Dr Perfectionist: or How I Learned to Stop Worrying and Love the Quantity Damien Cassidy Digital Media Technical Analyst Digitisation & Imaging, DXD 18 November 2015

Presentation Overview Oral History and Sound Recordings Collection A brief history of digitisation activities to date Before Digitisation Begins The Thick of It The Process Things Can and Do Go Wrong Conclusions

Oral History and Sound Recordings Prior to 1991 the Mitchell Library had been receiving oral history and sound recordings, usually as part of larger collections of papers with some dedicated oral history collections being acquired.. Migrants from England to Australia aboard the "Eaton Hall" From the collections of the State Library of NSW After 1991 the Library became far more pro-active in seeking material for the oral history collection

Oral History Collection Sound recordings provide a different dimension to the Library’s collection – they invoke the sensations of voice and sound, contain rich storytelling and reveal nuances in mood, personality and language. Total Collection Estimates ≈12,400 original items (and growing) ≈11,610 hours 86% Cassette 11% Reel to Reel 3% DAT, CD, DVD, VHS… “Radio Publication Job” From the collection of the State Library of NSW

A Brief History of Oral History Digitisation Prior to the 14/15 fiscal year, some ad-hoc, reactionary and proactive digitisation was done. ≈ 975 Tapes ≈ 900 hours ≈ 1,600 Archival Master files 7.9% of the total collection

Digital Excellence Program A comprehensive 10 year digitisation program, it will transform the State Library from one of Australia’s most respected and valued libraries to a library internationally renowned for digital excellence. $22.4m for digitisation in the first 5 years enhancing access and online services Upgrade catalogue, collection management and website Develop industry capacity State Library of NSW

A Brief History of Oral History Digitisation In September 2014 a consultancy report was commissioned from the National Film and Sound Archive Develop the SLNSW QA framework Provide advice and guidance relating to roles and responsibilities Develop SLNSW audio standards, metadata, specifications and documentation. Define processes to check compliance to the requirements Define work practices to minimise damage to the collection Recommend components for on-site and on-line delivery

A Brief History of Oral History Digitisation Early in the 14/15 fiscal year, a pilot project was undertaken to test the waters and develop knowledge in the area. 4 Partners selected 868 Tapes ≈ 560 hours 1,262 Archival Master files 7.0% of the collection 14.9% of collection had now been digitised

A Brief History of Oral History Digitisation Armed with experience, knowledge and a newly recruited in-house expertise a rigorous selection process was completed and we commenced the Mass Digitisation Project. 4 Partners selected 4,904 Tapes ≈ 4,968 Hours 8,289 Archival Master files 40% of the total collection Just over 2 months to complete digitisation 53.7% of collection now digitised (45.8% in 14/15)

Before We Begin to Start Mass Digitisation

Quality Standards, Assurance and Control Quality Standards –Sets expectations Quality Assurance –Systems to meet the expectations Quality Control –Checks to assess expectations are met Compliance and delivery checks Quality checks

Quality Standards Supports project objectives Sets technical standards and specifications Sets data standards and specifications Clear and comprehensive Suitable as an assessment benchmark Sydney Harbour Bridge, Dawes' Point to Milson's Point, suspension design From the collections of the State Library of NSW

Quality Assurance Strategy QA Strategy Sets out the overarching principles and action plan Control room of underground power station, Snowy Mountains Scheme. From the collections of the State Library of NSW

Quality Assurance Strategy Identify and focus on areas of highest risk of quality issues Establish clear expectations (SoR) Establish open dialogue with vendors Evaluate and re-evaluate trust Scale QC accordingly Establish criteria for QC sample set

Pilot program Review Statement of Requirements Proof of Concept Original pencil sketch of Ebsworth family at Booral, Port Stephens. From the collections of the State Library of NSW

The Thick Of It Checking the Deliverables

Systems and Infrastructure QA Strategy What can computers do for us? Royal Agricultural Society Show. From the collections of the State Library of NSW

Systems and Infrastructure Semi-automated checks –In-house designed spreadsheets Integrated solutions –Dobbin Single Function Applications –BWF MetaEdit System Limitations

Systems and Infrastructure What can’t computers do for us? Look Listen Decide Listening to the Edison phonograph at rowing camp - Hawkesbury River, NSW. From the collections of the State Library of NSW

The Process All files are copied to network with Checksum validation BWF MetaEdit report of wave Files Spreadsheet tool to compare expected results with delivered results Discrepancies investigated

The Process Simple errors corrected (e.g. minor file naming issues) Comments evaluated All files processed by Audio File Inspector software Specific files marked for manual check

Manual Checks Files are compared to originals where possible Quality of transfer is assessed Content match is checked Scope of checking may increase

Things can and do go wrong From the collections of the Mitchell Library, State Library of NSW

Things Can and Do Go Wrong Resolving quality issues –Issue identification –Impact on QC scope –Isolated or Systematic –Us or them? Providing an opportunity to learn and refine

Dr Perfectionist: or How I Learned to Stop Worrying and Love the Quantity Damien Cassidy Digital Media Technical Analyst Digitisation & Imaging, DXD 18 November 2015