WAKE UP AND SMELL THE VINEGAR A GUIDE

WAKE UP AND SMELL THE VINEGAR: A GUIDE TO COLLECTION CONDITION SURVEYS ANNUAL GENERAL MEETING OF THE SOCIETY OF CALIFORNIA ARCHIVISTS Genevieve Maxwell & Mahnaz Ghaznavi April 2013

Presentation overview • Project background, goals and objectives • Identifying, selecting and using preservation assessment tools • Overview of survey tools • Audiovisual preservation and formats • Survey tool walk-through • Project findings and next steps • Q & A

Background: Institution

Background: Archives & Special Collections

Background: University Archives

Goals & Objectives Goals • Assess the health of the University Archives • Test the usability of an automated survey tool Objectives • Focus on at-risk audiovisual material • Identify preservation priorities • Research tools and resources for assessment • Collect data to inform future projects

Tools • AVDb: Columbia University Survey Instrument for Audio & Moving Image Collections • Av. SAP: University of Illinois at Urbana-Champaign Audiovisual Self-Assessment Program • Vi. PIRS: NYU Visual & Playback Inspection Ratings System • Calipr: California Preservation Program • NYU Condition Survey Database Tool

NYU Survey Database Tool • Modified version of a Mellon-funded tool developed by Columbia University, 2003 • Requires Microsoft Access (Windows OS only!) • Applies to a variety of material formats and collections at various levels of processing • Can import records from Archivists Toolkit

Negatives

Moving Image Film

Audio

Record Creation Walk-Through

Data entry form

Material Record Tabs for different material (e. g. Loose paper, Photos, Still Film, Magnetic, Realia, etc. ) that might be housed in each unit (box)

Moving Image Material Record

Condition Rating • (1)= Due to mold or extreme fragility, materials are unsuitable for access by researchers or handled by staff. • (2)= Materials may have some losses, structural damage or surface dirt. Deterioration is likely should items be handled further. • (3)= Materials are generally stable and in decent condition with no visible losses or structural damage. May have some surface dirt. • (4)= Materials are pristine with no losses, structural damage or surface dirt.

Additional Condition Rating Tools A-D Strip were used to provide more specific condition ratings

A-D Strip Ratings

Findings • Under-stuffed boxes and inappropriate housing • Vinegar syndrome • Contamination of materials, enclosures and boxes • Tape pack problems

Under-stuffed Boxes/Inappropriate Housing

Vinegar Syndrome

Audio Tape Pack Problems

What’s next? • Build on findings • Weigh options for expanding to other special collections • Tie in with university assessment and development goals • Fit with digital initiatives • Share with professional communities

Resources • FACET Format Characteristics and Preservation Problems • Vi. PIRS: manual for audiocassette • Film Forever • National Film Preservation Foundation guide to vinegar syndrome • Image Permanence Institute: User’s Guide for A-D Strips • NYU Condition Survey Manual

Other Resources • Jean-Louis Bigourdan: Vinegar Syndrome: An Action Plan https: //www. imagepermanenceinstitute. org/webfm_send/30 8 • Sound Directions FACET audio preservation assessment tool http: //www. dlib. indiana. edu/projects/sounddirections/facet/i ndex. shtml • Indiana University Media Preservation Initiative http: //www. indiana. edu/~medpres/

Other Resources • NYU Barbara Goldsmith Preservation and Conservation Department http: //library. nyu. edu/preservation/links. html • California Preservation Program http: //calpreservation. org/cpp/ • Film Forever http: //www. filmforever. org/

Final Thoughts • Using automated survey tools is an easy and practical way to assess the health of audiovisual collections • Condition surveys can be a rewarding internship project for students interested in preservation • There a variety of tools to look into, depending on the needs of your collections • Data from survey can inform preservation planning, deaccessioning and digitization