Media Labeling and housing procedures - smith-special-collections/sc-documentation GitHub Wiki

Note that these procedures apply only to newly accessioning collections until there is a process for identifying the last used ID.

All audiovisual and computer materials (e.g. sound recordings, videos, films, microforms, floppies) should be assigned a material designation and item number, and labeled during accessioning.

Include the collection identifier on all media labels. An item without an identifier may be difficult to repatriate if it gets separated.
For new collections, numbers should be assigned consecutively by format within a given collection, for example “V1, V2, V3…C1, C2, C3…” AV Items may be separated from paper materials as warranted, but do not need to be grouped, sorted, or arranged in any way before labeling and numbering. Procedures for numbering accretions to legacy collections will be revisited at a future date.
It is not necessary to break out specific formats from their larger material designations. For example, the video formats VHS, U-Matic, and Hi-8 would all receive “V” (video) numbers.
If a donor has used their own numbering system, record that information in a scope note, e.g. “Originally numbered [#] by donor.” This will retain the original information while maintaining consistency across collections in SC.
Follow the wiki guidelines for documenting AV extent.

Material Designations

This table is not inclusive of all media formats that may be found in collections. Consult with Head of SC Tech Services if a format type found in a collection is not represented below.

Material Type	Designation	Examples
Audio in cassette formats	C	Audio cassettes, microcassettes, DAT
Audio in tape formats	R	Open-reel audio
Audio in vinyl disc format	LP	33 1/3 and 45 records
Computer media	CM	floppy disks
Optical discs (all types)	D	CD, DVD, CD-Rom, Blu-Ray, laser disc
External/portable digital storage	DR	External hard drives, thumb drives, USB flash drives, zip drives, memory cards, SD cards
Motion picture film	F	8mm, 16mm, 35mm film
Microforms	MF	Microfilm, microfiche, aperture cards
Video	V	VHS, U-Matic, Hi-8, Beta, DigiBeta, MiniDV

For assistance in identifying media formats, refer to NARA’s Media Identification page.

Notes on describing media in finding aids:

Content description may or may not be available for every AV item in a collection, depending on the available information from the original piece or any associated notes, preliminary inventories, etc.
For components with multiple children, repeat title information throughout lower hierarchical levels. While this is a departure from DACS, it follows AMIA and FIAF descriptive standards, and DACS permits the use of companion standards. This allows finding aid metadata to be easily repurposed for outsourced reformatting.
Italicize and capitalize formal titles, e.g. The Sound of Music.
Put creator-devised, informal titles in quotation marks, e.g. “Jane’s dance recital”
Do not italicize or put quotes around informal or archivist-devised titles

Housing and Labeling AV materials

Basic principles to keep in mind for storing media:
Label BOTH the item and its individual container – this is important in case the item gets separated from its housing, especially when outsourced for reformatting.
Any film discovered in collections must be tested as soon as possible for vinegar syndrome using A-D test strips. Do not rely on the smell test alone to determine the presence of vinegar syndrome-- by the time it can be smelled, deterioration is already underway!
In general, keep AV materials housed separately from other materials in the same collection.
Use acid-free foil backed labels on AV items.
If hand-numbering labels, write numbers before affixing to items to avoid scratching the item. Use pencil or acid-free, fine-point ink pen (e.g. Pigma Micron)
For large collections of media, it is expedient to use a printer template. Don’t forget to create two labels for each item!

Audio recordings - audio cassettes:

Place a label on the spine of the case.
Place a label on the cassette in an area where it will not come in contact with the magnetic tape, reels, or write-protect notches.
Store individual audio cassettes vertically.

Audio recordings - reel-to-reel tapes

House each reel in a size-appropriate acid-free box or polypropylene case.
Place a label on the box or case.
Place a label on the reel in an area where it will not come in contact with the magnetic tape. Cut down the label if necessary
Store boxed reels vertically (spine up)

Sound recordings - LPs

Place a label on the upper left corner of the cover for ease of viewing when boxed.
Place a label on the paper label of the record so that it does not cover the hole.
House in an archival sleeve if the original sleeve is missing. No naked vinyl!
Store vertically with opening at the side.

CDs and DVDs

Place a label on the back of the jewel case in case the lid becomes detached.
Place a label on the top side of the disc as close as possible to the center hole without covering the hole. No data is recorded on the innermost band of a CD/DVD.
Discs may be stored flat or spine up.

Video - all cassette formats

Place a label on the short spine for ease of viewing when boxed.
Place a label on the top of the cassette in an area where it will not come in contact with the magnetic tape or write-protect notches.
House in original case if in good condition, rehouse in polypropylene case if original is missing or heavily damaged.
Video cassette formats should be stored vertically, short end up.

Motion picture film

Use an A-D strip on each reel to assess degradation. Accessioning Archivist should record and track results. Scores over 1.5 require urgent action.
Place a label on the box or can.
Place a label on the reel in an area where it will not come in contact with the film. Cut down the label if necessary.
Leave film on reels until reformatted.
Tape down end with film tape (do not use any office-grade tapes)
When film is reformatted, request that the vendor wind on polypropylene cores for long-term storage.
House in acid free containers or polypropylene cans, especially if film will not be in a cold storage environment. Metal cans can accelerate decay.
Several small rolls of related material may be housed in one small container
Film must be stored flat, like a pancake.