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Description in inventory
Be sure to add the following note to the Access Restrictions section of the finding aid: Appointment required for access to audiovisual material.
In general, audiovisual materials should be listed in their own series. In cases where there are less than 10 items and they are strongly related to other documents in the collection, the materials can be listed where appropriate in other series. If you have questions about whether or not to do this, consult your team lead and Joanne.
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Do your best to determine the actual time of the tape.If you cannot, you may use "ca.60 min." using the length of the entire tape.
Be sure to add following note to the Access Restrictions section of the finding aid: Appointment required for access to audiovisual material.
[ Joanne - how to discuss how to know how long a tape is??? ]
Finding aid examples
xx video [ NEED EXAMPLE with "real" description ]
xx audiotapes [ NEED EXAMPLE with "real" description ]
Workflow
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)
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.
When finished with A/V description, see A/V end processing, below.
Creating bib records
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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. When you are finished, you can send the completed spreadsheet to Joanne, who will add the data to AV/DC tracker.
Then you can take the spreadsheet and transform it into XML to be added to your finding aid
[ Joanne, how do we do this? Where are your instructions? And do you want a chance to edit anything first? ]
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.
Describing audiovisual material in bib records
(See How and what to update in Aleph for more specific instructions)
In the bib record, use form/genre headings (and others as appropriate) for:
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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]
Types of description
Unpublished audiovisual material can be described in many ways and at different levels of access:
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A
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544 $dThere is related material: Andrea Dworkin Videotape collection$aat the Schlesinger Library, Radcliffe Institute, Harvard University.
You will find many examples in the catalog of when these guidelines were not followed, but I think in the interests of speed and clarity what we’ve laid out above is a reasonable approach. When in doubt, please discuss with Joanne whether or not A/V material should be separated. Going forward from July 2013 creation of separate A/V finding aids will happen less than int he past - most of the collections with larger and complex A/V components have been processed as part of the backlog.
A/V End processing
- 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, a thin post-it label may be used for this purpose
- Once all of the materials are clearly marked, send Joanne an email letting her know they are ready, and if possible, include a brief description of the material (Joanne will add this to AV-DCtracker)include spreadsheet or finding aid description for her to add to AV/DC tracker
- Deliver the tapes to Joanne for labeling, housing, and shelving
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