Let's go national - A centrally coordinated approach for the digitization of AV heritage
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The Flemish Institute for Archiving (VIAA) coordinates the digitization of audiovisual heritage in Flanders, Belgium, serving a population of around 6 million people. The VIAA uses a collaborative approach, working with over 95 content partners like libraries, archives, and broadcasters. It carries out digitization projects through public procurement, selecting service providers via tenders. Current projects involve scanning over 357,000 audiovisual carriers and 270,000 pages from 18 carrier types. Logistics of working with many partners is challenging but large-scale collaboration allows cost-effective digitization and long-term preservation of Flanders' audiovisual heritage.
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Let's go national - A centrally coordinated approach for the digitization of AV heritage
- 1. Let’s go national! A centrally coordinated approach for the digitization of AV heritage Brecht Declercq 50th ARSC Conference Bloomington, IN 14.05.2016
- 3. The Flemish Institute for Archiving (VIAA) is the answer of the Flanders region to the challenges posed by degralescence, digital preservation and increasing demand for access to our audiovisual heritage.
- 4. population: ca. 6 mio, km2 : ½ Massachusetts
- 5. ° December 21, 2012
- 6. ca. € 4,3mio p/a (2016)
- 8. ca. 18 FTE
- 10. highly specialized & costly
- 12. dependent on government subsidy
- 13. libraries archives museums universities broadcasters private companies private collections research centres arts organisations governemental bodies
- 17. pivot
- 19. target groups
- 20. the VIAA deal
- 21. 21 professional and efficient digitization sustainable digital preservation a non- exclusive right to use the CP’s content on it’s own platforms digitization archiving interaction quid pro quo
- 23. Slide 23 4 how?
- 24. workflow
- 26. selection Minimal requirements: level playing field Clarifications: distinguish quality
- 29. surveys
- 30. timeline
- 31. Content providers Carriertypes WAVE 1 WAVE 2 WAVE 3 planning
- 32. 8 digitization projects Ca. 357.600 AV carriers Ca. 270.000 pages 18 carrier types 95+ content partners 8 digi’n service providers currently going on
- 33. 1. PROJECT DEFINITION 2. PROJECT PLAN 4. REGISTRATION 3. TENDERING 5. DETAILING 6. TEST PHASE 7. PILOT PHASE 9. EVALUATION 8. PRODUCTION PHASE typical project timeline
- 35. barcoding
- 37. SP CP CP CP CP CP SP batches and shipments
- 38. packaging
- 43. checks at ingest
- 45. 314 TB 314 TB 17 PB 17 PB DISK STORAGE Caringo Object Store TAPE STORAGE LTO6 / LTFS +/- 1 GB / hour +/- 25 GB / hour
- 46. ingest procedure
- 47. the MAM
- 49. Very cost effective: very significant economies of scale Technical knowledge is essential, but not as widespread as before Make use of the international standards and expertise Importance of quality control: educate your service providers Logistics is challenging with almost a 100 content partners Collaboration is necessary more than ever we learned
- 51. THANKS! E-m: brecht.declercq@viaa.be Tw: brecht_declercq LkIn: be.linkedin.com/in/brechtdeclercq
Notes de l'éditeur
- So what should the solution look like?
- So what should the solution look like?
- Digitization, digital preservation and giving new target groups (centralized!) access to audiovisual heritage are a huge challenge worldwide, and it is a highly specialised and costly job. Briefly summarized: we need it good, we need it fast, and we need it cheap.
- Usually what you get is this story: Good, cheap and fast, but max 2 out of these 3. What we aim at, is balancing them in our projects.
- No tradition of charity / patronage / sponsorship / … : we depend on government money. Subsidy depends on the availability of money in the national budget (ministry of Culture and Media).
- Our national audiovisual heritage is … almost everywhere! Scattered amongst libraries, archives, museums, broadcasters, universities, arts organisations, private collections, private companies, research centers, governmental bodies, … and these institutions almost never have the technical infrastructure, expertise or the money to cope with this.
- Instead of splitting the money up between so many institutions, we decided to keep it together, and search for advantages of scale in digitization, archiving and interaction, via a specialized institution. Spend taxpayer’s money in an efficient and cost effective way.
- Digitization: we fund, initialize and coordinate digitization projects, which are all outsourced. We act as a pivot between our content partners and the digitization service providers.
- Archiving: we provide digital preservation (e.g. sustainable storage) as a centralized service to all content providers for a very low fee (ca. 15% of the real cost).
- Interaction: we provide access to the audiovisual heritage for four main target groups: the educational world, researchers, the general public through public libraries and our content partners themselves of course. They can always keep the same rights to access their materials as before their collaboration with VIAA.
- In exchange for the first two services, we get a non-exclusive license to use the material (to the extent that the content partners are the rights holders themselves).
- So what should the solution look like?
- The workflow: inventories – registration – packaging and transport – digitization – return the carriers – store the files (for each: whom, with which tools). It should be noted that VIAA is not responsible for the long term analog preservation, that stays the responsibility of the content partners, only for the integrity of the objects during the transport and digitization.
- For the digitization itself: outsourcing: highly transparent, highly specialised tendering procedures to select digitization service providers: carrier type based projects (‘waves’).
- So what should the solution look like?
- CIRCLES inventories: circles, surveys, estimations and extrapolations, planning 1. 40: public, commercial, regional broadcasters, subsidised cultural heritage institutions 2. 76: cultural heritage institutions with a national quality label, major city archives, government bodies 3. 97: performing arts institutions
- SURVEYS: We send out surveys to all our content partners, they give us the numbers of carriers they hold, per type. The results are by no means final numbers, but estimations based on which we can go planning.
- TIMELINE: Based on the results of these surveys, and taking into account also budgets, we make a planning. The aim of VIAA is to have all .000 audiovisual carriers kept by our content partners digitized by the end of 2020, except for non-threatened film.
- PLANNING: Or this is another way of representing things: not every content provider holds every carrier type in its collection. So in every project, different content partners are involved.
- CURRENTLY GOING ON:
- TYPICAL TIMELINE OF A PROJECT:
- REGISTRATION: We provide our content partners with a manual with instruction how to recognize the carrier type, how to register, where to stick the barcodes, etc. etc. We also use a quick video clip, which you can also find on our Vimeo account if you’d like to see it. Sometimes, if the number of carriers to be registered is very small, we have the registration done by one of our staff, because it would take too much time to get the local staff trained.
- REGISTRATION: Barcoding for track and trace => Nog foto invoegen met rolletjes barcodes bij VRT!
- REGISTRATION: Technical characteristics are registered via an open source tool called AMS, developed by AVPreserve. For this registration we focus on technical characteristics that can influence either the logistics or the digitization. So close to no content wise metadata. These will be added later on, once the files have arrived in our MAM system. AMS also allows us to compose batches and to schedule pickup and delivery dates. Considering the number of projects, carriers, content partners and service providers involved, this is a very important aspect, managed by our digitization project leads.
- BATCHES AND SHIPMENTS
- DIGITIZATION: Kaartje van Europa invoegen met service providers op aangeduid.
- DIGITIZATION: SMPTE logo invullen
- STORAGE
- Whitout going to much into detail I also want to show you how we have organized the storage components that are used by MediaHaven. For each digital object that Is archived at VIAA we make 3 high res copies stored on different physical places. We have 2 datacenters where we have 2 tape robots with each 17pb of storages (LTO6). On top of that we have disc storage that is used for archiving the low res, the copy that is used for access (previewing in MediaHaven or reuse on an external platform).
- INGEST PROCEDURE
- THE MAM
- So what should the solution look like?
- So what should the solution look like?