1. CHAPTER 3: Selection and appraisal
UNIVERSITI TEKNOLOGI MARA
MANAGEMENT OF AUDIO VISUAL RECORDS & ARCHIVES
(IMR 665)
CHAPTER 3: Selection and appraisal

2. Archival Appraisal Introduction
-Appraisal is the intelectual decision making activity that selection in common usage.
Selection is to reduce a collection to manageable propotions since the material has already been commisioned, more corectly referred to as “reapraisal”.
Appraisal also can be defined the process determining the value of the records based upon their primary value.
Audiovisual material is different with paper based document. Most of the paper based will end with disposed, but not to audiovisual material. ( as a result ease of recording)

3. Every item should be labeled
Archival Appraisal
Introduction
High Cost
Equipment
Manpower
Maintenance
-Temperature
-Relative Humidity
Difficulty of preserving audiovisual material.
Locating Information
AV is very slow to work with, to retrive any info, we have to listened to reviewed in real time.
As a result, amount of time need to research make confusing or mismanaged, make researcher looking for alternative sources.
Every item should be labeled
- otherwise, might disappeared altogether the item.

4. Archival appraisal & sound archives
-Audiovisual material can be housed together or may be maintened seperately, but most archive material lines demarcation between Audiovisual material are often not diatinct. Film, magnetic recording, music, sound and image.
-There are a problem of the integration of sound archives with other types of archive which make collection & acquisition has been carried out without adequate attention. Example, should one select material in all genre that is relevent to the collection.
- Preservation the original must not be necesaary destroyed unless it is in a dangerous condition.
Example: Nitrate Film of the AV materials is self destruction nature.

5. Archival appraisal & sound archives
-Different archive has a different archive selection policies. Based on intended use of item.
Some archives have a selection staff which concentrates on the areas of acquisition and selection.
some archives also use a system of selection committee. They use the committee in which field they are interest.
The development & variety of sound recording & sound archive, Has been already noted.
Example: Music archive, Etnomusicology, radio sound archive, national archive, local history collection, Oral history collection.

6. Archival appraisal of moving images
For state archives with a broad mandate to conserve all documents of national historic interest the following criteria for the selection of moving images, by no means exclusive or exhaustive, should be considered:
Administrative: Moving images which are produced as a result of the activities of government agencies and which document the policies and programs of the sponsoring agencies, or which complement documents in other media that have been selected and conserved. This is sometimes referred to as evidential or functional value.
Historical: Moving images which document the political, economic, scientific, technological, social and cultural life of the country, either as actualities (documentaries, and newsfilm) or as dramatizations.
Sociological: Moving images which document the significance of the film and television as an integral part of the public record and the popular culture, and which function as an unofficial record of the national cultural heritage, either as actualities or as dramatizations.

7. SELECTION AND AUDIOVISUAL COLLECTIONS
Definition
Important at all levels of collection from the lending or access situations, either by direct physical means or provision in data banks or electronic transmission, through to the national library and the archives.
“Is the process of deciding what will be added to a library’s or archives collection”.
Why Select?
2 reason; 1- Cannot conserve and collect everything. 2- collection of material useful for particular purpose
Who Select?
Archivist, Selection staff, Selection Committee & Consultant

8. SELECTION AND AUDIOVISUAL COLLECTIONS
Three elements concerned in selecting material
The information content
The artefact or carrier
The aesthetic content

9. SELECTION AND AUDIOVISUAL COLLECTIONS
Principles of selection
Function and terms of reference of the archive
Uniqueness or rarity
Quantity
Quality
Integrity
Intrinsic value
Digital vs Analogue
Copyright/ownership/obligations
Timing
Objectivity within guidelines
Repatriation and selection

10. Selection policy and selection standards for television archives
Appraisal
Definition
“Is a concept familiar to archivists: ‘the process of evaluating records to determine which are to be retained as archives, which are to be kept for specified periods and which are to be destroyed’ (Ellis, 1993, p.461)”.

11. Archival Appraisal of moving images
Appraisal policies & principles
-Appraisal should be force from the earlier.
-Lack of the appraisal policies because of the deposit. Some of the deposit is unknown & hope archive rationalise.
Problem for sound recording appraisal is time consuming.
Archivist play a main role to appraise the collection.
Must have a qualifications
Well trained
Must have a knowledge for the subject (Music & sound archivist)
- Recording machinery should be regularly “cleaning up” so that the other will not inffected.

12. Archival Appraisal of moving images
non-governmental organizations, now being joined by state archives at both the regional and national level, are linked in their activities through the International Federation of Film Archives (FIAF) and International Federation of Television Archives (FIAT).
Both these federations have been attempting to develop appraisal standards. where archivists have to contend with the enormous volume of moving images generated by television broadcasting intrinsic historical or cultural value of the programme or sequence.
In addition television archivists add illustrative specimens of repetitive programming and programmes that mark a significant advance in the art of the technology.
Only a small percentage of the moving images produced in the world today meet these functional or evidential and informational value criteria.

13. Selection policy and selection standards for television archives
Challenges
Appraisal and selection of data for preservation is based on their significance and continuing value.
Need to select and preserve more than just the data themselves, in order to understand them in the future.
An appraisal or selection policy that clearly sets out the processes and the basis for making selection decisions is necessary.
Appraisal and selection decisions should be consistently applied.
Appraisal and selection decisions must be based on a clear understanding of the objectives of the organization that accepts preservation responsibility

14. Selection policy and selection standards for television archives
Traditional appraisal and selection concepts
There is considerable consensus about the criteria used in appraisal and selection practice uses the concept of archival value, assessed by considering administrative value (usefulness for the conduct of business), fiscal value (usefulness for financial business), legal value (worth for conduct of legal business), intrinsic value (inherent nature and artefactual significance), evidential value (value as record of the record creator’s origins, functions and activities), and informational value (usefulness of content for more general research purposes) (Tibbo, 2003, pp.29-30). Library practice for selection of materials for long-term preservation focuses on maintaining physical items in their original formats and applies five key criteria: evidential value, aesthetic value, market value, associational value, and exhibition value. Additional criteria may be applied, such as physical condition, resources available, use, social significance.

15. RECOMMENDED STANDARDS AND PROCEDURES FOR SELECTION FOR PRESERVATION OF TELIVISION PROGRAMME MATERIAL
I N T R O D U C T I O N
The purpose of the standards and procedures policy is to ensure that
preservation of television programme material can be identified and selected for permanent preservation for both operational and cultural purposes.
S C O P E OF M A T E R I A L
It is important to preserve regular samples of complete days of programme output as well as regular examples of presentational and commercial material. For examples such as advertisements.
The application of selection policies will depend upon the type of
library or archive applying them. For example, the retention of untransmitted material is particularly applicable to a news library, while the retention of a complete day’s output will be more important to a national archive.

16. RECOMMENDED STANDARDS AND PROCEDURES FOR SELECTION FOR PRESERVATION OF TELIVISION PROGRAMME MATERIAL
T E C H N I C A L C O N S I D E R A T I O N S
Master film and tape copies should be acquired and preserve wherever possible.
A broadcast archive will need to preserve different elements of the production.
A clean feed of the transmission of a live broadcast is necessary .
Separate copies of the sound elements such as music and effects tracks and international versions are also required.
S E L E C T I O N P R O C E D U R E
Each archive should ensure that its policy is communicated to and understood and accepted by the whole organization and responsibility for the application of selection policy must be clearly established.

17. RECOMMENDED STANDARDS AND PROCEDURES FOR SELECTION FOR PRESERVATION OF TELIVISION PROGRAMME MATERIAL
S E L E C T I O N C R I T E R I A
Six of selection criteria :
a) Actuality material of historic interest in all fields
b) Actuality material as a record of a place
c) Interview material of historic importance
d) Attitudes of all time
e) Fictional and entertainment material of artistic interest
f) Fictional and entertainment material illustrative of social history
any material, including commercial and presentational,
illustratrative of the development of telivisual practices and
techniques

18. RECOMMENDED STANDARDS AND PROCEDURES FOR SELECTION FOR PRESERVATION OF TELIVISION PROGRAMME MATERIAL
Selection Recommendations By Genre
Selection /
Genre
News, News Analysis And
Comment, Current Analysis
Documentaries
Topical Magazines And Discussions
Characteristics
The aim is to only to enhance
the public understanding.
Presents the personal
perspective of an author on
reality or facts
Always up to date and are usually presented in
continuous series
Typology
The genre can take on the format
of a new broadcast
Documentaries based
on archival materials
Include (s) :
a) daytime magazine programming
b) studio based programmes
c) magazine programmes such as
travel or motoring
d) and so on
Selection
a) edited items
b) viewing terms
c) ENV (eurovision) materials
- useful to archives as edited
new items
d) transmission tapes of the
programme as broadcast
e) raw material
- enabling the archivist to
link the raw material
Should be kept because :
a) they are creative works
b) works can be repeated
c) they are works that
bear witness to the
environment we live in
The material created in rarely re-used
ensuring that all contributions by individuals of
historic significance are retained

19. Drama and Performances
RECOMMENDED STANDARDS AND PROCEDURES FOR SELECTION FOR PRESERVATION OF TELIVISION PROGRAMME MATERIAL
Selection /
Genre
Events
Drama and Performances
Game Show and Quizzes
Characteristics
Can be simple transmissions
including a mixture of live
recordings and pre-recorded
inserted.
Drama includes single plays,
series, serials, soaps.
Performances include theatre,
opera, ballet, music
The repetitive form because
the concepts are often the same
Typology
Include special programmes
covering important events :
political, transmissions of
ceremonies
Dramatic works for television
Drama and performances
are reflections of social
issues
Often in connection to special topic
, lottery presentations and other sorts of
gambling in relation to sports
Selection
Historic interest recorded as they
are broadcast both in the national
archives for the historical interest
Should be kept because :
a) they are creative works
b) works are easy to repeat
c) representing the society we
live in
Varied and representative examples of
such programming, though within a series
sample episodes
Reflect changes in this kind of
programming from time to time

20. RECOMMENDED STANDARDS AND PROCEDURES FOR SELECTION FOR PRESERVATION OF TELIVISION PROGRAMME MATERIAL
Genre
Entertainment Programmes
Children’s Programmes
Presentation and Commercials
Characteristics
Broadcasting outlets :
Home video, video on demand,
cable, satellite
Cover all types of programmes
news, sport, entertainment and all
Formats drama and cartoon
Always produced by the broadcasting
company and transmitted in return by
payment
Typology
Talk/chat shows, variety shows,
Comedy
Includes drama comedy which can
be made on film
These programmes aimed
at an audience of children.
Includes station identifications and logos,
clocks and test-cards, breakdown and
other announcement material
Selection
Archived by random selection of at
least the first, last and middle
episodes
Under categories A to G
Differing from programme to
programme
Each television company will need to
preserve examples of its own station
identifies and presentation styles

21. Educational Programmes
RECOMMENDED STANDARDS AND PROCEDURES FOR SELECTION FOR PRESERVATION OF TELIVISION PROGRAMME MATERIAL
Selection /
Genre
Educational Programmes
Sports
Characteristics
Using multimedia elements
educational programmes will become hypermedia
programmes enable the viewer in an interactive
process
Sports programming has often stimulated
technological developments for television generally
and warrants
Extensive archival preservation
Typology
Produced in the form of:
a) features
b) documentaries
c) presented magazines
d) and so on
Includes instantaneous coverage of sporting events
such as Olympic Games and world championships
Selection
The storage of untransmitted
Material is only useful, if there is documentation
The quantity and repetitive nature of sports
Programming requires selection such as national
events, local events, international events and so on.

22. Conclusion
The selection and appraisal process play an important role in acquiring and deciding which archives materials need to be preserve. It is important to ensure all valuable information are fully preserved, conserved and protected. But not all information especially in AV material needs to be preserve. And again, the selection and appraisal process need to be considered. 22