The Movement Module, Barcoding and Vault Relocation

1. The Movement Module, Barcoding and Vault Relocation Chris Fedak Academy Film Archive

2. Why barcode now? • must move offsite vault that currently houses just over 70,000 carriers • carriers are inventoried in Mavis, but not barcoded • need to update each carrier’s location… as it moves • data necessary to create a label is already in Mavis

3. Can we manually enter the new locations into Mavis? • takes too long (6 to 12 months) • pushes back the move date • prone to inaccuracies • forces us to use a secondary system for finding carriers (Excel, Filemaker, Access)

4. User barcode – located on the security badge or id tag of a Mavis user, represents the staffer’s unique user code Carrier barcode – affixed to the carrier’s case or can, represents the Mavis triple c number, which is also visible (human readable) Location barcode – attached to the shelf (or column) it represents, with a human readable location beneath The Three Barcodes

5. Academy Archive Locations • all location data (the information necessary to find an item) is currently held in one field – the location field • we use a hierarchy of parent and child locations to determine where an item resides • we will soon convert this data (which is currently free text) to locations generated in the Mavis location authority

6. Location Example E1-105-05-02

7. Vault, FloorE1

8. Locating the Rack

9. RackE1-105

10. Shelf E1-105-05

11. ColumnE1-105-05-02

12. This location sticker represents the shelf only Once this 35mm/2K shelf is barcoded, there will be three barcodes, one for each column

13. Mavis Location Authority

14. Location Authority Barcodes • the location authority enables a vault manager to create all the locations for a vault in a matter of minutes • barcodes are then printed according to vault specifications (so many 35mm/2k columns, so many video shelves, etc.) • future locations (for racks not built or currently reserved) may be generated at this point, but barcodes should not be printed

15. Academy Barcode Label

16. Label Information • title • triple c number (also the unique barcode number) • incomplete (blank if complete) • actual reel number of total carriers • acquisition number Note: location does not appear on this label

17. Printing the LabelEasycoder 3400e • labels generated by batch print for most accessioning • SQL report necessary for printing already accessioned carriers at the offsite vault

18. Labeling the Offsite Vault • three two-man label teams • labels generated on-site or remotely from the Pickford Center • teams outfitted with a laptop computer running Mavis, barcode labels organized by location, and a printed SQL report (sorted by location) listing the items to label • the SQL list helps the labelers verify the AFA’s original identifying number on the can (F-number) against the new label’s triple c number • carriers in need of data entry (corrections) are pulled for examination by a cataloger • labelers do not enter into Mavis

19. SQL Report for Labelers • LOCATION/F NUMBER/TITLE #/COMPONENT #/# of CARRIERS • -------------------- -------------------- ---------- ------------ --------- • OVA.75/2.1 F35890 14360 1 1 • OVA.75/2.1 F36100 20100 1 1 • OVA.75/2.1 F35891 8750 1 1 • OVA.75/2.1 F33005 5742 1 2 • OVA.75/2.1 F35881 8061 2 1 • OVA.75/2.1X F35239 6026 3 1 • OVA.75/2.1X F35237 25307 1 1 • OVA.75/2.1X F35477 4004 6 1 • OVA.75/2.1X F35454 20546 1 1 • OVA.75/2.1X F35246 25315 1 1

20. Location Book • the labelers also have a binder of available locations in our new vault at the Pickford Center • labelers peel locations out of the binder and place them on the carriers along with the new barcode labels • these labels are sorted by carrier size • they are not generated by Mavis, though they do reflect new locations built in the location authority

21. Early Prototype of Barcoded Elements

22. The Move • once the labeling project is complete, we move the collection to the Pickford Center via air-conditioned trucks over a span of five to ten nights • the items travel according to carrier size – 35mm 2000 ft. cans one night, 16mm 1200 ft. on another night • carriers go right from the truck to their new locations in the vault • Academy staff at the offsite vault and Pickford Center assist and oversee the placement of the cans in their new locations

23. Scanning (finally) • each night (or morning), after another move is complete and a new carrier size is in the vault, three staffers scan the carrier barcodes moved that day to their new locations • transporting the vault by size keeps us from having to rescan the carriers moved earlier in the week • these are permanent location scans, which update the current and permanent location of the carriers • only vault managers have this ability, most staffers can only modify a carrier’s current location

24. Scanning ProcedureIntermec 2410 • scan user barcode to log in • scan location barcode • scan desired carrier or carriers at this location • after scanning the selected carriers, exit (or back button) out of the carrier scan • scan new location, or log out for another user • once done, upload 2410’s memory into Mavis via a docking station • Mavis verifies the scans and updates the Movement Module

25. Locations in MavisCurrent and Permanent

26. The New Vault