What we will cover ACCESS TO MOVING IMAGE COLLECTIONS

Overview of Course Access issues relating to moving images themselves Access to related documentation and ephemera

Principal components of active access

Description: written information detailing resources Reference: expert assistance in locating resources Presentation: experience of using resources

Passive access
Archive initiated/curatorial driven
Exhibition Publications Lectures

Offers imposed perspectives, but can broaden access to rare/lesser known materials Benefits from curatorial connoisseurship

Loci of access
Physical
Visit to view/study actual item

Provision of access
Information
Provide answer to specific query

Guidance
Help narrow down patrons general query and guide to relevant answers or resources

Intellectual
Information about the resource: bibliographic citation

Instruction
Instruct patron in using bibliographic resources, catalogs, finding aids, etc. to perform detailed research

Virtual
Online surrogate

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Access by whom? Gear access policies to collection policies and users needs.
Open collections
General public Specialized researchers

Closed collections Restrictions on access

Varied access needs

General interest Specialized research Re-use (footage) Remakes Exhibition Preservation

Ethical aspects of access

Marketing vs. service approaches

Marketing and access

The provision of access, in its many forms, is the visible evidence - and often the political justification - of publicly-funded audiovisual archiving. It is also the raison detre of archiving, and the status of the profession depends to a large extent on how well it is done. Pressure on archives to generate revenue, to be conscious of their image, and to introduce user pays strategies are signs of an age in which heritage preservation seems increasingly expected to pay for it. --Ray Edmondson, in Audiovisual Archiving: Philosophy and Principles

Service-oriented perspective
Responsibility to select and organize collections to maximum effectiveness Strong knowledge of subjects and the principles and practices of the field Commitment to either answering a users question or referring to a source which can Belief in providing the same level of service to every user, no matter the subject of inquiry or the means for which the information will be used.

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Codes of ethics

Rights

FIAF ALA SAA

First Amendment Freedom of information Equality of access

Copyright
Provides measure of control over a work Assumes that economic benefit may be derived from creativity Assumes that economic benefit is limited in time Protects original expression persons unique way of saying something - not facts, ideas, systems, processes

Public domain determination criteria

U.S. works published in 1924 or earlier Abandoned and waived copyrights Intentional dedication by owner Federal employees work See http://www.copyright.cornell.edu/tra ining/Hirtle_Public_Domain.htm

Fair use determination criteria

Purpose and character of use, including whether such is of a commercial nature or is for nonprofit educational purposes Nature of the copyrighted work Amount and substantiality of portion used in relation to copyrighted work as a whole Effect of use upon the potential market for or value of copyrighted work Fair use test: uses that support the purpose of copyright versus undermining incentive to author

Readings
Bopp, Richard E. and Linda C. Smith Reference and Information Services: An Introduction. Third edition. Englewood, CO: Libraries Unlimited, 2001: 28-46. (M) Dingwall, Glenn. "Trusting Archivists: The Role of Archival Ethics Codes in Establishing Public Faith," The American Archivist 67:1 (Spring/Summer 2004): 1130.

The Australian Society of Archivists. Keeping Archives. Second edition. Port Melbourne, Australia: D W Thorpe, 1993: 273-305.

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Readings (continued)
Pugh, Mary Jo. Providing Reference Services for Archives and Manuscripts. Chicago: Society of American Archivists, 1992: 3-9. Benedict, Karen. Ethics and the Archival Profession: An Introduction and Case Studies. Chicago: Society of American Archivists, 2003: 1-20. Browne, Rachelle V. "What Can I Do and How Safe Is It?" "Copyright in a Digital Age" SAA Pre-Conference Workshop. August 20, 2003.

Web references
Edmondson, Ray. Audiovisual Archiving: Philosophy and Principles. Paris: UNESCO, 2004: http://portal.unesco.org/ci/ev.php?UR L_ID=15592&URL_DO=DO_TOPIC&URL _SECTION=201&reload=1091208335 Sections 3.2.6, 6.7, 7.3.2 (M) Gasaway, Lolly, Ed. "When Works Pass Into the Public Domain." http://www.unc.edu/~unclng/publ ic-d.htm (F)

INSTITUTIONS AND ACCESS POLICIES

Types of repositories and their access protocols

Access protocols typically determined by:
Nature of institution
Government, public, academic, private

Rarity of collections National cultural priorities

Museums
Generally collect unique/rare objects Mission prioritizes exhibition and conservation Consequently have strictly controlled access
Credentialed By appointment May be limited Sometimes access to digital surrogates is available

Libraries
Often collect mass-produced materials Mission usually prioritizes access over conservation Special or private libraries may have more museumlike policies Access protocols vary depending on type of institution

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Archives
Traditionally records repositories Often have unique or rare materials Access varies depending on affiliation, nature of collection: frequently has restrictions

Variations in policies between

Nonprofit Government Commercial

History of film archives' access philosophies

Early archivists efforts to safeguard film heritage mistrusted by producers Attitudes changed as studios realized profits from archivists foresight This history still leads some archivists to restrict even intellectual access to holdings in order to avoid possible legal battles

Access policies and fees

Restrictions limit handling of rare and fragile materials Fees can offset some of the costs of providing access

Negotiating access conditions in donor agreements

Donation preferable to deposit Best if donor agrees to institutions access conditions; otherwise can be problematic Should include permission to preserve materials and provide access to them

Establishing policies and fee structures

Must balance differing institutional requirements
Adequate time to retrieve, inspect materials Staff to create surrogates, operate equipment Policies must respect preservation needs of materials Policies must reflect funding realities

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Fundraising through access activities

Exhibition Research Duplication Licensing Outreach

SAMPLE FORMS
donor agreements reproduction policies licensing contracts fee structures

Readings
Loe, Nancy E. "Avoiding the Golden Fleece: Licensing Agreements for Archives," The American Archivist 67:1 (Spring/Summer 2004): 58-77. "Transcript Of Discussion," Cinema Journal XIV: 2 (Winter 1974-75): 47-63. Bowser, Eileen and John Kuiper, eds. A Handbook for Film Archives. New York: Garland, 1991: 169179. Kramer, Edith. "Should a FIAF Archive Ask for Copyright Clearance Before Showing a Film? An American Viewpoint," Journal of Film Preservation 47 (1993): 51-52. National Film and Sound Archive (Australia) Advisory Committee: Time in our Hands. Canberra: National Film and Sound Archive, 1985: 57-98.

Readings (continued)
Uricchio, William. "Archives and Absences," Film History 7 (1995): 256-263. Edmondson, Ray. Audiovisual Archiving: Philosophy and Principles. Paris: UNESCO, 2004: http://portal.unesco.org/ci/ev.php?URL_ID=15592 &URL_DO=DO_TOPIC&URL_SECTION=201&r eload=1091208335 Section 4.3 Edmondson, Ray. "Parallel Lives: Britain's National Film and Television Archive and Australia's National Film and Sound Archive Under Threat," Senses of Cinema 33 (October-December 2004): http://www.sensesofcinema.com/contents/04/33/arc hives_under_threat.html Sheldon, Karan and Sarah Ziebell Mann, eds. "'AMIA at 13: Surviving our Teenage Years' Transcript" (2005) and AMIA at 14: Communicating our Needs and Desires Transcript (2006): http://www.amianet.org/

Presentation of information
Physical Virtual Intellectual

Viewing conditions
As close to original as possible Surrogates

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Realities of preservation
Because audiovisual media are technologically based, the realities of preservation impinge on all the functions of an audiovisual archive. Preservation shapes the archives perceptions and decisions: access to material always has technological and cost implications, small or large. --Ray Edmondson

Access factors
Film viewing equipment
Higher reproduction costs Higher staffing and maintenance needs Higher quality (usually)

Video formats
Decreased transfer costs Decreased staffing and maintenance needs Decreased quality (usually)

Digitization project considerations

Scope and purpose of project Intended target audience and mode of delivery Standards, specifications, best practices (technical, metadata) Staffing Timing Infrastructure and content costs Funding sources (development and ongoing)

Collection websites
What are the primary components of a good collection website? What kind of design should a collection website have? What kind of information routinely appears on collection websites that is superfluous or duplicative?

Intellectual presentation
Gateways to bibliographic and holdings information Differing levels of control call for different types of descriptive gateways

Item-level description
Highly granular One record per title Usually forms the basis of catalogs

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Collective description
Respect des fonds (provenance): All documents from one department (fonds) kept together Original order: Retention of the original file structure as established by the creating agency Archival collection as organic whole - collective description of records in page format (finding aid) rather than catalog card descriptions for individual items

Audiovisual equivalent of respect des fonds and original order?

Copying is not a valueneutral act; a series of technical judgments and physical acts determine the quality and nature of the resulting copy. Documenting the processes involved and the choices made in copying from generation to generation is essential to preserving the integrity of the work. --Ray Edmondson

Compilations of information
Indices - periodical indices, website indices, review indices Bibliographies - compilations of subject-specific citations Guides - footage sourcebooks, catalogs of national output, directories, meta-bibliographies

Readings
Bottomore, Stephen. "A Critical View of Some Major Libraries: The Perspective of an Early Cinema Historian," The Moving Image 4:2 (Fall 2004): 87-110. Special Issue: Manual for Access to Film Collections, Journal of Film Preservation 53 (1997): 6-41. Gray, Frank and Elaine Sheppard. "Moving History: Promoting Moving Image Archive Collections in an Emerging Digital Age," The Moving Image 4:2 (Fall 2004): 110-118. Miller, Frederic M. Arranging and Describing Archives and Manuscripts. Chicago: Society of American Archivists, 1990: 19-30.

Readings (continued)
Edmondson, Ray. Audiovisual Archiving: Philosophy and Principles. Paris: UNESCO, 2004: http://portal.unesco.org/ci/ev.php?URL_ID=15592 &URL_DO=DO_TOPIC&URL_SECTION=201&r eload=1091208335 Sections 4.5.8-4.5.9 NINCH Guide to Good Practice in the Digital Representation and Management of Cultural Heritage Materials: http://www.nyu.edu/its/humanities/ninchguide/ Chapters 1-2. University of Victoria. Best Practices in Museum Website Design.: http://www.uvcs.uvic.ca/crmp/museumwebsites/ind ex.cfm Concept section.

REFERENCE AND USER SERVICES

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Components of reference services

Help the user to concretely identify what information they are seeking (via the reference interview) Interpret an institution's information organizational systems (catalogs) and holdings to users Provide bibliographic instruction in using print and electronic indexes, databases, and other reference tools Keep abreast of relevant past and current print and electronic reference tools and continually develop and update reference collections.

User informationseeking behavior

Most users start with easiest routes, even if they lead to less in-depth answers Traditional routes included friends, personal libraries Internet searches are now the typical first step But may not provide as thorough results as expert reference assistance

The reference interview

Can occur face-to-face, by phone, on-line Psychological/non-verbal components:
Encourage questions. Ascertain what people want to find out without feeling like you're invading their privacy.

Soliciting the reference query

Requires good communication skills to efficiently and accurately elicit the actual query Use questions to broaden or narrow the scope of the request

Determining what level of reference service is needed

Bibliographic instruction
Interpreting the collection and its organization for the user How to use the catalog, indexes, Internet resources, etc.

Finding the answer: Search strategies

Definition: organizing your research to make the most efficient use of your time by approaching the resources in a logical order, starting with those which are most likely to answer your query first. WHERE TO LOOK HOW TO CONSTRUCT A SUCCESSFUL SEARCH HOW LONG TO LOOK

In-depth research
This service often determined by institutional policy

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Where to look
Know your fields sources and their
SCOPE PURPOSE AUTHORITY AUTHENTICITY CURRENCY

Constructing a search
Boolean logic Broadening and narrowing Matching resource to type of query Tracings and footnote chasing Creativity

How long to look

Often takes longer than you expect Balancing time and resources Referrals

Interpreting/focusing the answer

Match retrieved information to the level of the inquiry and/or inquirer
Depth of response for children versus adults Students vs. general public Ready reference vs. in-depth research

If necessary, interpret/contextualize the answer

Film-specific reference
Finding sources for film prints
Distribution Archival Other

Reference assignment:
Look up two films, people, or subjects of your choice (one from the silent era and one from the sound era) across the following reference works. Write a 2 to 3-page paper describing your search strategies; whether you adjusted them when using different resources; what success you had; and what you learned about the scope, audience, and type of coverage offered by the various resources.

Finding and using stock footage Providing access to film stills

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Reference works
Batty, Linda. Retrospective Index to Film Periodicals 1930-1971. New York: R.R. Bowker Co., 1975. FIAF International FilmArchive Database. (Includes International Index to Film/TV Periodicals; Treasures from the Film Archives; International Directory of Film and Television Documentation Collections; and Bibliography of FIAF Members Publications). (available by subscription from Ovid and Proquest). http://www.ovid.com or http://www.fiaf.chadwyck.com Film Index International. British Film Institute and Chadwyck--Healy, 2004. <http://fii.chadwyck.com>. (available by subscription only) ---Film Literature Index: annual cumulation. Albany, New York: Filmdex, Inc., 1973-- 2006.

Reference works (continued)

Hanson, Patricia and Stephen Hanson, eds. Film Review Index. 2 vols. Phoenix, Arizona: Oryx Press, 1986-1987. ---International Dictionary of Films and Filmmakers. Fourth edition. 4 vols. Farmington Hills, MI: St. James Press, 2000. MacCann, Richard Dyer, and Edward S. Perry. The New Film Index: a bibliography of magazine articles in English, 1930-1970. New York: E.P. Dutton and Co., Inc., 1975. Museum of Modern Art Film Library. The Film Index: a bibliography. 3 vols. New York: H.W. Wilson Co., 1966. Schuster, Mel. Motion Picture Performers: a bibliography of magazine and periodical articles, 1960-1969. Metuchen, New Jersey: Scarecrow Press, 1971. (and Supplement, 1970-74)

Readings
Bopp, Richard E. and Linda C. Smith Reference and Information Services: An Introduction. Third edition. Englewood, CO: Libraries Unlimited, 2001: 47-96. Johnson, Catherine A. and Wendy M. Duff. "Chatting Up the Archivist: Social Capital and the Archival Researcher," The American Archivist 68:1 (Spring/Summer 2005): 113-129. Olson, Hope A. and John J. Boll. Subject Analysis in Online Catalogs. Second edition. Englewood, CO: Libraries Unlimited, 2001: 265-274. Thompson, Kristin. Report of the Ad Hoc Committee of the Society for Cinema Studies, Fair Usage Publication of Film Stills, Cinema Journal XXXII: 2 (Winter 1993): 3-20.

Readings (continued)
Fisher, Kim. On the Screen: A Film, Television, and Video Research Guide. Littleton, Colorado: Libraries Unlimited, 1986. (R) Huwe, Terence. Being Organic Gives Reference Librarians the Edge Over Computers, Computers in Libraries 23: 5 (2004) http://www.infotoday.com/cilmag/may04/huwe.sht ml (F) Ziebell Mann, Sarah, ed. "Bibliographic Guide to Moving Image Literature." 2004. http://homepages.nyu.edu/~szm1/bibguide.html (F)

REFERENCE AND USER SERVICES

Components of reference services

Help the user to concretely identify what information they are seeking (via the reference interview) Interpret an institution's information organizational systems (catalogs) and holdings to users Provide bibliographic instruction in using print and electronic indexes, databases, and other reference tools Keep abreast of relevant past and current print and electronic reference tools and continually develop and update reference collections.

Nancy Goldman

User informationseeking behavior

Most users start with easiest routes, even if they lead to less in-depth answers Traditional routes included friends, personal libraries Internet searches are now the typical first step But may not provide as thorough results as expert reference assistance

The reference interview

Can occur face-to-face, by phone, on-line Psychological/non-verbal components:
Encourage questions. Ascertain what people want to find out without feeling like you're invading their privacy.

Soliciting the reference query

Requires good communication skills to efficiently and accurately elicit the actual query Use questions to broaden or narrow the scope of the request

Determining what level of reference service is needed

Bibliographic instruction
Interpreting the collection and its organization for the user How to use the catalog, indexes, Internet resources, etc.

In-depth research
This service often determined by institutional policy

Finding the answer: Search strategies

Definition: organizing your research to make the most efficient use of your time by approaching the resources in a logical order, starting with those which are most likely to answer your query first. WHERE TO LOOK HOW TO CONSTRUCT A SUCCESSFUL SEARCH HOW LONG TO LOOK

Where to look
Know your fields sources and their
SCOPE PURPOSE AUTHORITY AUTHENTICITY CURRENCY

Nancy Goldman

Constructing a search
Boolean logic Broadening and narrowing Matching resource to type of query Tracings and footnote chasing Creativity

How long to look

Often takes longer than you expect Balancing time and resources Referrals

Interpreting/focusing the answer

Match retrieved information to the level of the inquiry and/or inquirer
Depth of response for children versus adults Students vs. general public Ready reference vs. in-depth research

Film-specific reference
Finding sources for film prints
Distribution Archival Other

If necessary, interpret/contextualize the answer

Finding and using stock footage Providing access to film stills

Reference assignment:
Look up two films, people, or subjects of your choice (one from the silent era and one from the sound era) across the following reference works. Write a 2 to 3-page paper describing your search strategies; whether you adjusted them when using different resources; what success you had; and what you learned about the scope, audience, and type of coverage offered by the various resources.

Reference works
Batty, Linda. Retrospective Index to Film Periodicals 1930-1971. New York: R.R. Bowker Co., 1975. FIAF International FilmArchive Database. (Includes International Index to Film/TV Periodicals; Treasures from the Film Archives; International Directory of Film and Television Documentation Collections; and Bibliography of FIAF Members Publications). (available by subscription from Ovid and Proquest). http://www.ovid.com or http://www.fiaf.chadwyck.com Film Index International. British Film Institute and Chadwyck--Healy, 2004. <http://fii.chadwyck.com>. (available by subscription only) ---Film Literature Index: annual cumulation. Albany, New York: Filmdex, Inc., 1973-- 2006.

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Reference works (continued)

Hanson, Patricia and Stephen Hanson, eds. Film Review Index. 2 vols. Phoenix, Arizona: Oryx Press, 1986-1987. ---International Dictionary of Films and Filmmakers. Fourth edition. 4 vols. Farmington Hills, MI: St. James Press, 2000.

Readings
Bopp, Richard E. and Linda C. Smith Reference and Information Services: An Introduction. Third edition. Englewood, CO: Libraries Unlimited, 2001: 47-96. Johnson, Catherine A. and Wendy M. Duff. "Chatting Up the Archivist: Social Capital and the Archival Researcher," The American Archivist 68:1 (Spring/Summer 2005): 113-129. Olson, Hope A. and John J. Boll. Subject Analysis in Online Catalogs. Second edition. Englewood, CO: Libraries Unlimited, 2001: 265-274. Thompson, Kristin. Report of the Ad Hoc Committee of the Society for Cinema Studies, Fair Usage Publication of Film Stills, Cinema Journal XXXII: 2 (Winter 1993): 3-20.

MacCann, Richard Dyer, and Edward S. Perry. The New Film Index: a bibliography of magazine articles in English, 1930-1970. New York: E.P. Dutton and Co., Inc., 1975. Museum of Modern Art Film Library. The Film Index: a bibliography. 3 vols. New York: H.W. Wilson Co., 1966. Schuster, Mel. Motion Picture Performers: a bibliography of magazine and periodical articles, 1960-1969. Metuchen, New Jersey: Scarecrow Press, 1971. (and Supplement, 1970-74)

Readings (continued)
Fisher, Kim. On the Screen: A Film, Television, and Video Research Guide. Littleton, Colorado: Libraries Unlimited, 1986. (R) Huwe, Terence. Being Organic Gives Reference Librarians the Edge Over Computers, Computers in Libraries 23: 5 (2004) http://www.infotoday.com/cilmag/may04/huwe.sht ml (F) Ziebell Mann, Sarah, ed. "Bibliographic Guide to Moving Image Literature." 2004. http://homepages.nyu.edu/~szm1/bibguide.html (F)

Reference Resources for Film Studies

Introduction to specific access tools on handout

Includes
Guides to the literature Bibliographies and indices Reviews Filmographies Biographies/ biographical dictionaries Distribution and stock footage

Guides to the literature

Exist for many fields Usually arranged by type of resource Generally include annotations describing scope, audience, etc. of resource

Many are available in online versions

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Bibliographies
Useful in locating books by subject
Often include more specific subject headings than larger library catalogs

Periodical indices
Major source of academic, critical, historical research Includes print and online indices Online sources enhance research efficiency Older print sources very useful for locating historical texts and perspectives Many online sources include full text

Reviews
Key sources for:
Reception studies Credits Distribution information

Information on specific films and people

Catalogs: national production, individual collections, union Subject filmographies: specific in scope; many include annotations and print sources General filmographies: Film Index International, AFI Catalog, Dictionary of Films and Filmmakers

Many, including Variety and New York Times available on Lexis-Nexis as well as individual publishers websites

Finding Films
Even older resources can help identify original distributor -- good starting point In-house resources such as PFAs documentation files, Film Notes, CineFiles IMDB can help identify original producer/distributor and video availability

Finding Film-related Documentation

Directories of archives Directories of documentation collections Union catalogs Bibliographic utilities

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Web Resources
Great variety of sources Assessing accuracy/quality of information can be challenging

Evaluating reference collections and services

Why?
Justify budget Identify ways to improve services Keep abreast of new resources Learn whether users are satisfied with service

Some evaluative techniques

Interview Questionnaire Observation Sampling

Designing evaluative tools

First decide what information you hope to learn Questions should be clearly stated, easy to answer (yes/no when possible) Keep surveys short for higher participation If possible, provide incentives

Reference collection development and evaluation

Awareness of reference resources currency and accuracy key to effective service Collection development should address
Subject area coverage Representative titles Currency of print and online resources Balance between budget and group served Budget appropriate to resource

Readings
Pugh, Mary Jo. Providing Reference Services for Archives and Manuscripts. Chicago: Society of American Archivists, 1992: 97-104. Thompson, Kristin and David Bordwell. Dear Archivist: An Open Letter on Access to Film Collections, FIAF Bulletin 45 (1992): 38-43. Bopp, Richard E. and Linda C. Smith Reference and Information Services: An Introduction. Third edition. Englewood, CO: Libraries Unlimited, 2001: 245-264. Research in Moving Image Archives: The Perspective of an Outside Researcher. AMIA 1998 Conference Proceedings.

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Readings (continued)
Krawitz, Jan. Archival Footage in Documentary Filmmaking: Practical and Aesthetic Considerations, Stanford Humanities Review 7:2 (1999): 102-112. Lanier, Jaron. Digital Maoism: The Hazards of the New Online Collectivism, Edge: The Third Culture (May 30, 2006). http://www.edge.org/3rd_culture/lanier06/lanier06_ index.html Wikipedia, Britannica: A Toss-Up, Wired (Dec, 15, 2005) http://www.wired.com/news/culture/0,1284,69844, 00.html

INDEXING AND SUBJECT ANALYSIS

Relevance and precision What is it about? and How will people look for and find it

Subject authorities
Organize terms so indexer can gather like items on same subject Enhances consistency and specificity of indexing Organized as syndetic structures (relationships between connected terms) Examples: LCSH, AAT, FIAF

Keyword vs. Controlled

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Keyword
Inexpensive Language more natural High recall (but not necessarily precise)

Controlled vocabularies
Higher degree of precision and relevance in retrieval Removes ambiguity among meanings of homographs More effectively derives meaning from contexts

Some advantages of controlled vocabularies:

Differentiating homographs
Boxers (shorts, dogs, athletes)

Synonyms
Hypnosis Hypnotism

Variant spellings
Catalog Catalogue

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Context

Permits browsing
Yugoslavia and history Vs. Yugoslavia -- history --date

Drawbacks
Cost Singular/subjective point of view detract from precision and consistency in use of terminology

Some types of indexes

Back-of-the-book Journal articles Shot indexes Subject headings and classification in catalogs

Writing abstracts
Very valuable in digital age Enhance effective keyword searching Offer rich conceptual description of item

Automatic indexing
Use of computer algorithms to extract and weigh keywords from texts and images New, developing field

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Steps
According to the ISO, subject indexing involves three steps:
Determining the aboutness or subject content of an item. Conceptual analysis to decide which of an item's aspects should be represented in the bibliographic record, and Translation of the concepts or aspects into a controlled vocabulary, thus creating access points.

Subject heading assignment principles

About-ness Specificity - coextensiveness Exhaustivity (level of) Precision and recall

Aboutness
Subtleties in interpretation of content (subjective aboutness) and search (retrieval aboutness) Contextual analysis vs. explicit meaning

Indexing images
Describe content of what is actually represented in image (woman and children) As well as What image is about (rural poverty)

Concepts to apply in selecting terms

Specificity Coextensiveness Exhaustivity

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LC guidelines
20% rule Go up in hierarchy if four or more concepts are covered

Precision and recall

Precision= number of relevant documents retrieved versus total number of documents retrieved Recall= number of relevant documents retrieved versus total number of relevant documents in the collection

Application of concepts
May vary depending on needs of different collections/situations

Tips
Be objective Think about how a searcher might look for item Possible readings

Readings
Terris, Olwen. What You Don't See and Don't Hear: Subject Indexing Moving Images, Journal of Film Preservation 62 (April, 2001): 40-43. (M) Yee, Martha, Subject Access to Moving Image Materials in a Marc-based Online Environment in Toni Petersen and Pat Molholt, Eds. Beyond the Book: Extending Marc for Subject Access. Boston: G.K. Hall & Co., 1990: 97-115. (M) Lanzi, Elisa. Introduction to Vocabularies: a Guide to Enhancing Access to Cultural Heritage Information. Los Angeles: The J. Paul Getty Trust, 1998: 8-15. (R) Library of Congress. Subject Cataloging Manual: Subject Headings. Fifth Edition. Washington, Dc: Library of Congress Cataloging Distribution Service, 1996.

Readings (continued)
Lancaster, F. W. Indexing and Abstracting in Theory and Practice. Third Edition. London: Facet, 2003: 5-40, 97-115. Layne, Sara Shatford. Some Issues in the Indexing of Images, Journal of the American Society for Information Science 45: 8 (1994): 583-588. Olson, Hope a. And John J. Boll. Subject Analysis in Online Catalogs. Second Edition. Englewood, Co: Libraries Unlimited, 2001: 87-109.

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Readings (Continued) Readings (Continued)

Shatford, Sara. Analyzing the Subject of a Picture: a Theoretical Approach, Cataloging and Classification Quarterly 6:3 (Spring 1986): 39-62. (F) Shatford, Sara. Describing a Picture: a Thousand Words Are Seldom Cost Effective, Cataloging and Classification Quarterly 4:4 (Summer 1984): 13-30. (F) Turner, James M. And Abby Goodrum. Modeling Videos As Works, Cataloging and Classification Quarterly 33: 3/4 (2002): 27-38. (F)

Besser, Howard. "Content-based Retrieval." Http://www.Nyu.Edu/tisch/preservation/progra m/04fall/content-based-retrieval.Html (R) Getty Research Institute. Art and Architecture Thesaurus. Http://www.Getty.Edu/research/conducting_res earch/vocabularies/aat/ (R) Library of Congress. Thesaurus for Graphic Materials 1: Subject Terms. Http://www.Loc.Gov/rr/print/tgm1/ (R) Informedia. Http://www.Informedia.Cs.Cmu.Edu/ (F) Prestospace. State of the Art of Content Analysis Tools for Video, Audio, and Speech. March 2005) Http://www.Prestospace.Org/project/public.En. Html (F)

PRINCIPLES OF INFORMATION RESOURCE DESCRIPTION, PART I

Cataloging
Process of creating and systematically arranging records describing materials held by a particular repository. Facilitates search and retrieval Supports administrative activities such as acquisitions, circulation, preservation, and rights management.

Descriptive Cataloging Tradition

Bibliographic entities most usefully identified by information within them (transcriptions of title page, title screen). Emphasis on distinguishing between entities with similar attributes

Conceptual model for identifying relationships among works, expressions, manifestations, and items

Fundamental Requirements for Bibliographic Records (FRBR)

A work is a distinct intellectual or artistic creation (Shakespeares Hamlet) An expression is the intellectual or artistic creation of a work (Branaughs Hamlet) A manifestation is the physical embodiment of an expression of a work (Branaughs Hamlet on DVD) An item is a single exemplar of a manifestation (Copy of Branaughs Hamlet on DVD held by a particular library)

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Objectives of the catalog

To enable a person to find a book of which either the author, the title, the subject is known To show what the library has by a given author, on a given subject, in a given kind of literature To assist in the choice of a book as to the edition (bibliographically), as to its character (literary or topical) --Charles Ammi Cutter

Archival arrangement and description

Records most usefully identified in context of fonds, rather than document by document (no transcription archivists determine title and author) Emphasis on collective, rather than individual, arrangement and description (guide to contents of collection rather than contents of documents)

Arrangement
Identifying or bringing together sets of records derived from a common source which have common characteristics and a common file structure Identifying relationships among such sets of records and between records and their creators

Description
Origin, context, and provenance of different sets of records Filing structure Form and content Relationships with other records Ways in which they can be found and used

Functions of the moving image archival catalog

For preservation activities, can help identify and locate extant versions of an item For researchers, can assist in determining where or whether desired moving image works exist and can provide multiple access points For archivists, can serve as a tool to facilitate access to collections

Content standards
Guidelines prescribing what type of information is recorded in the description and how it is formatted. Benefit from others previous work Cataloging becomes more methodical Enables interoperability

Nancy Goldman

Moving image cataloging content standards

Anglo-American Cataloging Rules, second edition, revised (AACR2r) Archival Moving Image Materials: Second Edition (AMIM2) FIAF Cataloging Rules for Film Archives Describing Archives: A Content Standard

Established lists of controlled terms Subject headings

Library of Congress Subject Headings (LCSH) FIAF Subject Headings

Controlled vocabularies and authority control

Genre headings
Moving Image Genre-Form Guide (MIGFG) Moving Image Materials: Genre Terms (MIM) Art and Architecture Thesaurus (AAT) Library of Congress Thesaurus for Graphic Materials (LCTGM)

Name authorities
(authorities.loc.gov)

Classification
Call numbers generated for identification of physical location of item Call numbers assigned using an established classification scheme which arranges classes, usually subject classes, according to a set of preestablished principles (Library of Congress, Dewey)

Readings
Taylor, Arlene G. Organization of Information. Second edition. Westport, CT: Libraries Unlimited, Inc., 2004.: 1-23, 201-235. Library of Congress. Archival Moving Image Materials: A Cataloging Manual. Second Edition. Washington: Library of Congress, 2000. American Library Association, Canadian Library Association and Chartered Institute of Library and Information Professionals. Anglo-American Cataloguing Rules, Second Edition, 2002 Revision: 2004 Update. Chicago, American Library Association, 2004.

Readings (continued)
Miller, Frederic M. Arranging and Describing Archives and Manuscripts. Chicago: Society of American Archivists, 1990: 3-10, 79-87. Society of American Archivists. Describing Archives: A Content Standard. Chicago, Society of American Archivists, 2004.

PRINCIPLES OF INFORMATION RESOURCE DESCRIPTION, PART 2

Nancy Goldman

Setting cataloging priorities

Nature of institution Type of collection Cataloging different types of materials to different degrees

The ideal
Create full catalog record for each item Transcribe information directly from item Supplement information with secondary sources

The real world

Often cant view item being cataloged Catalog from secondary sources published works, distributor catalogs, other catalog records sometimes results in attributing incorrect filmographic information to item Strive for a balance catalog obvious works from secondary sources and view more complicated works (at least for head and tail credits)

Levels of cataloging
OCLC, AACR2r, AMIM describe levels; institutions may interpret/define differently PFAs interpretation:
Inventory level: may be as brief as title, format/gauge, accession/classification number. Ideally, director, date, and country also noted. Minimal level: title, alternate titles, director, production company, years of production and release, country of origin, physical description (medium, gauge, format, color, sound), running time, some technical and cast credits, accession number. Can be based on information from secondary sources. Full level: moving image viewed completely, data taken directly from item, reference citations included, series title identified, summary note written, authority work for subjects and names, condition and preservation information noted.

Collection level
Used to catalog multiple works collectively in one record Some examples
Home movies from one family Commercials from same creator Multiple nights of same performance

Factors in cataloging various types of moving images

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Features

Documentaries

Easiest to find information on item in secondary sources Newer releases have voluminous credits that can exceed record field lengths Subject and genre access less of a priority because information is readily available elsewhere.

Subject access especially useful for researchers Shot level indexing extremely time-consuming Must consider level of detail of indexing (bridge versus Golden Gate Bridge)

Newsreels, stock footage, home movies

Can be more challenging to catalog as much less information available on item and in secondary sources Multiple titles, parts, series Often have to supply title, identification information. Summary notes and index terms very helpful

Avant-garde works
Frequently need to use secondary source information to identify (Jordan Belsons spiral logo) Difficult to locate secondary sources to use Difficult to ascertain version, completeness Genre lists are insufficient may need to supplement with local vocabulary

Non-Roman alphabets
CJK character sets often cannot be translated by cataloging systems Transliteration may be a better option for most archives ALA-LC Romanization Tables: Transliteration Schemes for Non-Roman Scripts details schemes and rule changes language-bylanguage

Diacritics
Non-Western European diacritical marks often cannot be translated by cataloging systems 2 character scheme versus ASCII compatibility issues Unicode may solve the problem eventually

Nancy Goldman

Shot-level indexing
Very labor intensive Essential for libraries licensing stock, news footage Sometimes secondary source materials can supplement indexing (shooting logs)

Cataloging versions
Case study: Robert Wilson Audio/Visual Collection at New York Public Library
Use of FRBR Description of inventory process Problems and solutions

Readings
Taylor, Arlene G. Organization of Information. Second edition. Westport, CT: Libraries Unlimited, Inc., 2004.: 297-322, 331-341. Terris, Olwen. Cataloguing From Secondary Sources, Journal of Film Preservation 57 (1998): 28-32. Terris, Olwen. There Was This Film About . . . The Case for the Shotlist, Journal of Film Preservation 56 (1998): 54-57.

Readings (continued)
International Federation of Film Archives. Film Cataloging. Brussels: FIAF, 1979: 67-75. Harrison, Helen P., ed. Audiovisual Archives: A Practical Reader. Paris: UNESCO, 1997: http://www.unesco.org/webworld/ra mp/html/r9704e/r9704e00.htm Section 5.4

PRINCIPLES OF INFORMATION RESOURCE DESCRIPTION, PART 3

Data structure standards

How to label the data for the computer, not how to catalog an item Types of metadata
Descriptive (bibliographic): about item being cataloged. Technical (preservation, packaging, bitstream documentation): about processes used to encode data for digital objects. Administrative: about management and ownership of digital objects.

Nancy Goldman

Descriptive metadata schemas

MARC-21 Dublin Core Encoded Archival Description

Crosswalks
Map from one schema to another Map from nonstandardized system to standardized one Enable sharing of information even when cataloging standards differ Can be time-consuming and still may require editorial oversight

Usefulness of MARC format

Records can migrate from system to system; preservation of data across software and hardware changes; possibly this is the one argument that holds even in a commercial organization such as a studio or network. The more complex the coding, the more indexing and display options are available Allows merging of data from more than one institution into shared databases to support Shared cataloging Cross-institution searching for scholars and researchers Research concerning holdings at other archives to support preservation projects

MARC Format Elements

Record structure - overall framework of MARC record Content designation - set of symbols by which data in the record are identified and manipulated (field tags, indicators, subfield codes) Data content - record-specific information, field-by-field (catalog information)

--Martha Yee

Structure of the MARC record

0xx Control information 1xx Main entry 2xx Title and statement of responsibility 3xx Physical description 4xx Series statements 5xx Notes 6xx Subjects 7xx Added entries 8xx Series added entries 9xx Local information

0xx Control information

Classification number (050 LCCN, 082 DDN)
050 00 ML50.A199 $b N612 1988

Accession number (099 PFA)

099 ## 1604-09-2250

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1xx Main entry

100 Personal author main entry
100 1x Mozart, Wolfgang Amadeus, $d 1756-1791.

2xx Title and statement of responsibility

245 Title and statement of responsibility 245 00 Broken blossoms, or The yellow man and the girl $h [videorecording] / $c adapted from a story by Thomas Burke ; under the personal direction of D.W. Griffith ; United Artists ; a Paul Killian film classic presentation. 246 Varying form of title 246 30 Broken blossoms. 250 Edition 250 xx Collectors ed. 257 Country of production 260 xx United States. 260 Distribution information 260 xx New York, NY : $b Kino Video, Inc., $c c1992.

130 Uniform title main entry

130 0x Shichinin no ronin

3xx Physical description

$a Extent, format, length
300 xx $a 2 reels of 2 (ca. 89 min., ca. 3,200 ft.) :

5xx Notes
500 Copyright, general notes. 505 Contents 506 Use restrictions 508 Technical credits 511 Cast 520 Summary 541 Acquisition/provenance 583 Condition

$b Other physical details

$b opt. sd., b&w (tinted) ;

$c Dimensions
$c 16mm

$3 Base, generation
$3 safety print.

6xx Subject and genre terms

650 Subject added entry topical
650 x0 $a Strikes and lockouts $x Agricultural laborers $z California.

7xx Added entries

700 Personal name added entry
700 1x $a Clarke, Shirley, $e filmmaker.

655 Genre and form terms

655 x7 $a News. $2 mim

710 Corporate name added entry

710 20 Warner Bros.

Nancy Goldman

Readings
Taylor, Arlene G. Organization of Information. Second edition. Westport, CT: Libraries Unlimited, Inc., 2004.: 141-156. Taylor. 69-97, 159-192. Bulterman, Dick C. A. "Is It Time for a Moratorium on Metadata?" IEEE Multimedia (OctoberDecember 2004): 10-17. Understanding MARC Bibliographic. http://www.loc.gov/marc/umb/

Readings (continued)
PrestoSpace. Analysis of Current Audiovisual Documentation Models, Mapping of Current Standards. March 2005: http://www.prestospace.org/project/public. en.html PREMIS. Data Dictionary for Preservation Metadata: Final Report of the PREMIS Working Group. May 2005: http://www.oclc.org/research/projects/pmw g/ Research Libraries Group. Descriptive Metadata Guidelines for RLG Cultural Materials. 2005: http://www.rlg.org/en/page.php?Page_ID= 214

COLLABORATIVE ACCESS PROJECTS

Encourage distributed intellectual, virtual and physical access to collections

Union catalogs
Standardized bibliographic records Listing of institutions holding item Facilitate shared cataloging Examples
WorldCat (OCLC/RLG) Moving Image Collections (MIC) Treasures from the Film Archives

Film catalog data exchange projects

National Moving Image Database (NAMID) FIAF Treasures from the Film Archives Moving Image Collections (MIC)

Finding aid directories

ArchivesUSA
5,500 repositories 142,000 collections of primary source material entire collection of NUCMC from 1959 to the present

Online Archive of California

single, searchable database of finding aid to primary sources and their digital facsimiles. Over 120,000 images; 50,000 pages of documents, letters, and oral histories; and 8,000 guides to collections

Nancy Goldman

Digitization project registries

ARL Digital Initiatives Database http://www.arl.org/did/ UNESCO/IFLA Directory of Digitized Collections: http://www.unesco.org/webworld/ digicol/Digitization_projects/ University of Arizona Clearinghouse of Image Databases http://clearinghouse.ltc.arizona.edu/ search.asp

Traveling programs
Examples National Film Registry Tour New Zealand Film Archives Travelling Film Show

Readings
Taylor, Arlene G. Organization of Information. Second edition. Westport, CT: Libraries Unlimited, Inc., 2004.: 2946, 103-132. Cherchi Usai, Paolo. Silent Cinema: An Introduction. 2nd ed. London: BFI Publishing, 2000: 77-90. Leab Martin, Abigail. "No Longer Reinventing the Wheel But Creatively Skinning the Cat: The Goals and Purpose of the Association of Moving Image Archivists' Compendium of Moving Image Cataloging Practice," Film History 13 (2000): 156-173. (R)

Readings (continued)
Ziebell Mann, Sarah. Treasures from the Film Archives and International Film Cataloging Data Exchange, Journal of Film Preservation 64 (April, 2002): 35-37. Society of American Archivists and Association of Moving Image Archivists. AMIA Compendium of Moving Image Cataloging Practice. Chicago, Society of American Archivists, 2001. Taves, Brian. Toward a Comprehensive Genre Taxonomy, The Moving Image 1:1 (Spring 2001): 131-150. MIC website: http://mic.loc.gov

SOFTWARE, STATISTICS, AND BUDGETING

Types of systems
Online public access catalogs / Integrated library systems Image databases Asset management systems

Nancy Goldman

Types of software
Large networked systems Smaller stand-alone or Local Area Network (LAN) systems Modified standard database programs

Preparing an RFP
Useful even for evaluating lower-cost solution
Helps you clearly assess needs Identify and prioritize features, function, cost, support Responses will help compare products

Decision points
Functionality Price point Platform Support Interoperability Longevity

Prioritize them according to your planned needs

How will users access your catalog (on-site, remotely, both?) Number of records, platforms (in-house and remote) Integrated or separated functions Protection of confidential information Plans to include digitized images

Software evaluation
Find information at conferences, in reports
American Library Association Other professional associations Library Technology Reports Network with others doing similar work If possible, test before purchasing

Software installation
Make sure contract specifies issues such as installation, data migration, ongoing support Test migration
Create testbed of records with all relevant fields and a test record with data in every field

Test retrieval
Searches in all fields Compare to searches in old system

Nancy Goldman

Cataloging and Digitization Statistics Case study: IMAP cataloging template

Will vary depending on project Useful to analyze, compare with other projects to gauge timelines and workflows Examples from:
NYPL PFA AMMI

Readings
Olson, Hope A. and John J. Boll. Subject Analysis in Online Catalogs. Second edition. Englewood, CO: Libraries Unlimited, 2001: 275-300 Harrison, Helen P., ed. Audiovisual Archives: A Practical Reader. Paris: UNESCO, 1997: http://www.unesco.org/webworld/ramp/ht ml/r9704e/r9704e00.htm Section 6.1, Part II (Questions To Be Put to Systems Suppliers Moving Image Collections. Cataloging and Metadata Portal, http://mic.imtc.gatech.edu/catalogers_porta l/cat_system.htm Sections on Selecting a System, Integrated Library Systems, and Asset Management Systems

Readings (continued)
The Data Magician. http://www.folland.com Integrated Library System Reports. http://ilsr.com/sample.htm Library Technology Guides. http://www.librarytechnology.org/ Library Technology Reports. https://techsource.ala.org/rna.pl?secti on=ltr

Nancy Goldman