Archival Transfer Tour

This tour, reflecting each phase of the transfer process for diverse media, is constantly evolving to reflect current technology.

The process starts with Biz Maher Gallo, our Project Manager. She will walk you through the various digitization options that both serve your institution and, most importantly, fall within budget! Don’t worry if you feel dazed and confused at the swirling mass of options before you. We are here to guide you and can even arrange a meeting for your technical team with our production manager, registrar, and engineers.

10 Steps to a Successful Project:

The Pilot Project guides us, both you the client and we the vendor, through the preparations required to execute a successful project. During this preparation period we will get paperwork in order, agree on specifications for audio and graphics, introduce you to the metadata worksheet you will fill out for us and step through a Pilot Project. The Pilot Project is designed so that you can see and approve a sample of the end product before we begin to process your entire collection. This process typically takes a few weeks of back-and-forth as all stakeholders provide their input and specifications are solidified. Please don’t hesitate to contact us at any point in the process with any questions or concerns.

1. Agree on a Project Proposal
The process begins with a conversation about specifications and the various nuances of your collection. This will culminate in a Proposal of Work. This proposal should be shared with all project stakeholders. We are prepared for and expect that the proposal goes through several revisions. Once the proposal is accepted, we will send to you a Statement of Work, Administrative Information Form and Metadata Worksheet. The Administrative Information form provides us with all the necessary info for shipping, payment, hard drive formatting and due dates.

2. Return All Signed and Completed Forms
The Metadata Worksheet provides all the metadata we need to embed within the files. It is important to fill out the Metadata Worksheet even if you do not want embedded metadata because our registrars will use this worksheet as a ship log upon the arrival of your materials. Additionally we will use this information to create the graphics for optical discs. We understand that many audio and moving image collections are uncataloged and have little to no accompanying information. Fill in the worksheet with as much information as possible. We are happy to inform you of any content inaccuracies and provide full technical metadata upon request. Our registrar will make suggestions on metadata formatting or can help you understand the worksheet. Don’t hesitate to ask! Additionally we requested that you send the Metadata Worksheet to us electronically. By providing/receiving the packing list and metadata information electronically, we ingest this information without any further handling or re-keying, directly to the files: the information is embedded and/or labeled exactly as the Agency submits.

3. Submit any additional metadata worksheet drafts.

4. Graphics
Our Graphics Engineer will contact you to obtain the graphics you wish to include on any optical media we produce.

5. Prepare Your Collection for Shipment
Prepare 5-10 objects for the Pilot Project. If your collection consists of multiple formats, we suggest you send to us a selection of each format. Try to include any objects you feel may be representative of any issues that are prevalent throughout the collection.

6. Arrival of Your Collection

Inform us of when you expect to send your materials so we can assign your collection adequate space in our temperature and humidity controlled vault (Vault condition reports available upon request). Our registrars will email you when your project arrives, then once again after we finish our 7-point preservation inspection. This inspection is based on ISO standards (ISO18933) and includes the following key check points:

Container Damage
Fungus or Mold
Bad Smell
Dirt or Liquid Contamination
Poor Tape Pack
Carrier Physical Distortion

We document the presence and condition upon arrival of every item. We document all aspects of our workflow, down to the individual machine that created each file, and every person involved with the project along the way. At this time we will take note of any content inaccuracies as well as extra or missing objects. We will also remove any record tabs and set aside objects that will require cleaning before transfer. The registrar will contact you if any objects require conservation efforts beyond cleaning and will work closely with you to solve any inaccuracies at this time.

If you have not provided a completion date for your project we will place your project in our production queue based on the availability of our engineers. Once in production, our engineers send digital files and optical discs to our quality control engineers no less than 24 hours after they are produced. This allows errors to be caught as soon as possible.

7. Proof the Graphics
Our graphics engineer will send you the proof for your tray cards and CD donut labeling. We are happy to offer one change to your graphics proof free of charge. Any additional changes to graphics or metadata will be billed at $125 per hour; $500 minimum.

8. Review Your Project Deliverables
We’ll ship the completed project to you and await any corrections you may have.

9. Approve the Pilot Project
After corrections are made and you approve the Pilot Project, we can begin the main digitization project. The digitization of your full collection will not start until you approve this Pilot Project.

10. Begin the Project
Once we receive approval of the Pilot Project we will begin transfer of your full collection. The Project Process follows the same workflow as the Pilot Project except that we will ship the finally deliverables in rotation: files, optical media, originals after approval and payment.

Once you have all of your final deliverables, we ask that you take no more than 30 days to perform any quality control at your institution and inform us of any errors. After 30 days we will inform you that we will soon delete your files from our server. Original materials are returned after final payment is made on any outstanding invoices.

We are so glad you decided to consider George Blood, L.P. as your digitization vendor. We look forward to becoming your partner in preservation!