Wake up and smell the vinegar: a guide to collection condition surveys Annual General Meeting of The Society of California Archivists Genevieve Maxwell & Mahnaz Ghaznavi April 2013

Presentation overview Project background, goals and objectives Identifying, selecting and using preservation assessment tools Overview of survey tools Audiovisual preservation and formats Survey tool walk-through Project findings and next steps Q & A

Background: Institution

Background: Archives & Special Collections

Background: University Archives

Goals & Objectives Goals Assess the health of the University Archives Test the usability of an automated survey tool Objectives Focus on at-risk audiovisual material Identify preservation priorities Research tools and resources for assessment Collect data to inform future projects

Tools AVDb: Columbia University Survey Instrument for Audio & Moving Image Collections AvSAP: University of Illinois at Urbana-Champaign Audiovisual Self-Assessment Program ViPIRS: NYU Visual & Playback Inspection Ratings System Calipr: California Preservation Program NYU Condition Survey Database Tool

NYU Survey Database Tool Modified version of a Mellon-funded tool developed by Columbia University, 2003 Requires Microsoft Access (Windows OS only!) Applies to a variety of material formats and collections at various levels of processing Can import records from Archivists Toolkit

Negatives

Moving Image Film

Audio

Record Creation Walk-Through

Data entry form

Material Record Tabs for different material (e.g. Loose paper, Photos, Still Film, Magnetic, Realia, etc.) that might be housed in each unit (box)

Moving Image Material Record

Condition Rating (1)= Due to mold or extreme fragility, materials are unsuitable for access by researchers or handled by staff. (2)= Materials may have some losses, structural damage or surface dirt. Deterioration is likely should items be handled further. (3)= Materials are generally stable and in decent condition with no visible losses or structural damage. May have some surface dirt. (4)= Materials are pristine with no losses, structural damage or surface dirt.

Additional Condition Rating Tools A-D Strip were used to provide more specific condition ratings

A-D Strip Ratings

Findings Under-stuffed boxes and inappropriate housing Vinegar syndrome Contamination of materials, enclosures and boxes Tape pack problems

Under-stuffed Boxes/Inappropriate Housing

Vinegar Syndrome

Audio Tape Pack Problems

What’s next? Build on findings Weigh options for expanding to other special collections Tie in with university assessment and development goals Fit with digital initiatives Share with professional communities

Resources FACET Format Characteristics and Preservation Problems ViPIRS: manual for audiocassette Film Forever National Film Preservation Foundation guide to vinegar syndrome Image Permanence Institute: User’s Guide for A-D Strips NYU Condition Survey Manual

Other Resources Jean-Louis Bigourdan: Vinegar Syndrome: An Action Plan 8 Sound Directions FACET audio preservation assessment tool ndex.shtml Indiana University Media Preservation Initiative

Other Resources NYU Barbara Goldsmith Preservation and Conservation Department California Preservation Program Film Forever

Final Thoughts Using automated survey tools is an easy and practical way to assess the health of audiovisual collections Condition surveys can be a rewarding internship project for students interested in preservation There are a variety of tools to look into, depending on the needs of your collections Data from survey can inform preservation planning, deaccessioning and digitization