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

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

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

The Three Barcodes User barcode – located on the security badge or id tag of a Mavis user, represents the staffer’s unique user code 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) 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 Location barcode – attached to the shelf (or column) it represents, with a human readable location beneath

Academy Archive Locations all location data (the information necessary to find an item) is currently held in one field – the location field 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 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 we will soon convert this data (which is currently free text) to locations generated in the Mavis location authority

Location Example E

Vault, Floor E1

Locating the Rack

Rack E1-105

Shelf E

Column E

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

Mavis Location Authority

Location Authority Barcodes the location authority enables a vault manager to create all the locations for a vault in a matter of minutes 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.) 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 future locations (for racks not built or currently reserved) may be generated at this point, but barcodes should not be printed

Academy Barcode Label

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

Printing the Label Easycoder 3400e labels generated by batch print for most accessioning labels generated by batch print for most accessioning SQL report necessary for printing already accessioned carriers at the offsite vault SQL report necessary for printing already accessioned carriers at the offsite vault

Labeling the Offsite Vault three two-man label teams three two-man label teams labels generated on-site or remotely from the Pickford Center 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 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 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 carriers in need of data entry (corrections) are pulled for examination by a cataloger labelers do not enter into Mavis labelers do not enter into Mavis

SQL Report for Labelers LOCATION/F NUMBER/TITLE #/COMPONENT #/# of CARRIERS LOCATION/F NUMBER/TITLE #/COMPONENT #/# of CARRIERS OVA.75/2.1 F OVA.75/2.1 F OVA.75/2.1 F OVA.75/2.1 F OVA.75/2.1 F OVA.75/2.1 F OVA.75/2.1 F OVA.75/2.1 F OVA.75/2.1 F OVA.75/2.1 F OVA.75/2.1X F OVA.75/2.1X F OVA.75/2.1X F OVA.75/2.1X F OVA.75/2.1X F OVA.75/2.1X F OVA.75/2.1X F OVA.75/2.1X F OVA.75/2.1X F OVA.75/2.1X F

Location Book the labelers also have a binder of available locations in our new vault at the Pickford Center 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 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 these labels are sorted by carrier size they are not generated by Mavis, though they do reflect new locations built in the location authority they are not generated by Mavis, though they do reflect new locations built in the location authority

Early Prototype of Barcoded Elements

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 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 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 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 Academy staff at the offsite vault and Pickford Center assist and oversee the placement of the cans in their new locations

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 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 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 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 only vault managers have this ability, most staffers can only modify a carrier’s current location

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

Locations in Mavis Current and Permanent

The New Vault