Audiovisual material

Overview

Avoid actions that could compromise the playability of the media (or impact Houghton computer equipment).

A few notes have been made below about proper treatment of audiovisual material, but, in general, consult the Preservation Librarian only if there are immediate questions; the end-processing team will consult if necessary on appropriate housing.

For audiovisual media that come with other types of material (e.g., an LP with a letter inserted into the jacket), move the non-A/V item(s) to the appropriate series, noting the removed item's original location if there is association that should be recorded.

Separate out audiovisual media in the collection IF there are enough that special housing will clearly be called for AND there is no overriding original order that should be maintained. If there are just a few instances of media in the collection, they may be left in their proper series, and the end-processors will handle placement/housing.

If isolating the media, organize them according to the scheme below.

Sorting

Segregate physically by medium; then by format; then by sub-format (typically, speed and/or size); and finally alphabetically by title. Materials are arranged by format and not intellectually because different media, formats, and sub-formats have different preservation requirements. Two copies of the same title (for example, the recording of a song) might therefore be separated physically from each other if one is on an audiocassette and the other on a vinyl LP. The two may be brought together intellectually in the finding aid, however, in various ways:

if everything in a particular format is housed together separate from the rest of the collection, you may describe material intellectually and use <physloc> tags to designate the separate physical location

you may describe material in groups by physical format and use <ref> tags to "see also" titles, composers, etc.

Audio media (i.e., solely audio, not containing visual elements)

Digital discs

Compact disc (CD)
Laser disc (LD)

Magnetic tape

Digital audiotape (DAT)
Microcassette
Reel-to-reel tape
Audiocassette

Phonograph records

metal
vinyl
wax

Visual media (i.e., either solely visual, as in silent films, or audio and visual combined)

Digital discs

Digital video disc (DVD)
Laser disc (LD)

Film

Acetate
Nitrocellulose
Polyester

Videotapes

Betacam
Video Home System (VHS)
U-matic, etc.

Once the media have been organized according to the scheme above, consult the Preservation Librarian for proper archival housing. Preserve original housing (jackets, sleeves, cases, etc.), if historically significant and/or carrying significant manuscript notes, separately from the audiovisual material.

Note: If the collection contains documents in a simple file structure on compact disc or other computer-disc format, consider arranging to print out the documents. (This must be done on a designated machine other than a staff computer to avoid transferring malware.) Put copies in the appropriate series, and keep the disc(s) with the documents in appropriate housing. The electronic version of a single document is not considered intellectually different from a paper version--in contrast, for example, to a CD of recorded music or a database on a disc.

Additional handling and storage considerations:

Audiovisual media should ideally be kept in a dark, cool environment.

When not actively working with an item, keep it in its housing; do not leave exposed in work areas or stacks. If the media came to the library without adequate housing, consult the Preservation Librarian.

Avoid touching playing surfaces when working with audiovisual media. If necessary, use white cotton gloves.

If an item is damaged (e.g., torn, broken, cracked), consult the Preservation Librarian.

Phonograph records should be stored vertically in archival paper sleeves. Tape media (e.g., audiocassette, reel-to-reel, film, etc.) should be stored horizontally in housing appropriate for each format.

Cataloging Examples

(1) Chopin, Frédéric, 1810-1849. Valses : 1 phonograph record ; EMI Records, 2006. 1 folder. Stephen Kovacevich, piano. Recorded at Potton Hall, Suffolk, July 14-19, 2005.

Use AAT term for format of audio recording.

EAD example for Audio item