Archival Copies of Video Tapes

Erich Kesse
University of Florida
George A. Smathers Libraries

Policy Statement

The George A. Smathers Libraries at the University of Florida purchase analog video tapes in one-half inch VHS format. These are considered research material rather than instructional materials for class presentation. Videos which support instructional purposes are purchased by the Office of Instructional Resources (O.I.R.) with the intention of avoiding costly duplication of resources.

Select video tapes will be duplicated and housed by the University's Office of Instructional Resources (O.I.R.) under the authority of the Libraries' Preservation Office in accordance with the "Fair Use" provisions of Title 17, United States Code. Video tapes selected shall be those with a purchase price greater than $80, or acquired from a foreign source or with a foreign imprint, or which may be difficult or impossible to replace if the original is damaged, lost or stolen. Video tapes not selected for duplication and archiving will be processed and sent to the designated holding location. The Libraries will maintain a blanket with OIR to cover the cost of duplicating up to 200 video tapes in any given fiscal year.

The duplicate copy will be cataloged and used as the circulation copy. Circulating copies will be labeled with a statement regarding fair use and copyright restrictions. Original video tapes sent to O.I.R. for duplication shall be maintained by O.I.R. under "archival" conditions and shall be surveyed periodically by Preservation staff for indications of deterioration, climate control, etc.

Separate procedures maintained by the Preservation Office detail transactions, etc.

Procedures

Purchase of Video Tapes

The Libraries purchase analog video tapes in one-half inch VHS format. These are considered research material rather than instructional materials for class presentation. Videos which support instructional purposes are purchased by the Office of Instructional Resources (O.I.R.) with the intention of avoiding costly duplication of resources.

Ordering Video Tapes: Request Archive Notes

When ordering video tapes in the on-line environment, a note reading, "REPRODUCE", may be placed in the "NOTES" field of the Copy Holdings Screen in the Libraries' LUIS (i.e., NOTIS based on-line catalog) when the collection manager determines that replacement may be difficult or impossible if the original is damaged. (Do not use this note for items subject to theft. Lost, missing and stolen items must be repurchased under Fair Use provision of U.S. Copyright Legislation.)

Technical Services Routing of Video Tapes

Video tapes received by the Acquisitions Department are routed to the Catalog Department, where they are cataloged and item records assigned. Tapes are subsequently routed to the Preservation Office's Reprographics Unit. The security of video tapes is maintained at all routing points.

In the Preservation Office, all video tapes will be processed, then routed within the Office to the Reprographics Unit which will review the order record and copy holdings screen for each video tape. Tapes with a purchase price greater than $80, acquired from a foreign source or with a foreign imprint, or containing the note, "REPRODUCE", on the Copy Holdings Screen will be selected for duplication and archiving (cf, below). Tapes not selected for duplication and archiving will be sent to the designated holding location.

Duplicating and Archiving Video Tapes

Video tapes selected for duplication and archiving will be routed, together with a transmittal form (cf, attachment) to O.I.R. by the Preservation Office. Prior to routing, Reprographics Unit staff will add copy holdings and create an item record for the copy which will be generated; the item's piggy-back barcode will be attached to the transmittal form; and the duplicate copy, charged out to a NOTIS circulation VideoDup Patron ID. Also prior to routing, staff will set the class code of the master to a code which will suppress display in the public LUIS catalog.

The Libraries will maintain a blanket with O.I.R. to cover the cost of duplicating up to 200 video tapes in any given fiscal year. Each use of the master tape subjects it to deterioration or damage. O.I.R. will duplicate videos on tapes meeting the following specifications in order to minimize deterioration of duplicate tapes which eventually will necessitate re-use and duplication of the master tape.


Specifications for Raw Video Tape And Duplication

Tapes should be good quality, name brand polyester base cassette tapes, no less than 1.5 mil thick, and rated by the manufacturer for high-quality copy. Tapes should be no longer than 2 hours (i.e., T-120) in length recorded at the fastest speed. The shorter the tape length, the better.

Tape should be recorded at the fastest machine speed possible, and immediately rewound to the START position. Each copy should represent exact 1 to 1 duplication, with no more or less than was originally recorded on the master from which the duplicate was made.


Upon receipt, O.I.R. duplicates the original, master tape and returns the duplicate copy, together with the completed transmittal form, to the Preservation Office. Reprographics Unit staff remove the piggy-back barcode from the transmittal form to the duplicate copy and discharge it from the NOTIS circulation system. On the Copy Holdings Screen, staff delete the note, "REPRODUCE", if present from the note field of the master tape's copy holdings level. Also, in the bibliographic record for the master tape, staff record O.I.R.'s control number from the transmittal form to a 035 field, structured: "035 :: (FU)Video OIR <control number>". If funding does not allow transmittal, the item is processed for shelving and use, and a 035 field, structured: "035 :: (FU)rvYYMM" (e.g., "035 :: (FU)rv9210"), is recorded in the item's bibliographic record which may be used to identify items pending funding for duplication and archiving.

O.I.R. retains and "catalogs" master video tapes in its collection with a note that the master belongs to the Libraries and has restricted used, and that the use copy is in the Libraries' collection. O.I.R. is responsible for the security and use of the archival master while in storage. The Libraries assumes responsibility for authorized duplication under the preservation and fair use provisions of U.S. copyright legislation.

Preservation and Fair Use of Master Video Tapes

O.I.R. maintains master video tapes under climate controlled conditions in containers meeting the following specifications and supplied by the Libraries. The Libraries' Preservation Office will review storage conditions no less than once every year, and the quality of stored master tapes at least once every three years based on random sample.


Specifications for Video Tape Storage And Containers

Tapes should be stored in plastic video tape storage boxes of inert polypropylene or polyethylene. Cardboard sleeves in which tapes are delivered from the manufacturer should be removed and discarded. Paper fibers or coatings may be electrostatically attracted to and damage video tape.

Tapes should be stored in a vertical, not horizontal, position and should be rewound at least once a year on a rewinding device rather than a video tape player. Once a year, master tapes should be wound onto the tape's other hub and stored that way for the remaining year or until used.

Tapes should be stored away from heat. They should never be laid on top or near the transformers of VCRs, televisions or audio receivers. These devices emit magnetic fields that can damage magnetic media such as video tape. Tapes should also not be stored near metal containers or on metal shelves if there is any danger these may conduct electricity or generate magnetic fields.

Labels should be affixed to both the tape cassette and storage box. They should designate all pertinent information (e.g., date, tape number, title, etc.).

Master video tapes should be maintained in a regulated climate zone. Temperatures in this zone should be no greater than 65 degrees Fahrenheit. Relative humidity in this zone should be between 35% and 45%, with fluctuations no greater than plus or minus 5% in any twenty-four hour period. Air filtration systems should be capable of removing particulates and other contaminants greater than 150 microns. These systems should also be capable of removing oxidants including peroxides and automobile emissions which damage video tapes. Air flow in this zone should be no fewer than 4 changes per hour.


Master tapes will to be used only for purposes of duplication authorized by the Libraries' Reprographics Unit Head, Preservation Officer, or Director for Technical Services. No more than one copy, master or duplicate, will be in circulation or use at any time. The duplicate copy may be replaced by a new duplicate generated from the master when a former duplicate has been damaged or has deteriorated. A new duplicate may also replace a former duplicate when it has been declared "lost" (cf, Circulation procedures for lost and missing items) and the title is out of copyright (i.e., in the public domain) or written permission has been obtained from the copyright holder. Transmittal forms shall be used to communicate this replacement need.

The duplicate copy will be used as the circulating copy. Circulating copies will be labeled with a statement regarding fair use and copyright restrictions. Text of labels shall read as follows.


NOTICE: WARNING OF COPYRIGHT RESTRICTIONS AND LIMITATIONS.

The copyright law of the United States (Title 17, United States Code) governs the reproduction, distribution, adaptation, public performance, and public display of copyrighted material. Under certain conditions specified in law, nonprofit libraries are authorized to lend, lease, or rent copies of video tapes to patrons on a nonprofit basis for nonprofit purposes.

Any person who makes an unauthorized copy or adaptation of the video tape, or redistributes the loan copy, or publicly performs or displays the video tape, including display during classroom instruction, except as permitted by Title 17 of the United States Code, may be liable for copyright infringement.

This institution reserves the right to refuse to fulfill a loan request if, in its judgment, fulfillment of the request would lead to violation of the copyright law.


Video Tape Duplication

Transmittal Form


   +---------------------------------------------------------------+
    To be completed by Libraries staff:
   +---------------------------------------------------------------+

    01. Libraries' control/NOTIS number:

    02. Attach a print-out of the tape's NOTIS record.

                                      PLACE BARCODE HERE PLACE
    03. Create copy level & item      BARCODE HERE PLACE BARCODE
        record for duplicate copy.    HERE PLACE BARCODE HERE
        Attach piggy-back barcode     PLACE BARCODE HERE PLACE
        for duplicate copy here       BARCODE HERE PLACE BARCODE
                                      HERE PLACE BARCODE HERE
                                      PLACE BARCODE HERE PLACE

    04. Attach barcode number strip   BARCODE NUMBER STRIP HERE
        here                          BARCODE NUMBER STRIP HERE
                                      BARCODE NUMBER STRIP HERE

    05. O. I. R.   A C T I O N   R E Q U E S T E D :

        ( ) Please duplicate and archive the accompanying tape.
            Complete & return this form with the duplicate copy.

        ( ) Please duplicate O.I.R. tape number:               .
            Complete & return this form with the duplicate copy.

    06. I certify that the action requested above is in compliance
        with U.S. Copyright legislation as interpreted through the
        Libraries' policies; and that the master tape is property
        of the George A. Smathers Libraries.

        Authorized Signature:                                      .
        Authorized Signatures include: Bob Harrell, Erich Kesse,
        or Martha Hruska.              Questions? Call 392-6963.
   +---------------------------------------------------------------+

    To be completed by O.I.R. staff:
   +---------------------------------------------------------------+

    07. O.I.R.'s control number for archived tape:                 .

    08. O.I.R. Staff Signature:                                    .
   +---------------------------------------------------------------+


            *P 14*RETURN THIS FORM*P 20*
          *P 14*WITH DUPLICATE TAPE.*P 20*
+--------------------------------------------------------------------+


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URL: http://cool.conservation-us.org/byauth/kesse/kessvid.html
Timestamp: Sunday, 23-Nov-2008 15:20:11 PST
Retrieved: Monday, 20-Nov-2017 19:05:13 GMT