Mass digitization issues ans actions Indiana University Case Study, MEMMON

MEMNON ARCHIVING SERVICES

Mass digitization issues and actionsIndiana University Case study

Page 1Copyright © 2015 Memnon – a Sony Company. All Rights Reserved.

CONTENTS

1 Memnon: a quick introduction

2 Case study: Indiana University

3 Lessons learnt

EuropeU.S.A.

MiddleEast

Japan


avt/Sveriges Radio

Förvaltnings

100,000h Video

Danish Radio

350,000h Audio

2008-2011

International Olympic Committee

30,000h Audio and Video

2007-2013 VRT Belgian Radio & TV

58,000h Audio

2012-2013

European Parliament

20,000h Audio

2006-2012

MEMNON’S TRACK RECORD OF SERVING PRESTIGIOUS ARCHIVES

Hours of

Content

Digitized

2005 2015

ca. 2 mil Hours of Content

Digitally

Preserved

Portuguese

Radio & TV

44,000h Audio

2013-2014

Example of Clients

Swiss Radio & TV

86,000h Audio & Video

2011-2015

BBC

23,000 Tapes Audio

2012-2012

Belgian Francophone Radio/TV Archive

72,000h Audio and Video

2010-2013

Finish National Audio Visual

Archive

25,000h Video

2013-Today

French National Library


2009-2013

French National

Audio Visual institute

2012-Today

United Nations

International Crime Tribunal


2009-2010

Media Digitization and

Preservation Initiative

https://mdpi.iu.edu/

Since 2015

Audio and Video

National Library of Israel

20,000h Audio

2010-2011

Qatari Public Institution

34,000 film reels

23,000 2 inch video tapes

35,000 1 inch video tapes

2014-Today

https://mdpi.iu.edu/


MEMNON/SONY GLOBAL DELIVERY NETWORK FOR LARGE SCALE DIGITIZATION

Japan, SendaiMiddle EastBelgium, LiegeBelgium, BrusselsUK, PencoedUS, Indiana

• Sony Technology Center

Sendai

• Mass Digitization for

Japanese Broadcast

Customers

• Memnon Headquarters and

Main European Delivery Site


European Archive &

Broadcast Customers

• Sony UK Technology Center


European Broadcast

Customers

• Belgium Video Services

Delivery Site


European Archive &

Broadcast Customers

• Service Delivery Site

• Mass Digitization of Video

and Film in Middle East

• US Delivery Site

• Mass Digitization of Video

and Audio in the US

OUTSOURCING

OFFSITE

MANAGED

SERVICES ON SITE


AUDIO

VIDEO

FILM16mm Film

35mm Film

Betacam, VHS, Digibeta, U-matic, 2 inch, 1 inch, DVCam, D3 / D9, …Open reel, Discs, Audio Cassettes, DAT, CD

MEMNON CAPABILITIES: A SNAPSHOT


MEMNON CAPABILITIES: A SNAPSHOT

Large scale media cleaning, thermal and

mechanical treatments


CONTENTS



3 Lessons learnt

EuropeU.S.A.

MiddleEast

Japan


INDUSTRIAL SCALE OPERATIONS

MANAGED SERVICES ON-SITE: “MEMNON IN A BOX” TAILORED TO CLIENT’s NEEDS

3

4 Technical maintenance and access to spare parts

Machinery maintenance is key for large scale projects

2

5

Robust and high performance IT infrastructure

Providing flexibility to accommodate multiple ingests and large video files

1Workflow management system (Memnon PAM)

Track and process physical and digital objects, supports accurate media documentation

Project Management, operators recruitment, training, supervision according to precise

jobs/profiles description

Direct delivery onto client’s near line and offline storage

Memnon’s technical setup fully integrates client’s DAM/MAM


INDIANA UNIVERSITY PROJECT SCOPE

Over 250.000 items

Video : U-matic, 1 inch Open reel, Beta family, VHS,, Audio : records, DAT, cassettes, CD

Target project timeline : completion by 2018


• Audio preservation master – BWF, 24/96

• Audio production master – same

• Video preservation master – FFV1/Matroska

• Video mezzanine – 50 Mbps MPEG-2 MXF

INDIANA UNIVERSITY PROJECT FILE FORMATS


ORGANIZATION CHART


• Feeding the beast:– At peak –• 9 TB per day• 320 hours digitized per day• 616 physical objects digitized per day• 914 files created per day

• Preparing the carriers:• Sort by technical characteristics• Gather technical metadata• Barcode• Place in batch• Transport to facility

WORKFLOW – Preparation on IU’s side


CARRIER BARCODING AND DOCUMENTATION


CARRIER PACKAGING and BATCH PREPARATION


WORKFLOW STAGES

Import metadata


WORKFLOW STAGES

Import metadata

Receiving & Check-in


WORKFLOW STAGES

Import metadata


cleaning/ baking when necessary


OPEN REEL TAPE & RECORD WORKFLOW

Import metadata


Cleaning / baking when necessary

Systematic ultrasonic records cleaning


WORKFLOW STAGES

Import metadata


Cleaning/baking when necessary


Playback and ingest


WORKFLOW STAGES

Import metadata


Open-reel baking

Systematic ultrasonic cleaning

Playback and ingest

Quality control


QC Level Process Step

Level 1 Preparation Stage

Visual inspection

Level 2 Digitization Stage

Human signal monitoring assisted by online monitoring tools

(NOA for tapes, CD, DAT), Memnon tools for video (FFV1)

Level 3 File Analysis Stage

Proprietary or Third party Tools

Level 4 Post Digitization Stage

In depth quality control on abnormal analyses

Level 5 Finalization Stage

• Statistical quality control

• Random quality control

• File transfer verification

• Quality control of metadata

Proprietary Quality Management Tools

Integration of 3rd Party Industry Standard Tools

INTEGRATED QA APPROACH FOR VOLUME DIGITIZATION


• Full time staff member for periodic

maintenance and repair; shared

resource between IU and Memnon

• Continuous monitoring of each element

of our process

• All test equipment from all the studios

also available in the maintenance room

• An established network of outside

experts for specialized repair

MACHINERY MAINTENANCE AND CONTINUOURS CONTROL IS A KEY ELEMENT OF OUR OVERALL QA POLICY


Import metadata




Playback and ingest

Quality control

WORKFLOW STAGES

Progress monitoring


WORKFLOW STAGES

Import metadata




Playback and ingest

Quality control

Progress monitoring

Files delivery


WORKFLOW STAGES

Import metadata


Open-reel baking when necessary


Playback and ingest

Quality control

Progress monitoring

Files delivery

Check-out and return


HR: PLAN – RECRUIT - TRAIN - PLAN FOR TURNOVER - MANAGE

3

Training of digitization and QC operators by

Memnon experts4

2

Recruitment and management of staffing using

Indiana University infrastructure and tools

5Operations management:

2 studio and QC supervisors

1 Design of the organization chart

2 shifts/day

5 to 7days/week

11studios

Pull of+/- 50

operatorsDesign of job descriptions


IU MDPI PROJECT: AN INOVATIVE BUSINESS MODEL

• Memnon Bloomington facility had initial focus on IU collection

• Facility now becoming Memnon delivery center for NA.

• All operators are students or young graduates.

• The benefits are mutual:

For Memnon

students are very well qualified and motivated

For Indiana University

The opportunity to provide students with relevant work experience

For the students

Valuable work experience that is meaningful on their resumes


CONTENTS



3 Lessons learnt

EuropeU.S.A.

MiddleEast

Japan

South

Africa?


High Volume

Operations

and

Management

Project Management of Large Scale

ProjectsCareful preparation & planning with experienced PMs

Process suitability for High Volumes Memnon Workflow Tools to ensure continuous control

Controllability of Activities PAM system and workflow tools tracking every stage

Technology

and

Equipment

Quality of EquipmentIn Video, Sony invented/developed most of the machines

and tapes… We have strong back-up !

Access to Spare Parts

Access to global spare parts pool of Sony and Memnon

Memnon just acquired 600 second hand players and

thousand spare parts

Handling of

Media

Carriers

Protection and transport of Media

CarriersStandard Procedures, end-to-end tracking, insurance

Quality

Control

Quality Control at High Volume PAM, traceability, demonstrated expertise

Suitability of Quality Management

ApproachDemonstrated process for millions of hours

Key Risk Factors Mitigation StrategiesRisk Elements

1

2

3

4

LARGE-SCALE PROJECTS HAVE UNIQUE RISK ELEMENTS AND CHALLENGES


For large

volumes

Limited logistics

Optimized use of resources

Knowledge of the collections by the archives

Best use of available resources: staff, facility, existing IT infrastructure, …

Delivery process simplified: integrated with client’s DAM/MAM

Sharing of technical knowledge and best practices

Memnon brings in:

Optimized processes & workflow management platform

Technical know-how and proven operating procedures

Playback equipment, ingest tools, IT digitization infrastructure,spare parts, maintenance, …

Project and staff management

Managed services on site = synergy = efficiency

Archive can focus on preparing carriers:

- inventory

- bar-coding

- documentation

Training of operators (both internal & external to the institution)

MANAGED SERVICES ON SITE – An innovative solution for large scale projects

Thank you!

Data & Analytics

Mass digitization issues ans actions Indiana University Case Study, MEMMON