FNESC Vol2-Preserving AB LANG
Contents
1. 1 Adjust tracking refer to your equipment manuals on how to do this 2 Clean tape guides 3 Adjust tape tension 4 Try another playback unit Tape and playback unit construction change over the life of a format Sometimes an earlier or later tape is not completely compatible with a late or early model machine 5 A video processor or time base corrector TBC will often fix an unstable analogue video image These are found in professional studios Tape with Damaged Edges or Warped Tape Make sure that the pack is flat by rewinding and playing it through to the end If the pack is still not flat try a different machine Magnetism UNO One important note about all videotapes and other forms of magnetic media is a sensitivity to all magnets Keep your tapes as far as possible from possible sources of magnetic fields Magnets can be found in many places such as speakers magnetic cabinet door fasteners motors and transformers electrical equipment and headphones Magnetic fields are usually quite localized a few centimeters distance from a source will generally protect magnetic media Moving Tapes Tapes can be damaged when sipped and when moved within storage or handling areas Whenever possible ship duplicates instead of masters or originals If you have to ship originals or masters make sure that the following guidelines are followed e Wrap each tape in bubble pack with an additional layer at the bo2. Handoook for Presery in ing Archives of Aboriginal Language Materials Volume 1i Author Phillip Djwa Editor Barb Kavanagh December 31 2004 DRAFT one che g Do3 First Nations Education Steering Committee Acknowledgments The First Nations Education Steering Committee FNESC Aboriginal Language Sub Committee Industry Canada First Nations SchoolNet First Peoples Cultural Foundation Department of Canadian Heritage The Government of Canada provides funding for this initiative would also like to acknowledge the tireless assistance of Malcolm Van Delst in researching much of the background information and Peter Parrish for his invaluable insight and assistance when was overwhelmed with information We have quoted from many sources in our effort to provide this information free of charge to First Nations in BC If we have missed any attributions it was not our intent Please let us know so that future versions may be attributed properly Canada Copyright 2005 FNESC and respective copyight holders Contents 1 1 1 2 1 3 2 1 2 2 25 2 4 2 5 2 6 3 1 32 3 3 3 4 3 5 3 6 3 6 1 4 1 4 1 1 4 1 2 4 2 4 2 1 6 1 6 2 6 3 6 4 6 5 6 6 6 7 6 8 Definitions Introduction Archiving Overview What is archiving Analogue vs Digital What is magnetic and optical media Issues and Strategies for Archiving Preservation and Accessibility Accessing archives using common fo
3. language speakers and other people who have expertise in language and culture issues However that documentation process is only one important component of sharing and protecting the information that exists As suggested in this Handbook the knowledge and records must also be carefully archived in order to ensure that it lasts over time Archiving information is also critical in order to make the preserved knowledge accessible for educational purposes NOTES 25 FNESC has created this Handbook in the hope that it will provide some useful information and suggestions for those people who are undertaking this important work Any comments and recommendations for improving this Handbook are more than welcome and can be forwarded to the FNESC office 6 Appendices 6 1 Media Storage Tables The UK National Archives recommends the following environmental conditions for short and long term storage Note that for electronic media long term may be less than 5 years Short Term Storage Relative Humidity Flexible Magnetic Disks 20 80 Digital Audio Tape DAT 20 80 Digital Linear Tape DLT 20 80 Ultrium Linear Tape Open LTO 10 80 Other Magnetic Tape Cartridges 20 80 CD ROM R RW 10 80 DVD ROM R R RAM RW RW 10 80 Solid State Media 20 80 Mixed Collections 20 80 Long Term Storage Media Relative Humidity Flexible Magnetic Disks 35 45 Digital Audio Tape DAT 20 60 Digital Linear Tape DLT 40 60 Ult
4. 01210 On the output side that wave would be recreated as 01210 In reality for CD quality sound that wave would be sampled not 3 times as in the example but instead it would be sampled 44 100 times a second That is known as CD quality sound and it gives a very accurate picture of that wave Another way to look at this is a connect the dots picture The dots have been recorded and when played back that dots just have to be connected A last point related to the example is that the top number was 2 In fact in CD quality sound 16 bits is used which is a scale of 65 000 numbers Analogue recording can be thought of like a fax it looks like the original but it can be a bit blurry and sometimes it can be difficult to read Also imagine trying to fax a fax and then fax that copy again Would you be able to read the document now Probably not because every time it is copied the process only captures the highlights and it loses the detail After only a few generations it is unreadable Another way to think about analogue is to compare it to recording a phonograph album onto an audiotape On most old tape decks the copy always sounded hissy If the recording was copied onto another audiotape the sound was even worse Once again this is because the process of converting sound through an analogue method results in the capture of the highlights but some of the sound details are lost Digital
5. First Nations are working to teach the language to new generations of speakers This handbook responds to the expressed need for information related to archiving materials It has been written for people who do not have extensive technical expertise It is intended to assist language teachers community members and anyone else who is interested in supporting language programs FNESC hopes that it proves useful to those who are committed to preserving the knowledge of First Nations Elders and language speakers so that their precious wisdom can be shared with generations to come Archiving Overview 1 1 Archiving is the process of creating an archive An archivist is the individual responsible for the selection preservation and use of archival materials That work involves collecting valuable materials organizing them in an effective way so that they can be accessed as appropriate and implementing measures to ensure that the materials are protected and last as long as possible What is archiving How does archiving relate to Aboriginal languages As the Aboriginal Language Program Planning Handbook Ignace 1999 notes Especially for languages that are not well documented language reconstruction means the recording and compiling of as much knowledge of the language from elders fluent speakers as is possible before it becomes impossible to collect such information Reconstruction can involve the recording and
6. compiling of vocabulary and expressions in dictionaries It includes the recording analysis and presenting of stories and legends of life histories of songs proverbs and all other kinds of knowledge of the language in taped and written form It must also involve the documentation of the sound system ohonology and grammar of the language Archives can function as a First Nation s collective memory Materials that are carefully collected and stored can reveal how First Nations people lived in their traditional territories They can also complement oral traditions by preserving in written or taped version the stories and information that have been passed down through generations In addition archives can protect historical and cultural materials as well as information related to administration and governance Archiving relates to materials in a variety of forms including photographs written documents and film However discussing ways to protect all of those media types is beyond the scope of this Handbook This Handbook specifically addresses effective ways to archive sound and video recordings magnetic and optical media 1 2 Analogue vs Digital Analogue or digital is the foremost consideration when talking about how a recording was created We believe it is important to digitize your analogue recordings to make them into a digital format as discussed below Currently media being used to archive audio includes a
7. porous pouch so it does not directly touch the tape and place in zipper bag with tape 4 Place zipper bag in refrigerator not freezer For many tapes You will need e a small enclosed room with clean shelves e a dehumidifier a portable Sears or Oasis model will do ea hygrothermograph datalogger or other device for recording the temperature and relative humidity of the room 4 Steps 1 Put the dehumidifier in the room 2 Monitor the room with the hygrothermograph or datalogger Adjust the dehumidifier so that the room maintains a relative humidity level of about 30 throughout the process 3 Remove each tape from its case 4 Remove any condensation or debris from the tape and case 5 Put each tape in vertical position on the shelves with its case next to it The vertical position allows air to get inside and around each tape Leave the tapes until the drying process is complete A minimum of a week is usually required Some tapes can take up to a month Check the progress of the drying process by removing them from the refrigerator room Final Cut Pro 3 User s Manual p 34 acclimatizing them to room temperature for a day or two and attempting to play them If they still will not play return them to the fridge room for a couple more weeks Repeat this process until they play without problems Once dried the tape will remain playable for a few weeks to a few months Whe
8. A tape s control track which is essential for a tape to talk to a playback unit is at the edge e A good pack helps prevent damage to the control track as well as minimizing sticky shed syndrome which will be discussed later porint through which occurs when one layer of tape magnetizes another causing pre echoes or ghosting and avoids creased tape e Upright storage helps maintain a good pack e For analogue tape store on the take up reel tails out This minimizes print through e Do not store with tape exposed i e half wound or unwound e On open reels secure tape ends e Forward and rewind tapes every 12 months This provides re tensioning and re packs the tape MAG Fungus should be considered toxic If you find fungus on a tape consult a tape cleaning professional Only personnel properly trained to remove fungus from tapes should do so Otherwise this can cause health problems MEDIA HANDLING PLAYBACK Playing tapes on dirty or poorly maintained equipment will readily damage tapes Dirt on tapes and the playback unit can scratch tapes Residue from degrading tapes can damage other tapes and equipment For these reasons playback units should be cleaned and maintained regularly 1 Follow the instructions specific to your machine s 2 Use cleaning cassettes according to their instructions 3 Clean tape heads and other components in the tape path w
9. any stores and or through the Internet allowing most people to take advantage of the high quality that digital recording can provide 1 3 What is magnetic and optical media It is important to understand the kinds of media addressed in this handbook Essentially there are two major formats of recorded media magnetic and optical Magnetic media is any recorded format where information sound or video is recorded and retrieved in the form of a magnetic signal The tapes or disks are coated with a magnetic layer to store analogue or digital waveforms Magnetic media can be analogue or digital THE COMMON TYPES OF MAGNETIC MEDIA ARE e magnetic tapes including audio cassettes and reel to reel tapes videotapes and tapes used in digital recording processes such as DAT and e magnetic hard disks magnetic floppy disks or diskettes Other examples of magnetic media include 3 4 video tape halftrack or 1 4 audio tape audio cassettes VHS S VHS Betacam Betacam SP Digital Betacam Hi 8 Mini DV DVCam DVPRO and computer hard drives Optical media includes a range of disk types where the stored information sound or video is read optically usually by a laser For example a CD or DVD both use a laser to read the information on the disk The information is not magnetic THERE ARE THREE MAIN TYPES OF OPTICAL MEDIA CD ROM or DVD ROM disks contain information that the user cannot change or add to ROM stands f
10. clean Check all media periodically every six months is recommended visually check for damage and random sample check to ensure it is still usable The following is a list of additional tips that can help preserve your media For CD e Use the correct cases for all media types Never use paper or cardboard e For CDs and DVDs use the hard plastic cover jewel cases not sleeves Jewel cases provide more physical protection they suspend the disk by the centre hole keeping the written surface from contact with other surfaces They provide protection against rapid temperature changes and often minimize the effects of magnetic fields e Archival quality CDs are made from polyester that does not emit chemicals harmful to media Use them if you can They can be purchased at many specialty audio stores e Remove paper from inside all cases e Store media vertically Do not store flat horizontally e Store one copy off site if possible For reel to reel or cassette tapes e Store with a flat pack which means with the tape wound evenly on the spools This creates a flat surface preventing any tape from sticking up and being damaged To do this wind the tape to the end and then rewind Some tape units have a slow speed or library wind Use that if possible Repeat this process until the tape is wound flat on one reel with no tape edges sticking up from the others which often happens with regular playback
11. due on the tape When this develops the tape will typically play poorly make excessive noise or jam If you play an old tape and any of those things occur immediately 20 eject the tape and clean the playback equipment with isopropyl alcohol and cotton swabs Also the polyester urethane that makes up the tape binding absorbs moisture over time which makes tapes unplayable High temperature and relative humidity generally anything but controlled low humidity storage stimulates that process To fix this problem run the tape through a tape cleaning machine or dry it or bake it Any of those processes will make it temporarily playable but the tape will begin to absorb moisture again immediately after drying or cleaning Therefore the drying cleaning process will have to be repeated throughout its life It appears that tapes can be dried countless times with no negative effects Nonetheless it is recommended that you copy the dried tape onto fresh stock or better a digital format such as DVCAM The copy and the original should be stored according to the details outlined above See the Appendices for more detailed information on drying and baking tapes Converting Media Analogue to Digital Remembering that analogue media includes older 14 Y2 cassette tapes reel to reel tapes and older 34 VHS Beta and 2 videotapes it is suggested that a good method of preservation is to transfer digitize these older tap
12. e language and cultural knowledge of First Nations Elders and other people with expertise in this area At the same time First Nations are working to teach the language to new generations of speakers In British Columbia BC the First Nations Education Steering Committee FNESC has been working to assist First Nations with their critical efforts to promote their languages To direct those efforts First Nations representatives from throughout the province have come together to recommend and design a range of initiatives including conferences workshops training programs and research projects One of the projects previously recommended by First Nations in BC was a resource to assist people with effectively recording Aboriginal language speakers The resulting Handbook on Recording Aboriginal Languages was released last year by FNESC That tool has been said to be very useful in helping people to increase the quality of their recordings In completing the language recording handbook other important issues were identified for review including the need to archive existing resources In particular the care and treatment of valuable cultural recordings both analogue and digital was identified as a concern First Nations generally are striving to preserve the foundation that exists by recording the invaluable language and cultural knowledge of First Nations Elders and other people with expertise in this area At the same time
13. ection preservation and use of archival materials Compression Compression is a digital process where file sizes are reduced through removing parts from the recording Usually the parts that are removed are not missed Compression is a way to save tapes by making the recording take less space Due to the size of and subsequent expense of storing uncompressed video files most users must compress video Most digital video is automatically compressed in the camera to make tapes last longer As audio files are not excessively large in terms of megabytes audio files can be saved as uncompressed masters However compression can be useful for user copies such as cassette tapes or CDs Digital Digital recording involves using a kind of a copy but a very accurate copy it makes a clone of a sound converting it into bits and bytes sometimes also on magnetic tape Because the waves are numbers not gradual continuous analogue waves it is easy to duplicate a digital tape Digitizing Tapes The process of taking older analogue cassette and reel to reel tapes for example and updating them to digital files Even though you would still keep the older tapes this preserves the information stored on them as now you have two copies Furthermore the digital copies can be duplicated easily and with the same quality Magnetic media This refers to any recorded tapes where information sound or video is recorded and retri
14. es into a more modern digital format There are several reasons to convert analogue materials to digital Not only is analogue playback equipment becoming obsolete the media itself can degrade In addition once materials have been converted to a digital format they can be copied many times with no loss of quality Finally when digitizing analogue materials user copies can be made which improve the quality of the material by applying normalization or compression However digital copies are not the answer to every issue Even if you transfer your analogue material to digital it will likely have to be reformatted in five to ten years because new formats and equipment replace old ones at about that rate It is difficult to predict which formats will be commonly used in ten years 4 1 Video Conversion 4 1 1 Analogue Video The following are some common Analogue formats and some facts about each Ideally these formats should be digitized However the analogue originals should be kept e VHS the best known of analogue formats was developed to make videotape recording readily accessible As a result high resolutions and longevity of tape life were secondary considerations to the cost of equipment and media VHS is not a good archiving medium though perfectly acceptable 21 WP If you are unsure what kind of videotape you have check this guide http www video id com It chronicles almost every one of the 50 different v
15. eved in the form of a magnetic signal The tapes or disks are coated with a magnetic layer to store analogue or digital waveforms Master tape The master tape refers to the tape from which all copies are made Sometimes this is the Original recording but as suggested in this handbook it should be a high quality digital tape on which all the original analogue tapes have been copied to Normalization Normalizing refers to making all the audio files the same volume level on a recording as well as ensuring that the volume is as strong as possible This is a technique to improve the sound quality for future generations Can be done on analogue or digital recordings Optical media This refers to any media format a wide range of disk types where the stored information sound or video is read optically usually by a laser For example a CD or DVD is an optical media the information is not magnetic Reformatting The task of updating older digital archives to a more modern format such as moving files from one older CD to a newer one This should be done every 5 10 years to ensure that your CDs are still in good condition introduction irst Nations communities across Canada have consistently expressed their commitment to maintaining and revitalizing their languages and widespread efforts are underway to reach that goal First Nations generally are striving to preserve the foundation that exists by recording the invaluabl
16. f the media The media itself such as CDs DVDs DVCAM MiniDV DVCPROS50 D 9 or DigiBeta 3adapted from Existing And Emerging Technologies PRESTO Preservation Technologies for European Broadcast Ar chives 03 May 2001 lt http presto joanneum ac at projects asp d31 gt MAG The cost of the media is not simply the Original purchase price but rather the total cumulative cost over time It also includes replacing a tape cartridge or disk because it has been worn out with use People a The cost of the original recording Technicians travel costs insurance See Aboriginal Languages Handbook Volume 1 for more information b The cost of archiving Technician and facilities personnel travel costs insurance c The cost of digitizing or reformatting data e Digitizing old analogue tapes into a new digital format Include all costs for technicians e With storage over greater periods of time and increased access cycles reformatting data because the tape cartridge or disk caddy is worn out must also be planned for e Reformatting the data stored into a new format and onto a new media must also be taken into account The reformatting cost includes all of the support software and hardware required to playback and copy the data 2 6 Master Tapes When making a recording either video or audio it is important to consider the creation of a master tape For the purposes of this Handbook a master tape is defi
17. h may be treated by drying LI Inspect a strand of tape on open reel tape Look for dirt discolouring physical damage or anything that could indicate playback problems 6 3 Dealing with Flooding In the event of an emergency e Salvage acetate tapes first and masters and Originals before copies e f tapes come into contact with dirty or salty water rinse them in clean water as soon as possible Do not let the tapes dry first Tapes may remain wet in clean room temperature water for several days if necessary e Do not subject tapes to extreme heat or cold Air dry dehumidify or vacuum dry tapes without heat Open Reel Tapes e Take the tapes out of canisters and remove fasteners e If the tape has been in contact with mud or sewage rinse it in clean water Only if absolutely necessary use mild perfume colour free dishwashing soap using as little as possible e If the tape pack is good rinse the tape in distilled water blot dry with a lint free cloth and air dry in a vertical position e If the tape pack is poor do not blot If water has gotten inside a poorly packed tape use a rubber washer grommet to keep the tape from the flanges Air dry vertically until the outside looks dry Wipe the tape with special tape cleaning cloth Copy as soon as possible Tape Cassettes e f the tape is wet on the outside only air dry If it is wet inside open the cartridge and follow the instructions for open reel tape
18. he write protect switch Apply labels to designated areas only m For transportation and shipping package and label media adequately m Inthe event of a disaster seek professional media cleaning help For tape m Use only new stock when recording for long term storage m Never stack things on top of or put pressure on unprotected tapes m Never drop or throw tapes m Never splice videotape For optical media m Use Gold CDs for best longevity m Do not touch the recording side m Protect them from light m Label with water based permanent felt markers Do not write on the readable side of disks or use regular pens pencils or markers containing solvents You may scratch the data layer or the solvent may corrode the disk making it hard to read Only write on the top near the centre of the clear center hub Ideally just write on the case m Do not use adhesive labels Bubbles and creases in the label can unbalance the disk and adhesives can harm the physical structure However if a label has already been added do not try to remove it m Protect both sides of disk from scratches Even scratches on the non writable side can damage the disk making it unplayable m Clean dirt fingerprints and smudges using a lint free cloth Wipe in straight lines from the disk s centre Do not wipe in a circular motion If necessary use CD DVD cleaner isopropyl alcohol or methanol Before recording check the disk
19. ideotape formats In existence For audio formats use this guide prepared by The Cutting Corporation http www cuttingarchives com FlipChart Preservation pdf http www videointerchange com audio_history htm also offers photos of media and typical players or recorders along with a bit of written history from 1877 to present for user copies as long as VCR s remain commonly available An industrial grade VCR is preferable to a consumer grade machine S VHS Super VHS is a better format than VHS MAG Never use the analogue output of a digital tape player when copying a digital tape or transferring the information to another digital format You will experience generation loss loss of image and sound quality that you would not experience if you kept the information in the digital format Use the digital output only e Sony s Betacam SP Superior Performance is a popular analogue archival format though tapes made with lower end recorders and media may not be suitable Betacam SP is used less and less for archiving as more organizations are turning to digital media It is only a matter of time before this format is extinct e Type C is another analogue format that was once popular for archiving but it is no longer produced 4 1 2 Digital Video The main advantage of digital media is the fact that it can be copied many times without a loss of quality Generally image and sound quality is also bet
20. ith a cotton swab and a cleaning fluid recommended by the equipments manufacturer 4 It is best to have a trained professional do the job If you choose to do it yourself be careful Components are delicate and can be damaged easily To remove dirt dust and binder breakdown materials from tape use a long fibre lint free non scratch cloth on both sides of the tape making sure all debris is removed For other cleaning consult a professional who will be trained in the use of specialized tape cleaning equipment For all media e Before playback inspect for damage or contamination Clean or have them cleaned if necessary e Never force the media into cases or playback units e Never attempt to play a recording ona malfunctioning machine e Take the time to learn to use the equipment properly before use e Drives can cause mechanical or heat damage Remove media from playback equipment immediately after use e Maintain and clean equipment regularly For tape e Before playback forward and rewind the tape to equalize its tension e Never attempt to play or spool on dirty or misaligned equipment e Seat tape properly in equipment before hitting play e Avoid pausing during playback a pause of more than 5 seconds stretches tape e Wind tape at low speed library wind entirely onto one reel after use Make sure the pack is flat PLAYBACK PROBLEMS If you experience poor playback try the following tips
21. mpressed MP3 s or Real Audio files can be made from this master When evaluating which type of CD R to buy select archival CD Rs with a gold reflective layer Recent studies suggest that these ohthalocyanine based dyes are the most stable and have the greatest life span Many voice recordings have a dynamic range of approximately 500 Hz to 3000 Hz which is much lower than that of musical recordings e For copies for everyday playback equalization can make voices more audible and reduce tape noises making the content of your recording easier to comprehend e Compressing the dynamic range volume lowering low volumes and decreasing high ones can further increase audibility of speech recordings Do not confuse this kind of compression with file compression When purchasing equipment and software quality is important for clean signals and trouble free operation Spending a little more for quality playback equipment cables sound cards computers software CD recorders and media will make a difference both in making your process easier and more enjoyable and in making your final product cleaner and clearer The Colorado Digitization Project mentions the Yamaha Core II system for a sound card and suggests spending from 275 to 1000 US For recording software Sound Forge www sonicfoundry com Cool Edit Pro www syntrillium com and Pro Tools www hitsquad com smm are suggested For CD
22. mpression ratios DigiBeta media and equipment is significantly more expensive than other DV media and equipment DVCPRO50 and Digital S formats are in a good position to take over the Digital Betacam market Digital Betacam uses the least amount of compression and is therefore the preferred video tape archiving format Betacam SP is still being used to archive However as DV formats even the least expensive ones like MiniDV provide better quality and as production of Betacam SP equipment is shutting down this format is not recommended at this time HDCAM is still an extremely expensive extremely new technology so it is not considered in detail in this Handbook 6 7 Digitizing Video Storage Space Table Use the table below to estimate how much space you need Video Length transfer rates 30sec 11min 5 min 10min 30min 60 min 1 MB sec Offline 30MB 60 MB 300 MB 600 MB 1 8 GB 3 6 GB quality M JPEG 3 6 MB sec DV format video quality M JPEG 12 MB sec High 360 MB 720 MB 3 6GB 7 2GB 21 6GB 43 2GB quality 2 1 M JPEG 24 MB sec 720 MB 1 4 GB 7 2 GB 14 4GB 43 2 GB 86 4GB Uncompressed 31 6 8 Media Selection Scorecard From the British government s National Archives Below is a table that compares some common media types 3 Each medium is scored for a variety of criteria on a scale of 1 does not meet the criterion to 3 fully meets the criterion In general no medium that scores le
23. n such as music gestures and imagery For example in a video recording an Elder may demonstrate a cultural technique or show an artifact to illustrate a particular story That valuable information may also be of great interest to people using the recording and whenever possible it should be noted 2 4 Access to Equipment Often archiving is thought of as a one time only process However that is not the case every five to ten years collections must be revisited and quite likely reformatted While the archived materials themselves may not degrade over a five or ten year timeframe the devices required to use the recordings may become broken and or obsolete For example in the 1970s many people used Beta videotapes Today that type of technology is no longer used and the equipment used to play Beta videotapes is not widely available For that reason it would have been important for people to transfer materials recorded onto Beta Tapes onto other types of devices Make sure that when you choose equipment to record your archives you are careful to protect and preserve the equipment you used When using equipment that will not stay in your community be sure to ensure to note model numbers and types of equipment so that you will be able to locate similar equipment in the future although it is best if you have the equipment yourself 2 5 Budgeting for archiving projects When budgeting for an archiving project remembe
24. n included on recordings is key to ensuring that they are actually used for their intended purposes Metadata is another way of describing a description or index of the materials in the archive Labelling your data in similar ways as other archivists means that you can share information more easily Libraries and archivists are attempting to develop metadata systems for audio and video materials so they can be searched indexed and catalogued ina standardized way in the same way that books are now organized While work continues in this area it is very important to take careful notes of what information is in your archives and to put that information into a searchable form such as a database The materials you produce will be most useful if a person can quickly find the information they need For example if a person requires information and stories about frogs they should be able to type frog into a database to retrieve a list of relevant entries in your archives That list will ideally identify the precise places on the relevant audio or video track where frogs are mentioned avoiding extensive time consuming searches Maintaining effective records of available information is especially relevant if the people who were involved in making the original recording are no longer available for assistance In addition to stories and words audio and video recordings may also contain different types of informatio
25. n the drying is complete fast forward each tape then rewind Do this in an environment similar to the one in which the tapes will be Stored Place each tape back in its case then store 6 6 Digital Video Format Descriptions DVCAM If you have many tapes to transfer to DVCAM tape buy a deck Video cameras come with only a three year warranty and the wear and tear caused by many transfers could be harder on the camera than the money saved by not buying a deck Sony Mini DV and DVCAM tapes are completely compatible You can record in DVCAM format onto Mini DV and in Mini DV format onto DVCAM tape However only DVCAM format actually records at the reduced speed and takes advantage of the wider tape If you want to take advantage of the sturdier physical condition of DVCAM tape you can also use Sony Excellence Mini DV tape That tape is double coated giving it more strength and durability than regular Mini DV tape Sony Excellence apparently is also less prone to drop out which are small glitches where the magnetic particles fall off the tape At Matrix Video in Vancouver BC DVCAM 40 minute tapes sell for 22 50 each in batches of less than ten Sony Excellence sells for 17 00 each Digital Betacam is a popular choice for archiving although concerns for all types of digital video tape include compression and the physical strength of the tape See the table on digital video tape types to compare co
26. nalogue cassette tapes and reel to reel and digital CD R DVD and hard drives Media used to archive video includes analogue VHS and Betacam SP as well as Digital Betacam DVCAM HDCAM and even computer hard drives Analogue is an older method of Y recording which involves using an analogue or copy of a physical sound on magnetic tape Digital recording also involves using a kind of a copy but it is more accurate it makes a clone of a sound converting it into bits and bytes sometimes also on magnetic tape The major difference between analogue and digital recording is in the conversion of the sound to tape In this way digital is much superior to analogue m The process of converting sound or video into digital is the process of converting a physical sound or light wave into a series of numbers For example as all sounds are a physical wave imagine a series of big ocean waves in fact you can see this if you hum across your coffee cup If you took a cross section of one wave you would see it start from the bottom rise to the top come down again and then start again Digitization just takes each stage of the wave and assigns to it a number In effect it samples a few places and makes a record of the number So if the beginning is zero the wave at the mid point of going up could be 1 the top could be 2 half way coming down 1 and back to zero Therefore the wave could be represented as
27. nd equipment The simplest method involves a playback unit and standalone CD recorder You basically plug the audio out from your playback device for example a tape recorder into the CD recorder which looks like a large CD player Follow the CD recorder instructions for set up and test the input volume levels so that your signal is strong Most consumer reel to reel decks play at 3 3 4 IPS inches per second and 7 1 2 IPS while many professional models play However a common method that you will probably want to use involves recording directly to the hard drive of a computer and then recording from there to a CD This process usually requires a soundcard which allows you to record directly into your computer Make sure that you buy a good one CD burners generally come with CD burning software A diagram of a system following these guidelines diagram to come 4 2 1 Playback When playing back reel to reel with both mono and stereo reels use a stereo playback device This is preferable to a mono device as you will lose the stereo aspect if you use mono only Pay attention to speed You will know if the speed is incorrect as the voices or music will sound too slow or too fast at 7 1 2 IPS and 15 IPS Older decks also played at 1 7 8 IPS You may need an older deck to play back older reel to reel tapes 24 Conclusion First Nations throughout the province are striving to record the knowledge of Elders
28. ned as the first generation copy of the original The master tape is used to make additional duplicates and or user copies Ideally it will be exact replica of the original if it is a digital copy or the highest quality possible if it is an analogue copy Generally it is best to have a digital master tape For that reason it is useful to transfer all original materials to digital format which is discussed in more detail in later chapters This is known as digitizing your analogue tapes MAG m Always record your master on brand new tape m Master copies and originals should be stored at separate locations m Never lend your master Only lend backups m User copies can be made on lower quality materials i e VHS tapes while the master copy should be recorded on the highest quality and most stable media you can afford m Every five years reformat the master to protect it from obsolescence Use the highest quality most stable media your budget allows m Never throw your original away even if you feel you have an excellent master In the event of a serious problem save the master and or the original before duplicates or user copies For audio recordings digitizing means transferring materials to a digital format CDR DVD or hard drive For video recordings it means transferring materials to DV CAM or hard drive Store the analogue original and one digital master preferably at locations that are
29. or read only memory CD ROM and DVD ROM are the most common types of ROM disk Most regular CD players that are built into computers read these disks CD R disks are also known as read write optical disks or WORM as in write once read many The most common form of this media type is a CD R recordable CD Rs are blank when sold Primary users can record information on CD Rs and once written the information cannot easily be deleted or changed Recording onto the disks requires dedicated hardware such as a CD burner CD RW or Rewritable optical disks also known as EO erasable optical disks allow the user to record information on a disk readily erase it and replace it with new data The most common forms of rewritable disks are CD RW and DVD RW They are used when information is being regularly revised edited or updated Recording onto rewritable disks requires dedicated hardware D D COMPACT al COMPACT i COMPACT COMPACT COMPACT COMPACT WISE oise oise aise cise ail R DIGITAL AUDIO fA DIGITALAUDIO DIGITAL AUDIO ReWritable ReWritable ReWritable pt terelcele TEXT DIGITAL VIDEO CD VIDEO TJE A AuDio _ Direct Stream Digital http www aa gov au recordkeeping rkpubs advices advice5 html http Awww aa gov au recordkeeping rkpubs advices advice5 html en ee A a Loa Aerke ES Peat at 2 T a 10 issues and Strategies for Archiving 2 1 Preservation and Accessibility Preser
30. ptical or magnetic will start to degrade This means that the tape or CD physically starts to break down There are many methods for preventing media degradation Factors that can prevent the premature degradation of your materials include proper physical handling and storage of the media limiting the number of times it is played and ensuring the quality of the tape The second issue to consider in terms of media degradation is restoring damaged materials That issue is considered in the following section 3 3 Media handling general For handling tapes in general there are many tips to prevent damage e Flakes of skin and oily fingerprints can damage tapes Skin lotions can contain substances which break down tape Handle the tapes as little and as carefully as possible e Do not eat or drink in usage or storage areas Foods contain substances that can be destructive to magnetic tape Foods also attract insects and animals e Ensure that your equipment is properly maintained For example make sure that tape guides are aligned e Use quality materials Generally buy known manufacturers of media and equipment e Buy media in quantity and sample for quality before beginning a transfer project e Preserve your originals FOR ALL MEDIA Keep your materials clean Avoid contact with liquids dust smoke or dangerous gases m Never open cartridges or touch written tape surfaces m After writing recording set t
31. r that reformatting is suggested at least every five years The process of reformatting includes the costs of new and replacement media playback devices new storage solutions if necessary and people to perform the reformatting among other things Keep in mind that as archives age the cost of maintaining them and keeping them up to date will increase over time TO ESTIMATE THE COSTS OF ARCHIVING YOU SHOULD CONSIDER THE FOLLOWING Hardware the price plus upgrades This includes playback decks if needed cables Time Base Correctors or Video Processors analogue to digital converters outboard or on computers sound card or video capture card for PC s hard drives computer or video monitors and cables CD or DVD burners and recorder decks and cables Dehumidifiers if needed for storage facilities sticky mats metal shelving elevated work areas sealed doors proper drainage systems insulation UV filtered lights a vacuum that can vent outside the storage work area or is HEPA 95 filtered a temperature and humidity monitoring system Software purchase price plus upgrades Audio and or video capture software CD DVD burning software The cost of operations and maintenance O amp M Purchase or rent of a storage facility cost of reformatting space i e covering windows with dust and debris repellant material and tiling floors Replacement parts maintenance cleaning of equipment etc The cost o
32. recorders models that are external to computers should be made by manufacturers of audio products as they will be designed specifically for audio recording rather than data storage Yamaha Teac and Sony are usually mentioned which generally cost approximately 225 to 399 US Stand alone CD recorders which allow recording without a computer from Tascam and Philips are suggested with a cost of between 400 to 1000 US If using a computer for recording it is best to use at least a 400mhz Pentium Ill with a minimum of 256mb RAM You will need at least 10mb of disk space per minute of 2 channel CD quality audio A compression ratio of 2 to 1 will generally enhance a speech recording without changing it too much Refer to an audio technician for more help with these techniques 23 If you want to make your archives accessible to people who do not have high end equipment cassette tapes CDs and MP3s are all useful formats for copies Almost 14 hours of MP3 audio will fit onto a CD compared to 1 hour of WAV audio MP3 is a popular format that can be read by many digital audio playback devices CASE STUDY FROM ANALOGUE TO CD The process of transferring analogue tapes to digital in this case a CD includes three parts 1 playback of your original tape 2 transferring this playback of the analogue signal to your digital input device and 3 recording to CD You can complete this process using different methods a
33. recording on the other hand preserves all of the details Digital recordings also can be copied endlessly Think about passing a digital file around on a computer disk You can copy it many many times Of course certain kinds of digital files like those found on CD or DVD can be protected so that it is difficult to make copies Adding that protection however is a choice made by the manufacturer Another useful aspect of digital recordings is that they can be easily imported into the computer That makes it easy to edit the recordings as described in our Handbook Volume 7 Of course there are exceptions to the overall benefits of digital sound For example one important limit of digital recording is the level of digitization There is a trade off between file size and the quality of sound the higher the quality of sound the larger the file size Why Because higher quality digital files capture more information than lower quality files Sometimes it may be difficult to deal with very large digital files but the sound quality you achieve often makes any inconvenience worthwhile That is a choice you can make when planning your project Overall it is usually best to use digital recording whenever possible Fortunately doing so has become much easier due to the increase of digital recording devices now available Examples such as DVDs miniDisc players digital audio tape players and digital video cameras can be found in m
34. rium Linear Tape Open LTO 20 80 Other Magnetic Tape Cartridges 35 45 CD ROM R RW 35 45 DVD ROM R R RAM RW RW 35 45 Solid State Media 35 45 Mixed Collections 35 45 26 27 Playback Checklist LI Inspect the tape case If it is damaged it is likely that the tape is also damaged or contaminated Q Smell the tape If it smells musty place it back in the case and contact a professional as mould is probably growing on it If upon opening the tape case there is a strong waxy or astringent odor that disappears quickly the tape is probably suffering from sticky shed syndrome If the tape is made of acetate and you smell vinegar the basefilm is deteriorating Treat accordingly before playback LI Look for mould on the tape case and tape edges It will be black brown or yellowish fuzzy or thread like LiCheck the tape pack Is it flat no strands sticking up nor hills and valleys in the wind not touching the flanges edges of the reel and tight without gaps Is the tape folded back on itself anywhere Are any edges damaged Is there spoking the presence of a pattern similar to bicycle spokes in the pack This indicates poor tension in the wind If any of these conditions exist consult a restoration expert LJ Check for liquid damage or debris on the tape or cassette LJ Check for white powder crystallization or brown or black flakes All of those signs indicate sticky shed syndrome whic
35. rmats Logging your Archives Access to Equipment Budgeting for archiving projects Master Tapes Preserving Your Recordings Analogue and Digital Media Media Quality Media Degradation Media handling general Prevention Storage Conditions and Temperature Removal of Magnetic Tapes from Storage Media handling storage Media Handling Playback Magnetism Moving Tapes Restoring Damaged Materials Sticky Shed Syndrome Converting Media Analogue to Digital Video Conversion Analogue Video Digital Video Converting Analogue Audio to Digital Audio Playback Conclusion Appendices Media Storage Tables Playback Checklist Dealing with Flooding Baking Drying Tapes Digital Video Format Descriptions Digitizing Video Storage Space Table Media Selection Scorecard O NNN UW A 11 11 11 12 12 13 15 15 15 15 16 17 17 17 18 19 19 20 20 21 21 21 22 23 24 25 27 27 28 28 29 29 30 31 32 Definitions Analogue Analogue is an older method of recording which involves using an analogue or copy of a physical sound on magnetic tape This method was often used in the past to store audio and video It is hard to accurately duplicate using analogue recording as each generation of copies loses quality An older tape recorder is an analogue device Note we have used the Canadian spelling of analogue instead of the common analog Archivist The person who is responsible for the sel
36. s gt http www amianet org publication resources guidelines videofacts inspection html Shttp www lib umd edu TSD PRES magneticsalvage htm 6 4 Baking Baking is a quick method for drying tapes Do not bake acetate tapes Acetate was used until the late 1960 s when manufacturers began using polyester urethane for its durability and cost You can recognize acetate because it is translucent polyester urethane is opaque What you need e An electric oven that can maintain a temperature of 130 F with a variation of less than 10 plus or minus Do not use a gas oven Gas generates water vapour which will damage the tape Do not use a microwave They are totally inappropriate for baking tapes and will likely destroy them e A known to be accurate oven thermometer or a lab thermometer Consistent accurate temperature is essential Steps 1 Remove tapes from cases 2 Make sure that tapes are packed smoothly 3 Place tapes in oven and bring oven slowly up to temperature 4 Turn off oven and let it cool to room temperature 5 Remove tapes allowing them to further acclimatize to room temperature before playing 6 Baking times vary from about two to eight hours It is recommended that you flip your tapes every 1 2 hour 7 Baking times are not critical Still it is better to under bake than over bake a tape If a tape is still gummy after baking simply return it to the oven until it is dry http www
37. s remember that you want to save as much of the original information as possible as there may be more sophisticated methods for cleaning up tapes in the future Unfortunately with video some compression is almost impossible to avoid SUDERSIOR Digital Cassette Tape Backup Copy 3 Preserving Your Recordings Analogue and Digital Media 3 1 Media Quality If you are recording or if you are transcribing old tapes to new formats one important point to consider is the quality of the original media Often extremely inexpensive media is available for this purpose which may be attractive for budgeting purposes However less expensive options often are not the best solution if you want the recording to last more than a few years It is important to buy quality CD R s DVD s and digital tape In regard to CD R if quality media is used recorded with quality equipment then stored and handled with care the media should last for many many years We have found that archival quality CD R s last the longest and some are Gold CD Rs with phthalocyanine based dyes DVD is not as highly tested or recommended although it is what most organizations are using to archive video and film As discussed in more detail below archivists should be prepared to re archive DVD materials if need be in 5 to 10 years 3 2 Media Degradation Another important issue to remember is that over time any physical media whether o
38. separate from the copies and from each other This will protect the materials in the event of problems such as fire or water damage As described in more detail below revisit and if necessary reformat the digital master every five to ten years Once created the new digital master can be used to make copies for everyday use It is better to make copies using the newly created master rather than the original as doing so will prevent the original being damaged in the process of making numerous copies As stated by the Association of Moving Image Archivists The principle means to prolonging tape life is to maintain an appropriate player to keep original materials in stable cool and dry storage conditions and to strictly limit the use of original materials An original tape should be used only for the purposes of making a preservation or secondary master from which additional copies can be produced for access Analogue Master Harddrive Copy Copies can be digital or analogue and the quality does not have to be as high as it is the master For example it makes sense to copy your recordings to cassette tapes if you want people to listen to them in their homes even though these are not the highest quality CDs can also be used Copies are usually made to sound as clear as possible while the master should not be adapted in any way While normalizing or compressing the tape might make the master sound better alway
39. ss than 12 overall should be considered Media CD R DVD R Zip Disk 3 5 Magnetic Disk DLT DAT Longevity 3 3 1 1 J 2 1 Capacity 2 2 a a fot J 3 3 Viability 2 2 1 1 3 3 Obsolescence 3 2 2 tL 2 cot 3 2 13 1i 3 3 Susceptibility 3 3 J 1 1 3 2 Total 6 4 7 8 w n 32 NOTES 33 34
40. surface for damage or flaws m Leave recordable disks sealed until use m Don t bend or flex disks 3 4 Prevention In terms of preserving Audio Visual materials there are two key considerations One is the preservation of the media itself and the second is the preservation of the data on the media This section reviews the preservation of the media for example 1 4 audio tape audio cassettes VHS computer hard drives CDRs and DVDs Further sections of the Handbook will discuss preservation of the data which is interpreted in this Handbook as digitizing analogue to digital formats 3 5 Storage Conditions and Temperature All media need to be handled with care For instance even the edges of CD R s are fragile and should be handled as little as possible VHS cassettes Beta tapes audio cassettes CD R s and DVD s all require dry cool storage places preferably away from light Magnetic media require slightly different storage conditions than optical media However there is enough overlap that the two can be housed together In general here are some guidelines for storing your tapes Please refer to the appendix for a more detailed breakdown It is acceptable to keep tapes at room temperature with moderate humidity However make sure they are not exposed to large changes in temperature or humidity Lowering air humidity with a dehumidifier is recommended during hot summer months or in damp areas Suggested Temperat
41. tangible technology com tape baking1 html 8http audio restoration com baking php Convection ovens can be used and might provide more even heat and better air circulation than a regular oven Food dehydrators such as the Snackmaster II can also be used Author and audio columnist Mike Rivers gets a stable perfect temperature by replacing his oven light with a 100 watt bulb and running a muffin fan from a computer Whatever you do remember to keep the temperature between 130 and 140 F for the duration of the treatment Should you prefer to have a professional conduct this process there are many sources available Contact a local curator or library archivist in an urban area near you for names and contact information 6 5 Drying Tapes Drying as described by the Association of Moving Image Archivists takes longer than baking but is safer and probably easier if you have many tapes to treat For a few tapes For each tape you will need e a zipper plastic bag e a desiccant Silica gel with a colour indicator is recommended After use you can remove the moisture it has absorbed by baking the gel in an oven It is ready for reuse when it reverts to its original colour e a porous and permeable 3 small pouch to put the silica gel into e a refrigerator You can put all of your tapes into one refrigerator Steps 1 Remove tape from its case 2 Place in zipper plastic bag 3 Put desiccant into
42. ter with digital video Most digital video cameras usually compress your recording to save on tape Some expensive cameras do not At this time the amount of space it takes to store uncompressed video files makes it impractical to do so except for those with larger budgets At this time digital video specifically Digital Betacam DVCPRO or DVCAM are preferred to analogue formats for archiving Video almost entirely due to its size is more complicated to digitize than audio A comprehensive preservation plan for analogue videotapes should be part of any digitization plan because as the digital video medium becomes more and more popular the technology will become more and more affordable It may be only a few years before the storage of uncompressed digital video is a reality Therefore if your analogue tapes are kept in good condition you may be able to transfer the media without giving up any image or sound quality For video there are two important considerations when digitizing as follows e The format must do justice to the original tapes and be cost effective We suggest either miniDV or DVCAM e Professionals will sometimes include one minute of colour bars and a 1 000 cycle per second test tone at 0 12 VU on each audio track at the beginning of each tape This provides a reference for future archivists This step is not necessary if it seems too complicated The amount of disk space you need depends on the q
43. ttom of the container Make sure tapes are packed vertical and tightly e Do not use Styrofoam or other packing materials These create dust that could damage tapes e f the tapes will be traveling through humid environments seal each in a plastic bag with a small bag of crystals that absorb moisture dessicant which you can find at photo supply stores e Pack tapes with at least an inch of space between them and the outside of the packaging This will protect against potential magnetic field damage e X ray equipment is safe for tapes e Label all packaging fragile this side up 3 6 Restoring Damaged Materials How do you know when a tape is degrading Specifically the tape will begin to flake and there will be physical changes in the colour and the texture of the tapes However physical damage is often not noticeable to the human eye so it is important to be pro active in preparing for damage before it is obvious If small black pieces can be seen falling off of the tape this is very serious your important recording is on those flakes Sometimes even fungus can appear on the tapes More details about these and other issues are described below but remember to treat fungus carefully as inhaling it can be dangerous 3 6 1 Sticky Shed Syndrome Sticky Shed Syndrome is one of the main problems that occurs with tapes as they age Sticky shed syndrome is a powdery substance or gooey resi
44. uality at which you capture your video and the length of your finished project For example 30 minutes of video recorded with a DV camera requires about 7GBs of storage on a computer See the Appendix on the full chart showing storage requirements CHOOSING WHICH MEDIA TO STORE YOUR VIDEO Once a transfer rate has been chosen it is necessary to select an appropriate media for storing the digitized video Backing it up on DVD DLT or DAT tape is recommended Storing the digitized video on CD R is also possible but as CD R have limited storage space several will be required for video In situations where multiple copies of data are stored on separate media it may be best to use different media types for each copy preferably with different base technologies for example magnetic and optical Where the same type of media is used for multiple copies different brands or batches should be used in each case to minimize the risks of data loss because of problems with specific manufacturers or batches 4 2 Converting Analogue Audio to Digital Audio When converting analogue to digital audio it is always best to convert files or save as to a common format such as WAV wav format Most digital audio experts say that this format is best for ensuring readability by a variety of playback units The format is also said to safeguard against obsolescence Save at CD quality and burn it to CD or DVD For distribution purposes co
45. ure Short term Storage 20 C 68 F 20 30 Relative Humidity Range Medium term Storage 15 C 59 F 20 40 Long term Storage 10 C 50 F 20 50 STORAGE TIPS e Conditions for storage are different than conditions for handling e Temperature and relative humidity need to be stable Magnetic media expand and contract in response to temperature and humidity changes which can cause playback problems e An air cleaner added to an air conditioner system can control humidity If the storage room is well insulated only a small dryer is needed e Tapes should be out of storage as little as possible e Prevent contact with perfumes exhaust fumes and fumes from ammonia and chloride based cleaners e Never smoke in usage or storage areas Removal of Magnetic Tapes from Storage If they have been in storage tapes need to be acclimatized before playback If the temperature and humidity of the playback environment are significantly different from those of the storage area give time for the tapes to acclimatize before you try to play them usually at least 24 hours MEDIA HANDLING STORAGE AN Even the smallest particles of debris that are commonly found on magnetic recording tapes and in tape machines can cause playback errors even a human fingerprint can create problems Therefore it is important to take basic steps to avoid contamination such as washing your hands before handling tapes and keeping the storage area
46. vation is an essential part of archiving Ensuring that the media is well kept and in good condition is key to being able to use it in the future Access is another essential aspect of archiving It refers to the archived materials being available to those who need and are authorized to use them The topic of preservation is addressed in Section 3 of this Handbook The following information relates to access 2 2 Accessing archives using common formats One important access issue is ensuring that copies of materials are in formats that are commonly available to the people who will be using them For example original recordings may be made in a high end format such as Digital Audio Tape Doing so would be entirely appropriate as it is very important that original recordings be of the highest possible quality However many community members would not have the technology required to use a Digital Audio Tape Therefore it would be most useful to copy the original or more likely your edited master tape described below to a cassette tape or CD both of which are more easily used 2 3 Logging your Archives Because language and culture resources are invaluable for teaching and encouraging language use it is critical that all archived materials be organized in a practical and effective way In addition to making the recordings physically accessible they must also be properly labeled Keeping careful records of the informatio
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