Community AV Archiving Fair

Portland, OR | Saturday, December 1, 2018 | 10am-4pm

Join us for an all-day Community AV Archiving Fair! The annual conference of the Association of Moving Image Archivists (AMIA) is in Portland, OR November 28-December 1. As part of the conference’s AMIA Pavilion, Community Archiving Workshop is organizing an all-day Community AV Archiving Fair (AV Fair). Aimed at helping local individuals and organizations improve their audiovisual archiving skills, the Community AV Archiving Fair invites independent media makers, collecting institutions, and community groups in the Portland area to bring their challenges, their media objects, and their data for a day of collaborative problem solving and training in collaboration with the AMIA community. Come for an hour or stay for the whole day!

The fair is organized around a number of “stations,” each of which will be staffed by AMIA volunteers and focus on a particular workflow, technique, or tool. Stations will include: Film Inspection, Analog Inventory Techniques, Digitization, Prioritizing & Preparing Media for Digitization, Post-digitization File Management & Storage, Disaster Preparedness & Recovery, and Digital Preservation.

If your a community member or AMIA member, sign-up today and be a part of the 2018 AV Fair in Portland!

AV Fair Stations

Below is a list of proposed stations and their descriptions for the 2018 AV Fair:

  1. Welcome and Station Matchmaking
  2. Film Inspection
  3. Analog Inventory Techniques
  4. Video Digitization
  5. Film Digitization
  6. Prioritizing & Preparing Media for Digitization
  7. Post-digitization File Management & Storage
  8. Disaster Preparedness & Recovery
  9. Digital Preservation

Register for the AV Fair

Welcome and Station Matchmaking

Format: One-hour shifts

Description: Be the friendly initial contact for AV Fair attendees when they enter the AMIA Pavilion. Direct them to a specific station or work with them to find the right place to start. Promote the event through social media. Provide assistance for attendees as they drop-off collection materials.

Intended audience: Helpful AMIA or community members.

Bring with you: Nothing required


Film Inspection

Format: One-on-one or small group demo and discussion (~20 min)

Description: Attendees will learn how to determine basic information about a film without having to watch it, and will learn how to answer questions such as: Does it have sound? Is it color or b/w? What is the title? How do you read date codes?, etc. Depending on the needs of each attendee, station volunteers will go into greater detail and provide recommendations on equipment, and/or provide hands-on training on topics such as how to add leader and how to splice film.

Intended audience: Anyone with film that would like to learn more about inspection and handling

Bring with you: Nothing required, but attendees are encouraged to bring a small selection of films (1-2) to be inspected


Analog Inventory Techniques

Format: Lecture + hands-on, small group (~20-30 min)

Description: AMIA volunteers will provide a hands-on demonstration on how to identify common magnetic media and film formats (as needed), then show attendees how to create a simple inventory template using Google Sheets / Excel / Google Forms which provides essential data about the collection for use in collection planning and advocacy.

Intended audience: Archivists / Artists with an unprocessed av collection; those looking to improve organization and physical order of their collections; those looking to establish a cataloging workflow; those looking to gather data about their collections for advocacy or grant-funding.

Bring with you: Attendees are encouraged to bring sample items (5-25) from their collection to test and inventory, laptops for cataloging, and are encouraged to bring in any existing inventory strategies for discussion and review.


Video Digitization

Format: Small group (5 persons max) hand-on demonstrations (~20 min)

Description: Attendees will learn about a basic digitization setup for analog video which can be implemented at low-cost, and about minimum equipment needed to perform good quality video digitization in house and will get acquainted with signal paths, connectors and video digitization workflows. Each demo session covers:

  1. Video and audio signal paths
  2. Wiring diagrams for audio and video
  3. Common cables and connectors
  4. Minimum equipment for good quality digitization
  5. Discussion on target formats
  6. Digitization software
  7. Additional useful tools (if there’s enough time)

Intended audience: People from small/community orgs with video collections and reduced budget

Bring with you: Nothing required, but attendees can bring VHS tapes to be transferred


Film Digitization

Format: Small group (5 persons max) hand-on demonstrations (~20 min)

Description: Attendees will learn about a basic digitization setup for film.

Intended audience: People from small/community organizations with film collections and reduced budget

Bring with you: Nothing required, but attendees can bring 1-2 short film reels to be transferred if possible (30 min of content maximum per attendee).


Prioritizing & Preparing Media for Digitization

Format: Small group (max 10 people) discussion (~20-30 min)

Description: Attendees will learn considerations for prioritizing media for digitization, and methods for preparing media for digitization. We will discuss assessing the value of media based on personal or organization needs, with the ultimate goal of establishing concrete prioritization tiers. We will also discuss manageable preparation work for physical media (film + video), including basic storage concerns and long term planning. Digitization is not a quick fix or “one and done” process. Preparation and prioritization will help in managing time, resources, and expectations.

Intended audience: Filmmakers, personal archivists, curious individuals – anyone embarking on a smaller-scale media digitization project for the first time (and with minimal resources).

Bring with you: Nothing required


Post-digitization File Management & Storage

Format: One-on-one or small group discussion

Description: Attendees are invited to come with their questions about digitization of moving image materials, workflow techniques, and recommendations as well as tips for storing files safely and checking for integrity over the long term. Questions about digital storage, file organization and file naming will also be able to be addressed, depending on attendees’ needs.

Intended audience: Filmmakers and archives without digital preservation skillsets

Bring with you: Bring questions first and foremost about digital preservation, storage, digitization and so on, especially about video materials but broader questions work too. Laptops and sample files are welcome too.


Disaster Preparedness & Recovery

Format: Small group hands-on demonstration (~30 min)

Description: The aim of this session is to introduce attendees to approaches for how to mitigate disasters, how to be prepared when disaster strikes, how to respond in an emergency, and how to assess and salvage damaged audiovisual items. Attendees will be invited to practice cleaning, drying, and documenting various “damaged” media.

Intended audience: Attendees interested in learning more about disaster preparedness and recovery, and sharing their strategies

Bring with you: Sample media (video, audio, film, disc, etc.) that you don’t mind potentially sacrificing!


Digital Preservation

Lead: Sandra Yates

Format: One-on-One and small group consultations (~ 1 hour)

Description: This station offers practical tools and strategies to begin preserving your digital materials. Discover what’s on that mystery hard drive, DVD, or floppy disk. Learn how to build your own digital forensics station. Pick-up resources, sample inventories, and other instructional guides.

Intended audience: Attendees interested in learning more about the best practices, tools, and strategies for preserving your digital materials.

Bring with you: Sample digital materials or digital media mysteries in your collection, like hard drives, flash drives, CDs, DVDs, 3.5 floppies, and questions.


Registration Forms

Portland Community Members Registration

AMIA Conference Attendees Registration

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