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EXTRAExamining AV Enterprise
at a Regional Academic Archive
Jessica Breiman [email protected] Rose Steed [email protected] Keller [email protected]
J. W. Marriott Library, University of Utah
• Total library expenditures (2013) = $19,496,302
• Total materials expenditures (2013) = $6,383,298
• Total full-time staff/faculty (2013)= 266
• Special Collections full-time staff/faculty (2015) = 39
• AV Archive staff (2015) = 1.5 full time, 3 part time
University of Utah Audio-Visual Archive
• One of 7 Special Collections departments at the J. Willard Marriott Library• Manuscripts• Photographs• Audio-Visual• Print & Journal• Rare Books• Book Arts• University Archives & Records
• 1971: First AV item documented • 2001: First full time archivist hired
Our First Video Grant Project
Old Model AV Digitization at the U
PROS
• In-house digitization
• Rapid turnaround
• Items become accessible as requested by patrons and donors
CONS
• Bargain equipment
• No additional lab facilities
• No dedicated technical expertise
• Physical preservation and metadata processes suffer
• Not preservation quality
Quality Issues with Deteriorating U-matics
U of U - “click capture, press play” MediaPreserve - lab facilities
EXTRA Video Highlights
Pre-DigitizationJessica Breiman
Pre-Digitization
• Selecting projects for grant funding
• Selecting the appropriate funder
• Navigating bureaucracy and communicating your message
Preparing to Write a Grant
• Select projects/collections to write white papers about
• Write white papers for several collections or grants
• Select a fund-able project
Selecting a Funder
• Local funders: LSTA grants administered by state libraries, Humanities and Arts Councils, historical societies, university-wide grants, etc.
• National funders: NEH, NEA, IMLS, DPLA
• Subject or format specific: NFPF, ARSC,
Writing the Grant
• Create time
• Use many reviewers
• Ask for help and create collaborations
• Work within organization to request approval to submit grant
ROADBLOCK!
• Interim Director of IT points out how much data grant will produce and how much it will cost to digitally preserve that data
• We are told to ‘not digitize anything’
• Grant application is put on hold
Addressing the Problem
• Communicate our message clearly and coherently
• Communicate with grant administrators about the issue
• Come to a compromise
Final Grant Request
$4988 SalariesIncludes salaries of project supervisors and a metadata intern
$4956 Digitizing services
$1100 Event planning/website creation
$3664 Digital Storage and Preservation
Total Grant Request = $14,708
Post-Digitization: Our Grant in Practice
Molly Rose Steed
What We Asked For
• Contract digitization services
• Digital preservation costs for period of grant
• Hourly assistant for metadata, QA & access
• Funds to promote use of digitized collection
What We Received
• Contract digitization services
• Digital preservation costs for period of grant
• Hourly assistant for metadata, QA & access
• Funds to promote use of digitized collection
What We Have Done So Far
• Contracted for digitization of EXTRA showtapes
Reality of Digitized Items
Graph: U-matic Digitization Success
What We Have Done So Far
• Contracted for digitization of EXTRA showtapes• Uploaded digital files to server with tape backups
Reality of Content Generated
What We Have Done So Far
• Contracted for digitization of EXTRA showtapes• Uploaded digital files to server with tape backups• Quality assessment of digital files using QCTools
Quality Assessment Google Doc
Improvements on Imperfect Images
Before After
What We Have Done So Far
• Contracted for digitization of EXTRA showtapes• Uploaded digital files to server with tape backups• Quality assessment of digital files using QCTools• In progress: metadata• In progress: EAD• In progress: creation of derivative files for eventual streaming
access
Reality of Content Generated
Metadata Google Doc
Copyright Complications
• KUTV News still owns copyright
• Donor agreement (+fair use) allows educational use
• Does this extend to the digital library?
• Library administrators reluctant to discuss the matter directly with KUTV at this time
Initial Copyright Solutions
• Any patron can visit the library and view items in Special Collections Reading Room• Requires creation of optical disc access copies OR• Installation of new access station for digital media with
rights restrictions• Initial online access from campus IP addresses only• Requires student/staff login or guest pass
Future Access Plans
• Teaching and promotion at library, university, and community at large
• Work with professors to integrate into curriculum
• Work with EXTRA alumni to showcase collection as an academic, historical, and artistic resource
• Mutual promotion through KUTV
Post Digitization: Digital Preservation
Tawnya Keller
Marriott Library digital preservation
2008-2010• Research• Policy development• Housekeeping tasks
Marriott Library digital preservation
2011-2013• Digital preservation projects (Archive-It, etc.)• DPS software testing and evaluation• DPS solution (Ex Libris’ Rosetta) chosen in 2013
Marriott Library digital preservation
2014-Present• Went live in January, 2014• 70+ TB ingested
• ---- SPC • ---- AV
• 120+ waiting• 60+ AV
Rosetta DPS
Scalable
Expandable
Flexible
Standards-based
Accessible
Preservation of EXTRA
• 11+ TB on 4 node QC208 Qumulo cluster NAS• Tape backups in Perpetual Storage Granite Vault
• Rosetta ingest planned for early 2016
EXTRA challenges
Sustainability • How much $ to preserve this stuff long-term?• How do we pay for it?• File sizes • uncompressed? • losslessly compressed? • which codec to use?
Projects that sprang from EXTRA
• AV digital preservation assessment pilot
• Lossless compression testing group
• Digital preservation levels
• Strategy for a sustainable DP program
AV digital preservation assessment pilot• Evaluated high-risk, high-value
collection• Diane Orr
• EXTRA television journalist and documentary filmmaker
• 16mm and U-Matic• Results
• Created evaluation criteria and prioritization matrix
• Phase 2 pilot goals
Lossless compression working group
Policy
• Compile all research documentation for Library staff
• Conduct ABX testing with Library staff
• Formal recommendation to move to losslessly compressed video
Tech
• Application programming to develop script for batch processing
• Investigate capturing straight to FFV1
• Convert existing archival video to FFV1
Digital preservation levels
Full preservation
1. Rosetta ingest
2. Onsite storage, offsite backup
3. Data management
4. Administration
5. Preservation planning
6. Access
Bit-level preservation
1. Folder on server
2. Onsite storage, offsite backup
3. Basic data management
Strategies for sustainability
1. Digital Preservation Services for campus, community
a. Software hosting
b. Server storage
2. Budget line funding
a. Library level
b. University level?
The End
Jessica Breiman [email protected] Rose Steed [email protected] Keller [email protected]
Consider sustainability and preservation
Communicate and collaborate
Create a “Plan B”
Document processes to accurately estimate and demonstrate time and staffing needs
Start somewhere
