Skip to main content
It looks like you're using Internet Explorer 11 or older. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. If you continue with this browser, you may see unexpected results.

Wartburg Archives Procedure Manual: Audiovisual Materials

Procedure manual for staff, student workers, interns and volunteers of Wartburg College Archives and Archives of Iowa Broadcasting.

Audiovisual Materials

Audiovisual materials abound in the collections at Wartburg Archives! They can be difficult to process owing to the sheer number of formats, their deteriorating condition, and format obsolescence.

Film

Housing: Film should be housed in vented plastic containers of appropriate size, and their ends taped down with white paper tape. Acetate film should be tested with A/D strips for detection of vinegar syndrome (Basic Processing). For collections selected for further processing, transfer films to plastic cores, ensure ample leader on both ends, repair splices and perforations as needed, and clean film (Full Processing).

Arrangement: Arrange by collection and thereunder by format. Store film cans of the same size stacked horizontally, no more than 6 cans high. Films with A/D strip readings >1.5 or with visible signs of deterioration should be segregated from the rest of the collection, and wrapped in buffered tissue within the container.

Description: Film cans should be labeled with collection name, item number and title/description. Place barcodes on exterior of can, and on film reel/core if possible. For any items removed from the larger collection to be stored with like materials, complete a Separation Sheet. See template for format specific metadata to be collected when item level assessment is to be completed.

Phonograph Record/Audio Discs

Housing: Records/discs should be housed in individual enclosures, such as mylar/polypropylene or buffered paper sleeves. If possible, store multiple records in appropriately sized box.

Arrangement: Arrange by collection and thereunder by format. Records should be stored vertically in boxes on shelf.

Description: Boxes should be labeled with collection name, item number and title/description. Place barcodes on box exterior and on disc label if possible. For any items removed from larger collection for alternate storage, complete a Separation Sheet. See template for format specific metadata.

Video/Audio Tapes

Housing: Video and Audio cassette tapes should be housed in hard plastic cases. On all formats, ensure modification to prevent re-recording during playback (i.e. – pop the tab on a VHS tape). Visually inspect tapes to make sure they are not warped, torn or otherwise damaged.

Arrangement: Tapes should be arranged by collection and thereunder by format. Tape cases should be stored vertically on the shelf.

Description: Cases should be labeled with collection name, item number and title/description. Place one barcode on interior tape and one on case, if possible. For any items removed for alternate storage, please complete a Separation Sheet. See template for format specific metadata.

Video/Audio Reels

Housing: Reel to reel tapes should be housed in archival boxes or cases.

Arrangement: Arrange by collection and thereunder by format. Reels should be stored vertically in boxes/cases on shelf.

Description: Boxes should be labeled with collection name, item number and title/description. Place barcode on the exterior of the box, and on reel if possible. For any items removed for alternate storage, please complete a Separation Sheet. See template for format specific metadata.

Digitization

Film: This will need to be outsourced to an appropriate vendor. Ideally, the vendor will perform any cleaning and repair needed before digitization, as well as using a sprocketless film scanner and maintaining the materials according to archival principles while in their possession.

  1. Desired output format for a Preservation Master is AVC Intra 100, RGB 4:2:2, 23.98 FPS Progressive with pillars for SD content to retain aspect ratios
  2. Desired output format for an Access Copy is MPEG4 wrapped H.264 at 5.0 Mbps

Audio: Digitization will be outsourced to an appropriate vendor. The Vendor will perform any cleaning and repair needed before digitization, and will maintain the materials according to archival principles while in their possession.

  1. Desired output format for a Preservation Master is Broadcast Wave File wrapper; 96 kHz, 24-bit, uncompressed PCM
  2. Desired output format for an Access Copy is MP3 wrapper; 44.1 kHz; 256 kbps data rate

Video: Digitization will be performed in-house, utilizing the Wartburg Archives video preservation workstation, or outsourced to an appropriate vendor.

  1. Desired output format for a Preservation Master is 10-bit lossless ffv1 version 3 AVI, uncompressed PCM, 48kHz
  2. Desired output format for an Access Copy is H.264 MPEG4 @ 5Mbps; compressed AAC, 48kHz, 256kbps

Vogel Library, Wartburg College   |   100 Wartburg Blvd, Waverly, IA, 50677 |   Phone: 319-352-8500   | Email: asklibrarian@wartburg.edu