Archival Approach to Processing Mixed-media Manuscript Collections
Putting archival AV media into context involves planning tools, benchmarks, metrics, and guidelines for processing mixed-media manuscript collections. Project goals focus on re-housing, seating arrangement, and documentation. The documents include draft forms, AV levels of processing, and project overviews for completed collections. Planning tools cover defining AV processing levels, metrics on processing rates, factors affecting processing ratings, and AV housing ratings.
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M E G A N M C S H E A A R C H I V E S O F A M E R I C A N A R T S M I T H S O N I A N I N S T I T U T I O N S A A A N N U A L M E E T I N G 2 0 1 4 PUTTING ARCHIVAL AV MEDIA INTO CONTEXT: An Archival Approach to Processing Mixed-media Manuscript Collections
PROJECT GOALS Planning Tools: Benchmarks Metrics Ratings Processing Guidelines: Re-housing and seating Arrangement and description Megan McShea mcsheam@si.edu @meganmcshea
PROJECT DOCUMENTS Project documents in draft form: http://goo.gl/nT6BAC AV Levels of processing AV ratings AV re-housing instructions EAD guidelines Project overview: http://www.aaa.si.edu/collections/projects/clir Links to finding aids for completed collections Future home of project documents Megan McShea mcsheam@si.edu @meganmcshea
PLANNING TOOLS: BENCHMARKS Defining AV Levels of processing: 1. Preliminary performed upon accession 2. Minimal standard level of processing at AAA 3. Intermediate for some grant-funded processing in special subject areas 4. Full when collection is expected to be digitized, or special attention to AV Megan McShea mcsheam@si.edu @meganmcshea
PLANNING TOOLS: METRICS Average Processing Rates: Minimal processing of Non-AV collections: 8.3 hours/linear foot Full processing of Non-AV collections: 18.5 hr/lf Full processing of CLIR collections: 12 hr/lf Full processing of AV portion: 20 hr/lf Median extent increase of AV portions: 27% Megan McShea mcsheam@si.edu @meganmcshea
PLANNING TOOLS: RATINGS Factors that affect rate of processing: 1. Need to re-house audiovisual media, or to store in special containers 2. AV media requires playback and analysis to arrange and describe to the planned level of processing Megan McShea mcsheam@si.edu @meganmcshea
PLANNING TOOLS: RATINGS AV Housing Ratings: 1. Poor large AV portion and most needs re-housing 2. Fair large AV portion and more than half needs re-housing 3. Good little AV re-housing needed 4. Very Good AV is scattered and re-housing not a significant factor 5. Excellent AV already preserved and re-housed as necessary Megan McShea mcsheam@si.edu @meganmcshea
PLANNING TOOLS: RATINGS AV access ratings: 1. Poor - bulk of AV items need to be played/inspected in order to be described/arranged 2. Fair - some media must be played/inspected 3. Good - bulk of AV items do not need to be played/inspected 4. Very good - Small amount of AV material in the collection, not significant impact 5. Excellent - bulk of AV Items digitized, with item records Megan McShea mcsheam@si.edu @meganmcshea
ESTIMATING PROCESSING RATE: AN EXPERIMENT 1. AV housing rating + AV access rating 2 = overall AV rating 2. Using the average pieces of media per hour for each rating, determine pieces/hr estimate e.g.: poor rating = 2 pieces/hour, excellent rating = 40 pieces/hour 3. Total pieces of AV pieces per hour rate = total AV processing time 4. AV extent in linear feet X 127% (median extent increase of AV series) = post-processing AV extent 5. Total AV processing time post-processing AV extent = hrs/lf AV processing Megan McShea mcsheam@si.edu @meganmcshea
PROCESSING GUIDELINES: RE-HOUSING Repository should have AV re-housing supplies available Minimal processing exempt from re-housing General principles: replace acidic or damaged housing as you would for anything else Photocopy original housing before it s discarded Media-specific instructions for: Magnetic media Motion picture film Grooved discs Optical discs Megan McShea mcsheam@si.edu @meganmcshea
GUIDELINES: ARRANGEMENT AND DESCRIPTION Principles and peeves: If you don t get it, neither will the researcher Don t automatically put all the AV in a series Don t be afraid to describe in the aggregate A format is not a title Don t be afraid to leave things out that don t enhance access Don t list copies Keep your code clean Megan McShea mcsheam@si.edu @meganmcshea
PROJECT DOCUMENTS Project documents in draft form: http://goo.gl/nT6BAC AV Levels of processing AV ratings AV re-housing instructions EAD guidelines Project overview: http://www.aaa.si.edu/collections/projects/clir Links to finding aids for completed collections Future home of project documents Megan McShea mcsheam@si.edu @meganmcshea
