Using AVDb to survey the CMC archives

Using AVDb to Survey the Audio Collections of the Computer Music Center at Columbia

University

Using AVDb to Survey the Audio Collections of the Computer Music Center at Columbia

University

History of the CenterHistory of the Center

• Founded in 1959, by composers Otto Luening & Vladimir Ussachevsky (Columbia) and Milton Babbitt and Roger Sessions (Princeton)

• Originally Columbia-Princeton Electronic Music Center

• Assisted by Rockefeller Foundation grant• Became important studio for electronic music

both in U.S. and internationally

• Founded in 1959, by composers Otto Luening & Vladimir Ussachevsky (Columbia) and Milton Babbitt and Roger Sessions (Princeton)

• Originally Columbia-Princeton Electronic Music Center

• Assisted by Rockefeller Foundation grant• Became important studio for electronic music

both in U.S. and internationally

RCA MK II SynthesizerRCA MK II Synthesizer

What’s in the archives?What’s in the archives?

My first task was to conduct an overall inventory of the collection, to see what was there, and to then be able to make some decisions on what portion of the collection needed the most immediate attention…

… many hours of counting and inventory go by…

My first task was to conduct an overall inventory of the collection, to see what was there, and to then be able to make some decisions on what portion of the collection needed the most immediate attention…

… many hours of counting and inventory go by…

What’s in the archives?What’s in the archives?

• 5,569 sound recordings (299 linear feet)• 4,859 are open-reel tapes (87% of total recordings)• 700 are other formats (DATs, records, etc.)• Content includes key early works of electronic music,

composer discussions, recordings of Composers Forum concerts, and work tapes of the Center’s composers

• ca. 72 linear feet of printed documents and manuscripts

• Administrative records, correspondence, personal papers, music scores and manuscripts, valentines, doodles, limericks, and more…

• 5,569 sound recordings (299 linear feet)• 4,859 are open-reel tapes (87% of total recordings)• 700 are other formats (DATs, records, etc.)• Content includes key early works of electronic music,

composer discussions, recordings of Composers Forum concerts, and work tapes of the Center’s composers

• ca. 72 linear feet of printed documents and manuscripts

• Administrative records, correspondence, personal papers, music scores and manuscripts, valentines, doodles, limericks, and more…

OK…anything else?OK…anything else?

??????

Well….gears to control the RCA MK II synthesizer…

Well….gears to control the RCA MK II synthesizer…

…tape splicing blocks……tape splicing blocks…

…slides……slides…

…punched paper rolls that generated music…

…punched paper rolls that generated music…

…divas……divas…

…music scores, and more.…music scores, and more.

So, where to begin…?So, where to begin…?

So, where to begin…?So, where to begin…?

• Different areas of collection have different priorities

• Documents need control and access• Recordings need control and preservation

• Different areas of collection have different priorities

• Documents need control and access• Recordings need control and preservation

Preservation is a precondition to access

Preservation is a precondition to access

Inventory and condition survey are a precondition to preservation

Inventory and condition survey are a precondition to preservation

What is AVDb?What is AVDb?

• AVDb is a free tool to survey audiovisual collections (Columbia Preservation Division)

• Built on a Microsoft Access database, and requires Windows

• Designed for use by non-experts• Allows collection- to item-level survey• It is a visual survey tool; no playback involved

• Uses a system of weighted ratings to generate rankings for overall condition, preservation priority, environmental condition, and more

• AVDb is a free tool to survey audiovisual collections (Columbia Preservation Division)

• Built on a Microsoft Access database, and requires Windows

• Designed for use by non-experts• Allows collection- to item-level survey• It is a visual survey tool; no playback involved

• Uses a system of weighted ratings to generate rankings for overall condition, preservation priority, environmental condition, and more

What data is gathered?What data is gathered?

Information on:• overall condition of the media and the container• specific media problems (shedding, cupping, spoking,

etc.)• the environment• media characteristics (tape stock, recording speed,

etc.)• titles and dates• timings

Information on:• overall condition of the media and the container• specific media problems (shedding, cupping, spoking,

etc.)• the environment• media characteristics (tape stock, recording speed,

etc.)• titles and dates• timings

How was the survey done?How was the survey done?

• In consultation with the Head of Preservation, we determined that a sample size of 350 items would be adequate for the 5,569 recordings

• I used systematic random sampling, meaning that I worked through the collection, sampling every 16th recording

• In consultation with the Head of Preservation, we determined that a sample size of 350 items would be adequate for the 5,569 recordings

• I used systematic random sampling, meaning that I worked through the collection, sampling every 16th recording

Back into the archives!Back into the archives!

How was AVDb to use?How was AVDb to use?

• Not practical for tight spaces• I designed my own input form for on-site use• Identifying, retrieving, and surveying an item

took an average of 3 minutes per item• Inputting the data from the survey forms took

an average of 1.5 minutes per item• This works out to just over 26 hours

• Not practical for tight spaces• I designed my own input form for on-site use• Identifying, retrieving, and surveying an item

took an average of 3 minutes per item• Inputting the data from the survey forms took

an average of 1.5 minutes per item• This works out to just over 26 hours

What were the results?What were the results?

The survey counted:

• 31 sound cassettes• 295 sound tape reels• 11 sound discs• 7 sound optical discs• 6 videocassettes

The survey counted:

• 31 sound cassettes• 295 sound tape reels• 11 sound discs• 7 sound optical discs• 6 videocassettes

What were the results?What were the results?

Overall condition ratings are from 1 (very good) to 5 (very poor). Preservation priority ratings are from 1 (very low) to 5 (very high).

• sound cassettes 3.94 / 3.68• sound tape reels 2.81 / 3.68• sound discs 2.57 / 3.65• sound optical discs 2.57 / 3.16• videocassettes 3.17 / 3.35

Overall condition ratings are from 1 (very good) to 5 (very poor). Preservation priority ratings are from 1 (very low) to 5 (very high).

• sound cassettes 3.94 / 3.68• sound tape reels 2.81 / 3.68• sound discs 2.57 / 3.65• sound optical discs 2.57 / 3.16• videocassettes 3.17 / 3.35

Some observations on the dataSome observations on the data

• Sound cassettes ranked highest in preservation priority due to the DAT format

• I was surprised by the overall condition rating of 2.81 (good) for tape reels…

• Sound cassettes ranked highest in preservation priority due to the DAT format

• I was surprised by the overall condition rating of 2.81 (good) for tape reels…

After all, we’ve seen the pictures…After all, we’ve seen the pictures…

…However……However…

• In the detailed report on preservation priority for tape reels, 208 of 295 (70%) were ranked 4 (high priority)

• So, that dimension seemed to “ring true”.• I think that the survey tool is useful for

providing a measured perspective to a visceral response

• In the detailed report on preservation priority for tape reels, 208 of 295 (70%) were ranked 4 (high priority)

• So, that dimension seemed to “ring true”.• I think that the survey tool is useful for

providing a measured perspective to a visceral response

ConclusionsConclusions

• AVDb is a useful tool, good for non-experts• Ratings are useful, but attention should be

paid to how they are being calculated (details are provided)

• Some results may seem counterintuitive, until looked at more closely (DATs)

• Some enhancements are needed to reporting functions, and to user interface

• AVDb is a useful tool, good for non-experts• Ratings are useful, but attention should be

paid to how they are being calculated (details are provided)

• Some results may seem counterintuitive, until looked at more closely (DATs)

• Some enhancements are needed to reporting functions, and to user interface

Thank You!Thank You!