Archive Policy for The Mass Storage Unit (NasAFW24)

As a storage device for playback files:

The primary function of the Network Attached Storage Device (NASAFW) is to store files for active playback on the channels. It is to serve as a place to store the thousands of files that playback regularly on the channels. Tapes are currently stored in the sub-basement, ranging from 1981 to 2009. Any tape from the sub-basement that is scheduled to play on the channel will be encoded during playback and the file sent to the NAS for longterm storage. Once the tape has played, it will return to the sub basement to be physically archived (and never played again until a long term, high quality solution is determined and enacted.) Anytime that program is scheduled to play, (barring digital playback system failures) it will be from the digital file and not the tape.

In collaboration with the current archiving program:

If a program has been archived as a part of the AFW Archive program and the program director wishes to play one of those programs, the archivist will provide a DVD for “ripping” the file into the NASAFW24 storage device and the tape will remain untouched.

Santa Claus is not coming this year

It looks like the hand crafted Content Management System we were hoping the magic coding fairies would make us is not going to materialize. 5000 bux a week to develop what we want…..so….now we are going to have to take responsibility for finding a solution ourselves…(le sigh) (les sighs) So, the first thing we need to do is expand our environmental scan. Seems like we are breaking some new ground here as far as Access Centers, but that doesn’t mean other format based archives haven’t figured this out. Sound Archives, Radio Stations, Small businesses. Somebody, Anybody! ANyway, part of taking ownership is identifying what we want this thing to do. Here is a list:

Database Requirements:Image

1.    Must be able to migrate existing data from Microsoft Access database

2.    Must be able to export Csv

3.    Program Playback: Searchable Fields

  1. Length
  2. Genera
  3. Producer
  4. Keywords
  5. Series Title
  6. Episode Title
  7. Unique Identifier (Tape Number)
  8. Format
  9. Location
  10. Archive
  11. Date Created
  12. Status (Played or unplayed)

4.    Program Scheduling: Reports

  1. Daily playback log by time
  2. Daily playback by unique identifier (Tape Number/Date Created)
  3. Tape labels
  4. Monthly playback statistics

Digital Archive Project

Here is a list of my goals for this project. The ball is already rolling for hardware thanks to the IT guy, my manager and a local vendor. Now it is time to talk about how the files will be organized and how we will search amongst them. Our tape collection is currently being weeded by the facility’s assistant manager in accordance with the department’s collection development policy.

A “big Bucket” if you will, needs to do more than act like another external hard drive. It is more than just a catch all for digitized files. It will function like a digital shelving rack. Currently we seek out tapes from the library using

first, the date created,

second, the title and

finally, the tape number if further information is needed.

A label looks like this:

12/12/12 Power of the  Word of the Almighty etc.

1234-56

The tape number is the unique identifier assigned in a very old (2000) database created in Microsoft Access.

There are fields attached to series programs, such as Creator, Title, Description and then the entries contain episode titles, duration, date and format. There are currently about 9000 tapes described by this system.

We need to be able to describe both One Off Shows (shows that are not part of a recurring series) and Series shows that have multiple episodes. As it stands, there is no keyword searching for individual episodes.

Digitization Activities

While prepping for the presentation, I came across an excellent resource for anyone attempting a digitization project. It’s put out by the Federal Government. It looks at projects in an organizational, format agnostic light. This makes it scalable to any kind of material and any size collection. I suggest you read it. It breaks projects down into four main phases planning, pre digitization, conversion and post digitization. Good times. I’m working on the agenda. There will be two reports, on about our disc usage and one about the facility humidity and temperature status.

Issue for the Workgroup

While pulling tapes today I did a quick survey and found that the oldest digital tape in the collection dates back to 9/97. On the same shelf were 16 3/4″ tapes and about 5 SVHS tapes. It is kind of the unofficial policy to play DV tapes before their analog compadres because the DV format is:

1. easier to play because there are more decks and

2. because they are viewed as more robust

I think we should include in the digitization policy that DV tapes that get played on the channel should be digitized using the Nexus at the highest setting, tracked and stored on the odrive or some other large storage option. A field should be added to the database that includes the filename (which means we need to come up with a file naming convention). A feasibility study should be undertaken to evaluate the number of hours of ingested files reside in a Gigabyte of storage and then extrapolate the amount of disc space needed.