Accessioning Training Document 1

SUGGESTION — Barcodes

The barcode labels used by Tropix should always have a clearly visible human readable number.

Examples:

Asset Identification
The Accessioning Operators will identify the asset using the “TAPE_ASSET_IDENTIFICATION”
document.

The Accessioning Operator’s hands should be clean and dry before handling videotape, and free from
hand lotions and oils. Hands should be washed as frequently as needed to maintain cleanliness.
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Barcode Label Placement

Apply two barcode labels to each asset; one on the case and one on the tape itself.

Pay careful attention to not cover up any label information.

There are specific placement guidelines that must be observed. An improperly placed label can
damage the tape machine or the tape itself. See below:

DV LARGE

NO

YES

DV SMALL

NO

YES
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DV MINI

NO

YES

WRINKLED (Damaged)

LARGE BETA

NO

YES
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TAPE EXAMINATION & BARCODE APPLICATION

Examine the tape case

Tape cases will give clues to tape condition. If the case is dirty, use a lint-free cloth to wipe the surfaces
of the tape case before opening it. This will avoid further contamination of the tape with particulate
matter. The inside of the case may also have debris and dirt that should be removed with a lint-free
cloth.

Open the tape case

Work with gloves and possibly a facemask if a tape looks or smells suspicious. Examine the tape at
arm’s length first, rather than bringing it up close to your face. Use the lint-free cloth to wipe away and
dirt or debris. Make sure the label information on the case matches the label information on the tape.
Note the condition of any tape or case labels, and secure the labels if necessary.

Before picking the tape up, look for signs of mold. There are many types of mold; small white or brown
strands or filaments have been reported as signs of mold on videotape. If there is evidence of mold, it
should be isolated immediately. Using gloves, apply barcode labels to case and tape. Close the case
and place the asset into a sealed plastic bag to prevent contamination of other assets.

MOLD CONTAMINATION

If there is no evidence of mold, pick up the tape and look for cracks or breakage in the cassette or
reels. If the tape is damp or wet, isolate.

Ideally, damaged tapes should be isolated within groups of like damage.

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Check Tape Condition

Using a tool (small screwdriver or pen) disengage the locking lever and open the tape door to examine
the tape.

Generally there are 2 conditions to look for:

WRINKLED (Damaged)

SMOOTH (Undamaged)
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Check Door on DV Tapes for Obstructions

Often, a tape label will loosen at the edges and come away from the tape. If the label is too close to the
opened tape door it will cause an obstruction to the normal use of the tape when inserted into a tape
deck and damage the internal gears of the deck. Verify that the door is free from obstruction by opening
the door fully and watch for interference by a loose label. If necessary, cut a portion of the label to allow
free movement of the door.

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Photography

VIDEO ASSET

Photograph the asset in the following configurations.

1. The tape cassette.

2. The tape case.

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3. Any additional material inside the tape case.

AUDIO ASSET

Photograph the asset in the following configurations.

1. The tape.
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2. The tape case.

3. The spine of the case (if there are any identifying marks).
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4. Any additional material inside the tape case.

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Scan the Barcode label into the AMS

VIDEO

[All selections will be populated with predefined or auto-generated values in the AMS]

Select Date:

Date (date picker or auto timestamp - ISO formatted)

Select the Tape Format:

1”

Umatic
Betacam
BetacamSP
BetacamSP - 3M
BetacamSP - AMPEX
BetacamSX
BetacamSX on SP
DV
DVCam
DVCPro
MiniDV
XDCAM
LTO

Select the Asset Physical Condition:

Undamaged
Damaged
Damaged Tape Cassette
Damaged Tape Door
Missing Tape Door
Damaged Tape Window
Tape Wrinkled
Loose Tape
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Tape Snapped
Damaged Hub
Wet Tape
Mold / Contamination Present

Select the Stock Length:

5
6
10
12
20
23
24
22
30
33
32
34
40
60
63
64
75
90
124
126
180
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AUDIO

[All selections will be populated with predefined or auto-generated values in the AMS]

Select Date:

Date (date picker or auto timestamp - ISO formatted)

Select the Tape Format (AUDIO):

1/4”
CD
Audio Cassette
Disk
Umatic

Select the Speed (if applicable):

7.5ips
15ips
30ips
33RPM
45RPM
78RPM

EQ Standard:
NAB
IEC

Select Diameter: [Operator will measure the diameter of a 1/4” asset and choose the appropriate
length]:
5”
7”
10.5”
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Select the Asset Physical Condition: REQUIRED

Undamaged
Damaged
Damaged Reel
Loose Tape
Wet Tape
Mold / Contamination Present

DATA ENTRY

[If the asset has been placed into a plastic bag because of contaminates continue with the data
entry as best as possible WITHOUT removing the asset from the plastic bag]

Scan the Barcode label into the database program

Select Date (date picker - ISO format)

Manually enter the following:

Title (if applicable)

Series Title (if applicable)

Episode Title (if applicable)

Generic Label info (if none of the above are applicable)

Record Date (if visible on label)

date (date picker - ISO formatted)

Air Date (if visible on label)

date (date picker - ISO formatted)

Completion

After completing TAPE EXAMINATION & BARCODE APPLICATION and DATA ENTRY the
accessioned asset is ready for the next step.