Audiovisual

Overview

Begin by separating items on paper and realia from audiovisual media in the collection. After isolating these media, organize them according to the scheme below. Note: If the donor has already organized the material in the following way, then the order may remain unchanged.

Sorting

Segregate by medium; thereunder by format; thereunder by sub-format (typically, speed and/or size); and finally alphabetically by title. Materials are divided 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 a song) might therefore be separated from each other if one is on an audiocassette and the other on a vinyl LP. This is done purely for reasons of preservation.

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

Digital discs

Compact disc (CD)
Laser disc (LD)

Magnetic tapes

Digital audiotape (DAT)
Micro cassette (e.g., from hand-held recording devices)
Reel-to-reel tape
Standard 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)

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.) separately from the audiovisual material. In many instances the original housing is not only historically significant but may also contain manuscript notes by the donor or others.

If the original housing of audiovisual media has different types of material intermixed (e.g., an LP containing a letter stuck in its jacket), remove the item(s) and move to its proper series. Consult the curator as to whether a note should be made of the item's original location in the collection.

Note: If the collection contains documents on compact disc or other computer-disc format, print out the documents, put them in the appropriate series, and keep the disc(s) with the documents in the appropriate housing. The rationale for this policy is that in these cases, the electronic form of the document is merely a simulacrum of what would otherwise exist on paper. That is, an electronic version of a document is not considered a different kind of object than a paper version--in contrast, for example, to a CD of recorded music.

Additional Sorting and Handling Considerations Guiding principle: Avoid doing anything that could degrade or compromise the playability of the media.

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

When not actively working with an item, keep it in its housing, i.e., do not leave out 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 (all media) 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