AvSAP Manual
Contents
1. P Pandora Radio Listen E aic effameno g B P Archon 3 01 Administrative Interface AvSAP Audiovisual Formats Gro_ j ie ay ca xX Ay http www library illinois edu archives aysap packages aysap adminhelp format intro html Pandora Radio Listen to Free Internet Audiovisual Formats Audio Visual Self Assessment Program Intro Film Video Magnetic Audio Grooved Disc Grooved Cylinder Wire Optical Media Other Formats Introduction to AVSAP Formats Printable PDF version of this page Film Film Description This moving image format type consists of photochemical emulsion color or black and white on translucent plastic backing with sprocket holes running down one or both sides of the film strip the strip may contain an optical or magnetic soundtrack 35mm ees ry AA A Tax y k a N fg Q 7 Open Reel Videotape Open Reel Videotape Description Open Reel Videotape This moving image format type consists of magnetized particles embedded on a plastic tape carrier This format type is called open reel because the magnetic tape is not encased in a plastic cassette Figure 6 the Audiovisual Formats Selector Images and descriptions of these general formats will help you determine what general type of material you are holding After you select one of these headings you will be taken to the second tier Figures 7 amp 8 which provides more detailed desc2. To make a sample statistically valid items must be drawn from your collection RANDOMLY Random numbers can be generated through Microsoft Excel a web based random number generator or a published book of random number tables 1 If all of your AV materials are combined in one area and can be assessed linearly selecting a random sample is straightforward A list of random numbers between one and the total size of your AV collection can be generated and items matching the random numbers are pulled for the sample However this method is less straightforward for multiple archival collections spread among different locations In this case you can randomly select both a collection number and an item number or even randomly select collection box and item number For example if you have 50 collections that have AV materials each collection has a maximum of 200 boxes and each box contains a maximum of 100 AV items you can generate three random number lists and work down all three lists in tandem To generate your random numbers you would require three lists of random numbers one of numbers 1 50 for the collections one of numbers 1 200 for the boxes and one of numbers 1 100 for the AV items It is recommended that you have at least double the number of random numbers in each list as the size of your sample So if your sample size was 257 items each list should have about 500 random numbers between the defined range 1 Note that numbers genera
3. an identified percentage of the entire collection We recommend a minimum of 10 of the total population of AV materials or every tenth item This method is particularly helpful if you don t know how many AV items you have A set percentage sample will not provide detailed guidance on how many or which items need attention but will help prioritize AV preservation needs for the entire collection You can then return to an item level assessment for more detail or leverage your collection level results to argue for preservation funding ample Every X Items Percentage of Collection ol 5 5 2 3 0 fyo _ RAST LT Agmanag Vv lable I Sampling Frequencies for a Sei Percentage Sample 2 A Statistically Valid Random Sample A statistically valid random sample will give you estimated numbers of particular formats in your collections their locations and their prioritized preservation needs This method requires that you know your total number of AV items to create a representative sample You use either MS Excel or random number tables to select the sample This provides more useful results because it commonly uses a larger sample than a set percentage sample It requires more work to set up than a set assessment sample but is far less time consuming than a full item level assessment Creating a Sample 1 A Set Percentage by Collection Creating a set percentage sample is relatively easy If you want to end up with a 10
4. sample you will assess every tenth item If you want to end up with a 20 sample approximately twice as accurate as a 10 sample you will sample every 5th item see Table 1 for more percentage options The higher the percentage of your sample the more accurate your results will be Samples of less than 10 may give you a general idea of what your AV preservation needs are but accuracy will be low and results should not be used for estimating specific project times or budgets 2 A Statistically Valid Random Sample Creating a random sample is slightly more complicated First you establish the total number of AV items in your collection or the portion of your collections that you wish to survey This is called your population You then choose what level of accuracy you want from your results Accuracy is measured in two ways confidence and tolerance margin of error Confidence is a measurement of accuracy based on the repeatability of the sample If you choose a confidence of 90 and you repeat the sample 100 times using a different randomly selected sample your results would be the same 90 of those 100 times Recommended confidence levels for sampling a collection are 90 95 and 99 percent Ninety five percent is usually the optimum confidence level for accuracy of results and manageability of sample size Tolerance or margin of error is the threshold of error you allow for your results For example if your sample tells you that 80
5. AVSAP to help manage collection level information for more meaningful reporting and prioritization see Figure 4 To open the Collections Manager click on collections on the left navigation bar then select Collections Manager You may edit existing collections by selecting a collection from the Browse tab To enter a new collection click on the General tab If you are adding a new collection be sure to click save to save the new information this functionality is the same for all of the managers Required fields are indicated with thick blue borders non required fields are indicated with thinner blue borders The minimum information required for each collection is a descriptive collection name and a sortable collection name For instance the descriptive title may be The Michael Jones Audiovisual Archive but to facilitate sorting the sortable collection name should be Jones Michael Audiovisual Archive Although the remaining fields such as inclusive dates are not required it is recommended that you fill them out if the information is readily available for a more thorough record of the collection materials being assessed especially if you are using the downloadable Archon package If you are using the online version there will be two fields set as default values 1 enabled should be selected as yes and 2 repository should be the name given to your repository based on your logon Archon 3 01 Administrative Interf
6. Radio Listen to Free Internet Archon 3 01 Administrative Interface AvSAP Audiovisual Formats Video 3 Archon 3 01 Administrative Interf_ E F Jimi Jones Log Out Archon 3 01 6 ARCHON Jaee e 2 AVSAP Assessments Manager 022010 Test 12 ID 87 New kdSave Delete Cancel Glossary Bibliography s P S Browse General Use Information Storage Information Gendition None Minimal Damage Moderate Damage Severe Damage I Don t Know Assess the level of physical damage this cylinder is suffering from No Dirt Dust Moderate Dirt Dust Severe Dirt Dust 1 Don t Know Assess the level of dirt dust debris on this cylinder What is the level of mold being exhibited by this item No Mold Some Mold Lots Of Mold 1 Don t Know Have you or a member of your staff played back this item in the past two years O ves No I Don t Know Do you have any documentation about this item that might give you any more i is C c information about its condition Yes No I Don t Know Is this item exhibiting signs of damage from exposure to pests mice insects ves No 1 Don t Know Done Figure 9 Assessments Manager questions AvSAP and Ownership Issues Copyright and ownership issues can stymie preservation efforts AVSAP recognizes this and has provided information about these issues in Appendix Four Determining Your Legal Abilities to Perform Preservation Act
7. j 2 AVSAP Institutions Manager jennifer s office ID 4 New kd Save Delete Cancel Glossary Bibliography A ne gt Browse lt General Preservation Planning _ Access to Materials Material Inspection Playback Equipment Disaster Recovery score oO Does your institution catalog or describe your media items collections yes No I Don t Know Most Some None I Don t How many access copies do you have of your institution s audiovisual items Know Most Some None I Don t How many of your institution s audiovisual items have digital copies Know How many of your institution s audiovisual items have records detailing their ownership and or which rights are Mast Some None I Don t assigned to the institution Know Does the institution allow media originals to be played back by non staff members without assistance yes O No I Don t Know Does your institution allow its media originals to leave the premises for the purpose of being loaned to other nite repos a j g g yes O No I Don t Know Does your institution allow its media originals to leave the premises with your guests users patrons ves O No 1 Don t Know http wwyy library illinois edu archives avsap index php p admin aysap aysapinstitutionskid 4 accesstragment Figure 5 the Institutions Manager interface The Storage Facilities Manager The Storage Facilities Man
8. of your collection consists of VHS tapes and you have set your margin of error to plus or minus 5 percent 5 then your collection might have between 75 85 VHS tapes Common tolerance thresholds are 2 or 5 percent When you combine confidence and tolerance you get the overall accuracy of your sampling results For a sample that results in 95 confidence with a tolerance of 2 you would know that in 95 of the times you repeat the survey the number of occurrences of any one format or identified level of deterioration etc would be accurate 95 out of 100 times within a range of 2 percent Once you have selected your desired confidence and tolerance you use these values to determine the sample size of your overall population Many web applications can do this for you and a simple search for sample size calculator will likely yield several One of our current favorites is the Raosoft Sample Size Calculator available at http www raosoft com samplesize html Simply enter values for margin of error confidence level and collection size and the calculator will calculate how many items you need to sample In a collection of 5 000 items with confidence set at 95 and tolerance and 2 your sample size would be 1 623 items For a confidence and tolerance of 90 and 5 much less accurate but still valid for many purposes your sample size need only be 257 items Finally you must determine which items of your collection you are going to sample
9. to VHS It was developed for the consumer industrial and educational markets Although it did not gain widespread consumer popularity this format was considered to be technically superior to YHS and was used extensively in Betamax schools community media centers and by artists Texas Commission on the Arts 2004 Prone to the Following Problems Due to its age Betamax tapes are susceptible to signal loss Tapes are also susceptible to damage from mold binder deterioration and other physical and biological issues Risk Level Inherent in Format Betamax tapes are at high risk due to media and equipment obsolescence Issues Related to Playback Each audiovisual medium requires equipment to decode the information held within it Recommended Storage Conditions 7 2 Best Temp degrees F Good Temp degrees F a ia Back to the top of the page D2 Description D2 is a magnetic tape based moving image format The tape is composed of magnetic particles a binder and a polyester base Forgas 1997 Medium cassettes are 10 x 5 7 8 x 1 5 16 and small cassettes are 6 3 4 x 4 1 4 x 1 5 16 with a tape width of 3 4 Texas Commission on the Arts 2004 The cassettes are usually gray with tape identification in the upper right hand corner History D2 was introduced in 1988 and is presently still in use It was one of the first digital formats used for high end production and has been used as a mastering format in
10. value nitrate in this condition would have no decay or be in the earliest stages of decay Due to the age and inherent vice of nitrate film it will most likely have some decay If the film is still flexible with little to no damage to the emulsion or image it should be considered If you have nitrate film AvSAP recommends that you not use a score of 0 however good the condition of the film appears to be Figure 3 the Information Kiosk In summary the information kiosks are available to explain the assessment questions explain the concepts behind the questions explain how best to interpret your answer choices provide images where possible to illustrate the concepts help minimize subjectivity in the questions by giving you a practical sense of what the questions are looking for e provide educational resources and help you understand the concepts and methods associated with audiovisual preservation e provide recommendations tips and best practices so that you can improve the preservation practices in your own institution The Four Managers The Collections Manager The Collections Manager is used to provide collections level information about the audiovisual materials in your institution A collection could be the John Smith Papers and Media or the X YZ Institution s Audiovisual Materials The Collections Manager is your first step in assessing your AV items It is part of the Archon software and links in to the
11. AvSAP Manual Audiovisual Self Assessment Program What is AVSAP AvSAP the Audiovisual Self Assessment Program is software that will help you identify your audiovisual AV collections and prioritize them for future preservation Priority in preservation is based on several factors including format type physical condition and storage conditions AvSAP requires no prior knowledge about audiovisual materials and their preservation The software will guide you to answer targeted questions about your AV collection and provide popup windows or information kiosks to explain audiovisual preservation concepts and principles These kiosks can be viewed or skipped at your convenience In this way AVSAP can be tailored to your audiovisual preservation knowledge and experience You can save your information at any time which we recommend you do as you work through the assessment Other staff members may also enter information as needed At the end of the assessment AvSAP will provide an assessment report prioritizing items based on their preservation needs Who developed AvSAP and is there a cost to use it The University of Illinois Archives partnered with WILL AM FM TV The Spurlock Museum University departments such as the Department of Dance The Krannert Center of eh Performing Arts and the Illinois Heritage Association This amalgamation of groups served as test beds and advisors for the AvSAP project In conjunction the Institute of Muse
12. University Library at U University of Illinois at GSLIS Central Login ae Preservation Working Digital Preservation joi Resources Equal Op Digital Preservation Tu P Pandora Radio Listen E aic efapetio P Pandora Radio Listen to Free Internet Archon 3 01 Administrative Interface AySAP Audiovisual Formats Video Archon 3 01 Administrative Interf_ E F Jimi Jones Log Out Archon 3 01 gt ARCHON J aseen 2 AVSAP Assessment Report Add New gt Print Export CSY General Show 10 gt entries Collections Items Location Format Significance Conservation Grooved Cylinder Lab Audio Conservation jennifer s test Lab 35mm Medium test Sports Interviews Test123 Conservation 1967 Lab Sul ao Conservation Seana test asdf BetacamSP aka Lab Beta The Awesome Test 5 Item 2 Test test23 Audio Cassette Medium Collection 022010 Test Conservation Grooved Cylinder 12 Lab Ruda Low Severly broken A link to url http 130 126 35 121 donalty Grooved Disc Audio paul p collections controlcard amp id 14113 something url Paul s Test don t delete 022010 Test Conservation 14 Lab Grooved Disc Audio Check back on composition Done Figure 10 The Assessments Report The AvSAP Glossary As you use AvSAP you will probably encounter unfamiliar terms related to audiovisual formats and their preservation In the upper portion of the AvSAP interf
13. ace Mozilla Firefox File Edit View History Bookmarks Tools Help http www library illinois edu archives aysap index php p admin collections collections amp id 2 F Google University Library at U University of Illinois at GSLIS Central Login ua Preservation Working ua Digital Preservation joi Resources Equal Op Digital Preservation Tu Pandora Radio Listen E aic efapetio y P Pandora Radio Listen to Free Internet Ed Archon 3 01 Administrative Interf_ EJ Fi Jennifer Teper Log Out Archon 3 01 r amp ARCHON Collection Manager test video ID 2 gt New bdSave amp Delete Cancel Public View Edit Collection Content Browse General Creator s Collection Description Location s Subjects Languages Restrictions Acquisition s Related Material s lt 9 Other Information Finding Aid Information Books Title test video Enabled ves O No Repository Audiovisual Self Assessment Program gt Classification Collection Identifier 233 Sort Title test video Normal date Inclusive Date Done Figure 4 The Collections Manager The Institutions Manager The Institutions Manager section Figure 5 will help you gauge the general knowledge policies and procedures of your institution as they relate to your AV materials This section asks about staffing AV related policies playback equipment mainte
14. ace you will see a link to the AVSAP glossary You can print this page to keep a hard copy or click on the link while completing the assessment The AVSAP glossary is comprised of definitions compiled from the Society of American Archivists the National Film Preservation Foundation and other well respected bodies Relationship of AVSAP to Archon Archivists and programmers at the University of Illinois Archives built the core of AVSAP using Archon an open source archival description tool AVSAP can work as an extension of Archon or as a standalone program You can find more information about Archon at www archon org Who Developed AvSAP The University of Illinois Library led the development of AvSAP Several departments at the University of Illinois served as advisers and test beds for the project the University of Illinois Archives Illinois Public Media Spurlock Museum Department of Dance Krannert Center for the Performing Arts and the Illinois Heritage Association A generous National Leadership Grant from the Institute of Museum and Library Services IMLS helped to support the project Development began in May 2007 and the program was completed in the fall of 2009 Appendix One Creating a Sample If your collection is large you may consider doing a sample assessment Samples of your collection can be created by one of two methods 1 A Set Percentage by Collection To gather a very basic view of your AV materials you can sample
15. ager section is used to assess the storage environments housing the audiovisual materials in your collection This section includes questions about climate control variances over time in humidity and temperature fire suppression and other important environmental factors Because repositories often have more than one storage location each environment should be assessed independently results will be saved for multiple locations When you answer item level assessment questions in the next section you can choose which of the saved environments applies to that item For example you can assess your off site storage environment and then save that data as a location called Off Site Storage When you assess a VHS tape stored in that environment you can simply choose Off Site Storage from your environment list before continuing with the assessment of the videotape The environmental conditions in your Off Site Storage will help inform the preservation assessment report of all items stored in that location The Assessments Manager The Assessments Manager section is an item level assessment that is the core of AVSAP It consists of two parts the graphic Audiovisual Formats selector and the assessment questions These are used with both item level and random sampling techniques The AvSAP Audiovisual Formats Interface tem level assessments in AVSAP begin by asking about the formats of the items Examples include Betamax video tape 16mm film 14 a
16. browser to http www library illinois edu avsap 3 Click on the log in link at the bottom of the page 4 Enter your assigned user name and password and click the logon button 5 Click on the Admin link at the bottom of the page this will open a new tab to run the Archon application 6 Click on the blue arrow icon at the left side of the screen to open up the navigation bar to the different Archon elements and select AvSAP The General AvSAP Layout AvSAP is designed for ease of use It provides four basic functions the Institutions Manager the Collections Manager the Storage Facilities Manager and the Assessments Manager Figure shows the different managers on the left navigation bar which is also how you will access the Assessment Report To save data in AVSAP click on the Save button in the upper portion of the interface AVSAP does not automatically save data You can save your assessment at any stage and return to it later We strongly recommend you save your data often The four basic functions mentioned above the Institutions Manager the Collections Manager the Storage Facilities Manager and the Assessments Manager share some information to auto populate fields thus reducing the amount of data entry for individual items related to their storage environment etc For that reason we recommend that you enter data into the AVSAP in the following manner 1 Institutions Manager this will provide you with an overview
17. e user understand the concepts underpinning the question Archon 3 01 Administrative Interface Mozilla Firefox File Edit View History Bookmarks Tools Help 4 A No oB e x As a http www library ilinois edu archives avsap index php p admin avsap avsapassessments r 4 Google University Library at U University of Illinois at GSLIS Central Login ua Preservation Working ua Digital Preservation joi Resources Equal Op Digital Preservation Tu P Pandora Radio Listen S aic efigeatic os P AvSAP P Pandora Radio Listen to Free Intenet C Audiovisual Self Assessment Program Sp ARCHON Juss Rss AVSAP Assessments Manager Add New gt New id Save Cancel Glossary Bibliography Browse General Use Information Storage Information Condition Score Repository Audiovisual Self Assessment Program gt a With this question you can What is the name of the item test tape tell AVSAP the level of significance of this item to your repository AvSAP Test collection gt recognizes that you may Collection Collection Content want to differentiate between fe Quick Add items of high significance and lesser significance when z f apportioning funds for Film E ou H preservation Choosing the Nitrate z level of significance here will not affect your preservation assessment score but can Which of your previously assessed storage areas houses this Jennifer s office
18. elf Assessment Program Into Film Video Magnetic Audio Grooved Disc Grooved Cylinder Wire Optical Media Other Formats Cassette Cartidge Based and Open Reel Video Printable PDF version of this page Cassette and Cartridge Based Video Betamax 3 4 Urnatic and Betacam and Betamax 3 4 Umatic SP Betacams P aka Beta DigiBet D3 Digital Betacam DVCam DVCProa aka D7 aka DigiBeta Mini DV MiniDV aka DV or DVC VHS Videos aka 8mm amp Hi 8 AYSAP Audiovisual Formats ideo Mozilla Firefox File Edit View History Bookmarks Tools Help Ng oB i xX Ay http www library illinois edu archives avsap packages ayvsap adminhelp format video html betamax LY X University Library at U University of Illinois at GSLIS Central Login ae Preservation Working a Digital Preservation joi Resources Equal Op Digital Preservation Tu P Pandora Radio Listen E aic P Pandora Radio Listen to Free Internet Archon 3 01 Administrative Interface lea Eq AvsaP Audiovisual Formats Vid_ E Betamax Description Betamax is a magnetic tape based moving image format The tape is composed of magnetic particles a binder and a polyester base Forgas 1997 Cassette dimensions are 6 1 8 x 3 3 4 x 15 16 with a tape width of 1 2 History Betamax was introduced in 1975 and was in use until the late 1980s It was a relatively short lived format that ultimately lost the format war
19. gt allow you to order your item decision list by significance level What is the significance of this item to your repository Low Moderate High Click through to see what we mean by significance and to get tips on determining the note significance of an item to your collections What is the format of this item Done Figure 2 Basic Help Y Archon 3 01 Administrative Interface Mozilla Firefox File Edit View History Bookmarks Tools Help e E x a B http 130 126 35 121 avsap index php p admin avsap avsapassessmentstid 68 Wy a Google BG Universiy Library at U EM University of Ilinois at JE GSLIS Central Login S 8 Preservation Working a Digital Preservation joi E Resources Equal Op Digital Preservation Tu P Pandora Radio Listen E aic offfgata PE Archon 3 01 Administrative Interface E T AvSAP Audiovisual Formats Video La C The XYZ Manuscript Repository i a Advanced Help Nitrate and Acetate Decay Nitrate Nitrate in the beginning stages of decay will have a noxious odor like dirty socks Be careful when testing film for odor open the film can away from your nose and face so you are not exposed to irritating or toxic fumes and particles You should be able to detect an odor without having your nose in close contact with the film The following is an AvSAP guide to rating nitrate breakdown Deterioration Starting As a guide to assigning a
20. ical information about the format can be difficult to find 50 Threatened Playback machines are available often for reasonable prices in the secondary market but are no longer in manufacture There is a fair amount of technical information available online Service for the playback equipment is widely available 75 Vulnerable This is a current format that may be highly proprietary Playback machines can be found for reasonable prices often brand new Service for the playback equipment is widely available There is still the possibility that this format may be replaced or become obsolete in the next five years 100 Low Risk This format is likely to be in use over the next five years Playback equipment is still being manufactured and likely will continue to be over the next five years Information about this format is widely available Instability Rating in AVSAP This is a measure of the inherent vice or general instability of the format in terms of its construction and design This measure is based on the question If this item were subjected to average storage conditions would it be in the same or similar condition in 10 years Inherent vice is defined as the tendency of material to deteriorate due to the essential instability of the components or interaction among components Pearce Moses 2005 High 0 Moderate 50 Low 100 Format score used in AvSAP scoring Obsolescence 50 Instability 50 Appendix Fou
21. ions on Your Audiovisual Materials Assessing Significance to Collections AvSAP focuses mainly on the physical condition of the items being assessed but no assessment can be complete without acknowledging the significance of an item to the repository Significance refers to the intellectual content of the item and its value to your collection During the item level assessment AvSAP asks you to rate the significance of each item This rating does not affect the final assessment score but serves to flag items that have high significance The collections manager can then consider the significance of items when using the AvSAP preservation assessment report For example a collections manager may decide to focus preservation efforts on an item high in significance even though it scores low on the AvSAP assessment report The information kiosk for this question provides several methods of assessing significance to help you generate a useful answer The Assessment Report At the end of your assessment AvSAP generates an itemized assessment report This decision list shows you a list of your items ranked by priority in addressing their preservation needs Many factors go into generating an item s ranking the physical condition of the item the format of the item the conditions of the environment in which the item has been stored and the container or lack thereof of the item Many questions in the storage environment and item level assessment section
22. ited duplication For example in the case of unpublished works the library or archive must already have a copy of the work before making preservation copies For published works libraries and archives can only make duplicates in order to replace a copy it has or used to have in its collection because the copy has been damaged is deteriorating is lost or stolen or the format has become obsolete Harper 2007 Additionally copying can only occur after attempting to locate the item in a current non obsolete format at a reasonable price We strongly recommend you research Section 108 prior to making decisions regarding duplicates so you are aware of your rights Copyright laws are in flux so it is advisable to revisit the current status of the law to ensure that provisions have not changed The Copyright Crash Course sponsored by University of Texas Libraries is a good resource for copyright basics as they apply to libraries and archives http copyright lib utexas edu If you do not have the rights to perform preservation measures on an item and if you do not think you can procure these rights this item will score slightly lower in your assessment report Copyright and intellectual property issues are thorny especially when considering archival materials In general rights holders have five exclusive rights to their works 1 Reproduction the right to make a copy of the work 2 Distribution the right to disseminate physical copies t
23. llinois at GSLIS Central Login ue Preservation Working Digital Preservation joi Resources Equal Op Digital Preservation Tu P Pandora Radio Listen E aic effameto fa 0 P Pandora Radio Listen to Free Internet Y Audiovisual Self Assessment Program Archon 3 01 Administrative Interf_ EJ A ARCHON aaa nen 2 AVSAP Archon Administration Assessments Manager Add New ia ASAP rrr Assessment Report Assessments Manager Institutions Manager Browse General Storage Facilities Manager New kd Save Cancel Glossary Bibliography Repository Audiovisual Self Assessment Program gt What is the name of the item test tape Test collection gt Collection Collection Content What is the format of this item Film 35mm Nitrate Which of your previously assessed storage areas houses this item jennifer s office gt gt Collections 3 What is the significance of this item to your repository Low Moderate High gt Creators gt Subjects note Done Figure 1 Navigating the different managers on the left navigation bar Two Kinds of Help for AVSAP Users AvSAP is designed to be both an assessment tool and an educational tool For example the illustrations and descriptions in the graphic Audiovisual Formats interface provide guidance on identifying AV formats If you aren t clear what the question is asking you can click on the questi
24. nance and other institution level issues that affect your institution s AV materials The Institutions Manager needs to be completed only once preferably before beginning the next two sections Your answers in the Institutions Manager are calculated by AvSAP to give an AV Preservation Stewardship score separate from the item or sample level assessments This score will give you a sense of how well your institution is doing in terms of preserving handling and storing its audiovisual materials As your institution uses AVSAP and follows its recommendations regarding audiovisual materials and their handling you can return to this section and reassess your repository to raise its score This score is independent of the item level assessments that you will complete to create the prioritized assessment report Archon 3 01 Administrative Interface Mozilla Firefox File Edit View History Bookmarks Tools Help 3 iv iy x Ay http www library illinois edu archives aysap index php p admin avsap avsapinstitutions amp id 4 for Google University Library at U University of Illinois at GSLIS Central Login ue Preservation Working ua Digital Preservation joi Resources Equal Op Digital Preservation Tu P Pandora Radio Listen E aic efapetio cn Y AvSAP P Pandora Radio Listen to Free Internet Ed Archon 3 01 Administrative Interf_ E tr Jennifer Teper Log Out Archon 3 0 6 ARCHON e aaa aa
25. o others 3 Public performance the right to publicly screen broadcast or show film through various venues including the Internet 4 The right to prepare derivative works for film this generally refers to remakes or adaptations 5 The right of public display NFPF 2004 If your institution has secured a transfer of rights for a specific work you may still not have the full right to make the work accessible through digital systems or public presentation In the case of film there may be many other rights to secure such as rights associated with the music in the film or to the literary work on which the film is based In the case of audio works some rights may be covered under federal and state laws You may be able to provide access through the doctrine of fair use however this is not a fail safe way to circumvent copyright provisions Before copying and making materials accessible especially if your intent is to provide access via the Internet be sure to research what copyrights your materials are covered under who owns the rights and understand the provisions and risks associated with fair use For more information about fair use click here http www copyright gov fls f1102 html
26. od can be useful to help establish preservation priorities in a large collection allowing you to strategically focus item level assessments only on materials with the greatest need A random sample assessment may also be useful to identify preservation needs for grant applications and other fund raising efforts Random sample and item level assessments will produce different types of reports Although the random sample assessment will generate a final assessment report it will represent only a snapshot of preservation needs and priorities based on format and storage conditions AVSAP sample assessments can be done by one of two methods a set percentage sample or a statistically valid random sample These methods and the differences between their results are explained in Appendix One Creating a Sample Entering and Using the AVSAP Program The AvSAP is programmed as a portion of the larger program Archon The AVSAP may be utilized as part of the larger Archon program which must be downloaded from http www archon org Or you may utilize the tool using a web hosted version of the AvSAP following the steps below 1 You must first request a logon and be assigned a password by filling out a short web form This form will collect a small amount of information about your institution and your previous knowledge of AV preservation After you have completed the form a password will be e mailed to you and you may enter the AVSAP tool 2 Direct your
27. of your institution s audiovisual savviness and ask large institutional level questions 2 Collections Manager this step will ask questions regarding the individual collections that contain AV materials such as in an archive If you do not have an institution that has materials stored in collections you may create on large collection which basically mirrors your institution 3 Storage Facilities Manager this step will lead the user though questions relevant to each individual storage space in which AV materials are stored 4 Assessments Manager this last step links to information entered in the Collections Manager and the Storage Facilities Manager and leads the user through the assessment of individual audiovisual items More detailed information on each of the managers is available later in this manual When you open any of the managers the Browse tab will show you all the assessments you have done before arranged by name Each tab to the right of the Browse tab represents a subsection of each assessment type Institution Storage Environment Item Level and the final Assessment Report listed alphabetically NOT in the order they are performed Archon 3 01 Administrative Interface Mozilla Firefox File Edit View History Bookmarks Tools Help zi ig x Ay http www library illinois edu archives aysap index php p admin avsap avsapassessments Google University Library at U University of I
28. on s help icon a small question mark located next to the 1 symbol figure 2 This will open a window to the right of the question which contains information explaining what kind of information the question is trying to obtain Alternatively this Basic Help text can be turned on simply by clicking on the arrow next to the 1 icon at the top right of the screen this will activate the help text for whatever question you are currently typing in To close this help screen simply click on the arrow The AvSAP also provides popup windows called information kiosks throughout the assessment program figure 3 Browser security settings will not block information kiosks because they open within the AVSAP program These information kiosks can be accessed by clicking on the 1 symbol next to each assessment question in the Institutions Storage Facilities and Assessments Managers or by clicking on the hyperlinks for more information located in the basic help text These kiosks give users help in answering the content of the question For example if a user wanted to answer a question about the level of vinegar syndrome that a 16mm film was suffering from but did know what vinegar syndrome was or how to assess it she would click on the 1 symbol next to the question for a popup that would explain what vinegar syndrome is what causes it and how to assess its level in a motion picture film Many kiosks also provide pictures to further help th
29. r Determining Your Legal Abilities to Perform Preservation Actions on Your Audiovisual Materials Before you attempt preservation measures on your media items consider the following question do you believe your institution has the rights to take preservation measures and or make this item accessible and or distributed to the public If the answer is yes feel free to continue these activities If the answer is no you should do research about what actions you would like to take and what rights you may or may not have If you are unsure about if your institution owns the rights to a particular work then you should assume you do not own these rights Presently the only materials known to be safe from copyright protection are those in the public domain and those where explicit permission has been granted by the rights holder If you do not own the rights to an item and are unsure about who does you may be able to locate the owner through the U S Copyright Office by searching through their copyright records http www copyright gov records As stated in the Film Preservation Guide Copyright and donor agreements define how institutions preserve their motion picture materials and share them with the public NFPF 2004 p 77 Section 108 of the Copyright Code currently provides libraries and archives with very specific and limited rights to duplicate certain materials for preservation or access needs However Section 108 does not allow for unlim
30. riptions and images of subtypes within that general format For example if you have a videotape that you would like to identify you would first click on the Cassette Videotape section This will show you a variety of cassette based videotape formats that AvSAP recognizes You would look through these until you find the name thumbnail combination labeled VHS Tape Seeing that this matches the item you are examining you can simply select VHS from the format pull down list to continue your item level condition assessment For certain types of materials you may also be asked to identify the base material the Audiovisual Formats selector page also gives guidance on identification of base materials for those formats film grooved discs and grooved cylinders for which base composition may vary from item to item D AVSAP Audiovisual Formats Video Mozilla Firefox File Edit View History Bookmarks Tools Help e ni x A http www library ilinois edu archives avsap packages avsap adminhelp format video html it F 4 Google T University Library at U a University of Illinois at GSLIS Central Login S ue Preservation Working a Digital Preservation joi Resources Equal Op Digital Preservation Tu P Pandora Radio Listen S aic e P Pandora Radio Listen to Free Intenet 1 Archon 3 01 Administrative Interface I AvSAP Audiovisual Formats Vid_ x AvSAP Audiovisual Formats Audio Visual S
31. s have weights that affect the final score and thus the ranking of an item The more questions you answer about an item the more diagnostic the item s score will be With more diagnostic information about each item your assessment report will be more accurate and complete at the end of the assessment You can use this list to plan your preservation efforts and make more targeted budgetary choices The AvVSAP assessment report can also be used to document your specific needs to granting agencies and your organization s budget managers How to read the Assessment Report The Assessment Report Figure 10 displays several fields collection name item name location the storage environments you have assessed the AVSAP score out of 100 item format the item s significance and the notes field for each item The list can be sorted by each of these fields Although the AvSAP score is out of 100 the obsolescence of the various AV media types and their inherent instability makes it very difficult to get a score near 100 It is very likely that your highest scores will be far lower than 100 Don t fear AV materials are generally speaking not built to last It s very common for AvSAP assessments to have few if any items that score higher than 80 Archon 3 01 Administrative Interface Mozilla Firefox File Edit View History Bookmarks Tools Help iv G x Ay A http 77130 126 35 121 avsap index php p admin avsap aysapassessmentreport dae Google
32. ted through excel or a web based number generator use a complex mathematical algorithm which to a statistician is not truly random However they are considered nearly random which works just fine for our purposes Appendix Two How AvSAP Calculates Scores The five basic vectors of the AVSAP assessment are in no particular order Environment as Storage Facility Manager section Container Format Use Access Physical Condition Here is how AvSAP tabulates the final score Environment Conditions 70 Disaster Preparedness 30 Environment Then Format 40 Environment 10 Container 5 Use Access 5 Condition 40 AvSAP Score Appendix Three Obsolescence and Format Scoring in AVSAP Messier Obsolescence Rating for AVSAP adapted from http www videokunst danmark dk preservation obsolence htm 0 Extinct to Critically Endangered Very few playback machines may exist at specialist laboratories The format is more than 20 years old There are fewer playback machines than there are media items There is little to no engineering or manufacturing support Service for playback equipment is relegated to costly specialist labs Technical information about the format is very difficult to find 25 Endangered The machine population may be robust but the manufacture of the machinery has stopped Manufacturing support for the media has become unavailable Service for the playback equipment is difficult and costly Techn
33. television advertising and i Figures 7 amp 8 Format specific information available in the Audiovisual Formats Selector interface The Assessment Questions Section This section Figure 9 forms the core of item level assessments Here you will answer guided questions about e Storage containers and orientation e Storage environments in which the item resides which you have already defined in the Storage Environment section e Conditions such as mold exposure structural problems for example the amount of scratches and dust on a grooved audio record etc For each question you simply choose the answer that best describes the storage or physical condition of the item Although I Don t Know is an option in many cases the AVSAP assessment becomes more diagnostic and useful as you answer each question Because AvSAP is designed to aid users with any level of audiovisual experience information kiosks are built into each question to help you make informed answers Archon 3 01 Administrative Interface Mozilla Firefox x File Edit View History Bookmarks Tools Help lv 6 x A A http 7130 126 35 121 avsapindex php p admin avsap avsapassessments amp id 87 Google University Library at U University of Illinois at GSLIS Central Login uae Preservation Working a Digital Preservation joi Resources Equal Op Digital Preservation Tu P Pandora Radio Listen E aic efaeetio I P Pandora
34. two ways Because it is open source software advanced users can modify the program as they see fit For those with technical resources it can be downloaded and run from an institution s SQL server In this case your institution keeps and accesses your information locally Alternatively the University of Illinois Library hosts an online version of AvSAP which is accessible through a standard web browser In this case you would simply create a login and enter data that the University of Illinois Library s system saves for you The technical requirements for each option are as follows Technical Requirements The downloadable AvSAP package has the same requirements as Archon which can be found here http archon org download php The web based AvSAP is optimized for the following web browsers Firefox 2 0 Safari 3 0 and Internet Explorer 7 0 The web based version of AvSAP is compatible with both the Windows and Macintosh platforms The Item Level Assessment Item level assessment in which each audiovisual item in a repository is individually assessed is the most diagnostic option Item level assessment is recommended for institutions with a small number of AV items and institutions with enough staff and time for this kind of thorough assessment The Random Sample Assessment The second kind of assessment is based on sampling a collection This is most useful for larger collections where item level assessment would be too time intensive This meth
35. udio tape 1 open reel video tape Audiovisual items can be difficult to identify even for experts You may not know exactly what you have at hand as you start the item condition assessment in the Assessments Manager To help solve this common problem AvVSAP provides a visual and descriptive guide to AV formats for comparison with items in your collection To launch this graphic Audiovisual Formats interface just click on the 1 button to the left of the Format question in each item level assessment in the Assessments Manager This will launch a new web browser window that you can leave open and refer to during your assessments note your browser security settings may need to be temporarily reset to allow Opening new windows to access the AvSAP Audivisual Formats Interface The Audiovisual Formats selector interface includes three tiers The first tier Figure 6 displays the general types of AV materials AVSAP recognizes including Motion Picture Film Cassette Videotape Open Reel Videotape Cassette Audiotape Open Reel Audiotape Grooved Disc Audio Grooved Cylinder Audio Wire Audio Optical Audio Video AvSAP Audiovisual Formats Grooved Cylinder Audio Mozilla Firefox File Edit View History Bookmarks Tools Help z G oogle University Library at U University of Illinois at GSLIS Central Login ua Preservation Working ua Digital Preservation joi Resources Equal Op T Digital Preservation Tu
36. um and Library Sciences IMLS supports this project with a generous National Leadership Grant AvSAP is free and accessible to the public the tool posits a series of questions designed to collect data about collections and assess the conditions of audiovisual items Users may download AvSAP and host it on their own SQL server or access it on the web The goal of AVSAP is to help collections managers develop a prioritized preservation plan for their audiovisual materials including but not limited to audio recordings films and videotapes and to educate individuals on extending the lives of their collections with the resources at hand AvSAP is open source software developed at the University of Illinois with a grant from the Institute of Museum and Library Services IMLS It is free to download modify and use How do you find AvSAP AvSAP and information about the tool can be found at http www library illinois edu prescons avsap From this site you will find the history of the grant and lots of information about the project and tool You will also find a web form for requesting a log on if you wish to use the online version or a link to instructions on how to download and install the full open source software package to your own server In addition the website hosts a user forum where users of the AVSAP can post problems hints or other thoughts on the use and application of the tool How do you use AvSAP AvSAP can be used in
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