Housing and Storing AV Materials: A Basic Introduction

1. Housing and Storing AV Materials:A Basic Introduction Jane Hedberg Senior Preservation Program Officer Elizabeth Walters Preservation Program Officer for Audiovisual Materials Liz Coffey Film Conservator in the College Library Weissman Preservation Center December 1, 2010

2. Purpose of Workshop: Overview • Brief introduction to the formats most commonly found in libraries • Brief recommendations for proper handling, housing and storing of those formats • Brief descriptions of the most at-risk items

3. Durability of Audiovisual Materials • In spite of some advertisers’ claims, AV carriers are not permanent or durable • AV materials were not designed for long-term use • “Benign Neglect” is not an acceptable preservation option for most AV materials

4. AV carriers and equipment are complex • The more complex the system, the more likely something will fail • AV systems can suffer from: • Carrier failure • Carrier and equipment obsolescence • Carrier and equipment incompatibility

5. General Threats of Damage/Deterioration • Chemical, mechanical or biological • Decay of component materials • Improper playback • Careless handling • Water • Mold • Vermin • Deterioration may not be visually obvious

6. Handling: General Guidelines • Minimize handling as much as possible • If you do have to handle it, use extreme care • Avoid touching recording surfaces • Always have clean hands, in some cases wear gloves • Avoid wearing clothing with hard fasteners, decorations, etc. • Remove any jewelry, ID badges, etc. that could snag on media • Treat all carriers as if they are heavy, fragile, and brittle

7. Handling: General Guidelines, cont. • Avoid drops or sudden shocks • Work surfaces should be clean, uncluttered, sturdy, and large enough for the materials • Minimize exposure to dust, heat, moisture, and light • Never try to play back legacy AV carriers • Never write on containers while carriers are inside • Do not leave carriers outside their containers any longer than necessary • Train staff in proper handling techniques

8. Storage: General Guidelines • Provide proper containers • Store carriers in proper orientation • Separate different types of carriers, if possible • Keep the environment as clean, cool, dry, and dark as possible • IPI Media Storage: Quick Reference(for magnetic media, film, CDs and DVDs)http://www.imagepermanenceinstitute.org/shtml_sub/msqr.pdf

9. Containers: General Guidelines • Sturdy construction • Made of inert materials • Should not react with carrier materials • Prevent movement of carrier inside container • Keep carrier in proper storage orientation • Open and close so as not to damage the carrier • Provide protection against water or insect damage

10. Prime Directive for AV Materials Always retain originals or designated masters after copying.

11. Assistance The WPC staff will help you, or will put you in contact with someone who can. There are many resources available on campus, and in the wider audiovisual preservation community.

12. Please Contact Us Weissman Preservation Center 617-495-8596 http://preserve.harvard.edu Jane Hedberg jane_hedberg@harvard.edu Elizabeth Walters elizabeth_walters@harvard.edu Liz Coffey coffey@fas.harvard.edu