Note: audiovisual items are often intermingled with other archival material, including textual records, slides, and negatives. The Libraries normally digitizes this material in-house. See the appropriate section of the Digital Collections Handbook for guidance on intermingled formats.

Retrieve material from

...

storage

...

1. Retrieve audiovisual items from physical library or archives storage.
   
   
   1. If necessary, obtain permission to access physical storage from responsible department or unit. 
      If necessary, log into the Archives Catalogue to confirm the physical location of the material. 
      
      
   2. If
   material is retrieved for a routine digitization project or other purposes, ensure that retrieved material is placed in secure temporary storage for the duration of the project
   1. necessary, submit a request to archives@dal.ca.

Determine technical specifications for scanning job

...

1. Assess the material for privacy and confidentiality concerns in accordance with Section D.2 of the Libraries’ Takedown Request Protocol. 
   
   
2. Check the copyright and licensing status of the material in accordance with Section D.4 of the Libraries’ Takedown Request Protocol.
   
   
3. If the conditions in Section D.2 are satisfied and none of the conditions in Section D.4 apply, conduct a risk assessment using the Libraries’ Copyright Assessment Tool.
   
   
4. Documentation: Document the risk assessment using the Libraries’ Copyright Assessment Worksheet. Save completed worksheet(s) in the relevant case file(s).op
   

...

Note: this section is intended for mass digitization projects that require an "assembly line" workflow like the high-volume "factory" operation described in the International Association of Sound and Audiovisual Archives Guidelines for the Preservation of Video Recordings (IASA-TC 06, Part D, Section D.1.1.2). 

1. Assess the material and determine whether its physical characteristics will affect the digitization workflow and/or impact the quote(s) for digitization services. Workflow issues can occur when digitizing material such as:
   
   
   1. U-matic videocassettes suffering from "sticky shed"
      
      
   2. 16 mm or 35 mm colour film that needs to be spooled onto archival plastic hubs after the film is digitized
      
      
   3. Videocassettes that include textual records inside each container

...

Note: Digitization of audiovisual material usually requires the project manager to consider physical storage issues and assign new item-level reference codes to each item. Physical rehousing may be required to achieve desired results. Physical preparation of audiovisual items may occur in tandem with physical preparation of textual records, or photographic slides, or photographic negatives. See the Libraries' Digitization Coordinator for guidance.

...