Inventory & Cataloging

The first stage of any preservation project is the assessment of the needs of the item(s) in question. For an installation with multiple, interdependent components, a basic inventory is a critical step in this process. It is important to document not only the media elements but also the playback and display equipment. The display equipment of an installation is often as integral to the work as the media. It would be ideal to catalog an installation fully in the early stages of preservation, but this is not always feasible or practical. Instead, a basic item-level inventory-with information gathered on paper or in a spreadsheet using software such as Excel-is a good place to start.

In the process of doing an inventory, be sure to watch out for particularly damaged or visibly deteriorated elements and note the overall composition of the installation. See Inspection.

To create a basic inventory for an installation, document the following:

· Unique identification number
· Accession number for work
· Title
· Artist(s)/Creator(s)/Developer(s)/Designer(s) (main contributors and technical staff)
· Date of final work
· Media format(s)
· Age range of media
· Equipment list detailing the manufacturer, serial number, and vendor of each part
· List detailing other materials involved, if applicable
· Physical condition of media, equipment, and other material
· Brief description of the relationship of the individual pieces to the whole work

As the preservation process moves forward, it is critical to catalog thoroughly the material being preserved. Though it isn't necessary to create full catalog records to begin the process, it is critical that cataloging be included as a step in the process at the earliest possible point.

Cataloging can be a surprisingly complicated process. Although numerous standards have been set by librarians and archivists to keep catalog records consistent between various institutions and databases, very few standards exist for cataloging installation art. Before building a database of catalog records, it is helpful to consult an archivist, librarian, registrar, or conservator with expertise in the field.

An important part of cataloging is the use of a consistent vocabulary. The generally used standard for cataloging moving-image material is Archival Moving Image Materials: A Cataloging Manual, 2nd edition, colloquially known as AMIM-2. It is available at many research and university libraries and gives detailed standards for describing everything from tape format to title variations.

An in-depth discussion of cataloging principles and practices can be found on the Moving Image Collections (MIC) website. Rules for cataloging are available on the International Federation of Film Archives (FIAF) website.

A "work" record describing the installation should be created, with individual item records for the each media component and piece of equipment linked to it. Separate item-level records for each component are necessary because tape media and born-digital media have different technical metadata (e.g., cataloging data) and creation information, and may have different preservation needs.

For the entire installation, a basic catalog record, whether paper, spreadsheet or database, should include:

Descriptive

· Unique identification number
· Accession number for work
· Title
· Alternate title(s)
· Artist(s)/Creator(s)/Developer(s)/Designer(s) (main contributors and technical staff)
· Date of final work
· Age range of media
· Notes written on the installation or on individual media components
· Summary description of work
· Subject/genre (descriptors about the content that can be used to retrieve it)

Technical

· Total number of media elements
· Number of elements by format (i.e., 3/4", Digital Betacam, etc.)
· If the work is part of an edition
· Monitor or projection requirements
· Equipment list detailing the manufacturer, serial number, and vendor of each part
· List detailing other materials involved, if applicable
· Site and environment specifications, including space dimensions, light levels, acoustics, and power requirements

Preservation

· Inspection notes (includes who conducted inspection)
· Physical condition
· Description of supporting documentation
· Conservation notes (includes actions taken and by whom)
· Physical storage medium
· Physical storage location
· Storage history, if known
· Summary of format or equipment obsolescence, if applicable

Administrative

· Date accessioned
· Acquired from (donor, or vendor where purchased)
· Publisher of work
· Rights holder
· Restrictions

In addition to Descriptive, Technical, Preservation, and Administrative metadata for the work as a whole, minimum information for a record describing each tape media component should include:

Descriptive

· Unique identification number

Technical

· Date
· Format
· Generation
· Sound or silent
· Sound channels and balance
· Color or black & white
· Running time
· Tape stock

Preservation

· Physical condition
· Inspection notes (includes who conducted inspection)
· Level of threat of obsolescence
· Conservation notes (includes actions taken and by whom)
· Physical storage medium
· Physical storage location

In addition to Descriptive, Technical, Preservation, and Administrative metadata for the work as a whole, minimum information for a record describing each born-digital media component should include:

Descriptive

· Unique identification number
· File name

Technical

· Date of creation of the file(s)
· File format
· File size
· Generation (important for tracking the number of existing copies)
· Version (e.g., is this a working file or final file; important for digital files; used to identify authenticity)
· Sound or silent
· Sound channels, balance, and synchronization
· Color profile: RGB (color) or monochrome (black & white)
· Frame rate
· Running time (if looped, include time between loops)
· Compression scheme (if applicable)
· Compression bit-rate
· Hardware used in creating the file
· Software/application/program format used in creating the file
· Hardware required to play back the file
· Software required to play back the file
· Distinguish proprietary, open source, and unique components
· Compatible browsers
· Operating system requirements
· Necessary plug-in(s)

Preservation

· Physical condition
· Inspection notes (includes who conducted inspection)
· Level of threat of obsolescence; availability of backup equipment and spare parts
· Description of supporting documentation
· Conservation notes (includes actions taken and by whom)
· Physical storage medium
· Physical storage location
· Server backup location
· Date of last backup

When labeling each file, implement naming conventions and make sure to include the file extension. These conventions should be decided at the beginning of the project.

For a more in-depth explanation of metadata for digital files, see Computer-Based Art: Best Practices.

Note: Many collections contain obsolete formats that are not always identifiable to non-experts. These obscure tapes usually need the most attention, and accurate descriptions of their formats are essential. For more information on videotape format identification, refer to the following site:

The Texas Commission on the Arts Videotape Identification and Assessment Guide