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

This page covers physical handling of media. For instructions on describing audiovisual material, see the archival description guidelines for audiovisual material.

All audiovisual and computer materials (e.g. sound recordings, videos, films, optical discs, floppies) should be assigned an item number and labeled during accessioning and physical processing.

  • Numbers are assigned by repository across collections. Use the Physical media numbers Google sheet to determine what the next number is in a repository. The sheet has columns for the item number, the accession or collection title, the link to the resource record in ASpace, and any issues. The item number is mandatory, other columns are strongly recommended, but are ultimately at the discretion of the supervising archivist. Each repository will start at .000001 with the initial designator for the repository: CA.000001, MRBC.000001, and SSC.000001. Number all items consecutively - format does not matter.

  • Label the item and the container. For all containers and all materials, except optical discs and floppy disks, use the small foil-back labels. See below for labeling information specific to format.

  • The supervising archivist will determine their capacity to label items and create inventories on their own and when this work will be done by a student worker.

    • Once materials have been labeled, enter them into ASpace in the most appropriate manner. This could be item level or file level, depending. The Accessioning Archivist, the Head of Technical Services, and the relevant collection steward will make these determinations for accessions. For inventories carried out by other archivists, these decisions will be made in consultation with other stakeholders.

    • When entering into ASpace, enter the item title, date, box number, and the item number (in the child indicator field). If there is further information you think should be added, add it in the relevant note field at the item level.

  • Items should be eparated from paper materials as warranted, but do not need to be grouped, sorted, or arranged in any way before labeling and numbering.

  • If a donor has used their own numbering system, record that information in a scope note, e.g. “Originally numbered [#] by donor.” See this example in the Gloria Steinem papers. This will retain the original information while maintaining consistency across collections in Special Collections.

  • Follow the wiki guidelines for documenting AV extent.

Housing and labeling physical materials

  • 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 audiovisual materials housed separately from other materials in the same collection.

  • 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 (see the Physical media numbers folder in the Google Drive for instructions and Word and Excel templates). 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.

      • Use the Staedtler Lumocolor permanent CD/DVD pens (housed with the media labels and media cases) to record the item number on the innermost band of the CD/DVD.

      • Discs may be stored flat or spine up.

    • Floppy disks

      • Use the Staedtler Lumocolor permanent CD/DVD pens (housed with the media labels and media cases) to record the item number on the disk label, without obscuring other information on the label. If there is no label on the back, use pencil to write the number.

    • 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. Supervising 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)

      • If original film is being retained after reformatting, request that the vendor wind on polypropylene cores for long-term storage.

      • House in acid free containers or polypropylene cans. 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.