Getting started



The first thing to do is to get an overview of what is in the collection: which types of tape, how many of each? Create order by putting the same types together: open reel with open reel, U-matics with U-matics, VHS cassettes with VHS cassettes, etc.
While you are sorting through the tapes to make a first inventory, it is not always convenient to enter all the data into your computer system. It may be more practical to note your observations on a sheet and update your database from these notes in a second step.

A checklist of data you may wish to collect while working on the collection is presented below. Start by looking at the box of the tape. Scan the text on the box to keep it in your computer system, or make a scan or/and a photocopy to keep with the data sheet.

For each tape, enter the data on brand, length, type, technical specifications etc. on the sheet, as well as any information on registration numbers, contents, date, and location that may be written on the box (or on any labels on the cassette or tape spool). Pay attention to information on the sides of the box as well.

Later you can enter all data (Meta-Information) into a tape data sheet in your computer or to the Metadata computer programme. This is the digital backbone that provides access through your catalogue and holds data for management of the collection.

Make sure the system can generate separate reports for every individual tape. It is often useful to have a sheet for every tape summarising all available information. For instance, if you decide to have a number of tapes digitised, you can hand the data sheets to the video preservation vendor together with the tapes. The information on the sheets is relevant for the video technician and can be supplemented with information about contents or, for that matter, anything worth noting that turns up when the tape is played and processed for digitisation.

At a later stage, provided you have the necessary playback equipment, view the content of the tape to make detailed notes and create more meta-data for subject, location, people etc. If there is spoken commentary, there may be notes pertaining to this, or you could choose to transcribe some of it for easy reference.

Then decide which tapes are most urgently in need of preservation and the first candidates for digitisation. The classification on the Video Format Identification pages (with the Little coloured squares indicating the risk level of the tape), can act as a guide.

See a sample at the next step.

Checklist tape status