Videotape-to-DVD

last updated Tue May-26-2009 06:23

Reformatting videotapes to DVDs: monographs

In order to preserve access and usability for BETA and VHS format videotapes that are becoming obsolete, Wong AV Center staff decided to reformat selected videotapes to DVD use and preservation copies. The titles in question are not feature films and/or not currently available as DVDs. The Video Librarian will determine which titles are available as DVDs.

A/V Center staff will retrieve the use copy (and preservation copy, if available) of videotapes to be reformatted, make sure the use copies are discharged, create DVD use copies and preservation copies, assign DVD accession numbers, have them printed on the DVDs, and send all the copies to Head of CatSS.

For videotapes with no preservation copy, the use copy will be retained as a preservation copy.

When replacement DVDs are received, follow instructions for AV replacements.

For materials which change format, CatSS will edit the existing bib records as follows:

Bibliographic record – Fixed fields

If no other library has holdings:

Edit existing 007 to DVD coding; add 007 using DVD coding if 007 lacking

Standard default coding: d_cvaizu - edit to match piece, as needed

If another library has holdings:

Add additional 007 with DVD coding

Standard DVD default coding: d_cvaizu - edit to match piece, as needed

Bibliographic record – Variable fields

Add a 533 reproduction note:

533 - - ‡a Videodisc. ‡b [Honolulu] : ‡c Wong Audiovisual Center, ‡d [year] ‡n DVD-R

Treatment of existing videotape(s):

Withdraw and delete item record(s) for videotape(s) use copy.

Print out the bib record.

Affix barcodes(s) from pieces being withdrawn to the printout.

If the existing use copy piece is being retained as a p copy:

Add “p” below existing videotape accession number

If the piece is being totally withdrawn (discarded):

Cross out call number from piece(s) being withdrawn.

Stamp the piece(s) “Withdrawn”

Holdings record:

Add DVD coding to 007, matching the one used in the bib record

Retain any existing 583 preservation copy notes for other formats (example: U-matic 3/4 in.)

Add 583 preservation copy note for new DVD p copy

Move existing videotape number to DVD p copy note; qualify by format/vol. if necessary

583 - - ‡l Library also has preservation copy (VIDEOTAPE nnnn p)

583 - - ‡l Library also has preservation copy (VIDEOTAPE nnnn p, 3 v.)

583 - - ‡l Library also has preservation copy (VIDEOTAPE nnnn p, v.1,v.5)

583 - - ‡l Library also has preservation copy (VIDEOTAPE nnnn p (Beta), no.3-no.8)

Edit 852 to new DVD accession number and add public note:

852 8 - ‡b OuzV ‡h DVD nnnn ‡z <DVD-R>

Add 866 tag(s) as needed

Add an 843 reproduction note (copy bib 533 tag):

843 - - ‡a Videodisc. ‡b [Honolulu] : ‡c Wong Audiovisual Center, ‡d [year] ‡n DVD-R

Save edited MFHD

Item record:

Create new item record for DVD

barcode number blank

“In Process” status

add additional ITEM records if necessary for enumerated volumes, to match 866 tag in MFHD

Labeling of DVD p copy:

Copy the DVD accession number from DVD use copy onto partially printed DVD label

Affix to lower left corner of container insert of preservation copy

Distribution:

Return all use copies to Wong AV Center via interoffice mail, including withdrawn pieces.

Alexis will discard withdrawn videotape use copy.

Put all preservation copies in Special Collections pickup tray.

Route withdrawal paperwork to bin in CatSS

Statistics:

1 VTAPE recat/upgrade/convert

1 DVD added copy/volume