History and documentation of a Public Access digital video file collection for scheduling.

1. MANAGING DIGITAL
VIDEO
From Practice to Theory
kgregg@acpl.info
"It's a rather rare phenomenon for an established medium to die.
They usually expand wildly in their early days and then
shrink back to some protective niche as they are challenged
by later and more highly evolved competitors . . .
but some media do, in fact, perish." …………. Bruce Sterling Dead Media Manifesto

2. Some Caveats
Digital/Analog Library Grew
Organically
Workflow is is tried to hardware
Ultra Nexus WinLGX
Simultaneous
Playback/encoding
Good: Combines Playback
MPEG-2

3. Some Caveats
This is NOT Digital preservation
This is NOT Tape preservation
This is service copy organization
$53,476.50
Digital Betacam VTR
$47
Sony BCT-D124L 124 Minute

4. Workflow
Inside
Outside
Traditional
Digital

5. Traditional Side
Programs come in from outside (Import, Local Import)
not archived
Played
if digital, erased,
if traditional format, given back.
Programs from inside the facility
added to database.
Weeded then stored as tape in subbasement.

6. Digital Side
Digital side
Outside the facility (few but growing)
Inside the facility (from FCP)
and from below (tapes from the subbasement that are digitized
from regular playback)
Most import programming=DVDs

7. Speaking of the Tape Library
(Intellectual)
Unique identifier=Program Number + Episode Number
Check box for NAS

8. Speaking of the Tape Library
(Physical)
Weeding:
Programs dating back to 1981.
Lightly culled during 2005 facility move. Library is considered a
working library and environmental conditions are access storage.

9. Tape Environment

10. Date Time Temperature Humidity Low Temp2 Hi Temp Hi Humidity Low Humidity
6/1/12 15:09 71.4 44 67.4 67.4 44 42
6/4/12 09:56 67.7 43 65.0 67.7 43 43
6/5/12 09:08 66.7 44 66.5 67.2 44 43
6/5/12 16:39 66.5 44 66.5 67.6 44 44
6/6/12 13:57 66.5 44 66.7 68.0 45 43
6/8/12 16:10 66.7 42 66.5 67.0 44 42
6/11/12 16:30 66.7 46 66.3 67.6 46 42
6/13/12 18:18 66.5 41 66.5 66.9 48 41
6/18/12 15:13 66.7 48 66.3 66.9 48 41
6/19/12 16:45 66.9 50 66.7 66.7 50 47
6/20/12 19:40 66.9 50 66.7 66.9 52 47
6/22/12 17:49 66.9 47 66.0 67.1 52 47
6/27/12 15:10 66.5 43 66.0 67.0 53 44
7/7/12 17:32 67.6 54 67.0 67.5 59 42
7/8/12 16:41 67.6 50 66.0 68.0 61 50
7/12/12 15:32 66.7 45 67.2 68.0 51 45
7/13/12 16:50 67.2 49 67.4 67.6 55 44
7/16/12 17:16 68.0 54 67.0 67.8 66 46
7/17/12 16:19 67.4 51 67.1 68.7 54 51
7/18/12 14:39 67.2 50 66.7 67.0 52 48
7/20/12 16:31 67.4 48 67.6 68.0 53 48
7/23/12 15:58 66.9 48 67.1 68.0 48 44
7/24/12 17:02 66.9 50 67.2 67.6 50 44
7/27/12 15:08 66.7 50 66.3 67.1 56 46
Temp and Humidity in the AFW Tape Vault From 6/1-7/27
Environment

11. Drive Usage
Environment
FREE

12. That looks
Like PAC man
Percentage of Chart
Not pac man

13. File Management Program
 Began with a Bang
 Was Reactive not
Proactive

14. Digital File Generation
Digitizing
Program
Began in
2007 with the
purchase of
first file
playback
system.
Format of
programs
played.
Data from Leightronix playback logs
Nov Dec Jan Feb Mar Apr

15. Loss of 1 terabyte of programs
Worst Case Scenario

16. What we lost
Upside: Didn’t lose much content
because we are still a tape based house.
Some of the lost content was doomed
anyway
Upside: Didn’t lose much content
because we are still a tape based house.
Some of the lost content was doomed
anyway
Depending on set up:
 Staff Time
 Another play on old
tapes
 3000 hours

17. What We Gained
 A fresh start
 Unique identifiers or a
better naming convention
 The ability to track digitized
programs though the
system
 An easier way to count
different categories of

18. What We Gained (continued)
 A hard look at our
Collection Development
Policy
 The impetus to weed an
uncontrolled collection
 Discussions about access
The American Library Association
defines collection development policies
(CDP) as “documents which define the
scope of a library's existing collections,
plan for the continuing development of
resources, identify collection strengths,
and outline the relationship between
selection philosophy and the institution's
goals, general selection criteria, and
intellectual freedom”.
The American Library Association
defines collection development policies
(CDP) as “documents which define the
scope of a library's existing collections,
plan for the continuing development of
resources, identify collection strengths,
and outline the relationship between
selection philosophy and the institution's
goals, general selection criteria, and
intellectual freedom”.

19. What We Gained (continued)
 Discussions about new
content management
solutions
 The development of a
records management
schedule for digital files
 Peace of Mind
The American Library Association
defines collection development policies
(CDP) as “documents which define the
scope of a library's existing collections,
plan for the continuing development of
resources, identify collection strengths,
and outline the relationship between
selection philosophy and the institution's
goals, general selection criteria, and
intellectual freedom”.
The American Library Association
defines collection development policies
(CDP) as “documents which define the
scope of a library's existing collections,
plan for the continuing development of
resources, identify collection strengths,
and outline the relationship between
selection philosophy and the institution's
goals, general selection criteria, and
intellectual freedom”.

20. What We Had

21. What We Wanted

22. What We Bought
behold…the answer to all your problems.
Hewlett Packard x1600
behold…the answer to all your problems.
Hewlett Packard x1600
48 terabyte (24 use, 24 backup)

23. Who Helped Us
Our IT
EHS
Our IT
EHS

24. CMS wishlist
1. Must be able to migrate existing data from
Microsoft Access database
2. Must be able to export Csv
3. Program Playback: Searchable Fields
4. Program Scheduling: Reports
Daily playback log by time
Daily playback by unique identifier (Tape
Number/DateCreated)
Tape labels
Monthly playback statistics
 Length
 Genera
 Producer
 Keywords
 Series Title
 Episode Title
 Unique Identifier (Tape Number)
 Format
 Location
 Archive
 Date Created
 Status (Played or unplayed)

25. CMS wishlist
the program as it should be
 Public face
 Private face
 Regional collaboration

26. kgregg@acpl.info
Digital Collection Building
•Library of Congress, "Selection Criteria for Preservation Digital
Reformatting"
•Columbia University, "Selection Criteria for Digital Imaging Projects"
•University of California, "Selection Criteria for Digitization"
•Harvard University, "Selection for Digitization: a Decision-Making
Matrix"
•National Agricultural Library, "Selection Criteria and Guidelines"
•Oxford University, "Decision Matrices and Workflows" (Appendix B)
•National Library of Australia Digitisation Policy, 2000-2004.