Audio/Visual Materials
- How do I preserve my A/V collections?
- Should I wear gloves when handling A/V materials?
- What should I do if I can no longer playback my A/V item?
- Can I bring my A/V item to the Library of Congress for preservation?
- How do I find a reformatting service?
- How should I pack A/V items for storage or shipping?
- Where can I find preservation supplies?
- What kinds of plastic storage supplies are okay to use?
- If I have to store my A/V collection in the basement or attic, should I put them in plastic bags or bins?
- What should I do if my A/V items get wet or moldy?
- How do I clean my grooved discs?
- How do I copyright my work?
- Can I donate my A/V collection to the Library of Congress?
- What is the best type of CD or DVD to use for long term storage of files?
- How long can I expect my CD and/or DVDs to last?
How do I preserve my audio/visual collections?
Audio-visual collections include a wide range of formats (e.g., discs, tapes, films, records, cylinders) and materials (e.g., plastics, metals, wax, shellac). The most effective and economical preservation measures for saving the physical objects are preventive: proper storage, storage environment, and handling. Playback machines, however, eventually become obsolete and are not usually possible or practical to preserve and maintain. Therefore, preservation of personal A/V collections may include preservation of the physical objects, but must include conversion and maintenance to a current/digital format.
A quick Internet keyword search reveals a range of providers that can digitize/reformat home A/V collections. Look for a provider that specializes in archival or preservation transfer of the specific original format. Avoid providers that outsource the reformatting work overseas.
The Library's published answer to the New York Times Ask An Expert on "Tips on Archiving Family History 
includes a list of vendors.
For further information, see Caring for Audiovisual Material (Connecting to Collections).
Read about Audio Visual Preservation at the Library of Congress.
Should I wear gloves when handling A/V materials?
Before handling any collection item, always thoroughly wash and dry hands.
Wear fitted, clean, nitrile gloves when directly handling film or tape (e.g., open reel instead of film/tape on a reel or cartridge). Always wear impermeable gloves if there is reason to suspect a health hazard (e.g., mold).
In most other instances, however, thoroughly washing and drying hands and careful handling (Storage and Handling of Media Collections, Northeast Document Conservation Center) are recommended over wearing cotton, nitrile, or other gloves.
Jump to specific tips for handling A/V materials.
What should I do if can no longer playback my A/V item?
If the item can't be played due to lack of the appropriate playback machine, the recording can be reformatted for continued access.
If tape or film can't be played back because of damage, professional audio-visual preservation service providers may be able to render the media playable in order to reformat to digital. A quick Internet keyword search reveals a range of providers that can digitize tape and film. Look for a provider that specializes in archival or preservation transfer of the specific original format. Avoid providers that outsource the reformatting work overseas. Do not attempt to playback damaged tape or film, which will further damage the media and also the playback equipment.
Depending on the nature of damage, damaged records or cylinders may be digitized by an imaging technology called IRENE, a service offered by the Northeast Document Conservation Center .
If an audio or visual optical disc can't be played back or playback is faulty, it may be possible to recover the disc by "ripping" the data to a computer hard drive and then burning the files onto a new optical disc (choose a reliable brand). Rip at the lowest possible speed. If possible, increase the tolerance level on the ripping software. Research different ripping/burning software options and choose one that is well designed. There are also service providers (find with a keyword Internet search) that specialize in this kind of recovery work.
Can I bring my A/V item to the Library of Congress for preservation?
The Library of Congress is not able to provide preservation services for items that are not part of the Library's collections.
How do I find a reformatting service?
Look for a full service laboratory that specializes in reformatting/transfer to digital of the original medium and which serves, among others, archivists or cultural heritage organizations. Useful keyword searches could include several of the following suggested terms: motion picture, film, recorded sound, tape, archival, restoration, reformatting, transfer, and the technical term for the specific format to be transferred/reformatted (e.g., super-8, 16-mm, DAT, Edison cylinder, etc.).
The Library's published answer to the New York Times Ask An Expert on "Tips on Archiving Family History" includes a list of vendors.
See also:
- Audio Preservation & Restoration Directory
(Association for Recorded Sound Collections) - Video Preservation: Video Migration in the Preservation Laboratory (Stanford University)
- Vendors for Audio Digitization and Preservation [PDF: 214 KB / 1 p] (University of Michigan Library)
How should I pack A/V items for storage or shipping?
There are specific tips for different media formats. The common thread is to use appropriate materials and to organize packing to minimize risk of damage. See Handling, Packing, and Shipping [4.73 MB / 32 p] (National Park Service, Museum Handbook I) and Packing and Shipping Audio Media (Northeast Document Conservation Center).
Grooved discs and cylinders require additional considerations to prevent distortion from heat exposure and from their own weight:
- Choose boxes that can bear the weight of the discs
- Adequately secure/tape the bottom of the box
- Line all six interior sides of the box with shock-absorbing packing material
- Pack discs in the box vertically with a full-size rigid upright support (e.g., double-corrugated cardboard cut to the same size as the album cover) every few inches to keep the discs upright
- Center the weight in the box; leave dead space (padded out) on the perimeter if the box is getting too heavy
- Clearly mark the upright orientation on the box exterior
Where can I find preservation supplies?
- Boxes (Northern States Conservation Center)
- LAPNet List of Disaster Supplies (Los Angeles Preservation Network)
- Selected Vendors of Preservation Supplies [PDF: 170 KB / 1 p] (Smithsonian Institution Archives)
Are plastic storage bins and bags safe for storing collections?
Polyethylene, polypropylene, or polyester (polyethylene terephthalate or PET) plastic zip bags, sleeves, or bins without any additional slip or coating agents are considered stable and inert plastics. Avoid polyvinyl chloride (PVC) and other unknown plastics.
The original rigid plastic "jewel" cases for optical discs do not need to be replaced.
See also Storage and Handling of Media Collections (Northeast Document Conservation Center).
Is it okay to store my A/V collections in the basement/attic/garage if I put them in plastic bags or bins?
Do not store objects of value in the basement, attic, or garage. These areas are unsuitable for safely storing collections because of poor temperature and relative humidity control and higher risk of leaks and floods.
Polyethylene or polypropylene bags or bins are useful as a secondary protection against water damage (first protection is avoiding areas of higher water risk), but do not offer protection against the deteriorating effects of environmental extremes found in basements/attics/garages . In addition, the combination of a plastic storage container in an area of high humidity increases mold risk.
What should I do if my A/V items get wet or moldy?
Take necessary safety precautions if the water is contaminated with sewage or other hazards or if there is active (wet or furry) mold growth.
Jump to What to do if collections get wet.
For additional information on specific media types, see Emergency Guidelines for Art Disasters [PDF: 224 KB / 12 p] (New York Museum of Modern Art) and Salvage At A Glance, Part II: Non-Paper Based Archival Collections [PDF: 272 KB / 4 p] (National Park Service).
How do I clean my grooved discs?
See Maintaining Playback Equipment and Cleaning Audio Visual Materials.
How do I copyright my work?
The United States Copyright Office handles copyright registrations.
Can I donate my A/V collection item to the Library of Congress?
The Library's Acquisitions office handles donations of books and other materials.
Jump to the Library's Recorded Sound Section and to the Motion Picture Section.
What is the best type of CD or DVD to use for long term storage of files?
The Library of Congress does not recommend commercial products or suppliers.
Tests indicate that both the dye material and the reflection layer affect the durability of the optical storage medium and that the gold colored optical discs are the most durable, estimated to last more than 100 years in sound storage conditions. For more information, refer to the
CD Longevity Research
currently underway at the Library of Congress. Other studies include the article Electronic Media Collections Care for Small Museums and Archives (Canadian Conservation Institute [CCI]) and the article CD and DVD Longevity: How Long Will They Last by Andy Marken.
Maximize chances of file stability by:
- Use a reliable brand of optical disc
- Use reliable writing software
- Avoid writing multiple sessions to a disc -- to maximize use of disc, gather files close to the full storage capacity of the disc, then write in a single session
- Test that the disc is readable on two different machines
- Always have a backup
How long will CDs and DVDs last?
The exact material composition of optical discs is proprietary information and likely differs for each brand, but if stored in good conditions, the physical optical disc may outlast the optical disc playback equipment and software!
See extensive related information at Digital Preservation (Case Western Reserve University Archives).
