Embedded Files
The following kinds of material will require additional consideration from the processor:
Background or reference files may be kept if they contain unique information or evidence of important activities.
Drafts of non-critical documents or drafts reflecting stylistic changes may be very important in the case of an author or politician, but less important for businesses or organizations.
Newspaper clipping files can pose a challenge to researchers. The processor should weigh the physical condition and usability of the materials with their relationship to the key functions and activities of the creator.
Heavily annotated material, if they shed light on decision-making, creative processes, or important circumstances surrounding decisions and events, may be retained.
Unidentified photographs, sound recordings, or moving images may have limited research value without references to people, places, or time period. To review cassette and VHS tapes to better understand their value, use the "Cassette and VHS Tape Appraisal Guide" workflow below.
Certain record types that prominently feature sensitive data may need to be restricted or redacted before they are retained. See the Sensitive Materials section (public link) for more information.
Smaller, semi-relevant miscellaneous files can often be kept if it would take a large amount of time to review and determine their value.
Artifacts and larger materials that do not fit into regular boxes can often be photographed or copied to a smaller size at one of the Bentley's multifunction devices (MFDs). The photograph or copy can then be retained with the collection while the original item can be separated.
Cassette and VHS Tape Appraisal Guide
Cassette and VHS Tape Appraisal Guide
Processors can appraise standard audio cassette and VHS tapes using equipment in Bentley North, specifically a portable cassette tape player in the processing room and a VCR in the shipping room. For the VCR in the shipping room, the person who wants to use it should give the Lead Archivist for Audio Visual Curation a quick chat or email message.
It is important to note that actually reviewing tapes is a time-consuming task that should only be undertaken when necessary. As a reminder, the Bentley's standard processing procedure for audiovisual material is to simply describe it at the item-level using the guidelines described in the Description section of this guide. Furthermore, even if the processor decides to review these kinds of tapes during a processing project, not every tape needs to be reviewed (i.e., a sampling approach can be undertaken to determine the tapes' value).
Instead of reviewing all tapes, the processor should primarily focus on viewing those tapes that have blank or ambiguous labels. If the processor has a question about whether a tape should be reviewed or retained, they should consult with the Lead Archivist for Audio Visual Curation.
Appraisal Workflow
Appraisal Workflow
Make sure playback equipment is available.
For VHS tapes: either consult with the Assistant Director for Collections Management to make sure the Starr Room is not being used by a processing staff member or check with the Lead Archivist for Audio Visual Curation to ensure their VHS tape player is accessible.
For audiocassette tapes: reach out to the Lead Archivist for Audio Visual Curation to check if a cassette tape deck is open for use.
Once approved, gather the tapes to be reviewed and move to the appropriate location.
Prior to placing any tapes into the playback equipment, review them to identify potential conservation issues, such as cracked cases, sticky shed syndrome, or mildew/mold. If these playback issues are identified, do not insert them into the playback equipment; instead, consult with the Lead Archivist for Audio Visual Curation for next steps.
Set up the playback equipment (e.g., turn the equipment on, make sure the appropriate headphones are working, etc.).
Insert the tape into the playback equipment, press the "Stop" button, and rewind the tape completely. If the processor hears unusual squeaking noises or observes any issues with the tape itself, stop rewinding the tape, set it aside, and consult with the Lead Archivist for Audio Visual Curation as to next steps.
Once the tape has been rewound, review sample sections of the tape to appraise its value. Tapes that can be set aside for separation include those that:
Possess low archival value.
Display static, lack sound, or could otherwise not be played (e.g., have been demagnetized or possess other technical issues).
Repeat this process for every tape to be reviewed.
Other Tips
Other Tips
Betacam and U-Matic tapes are broadcast quality and are generally considered higher value than VHS tapes.
If you have concerns about whether a tape or film is suffering from acetate degradation, bring it to the conservation lab for testing. Tapes that are confirmed to be suffering from vinegar syndrome will need to be evaluated for long-term retention.
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