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Alliance for Community MediaJuly 31, 2012
Appalshop Archive Preserving 4 decades of
media arts production
• War On Poverty jobs training program • Intended to help kids find work the film and tv industries• Incorporated as APPALSHOP in 1970
Appalachian Film Workshop
• Appalshop Films - 1970Appalshop Films - 1970• June Appal Recordings – 1974June Appal Recordings – 1974• Roadside Theatre – 1975Roadside Theatre – 1975• Headwaters Television - 1979Headwaters Television - 1979• WMMT 88.7 – 1985WMMT 88.7 – 1985• Appalachian Media Institute – 1988Appalachian Media Institute – 1988• Continuous media production and Continuous media production and
collaborative arts projectscollaborative arts projects
Activity
• By-product of several decades of content By-product of several decades of content creation about Appalachian culturecreation about Appalachian culture
• Applied for NHPRC preservation grant.Applied for NHPRC preservation grant.• Advised to perform collection assessment Advised to perform collection assessment
first.first.• Hired consultants in video, film, and Hired consultants in video, film, and
photography.photography.
“Accidental” archive
• 2002 - Save America’s Treasures grant 2002 - Save America’s Treasures grant • First film and audio preservation projects First film and audio preservation projects
• 2005 – NEH grant to create two staff 2005 – NEH grant to create two staff positions for moving image archivistspositions for moving image archivists
• Most critical steps to managing the Most critical steps to managing the collections were…collections were…
Appalshop Archive established incrementally
2006 – Environmental control2006 – Environmental control
2006 – Intellectual control2006 – Intellectual control
Each audiovisual Each audiovisual object assigned a object assigned a barcodebarcode
Excel spreadsheet Excel spreadsheet used for initial used for initial inventoryinventory
IMAP* Filemaker Pro IMAP* Filemaker Pro database adopted, database adopted, inventory imported.inventory imported.
*Independent Media Arts Preservation*Independent Media Arts Preservation
APPALSHOP FILMS16mm pic & sound¼” audio field recordings
Core A/V Collections
APPALSHOP VIDEO•1/2” and 1” reel to reel video•3/4” Umatic video•Betacam SP
Core A/V Collections
• First step in gaining control of collection• Will tell you:• How much you have and in what formats• Location • Condition• What is at risk• Where triage is needed• Candidates for preservation that could form
basis of a grant proposal
Collection Assessment
Collection DevelopmentCollection Development
Identification, selection, and evaluation Identification, selection, and evaluation of collectionof collection
Basic information – describe and quantifyBasic information – describe and quantify Does not have to inventory each itemDoes not have to inventory each item Can be by Can be by
– FormatFormat– Program/Series Program/Series – Title and associated production materialsTitle and associated production materials
Goal is to get a cumulative picture of Goal is to get a cumulative picture of collection contents and condition, given collection contents and condition, given available resources and staff timeavailable resources and staff time
Collection AssessmentCollection Assessment
o Check inside/outside of container for damage that Check inside/outside of container for damage that may effect tapemay effect tape
o Smell the tape as soon as it is removed from its Smell the tape as soon as it is removed from its container for these odors:container for these odors:– WaxyWaxy– ““Dirty socks” Dirty socks” – Vinegar or anything astringent/Vinegar or anything astringent/pungentpungent
o Check the tape edge for Check the tape edge for white powder or crystalline white powder or crystalline residue. Check the interior residue. Check the interior of the container for of the container for black/brown black/brown flakes of oxide.flakes of oxide.
Preservation Selection Criteria * (per American Archive Content Inventory Project)
o Potential to repurpose Potential to repurpose o Risk of Loss Risk of Loss o National Cultural Value National Cultural Value o Local Cultural Value Local Cultural Value o Historical ValueHistorical Value
* * These are general guidelines. The order of priority These are general guidelines. The order of priority should be adjusted to your organization’s goals should be adjusted to your organization’s goals and missionand mission
Develop a Develop a Collection PolicyCollection Policy
o Should reflect the mission and goals of the Should reflect the mission and goals of the organization.organization.
o Set priorities about what to preserve and Set priorities about what to preserve and what you are able to reasonably safeguard what you are able to reasonably safeguard given space, staff, and resources.given space, staff, and resources.
o Think long-term about what may be of Think long-term about what may be of value to future generations.value to future generations.
o Create a document outlining policies.Create a document outlining policies.o Stick to it.Stick to it.o Look at collection policies of other Look at collection policies of other
organizations for guidelinesorganizations for guidelines
Cable access project in Cable access project in coal mining region of coal mining region of VirginiaVirginia
250 ½” reel to reel tapes 250 ½” reel to reel tapes deposited at Appalshop deposited at Appalshop
Mountain Community Television Mountain Community Television collection, 1972-1978collection, 1972-1978
National Historical Publications and Records National Historical Publications and Records Commission grant preserved 150 tapes in Commission grant preserved 150 tapes in 20082008
Preservation measuresPreservation measures
o Tapes were evaluatedTapes were evaluatedo Sent to magnetic media preservation lab in NYC Sent to magnetic media preservation lab in NYC
(Mercer Media)(Mercer Media)o Each tape transfer yielded 3 tiers of elementsEach tape transfer yielded 3 tiers of elements
– 1 Digibeta “preservation” copy1 Digibeta “preservation” copy– 1 DVCam “intermediate” copy (for dubs)1 DVCam “intermediate” copy (for dubs)– 1 DVD for access1 DVD for accessNOTE: These were recommended formats for reel-to-reel NOTE: These were recommended formats for reel-to-reel
tape preservation in 2008. Best-practices for video tape preservation in 2008. Best-practices for video preservation are always evolving. Consult AMIA-L preservation are always evolving. Consult AMIA-L listserv and labs specializing in moving image listserv and labs specializing in moving image preservation for most current standards for the formats preservation for most current standards for the formats you seek to preserve. you seek to preserve.
Paper recordsPaper records
Institutional paper documentsInstitutional paper documents Production logs, transcripts, etc.Production logs, transcripts, etc. PostersPosters FliersFliers Processing of paper records in Processing of paper records in
progressprogress
Access effortsAccess efforts
Current Current Finding Aids through UKY Digital LibraryFinding Aids through UKY Digital Library Collection level records created for WorldCatCollection level records created for WorldCat
In progressIn progress CollectiveAccess database and web interface with CollectiveAccess database and web interface with
searchable catalogsearchable catalog
Future plansFuture plans Inhouse video/audio transfer workflowInhouse video/audio transfer workflow Internet Archive uploads of selected materialInternet Archive uploads of selected material
A few resourcesA few resources Association of Moving Image Archivists & Association of Moving Image Archivists &
AMIA-L listserv. AMIA-L listserv. A key resource for developments in A key resource for developments in moving image preservation best practices and standards.moving image preservation best practices and standards.– amianet.orgamianet.org
Image Permanence Institute Image Permanence Institute – imagepermanenceinstitute.orgimagepermanenceinstitute.org
Independent Media ArtsIndependent Media Arts– imappreservation.orgimappreservation.org
National Historical Publications and Records National Historical Publications and Records Commission grantsCommission grants
NEH grants, esp. NEH grants, esp. Preservation Assistance Preservation Assistance grants grants (up to $6000 for consultants, supplies, etc.)– http://www.neh.gov/grants/preservation/preservation-assistance-http://www.neh.gov/grants/preservation/preservation-assistance-
grants-smaller-institutionsgrants-smaller-institutions
