NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS
In most cases it takes a multilateral approach to get the job done. The station gives what it can, the archive does its best, but without a third or even fourth party the resources just might not be there. That extra party can be a granting agency, a philanthropist, the sta- tion’s founding family or a highly motivated user. Open many doors to possible participants.
David Weiss, Executive Director Northeast Historic Film
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 47 NORTHEAST HISTORIC FILM/MAINE TELEVISION STATIONS
EXECUTIVE SUMMARY A regional not-for-profit archive has acquired historical local television mate- rials from all seven of the state’s stations. The archive believes that multiple stations reflect the many aspects of the region. Seven unique agreements were developed to serve the needs of each sta- tion and the archive. Some are simple, some complex, but all work well. Grants have been essential in supporting preservation and access activi- ties. The archive promotes and enables wide public access through public programs and a database that will go on-line. Already these materials have been used and appreciated statewide. Some of the stations and the archive benefit from different revenue streams. This study examines the donor agreements, revenue and re-use of materials. INTRODUCTION On a spring night in 2002, the theatre at the Portland Art Museum was sold out for “Maine TV: Then, Again.” This retrospective of local television from the collection of the Northeast Historic Film archives was hosted by Pat Callaghan, a news anchor at Portland’s WCSH-TV. Members of the audi- ence were doing what many of us do when remembering our local heritage and common community: comparing the past with the present and reflect- ing on our recent history. For the enthusiastic crowd, it was a rewarding experience. Every television station owner or general manager has to make the deci- sion about what to do with programming it has produced. Storage space is a perennial problem, as are the issues of staff time and expertise. Some stations choose to preserve their historical film and video by working with an outside archive. This document looks at one archive and its relationship to four of the stations represented in its local television collection. Executive Director David Weiss of Northeast Historic Film (NHF) approached all seven of the television stations in Maine and convinced all to make a donation of historic local television materials to NHF. Some of the Maine stations had hundreds of thousands of feet of film and hundreds of videotapes to deposit; some had relatively small collections, but each donation provides a unique per- spective on a part of the state of Maine. There are written agreements with all the stations. Varying formal and informal working arrangements between Northeast Historic Film and the stations have evolved. These arrangements serve the stations well and make it possible for NHF to further one of its mandates: to preserve the cultural heritage of the region through the records of local television. What follows is a thumbnail sketch of Northeast Historic Film and four of the stations in its collection. We examine the stations’ unique deeds of gift to NHF, which reflect individual station’s concerns. We examine local televi- sion preservation activities at NHF as well as archival activity at each station in the study.
48| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE Director David Weiss feels strongly that this case illustrates local televi- The holdings from each of sion collections’ need for cooperative partnership with an archive to leverage the stations in the collection funding and aggregate preservation and access efforts. This study also shows include: that each agreement is unique, but each works to the benefit of both the individual station and Northeast Historic Film. WABI (Bangor) Preservation, a crucial component to this success story, is discussed as 650,000’ of 16mm film from well. 1953 to 1974 500 videotapes (1”, 3/4”, Beta) NORTHEAST HISTORIC FILM from 1988 to 1997 David Weiss and Karan Sheldon established Northeast Historic Film in 1986 in Blue Hill, Maine, to fulfill their shared vision to preserve the cul- WCSH (Portland) ture of the region as recorded on film and video. It is now a six-hundred- 180,600’ 16mm film and 339 member organization. videotapes (2”, 1”, 3/4”, VHS) Now located in Bucksport, Maine, NHF employs seven full-time and from 1956 to 1989 five part-time employees and is known nationally and regionally for its col- lections and activities. NHF has one of the largest collections of home WLBZ (Bangor) movies in the nation; it also has an intensely active educational and outreach 606,700’ 16mm film and 766 focus and increasingly active preservation efforts. The acquisition of the videotapes (2”, 3/4”, Betacam SP, Bangor Historical Society/WABI local television collection in 1988 began VHS) from 1970 to 1993 the commitment to the collection and preservation of local television as a core activity. Maine Public Broadcasting NHF purchased the Alamo Theatre in Bucksport for offices and screen- (Lewiston) ing space in 1992. The theater is now restored and running as a movie the- 86,070’ 16mm film and 1029 ater and facility for various community-based activities. It is home to the videotapes (2”, 1”, 3/4”) from annual Northeast Silent Film Festival, a national symposium and celebration 1964 to 1995 of silent movies. Ground was broken in 2002 for a state of the art conserva- tion center, to be completed in 2003. In addition to the local television col- WGME (WGAN) (Portland) lection, NHF holds about 1.5 million feet of home movies in more than 250,000’ 16mm film from two hundred collections. Other collections include ephemera, videos, books 1955 to 1973 and periodicals, movie posters, and vintage equipment. Northeast Historic Film is active in educational activities. It runs a large WAGM (Presque Isle) rental and reference library on-site and by mail and works on programming 105,000’ 16mm film from with teachers in the region. 1970 to 1992 CONTENT The local television collections at NHF include close to two million feet of WVII (Bangor) 16mm film and approximately three thousand videos. Formats include 126 videotapes (3/4”) from 16mm film and many video formats (3/4”, VHS, Beta SP, 1”, 2”). Most of 1985 to 1996 the materials are in relatively good condition. There is no sign of vinegar syndrome with the film, the formats of which cover all iterations of old film: positive and negative, B&W and color, silent and sound, magnetic stripe and optical track.
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 49 The television collections are primarily news (more than 80 percent), but the collections contain some production outtakes, local sports (high school and college), some entertainment programming, and a few public affairs programs. Between ten and fifteen thousand individual stories are in the collection. Unique footage includes coverage of the Clay-Liston fight in Lewiston, Maine, in 1963. NHF holds forty-six 3/4” tapes featuring Maine schoolgirl Samantha Smith and her efforts to bridge the gap between leadership and youth in the Soviet Union and the United States. She was killed in a plane crash in the late 1980s. Footage featuring Maine officials with national and international renown include Margaret Chase Smith, the first woman elected to both houses of Congress; Senator Edmund Muskie; Senator George Mitchell and Senator William Cohen. Paper archives of these elected officials are held at several college and university libraries throughout the state. PRESERVATION AND STORAGE The film is stored at NHF in polypropylene cans stacked flat on metal shelves. The current vault environmental conditions are regulated to a range of 62-66 degrees Fahrenheit and 40 percent relative humidity. Video is stored under the same environmental conditions. The new Conservation Center will feature twenty-seven thousand cubic feet of environmentally cor- rect media storage space. In 2001, Northeast Historic Film received a National Historical Publications and Records Commission (NHPRC) grant of $120,433, which was matched for a total grant amount of $241,191. This grant was for preservation of the film components and “at risk” video in the local televi- sion collection as well as for enhancement of the index. ACCESS The television collections arrived at NHF with minimal cataloging support. This lack of organization limits access and re-use. Requests for footage come to the curatorial staff from individuals for personal use; from the donor sta- tions for re-use in productions or promotions (averaging six to eight a year); from independent productions (averaging more than three hundred a year); and from scholars (averaging five to ten a year). Rarely are there “emer- gency” requests from the donor stations.
50| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE INTELLECTUAL CONTROL In order to provide access to the collections, Northeast Historic Film uses ProCite from RIS (Research Info Systems), a bibliographic software for cata- loging at the item level. Each “story” is considered an item. The program is MARC mappable. NHF also uses LCSH (Library of Congress standards) with a customized local thesaurus. (See Appendix for sample field) The WABI collection came with some written notes and sports scripts. Other collections have small amounts of ancillary information, which is being incorporated into the records as cataloging is done. Eventually, a text-search- able database will be available on-site at each donor station as well as at NHF, which should encourage and assist with re-use of the material. REVENUE Northeast Historic uses Corbis Motion, a commercial stock footage house in New York City, to represent three thousand stories from the WABI news film collection (1954-1967). There has been some financial return on that endeavor. NHF has an annual operating budget of $330,000. Footage sales have averaged $13,500 annually over the past eight years. Of that, approximately $3,000 is from the television collections. These figures should increase as the collections become more accessible and more widely known. (See Appendix for sample rate card) SELECTION When the donor stations made the decision to deposit their collections with NHF, they were interested in a rapid transfer of materials. Northeast Historic Film took everything it was offered although selection criteria were applied after the transfers occurred. (See Appendix for copy of selection guidelines) Although it was not necessarily planned this way, it is fortuitous that when aggregated, donated materials from all the stations cover a full date range from 1953 to 1997.
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 51 HIGHLIGHTS FROM FOUR OF THE DONOR STATIONS
WABI (Bangor) WABI in Bangor was the first television station on the air in the state, signing on in January 1953. It is one of four stations in the 154th market. The sta- tion, formerly an NBC affiliate and now with CBS, is owned by Diversified Communications, a Maine-based corporation, which also owns stations in Florida and South Carolina. Horace Hildreth, later governor of Maine and a U.S. ambassador, started WABI. Diversified Communications is still owned and managed by the Hildreth family. WABI prides itself on being an integral part of the community it serves and feels its community involvement makes the station stand out against its local competition. WABI employs fifty people in its operation. The WABI news film now in the NHF collection was kept at the station until 1973, when the general manager arranged a donation to the Bangor Historical Society. The Historical Society was unable to do more than safe- guard the aging materials, while preservation was becoming a more immediate issue. In 1987, WABI and Northeast Historic Film approached the Bangor Historical Society with a request to transfer the collection to NHF. The parties signed a three-way agreement in 1988, and an updated agree- ment between the Bangor Historical Society and Northeast Historic Film was made in 2000. The 2000 Gift Agreement gives physical ownership and all rights, title, and interest in the WABI materials to NHF. (See Appendix for copy of agreement) NHF is responsible for proper storage and handling of the materials, preservation, and fulfilling requests for access. VHS dubs are to be made for the Bangor Historical Society for reference purposes at the Society. Any revenues generated by NHF on the WABI materials are split fifty-fifty with the Bangor Historical Society for the next hundred years. The three-way agreement also provides that WABI produce and regularly air a public service announcement to make the public aware of the collection. The visual credit for stock footage reads “Bangor Historical Society/WABI Newsfilm Collection and Northeast Historic Film”. The WABI video collection still at the station dates from the late 1980s. It includes news and sports programming. The station covers the University of Maine sports and is the “official” high school coverage station. The news department has a small library of about 150 tapes of completed stories that they re-use. They also keep “file footage”; stories that function as stock shots designated as noteworthy by staff. The selection procedure is informal and the tapes are stored under normal office conditions. The small size of the saved footage library is primarily a function of the cost of raw stock. Tapes are rou- tinely recorded over to save the purchase of new stock. Handwritten notes accompany the news stories that went to NHF. These are assisting in the current cataloging process. NHF is logging materials at the archive and will provide WABI with a copy of the database when it is finished. There is occasional need for material now at NHF.
52| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE WCSH (Portland) and WLBZ (Bangor) WCSH (Portland) and WLBZ (Bangor) are sister stations, both currently owned by Gannett Co., Inc., and both NBC affiliates. WCSH in Portland is the larger station. There is a president and general manager at WCSH in Portland, and at WLBZ in Bangor. While each station is programmed sepa- rately, some live and locally produced programming is shared electronically between the stations. WCSH began as a radio station in 1925. In 1953, the television station, situated in the dining room of the Congress Square Hotel in Portland, signed on the air. In 1946, John Hogan, WCSH’s news director, established the National Association of Radio News Editors, a forerunner to the Radio and Television News Directors Association (RTNDA). Murray Carpenter started WLBZ in the late 1950s before it became part of Maine Broadcasting Corporation. Corporately, the two stations employ approximately 200 people. WCSH has about 130 employees and WLBZ about 70. Portland has a market size of 79; Bangor is 154th. Both stations were owned by the Thompson family as Maine Broadcasting Corporation and sold to Gannett Co., Inc., in 1998. The transfer of ownership of the historical materials to Northeast Historic Film was in process when the sale to Gannett occurred. Gannett approved the transfer with small additions to the deed of gift. (See Appendix for copy of agreement) The agreement is the same for both stations. The donors feel strongly about being recognized as the creator of the collection and were concerned about protection against theft and unauthorized access at Northeast Historic Film, issues that were addressed specifically. A unique feature of the agreement is that it prohibits the sale of material to a Gannett competitor in any market without express permission from Gannett. WCSH has a room in its basement where it holds approximately fifteen hundred 3/4”, Beta SP, and DVC Pro tapes that are kept for re-use or for their news value to the station. Storage conditions are not environmentally con- trolled. These tapes contain individual news stories rather than entire programs but also include sports, specials, and other individual selections. There are no formal selection criteria. The tapes are arranged in loose chronological order. Three or four people have knowledge about where certain stories are stored; there is no cataloging system. The station also holds approximately six years of news scripts. The WLBZ materials were donated to Northeast Historic Film in 1999. The current station general manager signed the deed of gift despite strong reservations about people misusing the copyrighted production materials, but she is not unhappy with the partnership as it works today. There is no ongoing schedule to keep transferring newer media materials to Northeast Historic. Space is becoming an issue but as format sizes shrink the issue of moving tapes off-site takes on less urgency. WLBZ has a small room that holds current tapes. It has collected some “nostalgia” tapes of old programming to be used internally and as part of pub- lic anniversary celebrations. It allows ad hoc access to the stored tapes, mostly by news personnel. Each tape has an index by story on the outside. An old- fashioned Rolodex that is indexed and cross referenced by topic (e.g., blueber- ries) and by region (e.g., Aroostock County) is available on a public desk and used by all. It works very successfully in the small station. WLBZ receives about ten requests per week for copies of current stories.
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 53 They charge $25 per copy, which provides a respectable amount of revenue (about $12,500 a year), for the small station. Maine Public Broadcasting Network (Lewiston) MPBN believes there is significant value and heritage in the archive. Extensive re-use of materials adds vitality and quality to new stories. They estimate saving thousands of dollars annually by re-using saved materials, although that is a difficult figure to quantify. The vice president has a real commitment to the archival program and has been working with the station’s board to develop corporate and financial support. All produced materials, including raw footage, are logged into Image Mine, a program that captures images as they are logged. (See Appendix for sample fields) MPBN staff developed key words to customize the program for the station’s use. Image Mine tracks rights as well as materials, which is a big help for managing re-use and sales. MPBN also developed standardized tape labeling instructions. (See Appendix for copy of instructions) Tapes are labeled and held at the producing station but content information is shared on the network. Cataloging records for the MPBN materials at NHF are being created as part of the processing under the NHPRC grant. The records being created in Image Mine will accompany new transfers of materials. Older format tapes still in the Maine Public archive, mostly 3/4”, are slowly but steadily being transferred to DVC Pro by in-house engineering staff. The vice president claims that MPBN has three archives: the one at Northeast Historic Film and the Image Mine database with its subsets for television and radio.
54| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE CONCLUSION Due in large part to the ability of management at NHF to recognize the differing needs of individual television stations, whether commercial or public, whether individually or group-owned, much of the cultural history of an entire state is being preserved and protected. Enhanced access for re-use, educational, and his- torical purposes is being accomplished. While revenue does not mean “profit,” the revenue generated does cover some of the costs of making the collections true financial assets. Additionally, the scope of the aggregate collection at NHF makes it much more attractive to funders, enabling preservation and cataloging work to be accomplished. While some of the stations that have donated their older collections to NHF may choose to keep newer productions in-house, they can draw upon, and be influ- enced by, the archiving expertise available at Northeast Historic Films.
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 55 SAMPLE DATABASE RECORD
Northeast Historic Film Northeast Historic Film ProCite database example ProCite database exam- ple Collection Name (01): WLBZ Collection Catalog Number (02): Collection Name (01): Accession # (03): 1458.308 Catalog Number (02): Title (Ana.) (04): Ed Muskie—the Man from Maine Accession # (03): Gauge: _ inch Title (Ana.) (04): Reel and length: 52:43 Gauge Sound or silent (09): sd. Reel and length: B&W or color (10): col. Sound or silent (09): Condition (11): very good B&W or color (10): Series title (12): Condition (11): Production credits (13): Series title (12): Talent (15): Production credits (13): Status (16): partial/per Talent (15): Transfers/copies (17): Status (16): Copyright held by (18): Transfers/copies (17): Source of information (19): RV 8/14/2000 Copyright held by (18): Date of publication (20): Mar. 29, 1989 Source of information Location(s) depicted (25): (19): Description/can notes (43): Documentary of Maine’s Date of publication (20): governor, senator, vice presidential nominee and Location(s) depicted Secretary of State. Includes historic footage and inter- (25): views with Muskie, George Mitchell, David Broder, and Description/can notes others. Producer/host: reporter Pat Callaghan, WCSH. (43): See collection folder for segment running times. Index terms (45): Index terms (45):
56| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE RATE CARD
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 57 SELECTION POLICY P.1
58| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE SELECTION POLICY P.2
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 59 DEED OF GIFT AGREEMENT P.1
60| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE DEED OF GIFT AGREEMENT P.2
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 61 DEED OF GIFT AGREEMENT P.1
62| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE DEED OF GIFT AGREEMENT P.2
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 63 DEED OF GIFT AGREEMENT P.3
64| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE DEED OF GIFT AGREEMENT P.1
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 65 DEED OF GIFT AGREEMENT P.2
66| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE DEED OF GIFT AGREEMENT P.3
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 67 DEED OF GIFT AGREEMENT P.1
68| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE DEED OF GIFT AGREEMENT P.2
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 69 DEED OF GIFT AGREEMENT P.3
70| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE DEED OF GIFT AGREEMENT P.1
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 71 DEED OF GIFT AGREEMENT P.1
72| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE DEED OF GIFT AGREEMENT P.1
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NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 75 TAPE LABELING INSTRUCTIONS P.1
76| LOCAL TELEVISION A GUIDE TO SAVING OUR HERITAGE TAPE LABELING INSTRUCTIONS P.2
NORTHEAST HISTORIC FILM / MAINE TELEVISION STATIONS | 77