Preservation and Provision of Access of a national non-broadcast archive:

the digitization of the Music collection of the National Library of Israel

Dr. Gila Flam

ORIGINAL PROJECT PLAN

Collections

original Number of Items

Hours of Recording

Amended number of

items

Amended number of

hours

Sound Enginee

r Working Hours

Cataloguing Working Hours

1.1Kol Israel Records (78rpm records)

K8,000 1,500 7,6002,0006,000 -

1.2Studio and Field Recordings BORN DIGITAL (CDs & sound files)

CD1,400 1,500 2,4002,4001,500 2,800

1.3Field recording on tapes (RR tapes)

YC, Y8,000 10,000 6,7005,00010,000 54,000

1.4Field recordings on Compact Cassette and DAT (Digital Audio Tape)

Y1,500 1,500 2,5003,0001,500 1,000

1.5Kol Israel Tape Collection (audio CDs)

MCD10,000 300 6,800300350 600

1.6Rare records from the Jacob Michael collection and the NSA collection (78 rpm records)

JMR, TAK

4,000 1,333 4,0002,6002,000 2,000

1.7Early records of the NSA collection (LP records)

JR2,000 1,500 2,0001,5003,000 4,000

1.8Modern collection of Jewish music (commercial CDs)

CD7,000 7,000 5,4005,4007,000 3,000

1.9Non-commercial and Field Recordings on Video

Y240 240 274240 240 240

1.10Rushes and Masters of video and productions

Y100 100 167100 100 200

total42,24024,97337,84122,540

Collection items hours1.1 Kol Israel Records (78rpm records) [K]7,6002,000

DigitizationIn-house

Work schedule:Done:Left to do:

March 2009 – Oct. 2011 ~7000 78 acetate records ~ 700 large records + ~ 100 stereo records

CataloguingState at beginning of project:

Current state:Left to do:

One catalog record per side (semi-analytic; access provided to individual songs through title/word search) As above. Catalog records corrections, based on listening; sound file editing based on markers (*.MRK) + full analytic cataloguing

Ingest to DTL DAMM – provision of online access

80% ingest100% by December

Special problemscomplete ingestcopyright

“loose ends”Sound editing for items digitized only as separate tracks (hence not ingested = not accessible)

DigitizationIn-house

Work schedule:Done:Left to do:Tasks:

Finish time estimate:

January 2009 – April 2011 ~2000 burned CDs ~500 damaged CDs Restoration of damaged CDs, convert ~ 100 TK2 file sets to WAV [restoration – not within project]

CataloguingState at beginning of project:

Current state:

Left to do:

At least one catalog record per CD or span of shelf numbers. All Yiddish, Ladino and art music – catalogued analytically. Hebrew and traditional material – 70% in detail. Complete full analytical cataloguing

Ingest to DTL DAMM – provision of online access

Ingest plan sorts collection by different cases of “sound-files-to-catalog-record” relation. To be completed by the end of 2012.

Special problemsComplete ingest and correct old digitization ingests;Copyright

“loose ends”Damaged CDs restoration;Scan and ingest of accompanying written/printed material (concert program notes, researchers’ field notes, etc.)

Collection1.2 Studio and Field Recordings born digital (CDs) [CD]

items hours 2,400 2,400

Collection1.3 Field Recordings on magnetic tapes (RR tapes) [YC, Y]

items hours 6,706 5,000

MemnonDigitizationOut-sourcing

Work schedule:Done:Left to do:

Tasks:Finish time estimate:

Feb. 2011 – Aug. 2012 ~6500 RR tapes ~150 exceptions (tapes with different speed/configuration that need special handling) QA checks of exceptions October 2012

CataloguingState at beginning of project:Current state:Left to do:

At least one catalog record per tape or span of shelf numbers. As above. Analytical cataloguing and time code insertion.

Ingest to DTL DAMM – provision of online access

90% ingested and connected to catalog. Last batch + exceptions to be ingested when digitization and QA checks complete.

Special problemsCopyrights“loose ends”Segmentation by contents (speech/music) and units

(slience/change of sound) and analytic cataloguing of the newly segmented files [not in project]

Collection1.4 Field Recordings on Compact Cassettes and Digital Audio Tapes (CAS & DAT) [Y]

items hours 2,500

(1,700+800) 3,000

(1,700+1,250)

MemnonDigitizationOut-sourcing

Work schedule:Done:Left to do:Damaged rate:Tasks:Finish time estimate:

Feb. 2011 – Nov. 2011 1700 audio cassettes, 800 DATs - less than 1% cannot be restored - complete

CataloguingState at beginning of project:

Current state:

Left to do:

At least one catalog record per tape or span of shelf numbers. Some tapes have also analytic catalog records, mainly Yiddish and Ladino material. Analytical cataloguing and time code insertion.

Ingest to DTL DAMM – provision of online access

Complete, including metadata of DAT IDs and photography of commercial audio cassettes, done in-house.

Special problemsCopyrights“loose ends”Segmentation by contents (speech/music) and units

(ID/slience/change of sound) and analytic cataloguing of the newly segmented files [not in project]

Collection1.5 Kol Israel Tape Collection (Audio CDs) [MCD]

items hours 6,800 300

DigitizationIn-house

Work schedule:Done:Left to do:Tasks:Finish time estimate:

March 2009 284 CDs = ~6720 songs - - complete

CataloguingState at beginning of project:Current state:

Left to do:

No cataloguing. Metadata in MS Access only. All metadata transferred into MS Excel and corrected by content specialist cataloguers, then uploaded to ALEPH, as one unique catalog records per song. -

Ingest to DTL DAMM – provision of online access

complete

Special problemsCopyrights“loose ends”-

Collection1.6 Rare Records from the Jacob Michael and NSA collections (78 rpm records) [JMR, TAK]

items hours 4,000 2,600

DigitizationIn-house

Work schedule:Done:

Left to do:Finish time estimate:

Nov. 2011 – July 2012 ~4000 78RPM shellac records + photography of labels and covers - complete

CataloguingState at beginning of project:Current state:

Left to do:

~20% of collection partially catalogued. Registration in MS Excel for entire collection. ~70% fully catalogued.Complete cataloguing (individual or from Excel)

Ingest to DTL DAMM – provision of online access

In process.

Special problemsCopyrights

Collection1.7 Early Records of the NSA collection (LP records) [JR]

items hours 2,000 1,500

Memnon / due to timetableDigitizationIn-house/out-sourcing

Work schedule:Done:Left to do:Finish time estimate:

Nov.-Dec. 2012Photography of over 25% of collectionFull sound digitizationDec 2012/Jan 2013

CataloguingState at beginning of project:Current state:Left to do:

Partial analytic cataloguing. Registration in MS Excel for ~50% of collection. Complete registration and create basic catalog records for entire collection, based on Excel registration.

Ingest to DTL DAMM – provision of online access

Awaits digitization. Planning complete.

Special problemsCopyrights

Collection1.8 Modern Collection of Jewish Music (Commercial CDs) [CD]

items hours 5,400 5,400

Memnon

DigitizationOut-sourcing

Work schedule:Done:Damaged rate:Left to do:Finish time estimate:

Nov. 2011 – June 20125300 CDs1.8%Correctionscomplete

CataloguingState at beginning of project:

Current state:Left to do:

Main records for 80% of collection, analytic for 10%Main records for 100% of collection.Upgrade cataloguing based on bibliographical metadata import.

Ingest to DTL DAMM – provision of online access

In process. Awaits for external bibliographical metadata (ACUM) processing.

Special problemsCopyrightsLocate copies in good condition of CDs that were not digitized.

Collection1.9 Non-commercial and Field Recordings on Video [Y]1.10 Rushes and Masters of Video and Productions [Y]

items hours 274 167

240100

Aley Koteret

DigitizationOut-sourcing

Work schedule:Done:Damaged rate:Left to do:Finish time estimate:

July 2012 – Dec. 2012Pilot of 22 tapes of various formats20%Full digitization, restoration of damaged tapesDec. 2012

CataloguingState at beginning of project:Current state:Left to do:

Inventory records for 50% of collectionInventory records for 100% of collection Upgrade cataloguing after digitization; full cataloguing of selected items.

Ingest to DTL DAMM – provision of online access

Awaits digitization and technological solution for internet/streaming delivery.

Special problemsCopyrights.Editing of selected items for internet delivery.

SUMMARY

CollectionsItemshours% digit% catalog

1.1Kol Israel Records (78rpm records)K7,6002,00090100**

1.2Studio and Field Recordings BORN DIGITAL (CDs & sound files)

CD2,4002,400100 (20*)80

1.3Field recording on tapes (RR tapes) YC, Y

6,7005,000100 (4*)100**

1.4Field recordings on Compact Cassette and DAT (Digital Audio Tape)

Y2,5003,000100 (7*)100**

1.5Kol Israel Tape Collection (audio CDs)MCD

6,800300100100

1.6Rare records - Jacob Michael and NSA collection (78 rpm records)

JMR,

TAK

4,0002,60010040

1.7Early records of the NSA collection (LP records)

JR2,0001,500010

1.8Modern collection of Jewish music (commercial CDs)

CD5,4005,400100 (2*)100**

1.9Non-commercial and Field Recordings on Video

Y274240 5%100**

1.10

Rushes and Masters of video and productions

Y167100 5%100**

Total37,84122,540~9092**

* % of exceptions/damaged** inventory only / analytic needed / improvement & enrichment needed

6706

1700

800

5400

6680

1683

800

5294

257 123 0 106

sent complete damaged

Digitization data - Out-sourcing by Memnon

RR

CAS

DAT

CD

0%

20%

40%

60%

80%

100%

RR CAS DAT CD

Out-sourcing (Memnon) - percentage of damaged items

damagedpercentage

complete

Access

Rescued music