FIAT/IFTA World Conference 2015 Vienna

1. MEMNON ARCHIVING SERVICES
Mass digitization issues and actions
Indiana University Case study

2. Page 1Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
CONTENTS
1 Memnon: a quick introduction
2 Case study: Indiana University
3 Lessons learnt
Europe
U.S.A.
Middle
East
Japan

3. Page 2Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
avt/Sveriges Radio
Förvaltnings
100,000h Video
Danish Radio
350,000h Audio
2008-2011
International Olympic Committee
30,000h Audio and Video
2007-2013 VRT Belgian Radio & TV
58,000h Audio
2012-2013
European Parliament
20,000h Audio
2006-2012
MEMNON’S TRACK RECORD OF SERVING PRESTIGIOUS ARCHIVES
Hours of
Content
Digitized
2005 2015
ca. 2 mil Hours
of Content
Digitally
Preserved
Portuguese
Radio & TV
44,000h Audio
2013-2014
Example of Clients
Swiss Radio & TV
86,000h Audio & Video
2011-2015
BBC
23,000 Tapes Audio
2012-2012
Belgian Francophone Radio/TV Archive
72,000h Audio and Video
2010-2013
Finish National Audio Visual
Archive
25,000h Video
2013-Today
French National Library
375,000h Audio & Video
2009-2013
French National
Audio Visual institute
2012-Today
United Nations
International Crime Tribunal
62,000h Audio & Video
2009-2010
Media Digitization and
Preservation Initiative
https://mdpi.iu.edu/
Since 2015
Audio and Video
National Library of Israel
20,000h Audio
2010-2011
Qatari Public Institution
34,000 film reels
23,000 2 inch video tapes
35,000 1 inch video tapes
2014-Today

4. Page 3Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
MEMNON/SONY GLOBAL DELIVERY NETWORK FOR LARGE SCALE DIGITIZATION
Japan, SendaiMiddle EastBelgium, LiegeBelgium, BrusselsUK, PencoedUS, Indiana
• Sony Technology Center
Sendai
• Mass Digitization for
Japanese Broadcast
Customers
• Memnon Headquarters and
Main European Delivery Site
• Mass Digitization for
European Archive &
Broadcast Customers
• Sony UK Technology Center
• Mass Digitization for
European Broadcast
Customers
• Belgium Video Services
Delivery Site
• Mass Digitization for
European Archive &
Broadcast Customers
• Service Delivery Site
• Mass Digitization of Video
and Film in Middle East
• US Delivery Site
• Mass Digitization of Video
and Audio in the US
OUTSOURCING
OFFSITE
MANAGED
SERVICES ON SITE

5. Page 4Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
AUDIO
VIDEO
FILM
16mm Film
35mm Film
Betacam, VHS, Digibeta, U-matic, 2 inch, 1 inch, DVCam, D3 / D9, …
Open reel, Discs, Audio Cassettes, DAT, CD
MEMNON CAPABILITIES: A SNAPSHOT

6. Page 5Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
MEMNON CAPABILITIES: A SNAPSHOT
Large scale media cleaning, thermal and
mechanical treatments

7. Page 6Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
CONTENTS
1 Memnon: a quick introduction
2 Case study: Indiana University
3 Lessons learnt
Europe
U.S.A.
Middle
East
Japan

8. Page 7Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
INDUSTRIAL SCALE OPERATIONS
MANAGED SERVICES ON-SITE:
“MEMNON IN A BOX” TAILORED TO CLIENT’s NEEDS
3
4 Technical maintenance and access to spare parts
Machinery maintenance is key for large scale projects
2
5
Robust and high performance IT infrastructure
Providing flexibility to accommodate multiple ingests and large video files
1
Workflow management system (Memnon PAM)
Track and process physical and digital objects, supports accurate media documentation
Project Management, operators recruitment, training, supervision according to precise
jobs/profiles description
Direct delivery onto client’s near line and offline storage
Memnon’s technical setup fully integrates client’s DAM/MAM

9. Page 8Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
INDIANA UNIVERSITY PROJECT SCOPE
Over 250.000 items
Video : U-matic, 1 inch Open reel, Beta family, VHS,,
Audio : records, DAT, cassettes, CD
Target project timeline : completion by 2018

10. Page 9Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
• Audio preservation master – BWF, 24/96
• Audio production master – same
• Video preservation master – FFV1/Matroska
• Video mezzanine – 50 Mbps MPEG-2 MXF
INDIANA UNIVERSITY PROJECT FILE FORMATS



11. Page 10Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
ORGANIZATION CHART

12. Page 11Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
• Feeding the beast:
– At peak –
• 9 TB per day
• 320 hours digitized per day
• 616 physical objects digitized per day
• 914 files created per day
• Preparing the carriers:
• Sort by technical characteristics
• Gather technical metadata
• Barcode
• Place in batch
• Transport to facility
WORKFLOW – Preparation on IU’s side

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CARRIER BARCODING AND DOCUMENTATION

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CARRIER PACKAGING and BATCH PREPARATION

15. Page 14Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
WORKFLOW STAGES
Import metadata

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WORKFLOW STAGES
Import metadata
Receiving & Check-in

17. Page 16Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
WORKFLOW STAGES
Import metadata
Receiving & Check-in
cleaning/ baking when necessary

18. Page 17Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
OPEN REEL TAPE & RECORD WORKFLOW
Import metadata
Receiving & Check-in
Cleaning / baking when necessary
Systematic ultrasonic records cleaning

19. Page 18Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
WORKFLOW STAGES
Import metadata
Receiving & Check-in
Cleaning/baking when necessary
Systematic ultrasonic records cleaning
Playback and ingest

20. Page 19Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
WORKFLOW STAGES
Import metadata
Receiving & Check-
in
Open-reel baking
Systematic ultrasonic cleaning
Playback and ingest
Quality control

21. Page 20Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
QC Level Process Step
Level 1 Preparation Stage
Visual inspection
Level 2 Digitization Stage
Human signal monitoring assisted by online monitoring tools
(NOA for tapes, CD, DAT), Memnon tools for video (FFV1)
Level 3 File Analysis Stage
Proprietary or Third party Tools
Level 4 Post Digitization Stage
In depth quality control on abnormal analyses
Level 5 Finalization Stage
• Statistical quality control
• Random quality control
• File transfer verification
• Quality control of metadata
Proprietary Quality Management Tools
Integration of 3rd Party Industry Standard Tools
INTEGRATED QA APPROACH FOR VOLUME DIGITIZATION

22. Page 21Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
• Full time staff member for periodic
maintenance and repair; shared
resource between IU and Memnon
• Continuous monitoring of each element
of our process
• All test equipment from all the studios
also available in the maintenance room
• An established network of outside
experts for specialized repair
MACHINERY MAINTENANCE AND CONTINUOURS CONTROL IS A KEY
ELEMENT OF OUR OVERALL QA POLICY

23. Page 22Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
Import metadata
Receiving & Check-in
Cleaning / baking when necessary
Systematic ultrasonic records cleaning
Playback and ingest
Quality control
WORKFLOW STAGES
Progress monitoring

24. Page 23Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
WORKFLOW STAGES
Import metadata
Receiving & Check-in
Cleaning / baking when necessary
Systematic ultrasonic records cleaning
Playback and ingest
Quality control
Progress monitoring
Files delivery

25. Page 24Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
WORKFLOW STAGES
Import metadata
Receiving & Check-in
Open-reel baking when necessary
Systematic ultrasonic records cleaning
Playback and ingest
Quality control
Progress monitoring
Files delivery
Check-out and return

26. Page 25Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
HR: PLAN – RECRUIT - TRAIN - PLAN FOR TURNOVER - MANAGE
3
Training of digitization and QC operators by
Memnon experts4
2
Recruitment and management of staffing using
Indiana University infrastructure and tools
5
Operations management:
2 studio and QC supervisors
1 Design of the organization chart
2 shifts/day
5 to 7
days/week
11
studios
Pull of
+/- 50
operatorsDesign of job descriptions

27. Page 26Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
IU MDPI PROJECT: AN INOVATIVE BUSINESS MODEL
• Memnon Bloomington facility had initial focus on IU collection
• Facility now becoming Memnon delivery center for NA.
• All operators are students or young graduates.
• The benefits are mutual:
 For Memnon
students are very well qualified and motivated
 For Indiana University
The opportunity to provide students with relevant work experience
 For the students
Valuable work experience that is meaningful on their resumes

28. Page 27Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
CONTENTS
1 Memnon: a quick introduction
2 Case study: Indiana University
3 Lessons learnt
Europe
U.S.A.
Middle
East
Japan
South
Africa?

29. Page 28Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
High Volume
Operations
and
Management
Project Management of Large Scale
Projects
Careful preparation & planning with experienced PMs
Process suitability for High Volumes Memnon Workflow Tools to ensure continuous control
Controllability of Activities PAM system and workflow tools tracking every stage
Technology
and
Equipment
Quality of Equipment
In Video, Sony invented/developed most of the machines
and tapes… We have strong back-up !
Access to Spare Parts
Access to global spare parts pool of Sony and Memnon
Memnon just acquired 600 second hand players and
thousand spare parts
Handling of
Media
Carriers
Protection and transport of Media
Carriers
Standard Procedures, end-to-end tracking, insurance
Quality
Control
Quality Control at High Volume PAM, traceability, demonstrated expertise
Suitability of Quality Management
Approach
Demonstrated process for millions of hours
Key Risk Factors Mitigation StrategiesRisk Elements
1
2
3
4
LARGE-SCALE PROJECTS HAVE UNIQUE RISK ELEMENTS AND
CHALLENGES

30. Page 29Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.
For large
volumes
Limited logistics
Optimized use of resources
Knowledge of the collections
by the archives
Best use of available resources:
staff, facility, existing IT
infrastructure, …
Delivery process simplified:
integrated with client’s
DAM/MAM
Sharing of technical knowledge
and best practices
Memnon brings in:
Optimized processes &
workflow management
platform
Technical know-how and
proven operating procedures
Playback equipment, ingest
tools, IT digitization
infrastructure,spare parts,
maintenance, …
Project and staff management
Managed services on site = synergy = efficiency
Archive can focus
on preparing
carriers:
- inventory
- bar-coding
- documentation
Training of operators (both
internal & external to the
institution)
MANAGED SERVICES ON SITE – An innovative solution for large scale projects

31. Thank you!