD- #
Audiotapes
If only a few tapes are present, it may be best to process them with the collection; discuss this with the Senior Archivist. For a significant number of tapes, the A/V cataloger will process and catalog them separately, in which case the materials will get a separate cataloging record in Aleph, created by the A/V cataloger.
When cataloging a few tapes with the collection, consult the A/V cataloger to assess the tapes' condition; if tapes are deemed sturdy enough, listen to each one. Each collection receives its own T- number (for audiotapes) or CD- number. These are assigned in numerical order, like MC numbers. Consult the A/V Cataloger for the number that may have been previously assigned, or for the next available number.
Within the finding aid each individual audiotape 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. See "File Unit Numbering" (pg 27) for information on numbering and examples of how to properly tag folders in XMetal.
Tapes and CDs are removed from the collection and housed separately; give them to the A/V Cataloger for cataloging and labeling.
Videotapes
Many of the procedures for videotapes are the same as for audiotapes. Consult with the A/V Cataloger before deciding what to keep, whether the tape is sturdy enough for viewing and if the tapes will be listed in your finding aid or processed in a separate finding aid. When including tapes in the finding aid, many processors decide to watch to them. The decision to watch tape(s) will vary from collection to collection. Consult the A/V cataloger or your supervisor with any questions about whether or not to watch tapes. Usually it is sufficient to view only the beginning of a videotape in order to confirm that it has been correctly labeled by the donor/creator and in most cases the a/v cataloger can do this for you. The A/V cataloger can also assist with estimating the length and capturing any pertinent information.
Each videotape receives a file unit number (e.g. Vt-184.2, Vt-184.3, etc.). In addition, in most cases, all tapes in a collection have the same "Vt-" number and individual reel numbers so that all tapes can be shelved together (e.g., Vt-184, reel 2). "Vt-" numbers are assigned in numerical order, like MC numbers. Consult the A/V Cataloger for the number that may have been previously assigned, or for the next available number. See "File Unit Numbering" (pg. 27) for information on numbering.
Motion Pictures, DVDS, Phonograph Records, etc.
All A/V material in collections is handled similarly. Numbers will be assigned by the A/V cataloger, MP-# for motion pictures, DVD-# for DVDs, and Phon-# for phonographs. The numbering, labeling, and shelflist are all maintained as noted in the audio and video sections above. Each of these media will most likely need to be reformatted for viewing or listening; consult with the A/V cataloger.
The aforementioned audio-visual material will need to be labeled by the A/V cataloger; give materials to her with as much identifying information as possible so she may begin processing.
AUDIOVISUAL MATERIAL FROM MANUSCRIPT COLLECTIONS
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