1. Bentley Project Reel Digitization Bentley Historical Library t
Melissa Hernández Durán
MAA 2013
June 21, 2013

2. Selection of Audio Materials
14,312 audio recordings
Formats include reels, discs, wire recordings, cylinders, and cassette tapes
Selection of recordings that document the history of the state of Michigan and the University of Michigan.
2012 – Selection & Prioritization
Two formats across collections
Reel-to-reel tapes
Cassette tapes
Prioritization

3. Metadata Collection Selection of Audio Materials
834 cassette tapes
1,650 reel-to-reel tapes
Selection of reel-to-reel tapes from UARP & MHC
Collecting priorities
High use
Research value
limited resources
Prioritized 1600
Radio broadcasts, speeches, oral histories, lectures, musical performances, interviews, religious and conference recordings.

4. Metadata Collection Collect Metadata Project Tracking Work Record
Descriptive
Technical/ Preservation Metadata
Project Tracking
Work Record
Shipping Date
Vendor digitizing
Digitization status: in process, completed, shipped, returned
To digitize 1,650 tapes we needed to have adequate planning and tracking
Collecting metadata
Tracking item & project progress
Descriptive & technical metadata
Recording information about the physical items as well as future digital files and digitization process
Provided to vendor
Associated /Used for new digital audio files
Database developed in Filemaker
Keeping it all together

5. Metadata Collection DB
Filemaker Pro Database
Fields for descriptive information
Technical & preservation metadata
Digital files & digitization process
DB based on video project db with modifications

6. Digitization Phase Outsourcing Outsourcing Period of 2 years
Number of audio materials
Availability of equipment to play cassette and reels
Time required
Expertise in audio engineering and formats
Outsourcing
Period of 2 years
Digitization
Quality control
ingest
description
4 shipments
Tapes selected
Metadata collected
Preparing
rehousing& shipping items
In-house vs. outsourcing:
Several reasons
Number of audio materials
Availability of equipment to play cassette and reels
Time required
Expertise in audio engineering and formats

7. Digitization Specifications
DLPS
Digital Library Production Service at University of Michigan’s Library
Sound Directions
Best Practices on Audio Preservation 2007
Preservation and production files
Access File
Audio Metadata Requirements
Broadcast Wave Format Metadata
METS file
Notes.txt file
Image Files
Models for our digitization specifications:
DLPS - Digital Library Production Service at University of Michigan’s Library
Sound Directions – Best Practices on Audio Preservation – Indiana and Harvard Universities
Decisions on:
Formats
Quality
Metadata
Details outlined in Request for Proposals & contract documents
Preservation and production files
BWF
96 kHz sampling rate
24-bit sampling size/bit depth
Pulse Code Modulated (PCM)
Access File
MP3 file
Variable bitrate

8. Workflow Selection of tapes Digitization by vendor Metadata collection
Pre-digitization activities
Selection
Metadata Collection
Preparing & shipping items
rehousing& shipping items
Digitization
Post-Digitization QC
Ingest
Description & Access
-Workflow does not stop at digitization
-Need to manage digital files

9. Post-digitization Phase
Ingest
Quality Control
Access
Workflow
Pre-digitization activities
Selection
Metadata Collection
Preparing & shipping items
rehousing& shipping items
Digitization
Post-Digitization QC
Ingest
Description & Access

10. Storage & Ingest Files received
Files copied onto local storage for processing
Processing Directory
Automated qc
Manual qc
Local storage
Network Attached Storage (NAS)
UM ITS
Replicated Value Storage
Ingest into institutional repository
Storage Solutions
Local
Off-site replicated
Institutional repository
Redundancy

11. Quality Control
Files received from vendor meet internal and archival standards
2 stages - automated and manual inspection of files
Open Source and internally developed software
JHOVE
Scripts
Database
Quality Control
automated & manual inspections
to ensure that the digital file structure meets the specifications for the project.
JHOVE provides functions to perform format-specific identification, validation, and characterization of digital objects.

12. Automated Validation Bentley Audio File Validator
Batch processes files
Results can be exported to database
Evaluation of:
File Structure
File Naming Conventions
Directory Structure
Embedded & external metadata - exists & is well formed
Checksums match
File Format
File Quality
Quality Control
automated & manual inspections
to ensure that the digital file structure meets the specifications for the project.
The evaluation includes validation of:
File Structure
File Naming Conventions
Directory Structure
Embedded & external metadata - exists & is well formed
Checksums match
File Format
File Quality

13. Manual Validation DB QC layout
File opens & plays - Content exists at the beginning, middle, end
Content matches description – check against existing information on recordings
Production and access files should have reduced or no distortion, hiss or problems with audio.
Notes field
on QC process
Track issues and communications with vendor

14. Access Delivering Content to researchers
Evaluate Rights & Permissions
Copyright status unknown or restricted
Technical aspects
Storage & delivery mechanisms
Restricted to local access through IP address
Reading room only
Secure workstations
No uploading, download, or file sharing
Issues
Deliver content to researchers?
Technical aspect - IT Infrastructure:
To store, manage, and provide access
Content is copyrighted or copyright cannot be determined
Reading room only
Secure workstations
No uploading, download
Blocks access to file sharing
Secure web portal
Descriptive data for everyone
Audio player only in reading room
Access restricted to local IP address

15. Project Challenges & Lessons Learned
Storage – big investment
Rights status resulting in restrictions to access
Importance of communications with vendor & documenting decisions
Partnering – ex. Storage with ITS
Learning from other institutions’ projects
Importance of :
Clear determinations& decisions with vendor
Communications with vendor & documenting decisions
Defined roles & responsibilities
Partnering – ex. Storage w ITS
Learning from other institutions – audio projects
planning

16. Resources Used
FADGI Digitization Activities -
Sound Directions -
CDP Digital Audio Working Group - Digital Audio Best Practices -
MLibrary DLPS Request for Proposals