ACTIVISTS’ GUIDEto ARCHIVING VIDEO

archiveguide.witness.org TABLE OF CONTENTS

START HERE ...... PG. 3

Who is this Guide for? ...... pg. 3 Why Archive? ...... pg. 3 What is Archiving? ...... pg. 4 How to Use this Guide...... pg. 5

THE WORKFLOW ...... PG. 8

Create ...... pg. 8 Transfer ...... pg. 18 Acquire ...... pg. 29 Organize ...... pg. 37 Store ...... pg. 48 Catalog ...... pg. 57 Preserve ...... pg. 68 Share ...... pg. 75

VIDEO AS EVIDENCE ...... PG. 86

KEY CONCEPTS ...... PG. 88

GLOSSARY ...... PG. 92 PLEASE NOTE

Words highlighted in orange are internal links to Glossary and Key Concepts terms, or to other sections in the Guide. Click on the links or look up the terms, which are alphabetized in the back of the Guide.

Words highlighted in grey and underlined are links to external resources. Click on the links or look up the URL in the footnotes.

ACTIVISTS GUIDE TO ARCHIVING VIDEO: TABLE OF CONTENTS © 2013 WITNESS | 80 Hanson Place, 5th Floor, Brooklyn, NY, 11217 | Phone: 718.783.2000 | Fax: 718.783.1593 | [email protected] Activists’ Guide to Archiving Video by WITNESS is licensed under a Creative Commons Attr bution-NonCommercial-ShareAlike 3.0 Unported License. START HERE START HERE START

WHO IS THIS GUIDE FOR?

• You are a human rights activist, a small or grassroots human rights organization, or media collective; • You are creating or collecting digital video to document human rights abuses or issues, and; • You want to make sure that the video documentation you have created or collected can be used for advocacy, as evidence, for education or historical memory - not just now but into the future.... • But you are not sure where to begin, or you are stuck on a particular problem.

If this is you, then this Guide is for you.

WHY ARCHIVE?

With everything else you need to think about and do - why archive?

Ask yourself:

• Do you want your videos to be available in the future? • Do you want your videos to serve as evidence of crimes or human rights abuses? • Do you want your videos to raise awareness and educate future generations?

If the answer is yes, it is important to begin thinking about archiving before it is too late.

3 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: START HERE START HERE START

One reason to archive your videos.

Still not sure? Here is what might happen if you do not take steps to archive:

• Your videos may be accidentally or deliberately deleted and lost forever. • Your videos may exist somewhere, but no one can find them. • Someone may find your videos, but no one can understand what they are about. • Your videos cannot be sufficiently authenticated or corroborated as evidence. • Your videos’ quality may become so degraded that no one can use them. • Your videos may be in a format that eventually no one can play.

WHAT IS ARCHIVING?

ARCHIVING IS… a general term for the range of practices and decisions that support the long-term preservation, use, and accessibility of content with enduring value. In this Guide, our focus is on your digital videos.

ARCHIVING IS … an ongoing process that begins when a video is created and continues infinitely into the future.

ARCHIVING IS…a process that can be incorporated into your existing video workflows.

ARCHIVING IS … a way to ensure your videos remain authentic and intact, so you can use them as evidence.

ARCHIVING IS … a way to ensure your videos are available, findable and playable long into the future.

ARCHIVING IS NOT… a one-time action.

ARCHIVING IS NOT… putting your videos on a hard drive and leaving it on a shelf.

4 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: START HERE HOW TO USE THIS GUIDE

This Guide is organized into 8 sections focused on stages in a video archiving workflow: START HERE START

Stages in a video archiving workflow.

Are you looking for information about a specific topic or stage of archiving, such as metadata, storage devices, or cataloging? Jump in via any of the Workflow topics or look at the “Key Concepts” page.

5 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: START HERE NOT SURE WHERE TO BEGIN?

If you are unsure how to incorporate the video archiving stages above into your current situation, one place to start is HERE START to chart your current video workflow. A workflow is a map of processes and roles for activities that require multiple actions and usually more than one person. Visualizing how you or your organization works can help you build and improve on the way you get things done. See the scenario below for an example of a workflow.

Once you map your existing workflow, it will be easier to see where the archiving stages can fit in. In some cases, it might just mean making slight changes to something you are already doing. In other cases, it might mean introducing entirely new steps in your workflow. Everyone’s workflows are different, and everyone will incorporate these archiving stages in different ways.

As you read through this Guide, you will be able to determine what you can easily incorporate and what might take more planning. Do not become discouraged! Building an archiving workflow takes time, but every small step you take along the way contributes to the survival of your videos and increases their ability to be used in the future.

A SCENARIO AN ACTIVIST MEDIA CENTER

The Activist Media Center has an efficient workflow for getting newsworthy videos online in a timely manner, but has not given much thought to the videos’ long-term usability up to now.

An efficient workflow for getting videos online, but not for long-term usability.

6 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: START HERE As they collect more and more videos, the Media Center starts to see the potential value of the collection to future legal cases, and as a historical record of events. However, the way they have organized their videos is not consistent, and only one person really knows how to find the older videos. They also realize that media outlets are having a hard time verifying their videos, and that it would be hard for the Media Center to prove that its videos are authentic. Then, one day, someone accidentally drops a cup of coffee onto one of the hard drives and it HERE START immediately stops working. Because the Media Center does not have a backup copy, the videos on that drive are permanently lost.

In an effort to improve their practices, the Media Center adds some archive-minded steps to their workflow:

• The Videographer notes important metadata for each video, such as date, location, hash value and her name, in a document that she includes with her videos on the encrypted USB stick. • After receiving and decrypting the USB stick, the Media Center offloads the original files to its primary storage. • The Media Center organizes the videos and makes backup copies on 2 additional hard drives. • The Media Center makes a catalog record for each video in a database, expanding on the metadata provided by the videographer, to make the videos findable. • The Media Center adds detailed titles and descriptions to its YouTube videos, and provides descriptions along with videos to news outlets. • Instead of transcoding videos during offload, the Video Editor makes transcoded copies from the offloaded original files. • The Video Editor outputs a full quality master of her edited video in addition to the lower quality output she uploads to YouTube.

A few steps are added to the video workflow to improve the long-term usability of the videos.

READY TO START?

In the menu, look under “The Workflow” to find out more about the stages in the video archiving process. Start with “Create” and follow along, or jump to any particular stage you want to learn more about.

7 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: START HERE THE WORKFLOW: CREATE WORKFLOW CREATE: INTRODUCTION

Archiving begins from the moment of creation, when you record raw video footage on a camera. At this key stage, there is important information about the video that must be captured to enable identification, authentication and use of the video later on.

This information is known as metadata. You can create video metadata in an automated or manual fashion. You can do it in the camera and embed it in the video file, or record it separately in a spreadsheet, text file, email, or handwritten note. You should also collect any documents related to your videos, such as consent forms or production notes.

Archiving also begins when you create new edited videos using editing software. The choices you make about what to output and keep from your editing project can affect a video’s usability later on.

A SCENARIO A VIDEO IN CONTEXT

http://youtu.be/03P83yQhjd8 This video was recorded on April 9, 2012 in Homs, Syria, showing that an upsurge of violence occurred in the lead-up to a UN-brokered ceasefire agreement that called for a withdrawal of heavy weapons from built-up areas and a complete cessation of hostilities on April 12, 2012.

Note how the videographers state the date and location in which the video was recorded in the video’s audio. This basic metadata is central to the video’s significance, and allows it to be verified, understood and contextualized in relation to external information, like the date of the ceasefire agreement.

8 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: WORKFLOW - CREATE CAUTION!

PROTECT SENSITIVE INFORMATION WORKFLOW Video metadata can contain private or sensitive information like names or locations that can put you or other people at risk. If you have sensitive data, choose methods of capturing metadata that allow you to either encrypt the data, separate it from other data, or keep it in a safe location. Be aware of what metadata your camera embeds automatically (case in point here)1.

GET INFORMED CONSENT

You cannot be sure that sensitive information will never be compromised. Consider the risks to yourself, and inform the people you are filming about the risks and get their consent to be filmed. See WITNESS’s Informed Consent 2 tips for more information.

BE SAFE WHEN RECORDING

See WITNESS’s Safety and Security tips for more information.

VIDEO AS EVIDENCE TIP

Hash values are another type of metadata that are particularly important for evidentiary video. They can be used to show whether your files have been tampered with over time, so it is valuable CREATE: WHAT METADATA TO CAPTURE to capture them as early as possible in Key contextual information about your video needs to be captured at the time it is created. This the video lifecycle. Some recording metadata is critical to the video’s authenticity, and to the ability to find, use, and understand devices may be able the video. to embed hashes in the video file at the The key pieces of information to capture at the point of creation are: point of creation. Otherwise, you can compute hashes after WHEN The date and time recorded / created. you offload them to a computer (see WHERE The geographic location of recording. “Transfer” for more information on how to do this). WHAT AND WHY A basic description - the important details about the event recorded that would be difficult to identify later (e.g. people’s names, the purpose for recording) or that make the event significant (e.g. shelling during a ceasefire, violence against civilians).

WHO The video’s source. The full name (or pseudonym, if not safe) and contact information (if safe to provide) of the video’s creator.

9 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: WORKFLOW - CREATE 1 http://cbsn.ws/1vZTKVd 2 http://library.witness.org/product/obtaining-informed-consent/ SECURITY REQUIREMENTS Whether or not the identities of the video’s subjects or creator need to be

protected. WORKFLOW

Other information, such as detailed descriptions or keywords, will be important to making your video more findable and understandable but are not critical at this stage. Additional information can be added later at different stages of the workflow (see “Catalog”).

CREATE: HOW TO CAPTURE METADATA AND DOCUMENTATION

There are many ways to capture metadata about your video at the point of creation. Information can be captured in an automated or manual fashion, and can be embedded in the video file or recorded in a separate document. Different methods have different safety and security risks and logistical requirements.

The basic ways to capture information about your video are:

CAMERA SETTINGS

Depending on your camera, you may be able to embed the date, time, geolocation, creator’s name, and other metadata in the video file. Check your settings to see if these features are turned on and if they are correct. Also, if you have options for recording format, select the highest quality ones that your camera allows.

• Advantage Embedding information in the file metadata means that the information stays with the file, as long as the file is unaltered. • Disadvantage You cannot hide this information without encrypting the video. If you do not want your location known, for example, geolocation metadata is a security risk.

You can enable and embed metadata with your camera settings.

10 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: WORKFLOW - CREATE WORKFLOW

Just some of the metadata captured by your camera.

Try This To see what metadata your camera has embedded in your video files, useMediaInfo 3 BASIC ($0.99, GUI version) to display the metadata.

Try This The free version of MediaInfo4 displays metadata embedded in video and audio files in the ADVANCED command-line.

Try This Exiftool5 is another command-line tool that displays metadata embedded in photo and video files, ADVANCED and allows you to add metadata to photo files.

11 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: WORKFLOW - CREATE 3 https://itunes.apple.com/app/mediainfo/id510620098 5 http://www.sno.phy.queensu.ca/~phil/exiftool/ 4 http://mediaarea.net/en/MediaInfo RECORD ON-CAMERA

While recording a video, speak into the camera; hold a sign in front of it (similar to the idea of using a slate or clapboard in a film); or film things (like signposts, clocks, recognizable landmarks) to capture key contextual information in the video itself. If you have a choice of recording formats, film in the highest quality that your WORKFLOW camera allows.

You can record important metadata in the video itself.

• Advantage: The information stays with the video, even if the file is transcoded and loses the metadata embedded in the file. • Disadvantage: Someone needs to actually view the video to find this information; the information is not searchable unless someone transcribes it. You may also need to edit the video before sharing it if the information has security restrictions.

RECORD ON-CAMERA, IN A SEPARATE FILE

Similar to the method above, except you record the information in a separate file by stopping and starting the camera, or using a different feature (e.g. a Voice Note on your mobile phone).

• Advantage: Almost as easy as the method above, and eliminates the need to edit the video before sharing if the information has security restrictions. • Disadvantage: You will need to make sure the two files remain associated with each other later on; and someone still needs to view or listen to the additional file to get the information.

12 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: WORKFLOW - CREATE ENTER IN A PRE-FORMATTED TEMPLATE

Create a template using a spreadsheet or other application with columns or fields for each piece of metadata. Fill it out electronically (e.g. using a computer or tablet), or print it out and fill it out by hand. WORKFLOW

You can create and enter metadata into a preformatted template.

• Advantage: Prompts you to enter key information. If entered electronically, the information can be easily searched or brought into other applications later on. • Disadvantage: It can be cumbersome to have and fill out the template in some recording situations; you also have to make sure the document remains associated with the video. If entering electronically, your device needs to have the appropriate software and template loaded.

ENTER IN AN ELECTRONIC TEXT DOCUMENT

Enter metadata using any text editor available on your computer, tablet, or smartphone.

You can enter data in a text document.

13 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: WORKFLOW - CREATE • Advantage: Uses available tools at hand. Choose an application that allows you to save/export your document as plain-text (.txt) from your device.

• Disadvantage: A device is required; as with using a template, it can be cumbersome to fill out; and you WORKFLOW have to make sure the document remains associated with the video.

ENTER IN AN EMAIL OR ONLINE DOCUMENT

Similar to the two methods above, except you fill out the metadata online or send it to someone (potentially with the video file).

• Advantage: Metadata can be sent to a safe location. • Disadvantage: The video needs to be matched with and remain associated with the document.

HAND-WRITE ON PAPER

You can simply write down information on paper (use a printed, pre-formatted template if possible). Metadata in any form is better than none at all.

You can write down metadata by hand.

• Advantage: It does not require a computer or other device. • Disadvantage: Your notes need to be physically transported or scanned to be shared with anyone, and may subsequently need to be transcribed.

14 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: WORKFLOW - CREATE COLLECT RELATED DOCUMENTS

In addition to capturing metadata in the ways above, collect any existing documents that relate to the video, WORKFLOW such as production notes, consent forms, or logs.

• Advantage: These documents can contain valuable information about the video and the context of its creation. • Disadvantage: You need to make sure the documents remain associated with the video. See the “Transfer” section on information packages.

CREATE: OUTPUTTING EDITED VIDEOS

New videos are created when you edit raw footage together or add new components to raw video footage like titles or graphics, and output or export them from editing software.

OUTPUT AT FULL RESOLUTION

Always output or export a full-quality master video (i.e. in the format in which the video was edited), even if you do not have an immediate use for it. This is especially important if you will not have access to the raw footage later on. You can export additional copies in other formats as needed.

NAMING OUTPUTTED FILES

You will need to provide filenames for your outputted videos. Create a filenaming convention so that you name all of the files you create consistently. If you use unique identifiers, you can include the unique identifier for the video in the filename. For example, you can name your outputted files according to a template like this:

ID_Title_Version_DateOutput

Name your edited video files consistently, following a template.

15 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: WORKFLOW - CREATE KEEP PROJECT FILES WORKFLOW Save your project files (e.g. the .fcp file), as it shows how you made your video. It is also useful in case you ever need to re-edit the video. You may need to re-edit, for example, if you find an error, if the situation changes and you need to update information, or if you want to make a new version of the video. For the same reason, it is a good idea to keep graphics or any other elements that were created for the video.

Since this project file can usually only be opened in the application that created it, you should also export the project information in an edit decision list (EDL) or other interchange format (e.g. Final Cut Pro XML Interchange Format).

INCLUDE METADATA IN YOUR EDITED VIDEOS

An easy way to ensure that metadata stays with your video is to include it in the video itself. With edited videos, you can add slates, title cards, lower thirds, subtitles, logos or credit rolls to display key information about your video.

You can include important metadata in the edited video itself.

CREATE: TAKEAWAYS

• The most important metadata to capture when recording a video are: date and time, geographic location, basic description, safety and security requirements, and who shot the video. • Other information can be added later to aid understandability and findability of the video. • There are many ways to capture information, including using camera settings to automatically embed data, or using a separate pre-formatted template like a spreadsheet. • Different ways of capturing information have different safety and security risks and logistical requirements. • When creating edited videos, output at full resolution, name your video files consistently, and keep your project files.

16 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: WORKFLOW - CREATE KEY CONCEPTS IN THIS SECTION WORKFLOW Authenticity: The concept of authenticity is based on the creator and the context of creation. This information must therefore be documented in order for authentication/verification to happen. Read More...

Metadata: Capturing metadata at this stage – before it is lost or forgotten – is critical for the identification, authentication, and use of the video. Read More...

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WORKFLOW lifecycle, suchaswhenyoufirst tampered withovertime.Itisthereforeagoodideatocapture hashesasearlypossibleinthevideo also valuable A hashisanalphanumericstringofcharactersthatcreated byrunninga frequently, socheckforthemostcurrentinformationbeforemakingadecision. a comparisonoffewpopularcommercialservices.Beawarethattechnologiesandtermsusechange 12 Hashes evidence important to It isimportanttomakesureyourfilesstayintactandunalteredwhenyoutransfer.canalsobe TRANSFER: KEEPINGFILESINTACT(ANDPROVINGIT) integrity, andusability.SeetheWITNESStipsheeton“ File sharingservicesallhandleuploadedfilesdifferently,potentiallyaffectingtheirauthenticity, COMPARISON OFPOPULARSYSTEMS/SERVICES value willbedifferent. algorithm onthefile,solongasfileisunchanged.If fileisalteredinanyway,theresultinghash (such asMD5orSHA-1)onafile.Theresultinghashvalue willbethesameeverytimeyourun http frequency thatyouneed. You mustbeabletoaffordthesystem’scostuploadanddownloadvideosinvolume COST The system’smethodforuploadinganddownloadingneedstosuityourtimeresources. EFFICIENCY frequency youneed. The systemshouldenableyoutoaccessanddownloadyourvideosinthemannerat ACCESSIBILITY allows youtokeepthisdocumentationassociatedwiththevideo. If youhaveaccompanyingdocumentation,likeconsentformsorshotlists,chooseasystemthat DOCUMENTATION accessed andwhen,whoeditedetc). The systemshouldmonitorandlogactivitiesthataffectthevideo(e.g.whouploadedwhen, CUSTODY ://library.witness.org/product/transferring-human-rights-video-online , alsoknownaschecksums,areawaytocheckifyourfileshavetransferredintact.Hashes . metadata show thatyourfilesareintactandunaltered,especiallyifyouusingvideofor forevidentiaryvideo,becausetheycanbeusedtoshowwhether yourfilesare offload videosfromyourcamera. 24 doc =281dcba8aed030fc28c87b572ec0294ce17392af 887b7bc46f18a8df7457727e4ec3a253. TheSHA1hashformyfile. Example: “Myfile.doc.”TheMD5 hashformyfile.doc= ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: Transferring HumanRightsVideoOnline” / hash function algorithm WORKFLOW - TRANSFER

12 for

WORKFLOW ADVANCED ADVANCED ADVANCED ADVANCED Try This Try This Try This Try This Try This 14 13 http http BASIC ://www.karenware.com/powertools/pthasher.asp ://www.fourmilab.ch/md5/ the videofileatpointofcreation. (see “TryThis”below).Inthenearfuture,somecameraswillallowyoutocomputeandembedhashesin There aremanyfreeandcommerciallyavailablesoftwareapplicationsyoucanusetocomputehashes altered it. to another,ifyourfilehasbeenstoredforalongtime,oryouwantknowwhethersomeone it isintact.Youmaywanttocheckafile,forexample,afteryouhavetransferredfromonelocation Run ahashalgorithmonfileassoonyouacquireit,andagainwheneverwanttocheckthat checksums forentiredirectoriesoffiles. the GNUCoreUtilities. sha1sum md5deep Microsoft FileChecksumIntegrityVerifier MD5 Karen’s Hasher and SHA1hashes. 14 isa 17 16 isacommand-linetoolforcomputing andcheckingSHA-1 checksums thatispartof andhashdeeparecommand-linetoolsforcomputing comparingmultiple command-line toolforcomputingMD5checksums that comespre-installedon want tohash.Type“manmd5”forthefullMD5toolmanual. window, type“md5,”followedbyaspace,andthenthefile(withfilepath)you There isabuilt-inMD5toolforMacs.Tousethistool,openTerminal 13 isaWindows Karen’s HasherisafreeWindowsapplicationforcomputinghashes. GUItoolforcomputingandverifying hashes. 16 15 http http ://md5deep.sourceforge.net/#md5 ://www.microsoft.com/en-us/download/details.aspx?id=11533 25 15 isaWindowscommand-line toolforcomputingMD5 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - TRANSFER 17 /coreutils/ http ://www.gnu.org/software

WORKFLOW people inyournetwork,especiallyifyouhaveamixedenvironment (i.e.WindowsandMac). or FAT32.Thereareafewconstraintstobeawareofwhen usingthesedevicestotransfervideofilesbetween Hard drivesandUSBflashareformattedaccording toaparticularfilesystem,suchasNTFS,HFSPlus, PORTABLE HARDDRIVES/FLASH you areinacleanenvironment.IftransportinganSDcard,alwayscarryprotectivecase. SD cardsareparticularlyfragileandeasilydamaged.Onlytakeancardoutofacamerawhen SD CARDS on anotherdevice. should alwaysmakeatleastoneothercopyofvideoanddocumentationthatisgoingtobephysicallytransported Storage devices,especiallyportablestorageareunreliableandparticularlyvulnerableintransport.You Video filescanbephysicallytransportedonportablestoragedevices,suchasSDcardsorexternalharddrives. TRANSFER: PHYSICALTRANSPORT • • read aHFS-formatteddrive on Windows,butnonethatallowyoutowrite. written toonWindowscomputers. Therearesomecommercialsoftwaresavailablethat allowyouto HFS andPlusareMacOS filesystems,andHFS-formateddrivescannotnormally bereador free one,butwehavenottestedit).Someharddrives(e.g. SeaGateGoFlex)includethesoftware. want tobeablewriteanNTFSdriveusingaMac,you needextrasoftware/drivers(NTFS-3Gisa NTFS isaWindowsfilesystem,andNTFS-formatteddrives arenormallyread-onlyonMacs.Ifyou 26 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - TRANSFER

WORKFLOW important tokeepyourvideo, -- yourmetadataand/orrelateddocumentation. refers toacontainer,suchasfolder,thatholdsanobject--yourvideofileandinformationaboutthe make See the“Organize”sectioninworkflowformoreoninformationpackages. simply compressthefolderintoa.ZIPfilesoitcanbemovedinonepiece. packages canalsoincludemultiplevideofilesanddocuments.Tosendaninformationpackage,you An informationpackagecanbeassimpleafoldercontainingvideofileandtextfile,although Whether youarephysicallytransportingvideofilesonaharddriveor TRANSFER: TRANSFERRINGVIDEOSANDMETADATATOGETHER • • • • • • TRANSFER: TAKEAWAYS • • be matchedtogetheraftertransfer. Organize yourvideosin“ If physicallytransportingdrives,makesuretohaveanother copyandbeawareofcross-platformconstraints. Use integrity If usingtheInternettotransferfiles,chooseafilesharing servicethatmeetsyourneedsforpermanence,data Always makesuretoincludeyour When completely andwithoutalteration. over time. information packages A simpleinformationpackage,readytobecompressedintoa.ZIPfilefortransfer. hashes You canreformatadrive,butitwilleraseallthedataondisk. maximum filesizeonaFAT-formatteddriveis4GB,whichmaybetoosmallforsomevideofiles. have theadvantageofbeingreadableandwritablebybothMacsWindowscomputers.However, FAT32 isanolderWindowsfilesystemthatusedonmostUSBflashdrives.FAT-formatteddrives offloading , security, tocheckthatyourfileshavetransferredintact,andshow thatyourfileshavenotbeenaltered videosfromyourcameratocomputer,makesure youtransferthefiles chain ofcustody information packages . “Informationpackage”isatermborrowedfromthearchivingworldthatsimply metadata andrelateddocumentstogetherintransit.Onewaytodothisis metadata , documentation,accessibility,efficiency,andcost. 27 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: anddocumentationwithyourvideo—ormakesurethey can ,” orfolderswithyourvideoand metadata,fortransfer. uploading toahostedservice,itis WORKFLOW - TRANSFER

WORKFLOW Read More... Files shouldremainunchangedevenovermultipletransferstime. Fixity: Read More... A propertransfermaintainstheauthenticityofvideofile. Authenticity: Read More... Use aninformationpackagetotransfervideoswiththeirmetadataanddocumentationinonepiece. Information Package Read More... Transferred filesshouldbecomplete,intact,andunaltered. Integrity: Read More... The idealresultofatransferistoreceivetheoriginalfile. Original File: Read More... authentication, anduseofthevideo. Capturing metadataatthisstage–beforeitislostorforgottencriticalfortheidentification, Metadata: Read More... Transfers arekeyeventsinthechainofcustody. Chain ofCustody: KEY CONCEPTS INTHISSECTION 28 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - TRANSFER

WORKFLOW Try This THE WORKFLOW: BASIC metadata formwiththeirnames,district,andotherinformation. to thelaterusabilityandpreservationofyourvideo. CAUTION! and reliabilityofthesevideos,theCenteraskscitizenstosubmittheir Some ofthemostimportantvideodocumentationwasshotbyordinarycitizens.Inordertoensure emerged fromelectoraldistrictsinwhichnewsmediawerenotpresent. purposes. Itdecidestoacquireonlyvideoswhosesourcetheycanconfirm;thathavetherightsre-use;and that Rather thantrytocollecteverysinglevideoabouttheelection,Centerdecidesprioritizevideosthatbestmeet its staff. Therearesomanyvideos,infact,thattheCenterisoverwhelmedbyquantity. days followingtheelectionwerewidelydocumentedonvideobynewsoutlets,ordinarycitizens,andCenter’s own its countryinordertoreporttheinternationalcommunity,andretainforhistoricalrecord.Fortunately, the The ElectionsMonitoringCenterwantstocollectreliablevideosthatdocumenttheaftermathofrecentelections in INUNDATED WITHVIDEOS A SCENARIO Acquisition referstotheprocessofreceivingvideoand ACQUIRE: aim atthisstageistoacquireyourmaterialsina 19 18 http http ClamXAV There aremanycommercially availablevirusscanners.Somefreescannersinclude attachments fromknownandtrustedsources. from inadvertentlyacquiringmalwarebyusingvirusdetection software,andonlydownloadingoropening Malware CHECK FORVIRUSES ://www.immunet.com/main/index.html ://www.clamxav.com/index.php 18 , likevirusesandTrojanscanspreadthroughtheInternet oronportabledevices.Protectyourself Immunet INTRODUCTION 19 , and ClamWin 20 http 20 29 . ://www.clamwin.com ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: complete metadata ACQUIRE and intactform.Actionsyoutakeatthisstagearecritical fromasourceandaddingittoyourcollection.Your originalfiles iftheycan,andtofillouta WORKFLOW - ACQUIRE authenticity

WORKFLOW ADVANCED Try This To developaselectionpolicy, firstidentifythegoalsandprioritiesofyourcollection IDENTIFY YOURCOLLECTING GOALS enduring value. In thelongrun,aselectionpolicyhelpsensurethatcontentyoupreservehassignificanceand 21 With aselectionpolicyorstatement,youcan policy toidentifywhatsaveoracquire;itisasimpleexercisethatcanmakebigdifference. You maynotneedtokeepeverythingyoucreateorreceive.Archivesuseabasictoolcalled ACQUIRE: http ClamAV but restrictaccessandstoresecurelyasneeded. needs tobekeptconfidential(e.g.names,locations).Youshouldacquireandretainthisinformation Find outfromyoursourcesifthereisanysensitiveinformationinvideoandmetadatathat PROTECT SENSITIVEINFORMATION • • • • • • ://www.clamav.net/index.html What istheoverallgoalorpurpose ofyourcollection? archived elsewhere. Avoid wastedeffortorresourcesincollectingvideothatyoucannotuse,isbeing for. Give potentialusersofyourcollectionasensewhetheryoumighthavewhattheyarelooking Provide guidancefordiscardingvideosyoudonotneedtokeep. Provide clarityforyouracquisitionsteamintheirday-to-daywork. Focus yourlimitedresourcesonwhatismostimportant. 21

is anopensourceanti-virusenginefordetectingTrojans, malware, viruses,andothermaliciousthreats. DECIDING WHATTOKEEP A samplecollectionselectionpolicy. 30 : ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: : selection WORKFLOW - ACQUIRE

WORKFLOW the daterecordedorgeographiclocation.Thisinformation isoftenlostifthefilealteredor transcoded authentic from theweb,alwayscollect Whether youareacquiringvideodirectlyfromacamera,mobilephone,harddrive,or ALWAYS ACQUIREORIGINALFILESIFYOUCAN ACQUIRE: Other potentiallyimportantcriteriaforselectingvideosare: OTHER SELECTIONCRITERIA • • • • SUFFICIENT What isnotincludedinyourcollection? What typesofmaterialsorformatsdoyoucollect? What isthecontentscopeofyourcollection? Who arethetargetaudiencesorusersofyourcollection? Is thevideointactandplayable?thisbetterqualitycopyofavailable? CONDITION suited todoso? Do youhavethecapacitytomaintainvideoovertime,oristheresomeonewhobetter BEST FIT Do youhavethelegalrighttouseordistributevideo? RIGHTS properly archivedelsewherethatyoucanaccessifneeded? Is thevideoatriskofbeinglost?Doyouhaveonlycopy,orisalready UNIQUENESS understood? Is thereenoughcontextualinformationavailablesothatthevideocanbeusedand object, theoriginalfilecontainsimportantmetadataabout thevideosource,suchas . ACQUIRING RAWVIDEOANDMETADATA When videoisalteredortranscoded, metadatafromtheoriginalfilemaybelost. METADATA original file 31 (i.e.anexactcopy)whenpossible.Besidesbeingthe ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: downloading WORKFLOW - ACQUIRE

WORKFLOW ADVANCED ADVANCED ADVANCED Try This Try This Try This Try This Try This Try This 23 22 http http BASIC BASIC BASIC ://rg3.github.io/youtube-dl/ ://matkelly.com/wail/ Metadata canbe Along withthevideo,makesureyouacquireanymetadataordocumentationthatcomesit. GET THEMETADATA option maybetodownloadatranscoded In situationswheretheoriginalfileisnotavailable(e.g.whendownloadingfromYouTube),youronly select thehighestqualitycopythatisavailableinawidelyusedandcurrent select onethatwasderivedfromtheoriginal(i.e.asopposedtoaderivativeofderivative).Secondarily, such asatextdocument,spreadsheet,ordatabase. Metadata canalsobecommunicatedtoyouorallyorinperson.Recordthisinformationsomeform, text document),sentordisplayedseparatelyfromthevideofile(e.g.inanemail,onaYouTubepage). Metadata cancomeinvariousforms. ones withvideo. command-line. The freeversionof MediaInfo YouTube DataAPI TubeKit YouTube-dl WAIL from theoriginalvideofile(whichitselfisnotavailable). extract aYouTubeusers’profiledata. genre, numberofviews,ratings,comments,etc.),collecttext commentsforYouTubevideos,and 22 (WebArchivingIntegrationLayer)isaone-clicktoolforacquiringwebpages,including 24 isaYouTubecrawlerthatallowsyoutoextractvideodata(author,keywords, 26 23 ($0.99, isa embedded command-linetooltodownloadingvideosfromvideosharingsites. MediaInfo 25 GUI version)displaysmetadataembedded in videoandaudiofiles. 25 24 allowsyoutoobtaindetailedmetadataaboutavideo,including metadata https http ://www.tubekit.org ://developers.google.com/youtube/getting_started#data_api in thevideofile,deliveredwithfilesanotherformat(e.g.a 27 displaysmetadataembedded invideoandaudiofilesthe derivative 32 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: . Ifyouhaveachoicebetweennon-originalfiles, format 27 26 http http . ://mediaarea.net/en/MediaInfo ://mediaarea.net/en/MediaInfo WORKFLOW - ACQUIRE

WORKFLOW ADVANCED ADVANCED ADVANCED Try This Try This Try This Try This BASIC information ismissingormaybeunreliable. the videoswithotherknowninformation.Youcanstillacquireunverifiedvideos,buttakenotewhat or unknownsources,takestepstoverifyinformation,suchasbyexaminingthesourcescorroborating information bycontactingthecreatororsource,throughresearch.Whenacquiringfromuntrusted in afilecanbeincorrect(e.g.ifthecameraissettowrongdateandtime).Tryfillmissing metadata iscorrect, complete, orreliable. notall Remember that make sureyouhaveacquiredthefilescompletelyandintact: After youhavecopied,moved,ordownloadedthevideoandanymetadatadocumentation,checkto CHECK YOURFILES part oftheGNUCoreUtilities. 29 28 sha1sum md5deep MD5 Karen’s Hasher checksums forentiredirectoriesoffiles. http http ://www.fourmilab.ch/md5/ ://www.karenware.com/powertools/pthasher.asp 29 how todothis. If collectingoriginalfiles,checkhashes(i.e.checksums)ofacquiredfilesagainst MORE FOOLPROOFMETHOD files andfilesizesmatchthesource. Attempt toplaybackoropenthefiles.Ifcollectingoriginalfiles,verifythatnumberof SIMPLE METHOD computed onthesource.See“ isafreecommand-lineutilityforcomputingMD5hashes(aka checksums). 31 30 isafreecommand-lineutility forcomputingandchecking SHA-1 checksumsthatis and 28 hashdeep isaWindowsGUItoolforcomputingandverifying hashes. Metadata canbeincorrectandunreliable. areafreecommand-linetoolsforcomputing andcomparing multiple Keeping FilesIntact(andProvingIt) 33 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: 31 30 http http ://www.gnu.org/software/coreutils/ ://md5deep.sourceforge.net/#md5 Evenmetadataembedded ” formoreinformationon hashes WORKFLOW - ACQUIRE

time. Providethehash hashes todemonstrate chain ofcustody so thattheycanverify your videoswhenyou that theyreceivedthe the videowithothers, value whenyoushare check againsthashes available. Aspartof with oralteredover keep arecordofthe that yourfileshave Compute hashesof not beentampered acquire them,and from thesourceif EVIDENCE TIP video intact. VIDEO AS

, WORKFLOW naming files. of thevideo(e.g.AVCHDformat).See“ custody ofavideo. save documentssuchassubmissionforms,emails,download/transferlogsthatindicatewhenyougained productions tothesimpleadditionoflogosortitlecardsrawvideofootage. Edited videosarethatcreatedusingotherassources.Theycanrangefromcomplex ACQUIRE: step isoftenintegratedandautomatedin registry orlogofacquisitionstonotethetimeanddatethatvideoswereaddedyourcollection.This To maintainanunbroken MAINTAIN CHAINOFCUSTODY original order from thecamera,youshouldnotrenamefile.Theoriginalfilenameisimportantforretaining ] /\=+<>;:“,|*),isexcessivelylong,orcontainsspaces.Ifyourvideofilestillhastheoriginalfilename There isnoneedtorenametheacquiredvideofiles,unlessfilenameuses“illegal”characters(e.g.?[ DO NOTRE-NAMERAWVIDEOSFILES orsequenceofrawvideofiles,andissometimesevenessentialforthefullfunctionality ACQUIRING EDITEDVIDEOANDELEMENTS A sampleacquisitionlogfromamediamanagementsystem. chain ofcustody cataloging Organize 34 , youneedtodocumentyouracquisition.Youcancreatea ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: ” sectionintheworkflowformoreinformationon and media management systems. Youcanalso WORKFLOW - ACQUIRE evidentiary materials. custody isespecially unbroken chainof EVIDENCE TIP Maintaining an important for VIDEO AS

WORKFLOW from theoriginalsourcefilesandre-connectthemtoyour editingproject. As longasyouhavenotchangedanyfilenames,itispossible tore-createthetranscodedcopies To conservediskspace,youmaydeletethetranscodedcopies andjustkeeptheoriginalsourcefiles. copies requireextrastoragespace--theyareoftensignificantly largerthantheoriginalsourcefiles. transcoded copiessothatyoucaneasilyre-edittheproject inthefuture.However,transcoded is easierforthesoftwaretoworkwith.Atendofproject,youmaywishacquirethese raw footageortheeditingprojectfilelateron. Having ahigh-qualitymasteristhereforeespeciallyimportantifyouwillnothaveaccesstothe Remember thatonceavideoisoutputted,therenowaytoimproveitsvisualoraudioquality. as needed. even ifyoudonothaveanimmediateuseforit.Youcanexportadditionalcopiesinotherformats you areoutputtingthevideofromeditingsoftware,exportahigh-qualityasyourmaster, Editing softwaresometimesrequiresvideomakersto be re-renderedifneeded. It isnotnecessarytoacquiretemporaryfiles(i.e.renderfiles)fromaneditingproject,asthesecan that werecreatedforthevideo. version ofthevideo.Forsamereason,itisagoodideatocollectgraphicsoranyotherelements error, ifthesituationchangesandyouneedtoupdateinformation,orwantmakeanew in caseyoueverneedtore-editthevideo.Youmayre-edit,forexample,iffindan In general, it the .fcpfile)and is agoodideato In general, collect theprojectfiles(e.g. render files,andtranscodedsourcefiles.Itcanbedifficulttodeterminewhatkeep. Editing avideousuallyinvolvescreatingvarietyofadditionalfiles,suchasprojectgraphics, KEEP (SOME)PRODUCTIONELEMENTS Always acquirea“ MAKE SUREYOUHAVEAMASTER First ofall,the“original”fileisnotrelevantsincevideo Acquiring editedvideosinvolvesaslightlydifferentapproachfromacquiringrawvideofootage. of theeditedvideo. generate avarietyofotherfilesthatmayneedtobeacquireddependingontheintendedfutureuse and thereisnodirectconnectiontoarecordedevent.Second,thecreationofeditedvideoscan master ” copy--thehighestqualityofaneditedvideowhenpossible.If 35 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: transcode outputted source videofilestoaformatthat from aneditingsystem edit decision lists(EDL) WORKFLOW - ACQUIRE , video andtheunedited edit! Uneditedoriginal files aremorevaluable are finishedwithyour not deletetheoriginal source fileswhenyou If youhaveanedited original sourcefiles used tocreateit,do EVIDENCE TIP as evidencethan edited videos. VIDEO AS

WORKFLOW Read More... or technicalspecifications,unlessdoingsoisimpossible. Always acquireanexactcopyofthefilecreatedbycamera withnoalterationstocontent Original Order: Read More... metadata thatcomeswithit. Maintain theauthenticityofavideowhenyouacquireitbycollectingintactoriginalfile(s)and Authenticity: Read More... Ensure thatnoloss,tampering,orfilecorruptionoccursduringtheprocessofacquisition. Integrity: Read More... you willnot. A selectionpolicyprovidesclarityonwhatyouwillacquireand Selection Policy: Read More... purpose orrequirementsofyourcollection. Be surethatyouacquireallofthefilesneededtocreateacompleterecord,asdefinedby Completeness: KEY CONCEPTS Read More... acquire avideo’smetadataas itistoacquirethevideoitself. Metadata maybeembedded within avideofile,oritmaybeseparatedocument.Itis asimportantto Metadata: Read More... The idealresultofatransferistoreceivetheoriginalfile. Original File: Read More... unbroken chaincanbetracedallthewaybacktosource. Your acquisitionformsapartofvideo’schaincustody.Documentyouracquisition,sothatan Chain ofCustody: • • • • • • • • ACQUIRE: For editedvideos,acquireproductionelementslikeprojectfilesandgraphics. For editedvideos,acquireahigh-quality Maintain the Do notrenamevideofilesiftheyhavetheiroriginalcamera-givenfilenames. Check youracquiredfilestomakesureyouhavecopiedor Acquire allavailable Acquire unaltered Decide whatyouwill—andwillnot—collectandsave;createa TAKEAWAYS chain ofcustody INTHISSECTION original files metadata bydocumentingthesource,time,date,andlocationofyouracquisition. andrelateddocumentationaboutyourvideos. wheneverpossible. 36 master ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: wheneverpossible. downloaded selection policybasedonyourgoalsandneeds. themcompletelyandcorrectly. WORKFLOW - ACQUIRE

WORKFLOW THE WORKFLOW: these subdirectories,sheplacesfilesintoclearlynamedfolderswith directories. Ineachproduction,sheseparatestherawfootage,finaloutputs,andproductionelements.Within To preventthisfromhappeningagain,Rajastartstoorganizenewvideosbyproductioninclearlymarked new videoeditor,Raja,cannotmakesenseofMohammad’sfilesandlocatethefootagesheneeds. One day,MohammadisofferedajobatanotherorganizationandleavestheChildren’sRightsCenter.TheCenter’s who workswiththefootage,rememberswhereeverythingisstoredandcanfindclipswhenheneedsthem. music thatcanbere-usedinotherproductions.Thematerialisnotorganized,butMohammad,thevideoeditor that theCenterproduces,itendsupwithalargeamountofrawfootageandproductionelementslikegraphics The Children’sRightsCenterregularlyproducesshorteditedvideosaboutchildren’srightsissues.Foreveryvideo WHEN EVERYTHINGISINSOMEONE’SHEAD A SCENARIO those directories.Goodorganizationisneededtoretainthe Organizing yourcollectioninvolvesarrangingfilesintoacoherentdirectorystructure,andclearlynaming ORGANIZE: videos donotgetlostoraccidentallyoverwritten.Itisalsoeasiertofindinawell-organizedcollection. INTRODUCTION directories byproductionproject, andcontenttype. with uniqueidentifiers.Folders areorganizedinto Video filesandmetadataare storedinfolderslabeled 37 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: ORGANIZE original order unique identifiers of yourvideofiles,andensuresthat . WORKFLOW - ORGANIZE

WORKFLOW If youmustrenameyourcamerafiles,retaintheoriginalfilenameaspartofnewfilename. properly. Bad filenameswillimpedeactivitiesliketransferringfilesbetweensystemsand WHEN TORENAMEFILES a separatefolder(see“ use thesamecamerabrand.Ratherthanrenamingfiles,organizefootagefromeachsourcepersoninto Duplicate filenamescansometimesoccurwhenyouacquirerawfootagefilesfromdifferentpeoplewho WHAT IFIHAVEDUPLICATEFILENAMES? Retaining thefilenameispartofmaintaining AVI, andthatitwasnotrecordedonthesamecameraasVID0005.AVI. of videofiles,youcaneasilytellthatDSC_991.AVIwasrecordedafterDSC_990.AVI,butbeforeDSC_992. A filenamegeneratedbyacameraprovidesvaluableinformationaboutvideo.Forexample,ingroup DO NOTRENAMECAMERAFILENAMES ORGANIZE: always renamethefileif: contextualization. Inaddition,somecomplexvideo • • • The filenamecontainsspaces(badforcertainprogramsand forweb). The filenameisverylong(maximumnumberofcharacters dependsontherestoffilepath). operations. The filecontainsspecialcharacterslike@#$%&*:”’<>?/\~| that arereservedforfilesystem FILENAMES Examples ofbadfilenames. Folders andDirectories Raw camerafootageinitsoriginalorder. 38 ” formoreonthis). ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: original order formats relyontheoriginalfilenametofunction , whichisimportantforevidenceand backup . Youshould WORKFLOW - ORGANIZE

WORKFLOW ShortTitle_VersionNumber.” help youeasilydistinguishoneoutputfromanother,e.g.“ShortTitle_DateOutput_Language”or“ID_ a uniquenamethatfollowsconsistentfilenamingtemplate.Thecomponentsofthefilenameshould Videos thatyoueditandoutputfromavideoeditingsystemneedtobegivenfilenames.Giveeachfile HOW TONAMEOUTPUTTEDEDITEDVIDEOFILES If youneedtorenamerawfootagefiles HOW TONAMERAWFOOTAGEFILES or videographername.Youcanalsoincludeany Include thecamera-assignedfilenameifpossible.Youcanalsoincludedaterecorded,location, REFER TO THESOURCEOFVIDEOINNEWFILENAME file names,andspacesinyourfilenames. Characters like@#$%&*:”’<>?/\~|arereservedforfilesystemoperations.Alsoavoidoverlylong AVOID USING“ILLEGAL” CHARACTERS those elementsinthatorder,separatedbyunderscores. like “YouTubeID_DateRecorded_Location”meansthatyouwillalwaysnamerawfootagefileswith Name yourfilesconsistentlybyusingafilenamingconventionortemplate.Forexample,template USE ATEMPLATE YouTube IDifyoursourceisYouTube. Name editedvideofilesaccording toatemplate. to atemplate. If re-naming,renamefilesconsistentlyaccording : 39 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: unique identifier providedbythesource,suchasa WORKFLOW - ORGANIZE

WORKFLOW its originaltoassociatethemtogether. the 9videosfromoneanother.Youcanalsogivenon-uniquecopysameuniqueidentifieras videos, youfindthat9areunique,andoneisacopy.Youcancreateuniqueidentifierstodistinguish from varioussources,whosecamera-assignedfilenameshaveallbeenchanged.Whenyoureviewthe You canuseuniqueidentifierstoorganizeyourvideos.Imaginethatyouhave10videofilesacquired your purchasestobegroupedtogetherononebill. A creditcardnumber,forinstance,distinguishesyourpurchasesfromsomeoneelse’s,andallowsallof identifiers in our everydaylives, such as credit cardnumbers,phone numbers,barcodes,and book ISBNs. in agivensystem,andgroupthingsassociatedwithanobjecttogether.Wefrequentlyencounterunique A WHAT ISAUNIQUEIDENTIFIER? ORGANIZE: software oroperatingsystems(e.g.?[]/\=+<>;:“,|*),thefilenameisoverlylong,ifitcontainsspaces. rename anacquirededitedvideofileisifthefilenamecontainsspecialcharactersthatcanconfuse (e.g. ifthefilenameincludesauniqueidentifierfromsource).Theonlyinstanceswhenyoushould assigned toarawvideobycamera,itcanstillprovideevidenceofwheretheeditedcamefrom While thefilenamegiventoaneditedfileislesssignificantintermsoforiginalorderthana If youareacquiringaneditedvideofromsomewhereelse,itisgenerallynotnecessarytorenamethefile. unique identifier USING UNIQUEIDENTIFIERS isanumberorcodethatcanunambiguouslydistinguishoneobjectfromanother Use uniqueidentifierstodistinguish andassociatefiles. identifier. an exampleofaunique A productbarcodeis 40 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - ORGANIZE

WORKFLOW together laterbyputtingthe sameuniqueidentifierintheirfilenames. what youaretalkingabout.You canalsosendandreceivevideodocumentationseparately andputthem If youaresharingvideosand documentationwithothers,youcanrefertouniqueidentifiers sothatitisclear field sothatyoucaneasilyretrieveeachvideoinyourcollection. If youhaveaninventoryor for example,yououtputa You canorganizeyourcollectionbyusinguniqueidentifiersindirectorynamesandfilenames.Say, WAYS TOUSEUNIQUEIDENTIFIERS can alsouseaspreadsheetordatabaseapplicationtoautomaticallygenerateuniqueidentifiersforyou. Keep trackofyouruniqueidentifiersinaregistryrecordedusingspreadsheetordatabaseapplication.You “20130623-001.” Youcanalsouseidentifierscreatedbyothersystems(e.g.camerafilenames,YouTubeIDs). date recordedcanbeagoodbasisforuniqueidentifiersrawfootage,sinceitchangesevery24hours,e.g. with thenumber“00001,”oryoumaywanttoidentifyprojectsusingafive-lettercodethatstarts“P-”.The kind ofobject.Forinstance,youmaychoosetoidentifyfoldersusingnumbersthatcountsequentiallystarting For eachkindofobjectyouwanttoidentify,defineatemplateorstrategyforassigningidentifiersthat individual files,orfolderscontaininggroupingsoffiles. To createyourownsetsofuniqueidentifiers,decidewhatkindobjectsyouwanttoidentify,suchasprojects, CREATING UNIQUEIDENTIFIERS “00001_ShotList.xls.” Allthreeofthesefilescanbeorganizedinafoldernamed“00001_MyVideo”. resolution copymadeforwebupload“00001_MyVideo_LowRes.mov.”Similarly,youcannametheshotlist Unique identifiersindirectorynamesandfilenames. Keep trackofyouruniqueidentifiers. master catalog video filecalled“00001_MyVideo_Master.mov.”Youcannamealower , youcanincludetheuniqueidentifierasaspreadsheetcolumn ordatabase 41 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - ORGANIZE

WORKFLOW Information packagesallowyouto information packagescanalsoincludemultiplevideofiles andmultipledocuments. An informationpackagecanbeassimpleafoldercontainingvideofileandtextfile,although your holds theobjectbeingarchived--yourvideofile--andinformationaboutitthatenablestobe package” isatermborrowedfromthearchivingworldthatsimplyreferstocontainer,suchasfolder, depicted inVID00003.avisomehowrelatetotheeventsVID00002.aviandVID00004.avi. filmed inbetween.Originalorderalsoprovidescontexttotheindividualfiles--forexample,events evidential significance;youcaninferthatVID00002.aviwasshotafterVID00001.avi,andnothing recorded-- forexampleVID00001.avi,VID00002.avi,VID00003.avi.Theoriginalorderoffileshas A simplewaytoorganizeyourvideosanddocumentationismake FOLDERS ASINFORMATIONPACKAGES original orderwhenyouorganizeyourfiles. Note thatyoumaynotalwaysreceivefilesintheiroriginalorder,andneedtorestorethe The keyprinciplewhenorganizingorgroupingrawvideofootageintofoldersistopreserveits ORIGINAL ORDER ORGANIZE: order metadata . Inthecontextofvideodocumentation,originalorderisinwhichfilesare pertains toall15filesthepackage. them togetherinasingleinformation package.Youcanthenaddatextfilecontaining metadatathat order andcontext.Forexample, ifyourecordaneventandendupwith15videofiles, youcangroup Information packagesallow you toeasilygrouprelatedvideofiles,whichhelpsmaintain theoriginal EASILY GROUPRELATED VIDEOFILES A basicinformationpackage. and/ordocumentation. FOLDERS ANDDIRECTORIES : 42 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: information packages . “Information WORKFLOW - ORGANIZE original

WORKFLOW HOW TOMAKEANINFORMATIONPACKAGE • • • • • transfer thevideoalongwithitsmetadataanddocumentationinonepiece. to sendvideossomeone,youcancompresstheentireinformationpackageintoa.ZIPfileand about themovertimeandasyoumovethevideosfromplacetoplace.Forexample,ifneed Using informationpackagespreventsvideosfrombecomingdisassociatedthe KEEP YOUR VIDEOANDMETADATA/DOCUMENTATION TOGETHER a simplesubdirectorystructurewithinthepackagetomake itmoreorganized,suchas If youhavemultiplevideofilesanddocuments in asinglepackage,youcancreate for yourpackagescanhelpwiththis). Make sureyourpackagenamesareuniquefromoneanother (creating “PackageID_DateRecorded_Location_SourceName” template. easy toidentifyandfind.Forexample,youcannameyour packagefoldersaccordingtoa Name yourinformationpackagefoldersconsistently.Thepurposeistomake Do notmixvideofilesfrommultiplesourcesoreventsinasingleinformationpackage. at oneplacetimeinapackage. Maintain theoriginalorderofvideosbyonlyincludingrecordedonesource below). directories tomakethemeasierbrowse(See“OrganizingPackagesintoDirectories” package foldernamesandtextfilecontents.Youcanalsoorganizeyourpackagesinto By usingyourSpotlightorWindowsSearchtool,youcanfindvideosbysearchingwithin SEARCH ANDBROWSEYOUR COLLECTION MOREEASILY Package BaseDirectory/ a .ZIPfilecontentforeasytransfer. After organzingintoinformationpackages,compress Documentation/ Videos/ 43 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: uniqueidentifiers WORKFLOW - ORGANIZE :

WORKFLOW Some tips: you accessyourfiles. file system.Thereisnoonecorrectwaytostructureyourdirectories,andthebestwilldependonhow As withallelectronicfiles,organizingyourdigitalvideosinvolvesputtingthemintodirectoriesin ORGANIZING PACKAGESINTODIRECTORIES Many Windowsprograms,forexample,cannothandlefilepathsthatexceed260characters. USE ASTRUCTURETHAT WORKS FORYOU topics -youwillneedtouseaseparatedatabaseor To makeyourcollectionbrowsableorsortablebymultiple non-hierarchicalattributes–suchas example, ifyouwanttoorganizeyourvideosbymultiple topics. you aretryingtoorganizeyourvideosaccordingmultiple non-hierarchicalattributes--for collection otherthanthewayyourdirectorystructureis set up.Itcanalsobeproblematicif search asyougodownthedirectorytree.Thiscanbeproblematic ifyouwanttonavigateyour system ishierarchical,i.e.browsingdonebycontinuously narrowingthescopeofyour One drawbackofrelyingonFinderorFileExplorertobrowse yourcollectionisthatthefile UNDERSTAND THEDRAWBACKS FORBROWSINGANDSEARCHING Too manylevelscanmakebrowsingcumbersome.Italsocause AVOID CREATING TOO MANYLEVELSOFNESTEDSUBDIRECTORIES consistently! then onlyputvideographernamesonthisdirectorylevel.Alwaysspellyourfolder If thethirdlevelinyourdirectorystructurefilescontentbyvideographer,forexample, USE YOUR DIRECTORY STRUCTURECONSISTENTLY ANDDONOT DEVIATE video, createthreelevelsofdirectoriesthatalignwiththesecategories. example, ifyouwouldbrowsefirstbydate,thenlocation,videographertofinda create ahierarchicaldirectorystructurethatreflectshowyouwouldbrowseforvideo.For If youprimarilyaccessyourstoredfilesusingfilebrowser(e.g.FinderorFileExplorer), stored mp3sinyourfilesystem. See“ iTunes allowsyoutoorganize yourmusicfilesinvariouswayswithoutactuallymoving the to yourvideo.Youmaybefamiliar, forexample,withhowthemediamanagementapplication you canassignmultipleattributes,suchastopics,names, anddescriptionstoarecordthatpoint package, andorganizeintodirectories. Group videofilesandrelatedmetadataordocumentationtogetherinaninformation 44 Tools forMediaManagement ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: media management interoperability ” formoreonthistopic. application.Withit, problems. WORKFLOW - ORGANIZE creator, daterecorded, information packages is easilybrowsableby If youarecollecting videos inawaythat order ofthevideos, video forevidence, retain theoriginal and organizeyour EVIDENCE TIP and location. VIDEO AS make sure

WORKFLOW information intoanothersystemlateron. other systems.IfyouenteradescriptionofvideoiniTunes library,forexample,youcannoteasilymovethat Note thatpersonal technical integration withvideoeditingsystems.Thesesystemsalso usuallyprovidemoreaccesstoyourvideo’s your videos,whichyoumayornotneed,suchaslogging, Media managementsystemsbuiltforvideoproductionusually offerextrafunctionalitybeyondorganizing VIDEO PRODUCTIONMEDIAMANAGEMENTSYSTEMS collections. Someexamplesinclude cost. Thesesystemsareusuallyveryeasytouse,butlimitedintheirfunctionality,sobestsuitedsmall Personal mediamanagementtoolsoftencomepre-installedonyourcomputer,orcanbepurchasedforalow PERSONAL MEDIAMANAGEMENTAPPLICATIONS ranging fromsimpletohighlysophisticatedthatyoucanusealongsideyourorganizeddirectories. for yourneeds.However,ifyouneedtonavigateorsortfilesinmorecomplexwaystherearemanytools Using yourFinderorFileExplorertobrowseorganizeddirectoriesandfoldersmaybeperfectlysufficient ORGANIZE: • • • • • Adobe Bridge CatDV Windows MediaCenter iPhoto iTunes metadata TOOLS FORMEDIAMANAGEMENT media management . Someexamplesinclude the filesarestored. ways tobrowseandsortyourvideos,withoutaffectinghow Media managementtools(likeiTunes)cangiveyoudifferent : toolsarenotusuallybuilttoallowyouexportyourinformation to 45 : ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: transcoding , batchprocessingtoolsand WORKFLOW - ORGANIZE

WORKFLOW large collections.Someexamplesinclude These systemsusuallyrequireprofessionalsupporttoinstall,customizeandmaintain.Theyaresuited Museums, libraries,andcorporationsusespecializedsystemstomanagetheircollections INSTITUTIONAL-OR ENTERPRISE-LEVELCOLLECTIONMANAGEMENTSYSTEMS both amediamanagementand If youhavethein-houseresources,cancustomizeoff-the-shelfdatabaseapplicationstofunctionas CUSTOMIZED DATABASESAPPLICATIONS applications include but willbespecifictoyourneeds.See“ Read More... grouping themwithordistinguishing themfromothers. Unique identifiersareahelpful organizingtoolforidentifyingitemsinyourcollection, and Unique Identifier: Read More... Content canbeorganizedintoself-describingunitsofcontent, calledinformationpackages. Information Package KEY CONCEPTS • • • • • • • • • ORGANIZE: TAKEAWAYS • • • • • Use a Organize yourinformationpackagesintodirectories. Use “ Use Name filesconsistentlybyfollowingatemplate. Do notmakeyourfolderorfilenamesoverlylong(260-characterlimitontotalfilepath) Do notuse“illegal”characterssuchas@#$%&*:”’<>?/\~|orspacesinfolderfilenames. Do notrenamefilenamesassignedbyacamera. Always preservethe DSpace Collective Access OpenOffice Base Microsoft Access FileMaker Pro unique identifiers information packages media management : INTHISSECTION original order toidentifyandhelporganizeyourfiles. cataloging toolifyouneedtonavigateyourcollectioninmorecomplexways. ” tokeepmediaand Catalog : 46 when namingandorganizingyourfiles. tool.Thiswilltakesubstantialtimeandknow-howtodevelop, ” intheworkflowformoreinformation.Commondatabase ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: metadata together. repositories WORKFLOW - ORGANIZE .

WORKFLOW Read More... Videos shouldbeorganizedinawaythatpreservesthecontextoftheircreation. Original Order: Read More... findability ofanitem. Good organizationsupportsnavigationandretrieval,contributestothe Findability: Read More... Metadata isthebasisfororganizingyourcontent. Metadata: KEY CONCEPTS INTHISSECTION 47 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - ORGANIZE

WORKFLOW THE WORKFLOW: brought tohisbrother’shousetwomonthsago. as theFirewireunitandisalsodamaged.MostofRyan’scollectioncanberecovered,however,thankstocopyhe unit iswater-damagedbeyondrepair.Tomakemattersworse,theTimeMachinebackupwaskeptonsameshelf A hurricanesweepsintotheregionwhileRyanisonvacation,causingmajorfloodinghishome.TheFirewire hard driveandbringsittohisbrother’shouse. and setsread-onlypermissionsonthevideos.Also,everycoupleofmonths,hemakesacopyhiscollection Time Machine.Toprotectagainstaccidentaldeletion,Ryankeepshisvideosseparatefromfamily’sotherfiles, CAUTION! He storeshisvideosona4-bay amassed acollectionofoverhundredvideosthatserveasdocumentthesocialmovementheispartof. Ryan hasbeenfilmingvariousevents,protests,andmeetingsthatheparticipatedinforthepastyear.He AN ACTIVIST’SPERSONALCOLLECTION A SCENARIO refreshing to ensureyourmediastaysintact,secure,andaccessible.Makingcopies,checkingfiles,controllingaccess, Storage isnotjustthedeviceorserviceyouusetoholdyourvideos;italsorequiresasetofactionspractices STORE: downloading oropeningattachments fromknownandtrustedsources,usingstrong, uncompromisedpasswords. viruses orspyware.Someprecautions includemakingsureyouhavefirewallsoftware installedandturnedon,only If yourstoragedevicesareconnected toyournetwork,theymaybevulnerablehacking and BEWARE NETWORKTHREATS away frompotentialphysicalhazards(e.g.windowsandheating/air conditioningunits,andoffthefloor). controlling access(e.g.alockedroom),monitoringthearea (e.g.securitycamera,alarmsystem),andkeepingthem Your storagedevicesmaybevulnerabletophysicaltheft, seizure,ordestruction.Protectyourstoredcollectionsby BEWARE PHYSICALTHREATS yourdevicesaresimplestrategiesforkeepingvideossafewhileinstorage. INTRODUCTION RAID 5 Firewire 48 unitathome,whichisbackeduptoanexternalharddriveusing ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: STORE WORKFLOW - STORE malware suchas

WORKFLOW MAKE COPIES STORE: for free(e.g. or FileHistory(PC).Thereisalsovariousbackup softwarethatyoucanpurchase(e.g. Backup Exec)ordownload physical spaceliketheftorflood. with youroriginalssoyoucanaccessitquicklyifneeded, andonecopyoffsiteincasesomethinghappensatyour recover contentthathasbeenaccidentallydeleted,tamperedwith,orbecomecorrupted.Keeponecopyonsite documentation, orthatyouplantoreorganizelater),use a For thepartsofyourstoragethatwillbeupdatedorchanged (e.g.directoriesinwhichyouaddnewvideosor USE ABACKUPTOOL at leasttwocopiesofyour Storing multiplecopiesisthemostimportantstrategytoensurethatyourvideosarenotlost.Youshouldmake Your computerlikelycomes with backupsoftwareinstalled,suchas lost filesneedtoberecovered. because backupcanbedoneincrementally.Backuptools also facilitatetherestorationprocesswhendamagedor schedule regularbackupstokeepupwithnewcontentand updates.Itcanbemoreefficientthansimplecopying, Encrypting ENCRYPT SMARTLY Depending ontheencryption,theremaybenowayto“crack”ordecryptyourfileswithoutkey. being readbythewrongpeople,itcanalsomeanthatyourdataislockedupforeverifyoulosekey. Bacula STORAGE STRATEGIES yourstoragedevicesorvolumescanberisky.Whileencryptionprotectssensitivedatafrom ). originals an onsitebackup,andoffsitebackup. Have 3copiesindifferentstoragelocations:primarystorage, , andkeepthemindifferentstoragelocations.Havingcopiesallowsyouto 49 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: backup tool tomakecopies.Backuptoolsallowyou TimeMachine (Mac),or Backup andRestore WORKFLOW - STORE

WORKFLOW storage devices. An importantwaytosafeguardyourcollectioniscontrol whohasphysicalandelectronicaccesstoyour CONTROL ACCESS the mostimportantthingsyoucandotosafeguardyourcollection. be barredfromenteringthelocalewhereyourcollectionisstored.Keepingcopiesindifferentplacesoneof example, ifanaturalorman-madedisasterweretostrike,yourpropertybeseized,you Having lotsofcopieswillnotalwaysprotectyoufromlossifallyourareinthesameplace.Imaginefor SEPARATE YOURCOPIES Some serviceslike WHAT ABOUTSYNCHRONIZATION? previous versionsofchangedfiles. some serviceslikeDropboxadditionallyofferbackupforsyncedfiles,allowingyoutorestoredeletedfilesor you thereforecannotrestorefromasyncedcopylikewouldregularorbackup.Interestingly, If youaccidentallychangeordeleteafileinonelocation,thatdeletionisalsomadethesyncedlocation; locations areconstantlyupdatedtobeidenticaloneanother. is aneasywaytomakecopies,butitimportantnotethat,unlikeregularcopiesorbackups,synced online account).Itspurposeistoallowyouaccessthesamecontentinmultiplelocations.Synchronization Synchronization mirrorsthefilesinonelocation(e.g.adirectoryonyourcomputer)toanother • • the hardware. Keep yourstoragedevicesin aphysicallysecureplace,accessibleonlytothosewhoneed tohandle copies onofflineexternalharddrives. of eachone.Forexample,ifyournetworkedstorageiscompromised byhackers,itisgoodtohave hard drives,offlinedatatape,etc.)sothatyouareprotected againsttheparticularvulnerabilities If possible,storeyourcopieson2differenttypesofstorage media(e.g.networkedstorage,external STORAGE MEDIASEPARATION and thatwouldnotbevulnerabletothesamethreatsasyou.See“ separate copywithanotherorganization.Chooseanorganizationthatyoutrustyourcollection, If yourorganizationisunderthreat,whetherpolitically,financially,orotherwise,considerkeepinga INSTITUTIONAL SEPARATION are inanenvironmentallyvulnerablearea,keepacopyoutsideofthearea. face. Forexample,ifyouareinapoliticallyunstableregion,keepcopyoutsideoftheregion; flood orbombing.Theappropriatelocationforyoursecondarycopiesdependsonthethreatsyou Separate yourcopiesgeographicallyincasesomethingcatastrophichappensatonesite,suchasa REGIONAL SEPARATION need toaccessthestoragelocation. Store yourvideofilesonavolume separatefromyourotherfilestolimitthenumber of peoplewho workflow tolearnmoreaboutfindingalong-termarchive. Dropbox andGoogleDriveoffer 50 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: synchronization , alsoknownasreplicationormirroring. Preserve ” sectioninthe WORKFLOW - STORE

WORKFLOW file fromoneofyourbackupcopies. If afixitycheckshowsthatfilehasbeenalteredorcorrupted,restore(i.e.makenewcopyof)theoriginal locations arethesameasoneanother. that youhavecopiedafileproperlyfromonelocationtoanother,orseeiftwofilesindifferentstorage its hashvaluewillbedifferent.Youcancomparehashestoconfirmthatfileshavenotbecomecorrupted, long asafileremainsexactlythesame,itshashvaluewillalwaysbesame.Ifisalteredinanyway, Compute (andmakearecordof)hashwhenyoufirstreceivefile,andagainwanttocheckit.As more onhashes. media andhardwareeveryfewyears. on manyfactorssuchasitsenvironmentanduse,butyoushouldanticipateneedingtoreplaceyourstorage none aredesignedtolastbeyondtheshort-term.Theactuallifespanofapiecemediaorhardwaredepends odd-sized memorycardforwhichyouhavenoreader.Nomatterwhatkindofmediaordeviceuse, More thanlikely,youhaveexperiencedthefrustrationofafailedharddrive,jammedopticaldisk,or REFRESH YOURSTORAGEMEDIA by performing Storage includesmakingsureyourstoredfilesremainintactandunchangedovertime,whichcanbehelped ENSURE FILEFIXITY called achecksum)withpreviouslycomputedhashvalue.See“ • • in aseparatelocation. When youneedtoprovideaccessparticularfilessomeone,copythefileandmakeitaccessible where yourcollectionisstored. Set yourfilesharingandpermissionssothatonlycertainpeoplehavewrite-accesstothevolumes fixity checks.Thismeanscomputingandcomparingafile’s Old harddrivesatWITNESSthat havefailed. 51 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: Keeping FilesIntact(andProvingIt) hash value (also commonly WORKFLOW - STORE ” for

WORKFLOW COMPARISON OFTYPICALSTORAGEMEDIA/HARDWARE system. Howtodecide?Herearesomekeyconsiderations: There aremanydifferenttypesofstoragemedia,andyoucanusethemincombinationsa CHOOSING STORAGEMEDIA STORE: LEVEL OFITSUPPORTAVAILABLE PORTABLE HARDDRIVE Copying dataoffhundredsofDVD-Rs,forexample,wouldbeverytedious! The easewithwhichyourfilescanbecopiedtonewmediaandhardwareisanimportantconsideration. EASE INREFRESHING work aswellanetworkedstoragedevice,like collection atthesametimefromdifferentplaces,forexample,asetofexternalUSBharddriveswillnot Different devicesandmediaoffervaryingdegreesofaccessibility.Ifmultiplepeopleneedtoaccessthe WHO NEEDSACCESSANDWHERE (which couldeasilyfitonasingleharddrive). GB ofdata.Evenifyourfilescouldfitonadisk,youwouldenduphavingtomanagehundredsdisks large videofiles,forexample,DVD-Rsareprobablynotagoodchoicesinceeachdiskcanonlyhold4.7 Consider thetotalsizeofyourcollectionandanaveragefile.Ifismadeup SIZE OFYOUR COLLECTION to operateandmaintainit. You willhaveproblemsifyouchooseasystemanddonotaccesstotheresourcesskillsneeded STORAGEMEDIA/HARDWARE 52 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: NAS . WORKFLOW - STORE

WORKFLOW • • • • • • Disadvantages Advantages Ideal for A harddiskdrivewithanexternalcasingthatcanbeeasilypluggedintoorremovedfromacomputer. Disadvantages Advantages Ideal for A computerspeciallybuilttoservefilesfromitsstoragedevicesothercomputersinthenetwork. NETWORK-ATTACHED STORAGE (NAS)UNIT • • • • • • • • • • • • • • • • • Requires skilledITtoresolve networkproblems. Less portablethanexternalhard drives. Potentially lesssecurebecause itisalwayson. Relatively affordable(Consumer-gradeNASstartsat$200. Higher-endNASrangesfrom$1000-$2000). Can beusedinWindows/Macmixedenvironments. Multiple userscanaccessNASatthesametime,collection canbeconsolidated. Organizations withITsupport. Networks withatleast1GbEthernet,iffilesarelarge. Collections thatneedtobeaccessedbymultiplenetworked users. Collections largerthan1TB. Platform-dependent. Drives (especiallyFireWire)failoften. Portable. Relatively lowcost(usually$100-$500). Collections thatneedtobemoved. Collections thatonlyneedtobeaccessedbyonecomputer/useratatime. Collections nolargerthan2-3TB. 53 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - STORE

WORKFLOW • • • storage accessibletoserversas iftheywerelocallyattached. CLOUD STORAGE A high-speednetworkofstoragedevicesseparatefroma regular localareanetwork. STORAGE AREANETWORK(SAN) Disadvantages Advantages Ideal for and isaccessedbyusersthroughanonlineinterface. Remote storagethatismanagedbyathirdparty,likedatacenter.Contentstoredonmultipleservers, • • • • • • • • Service canterminateatanytime,sometimeswithoutnoticeorcause. Ongoing subscriptionfeesforcommercialservices,sometimesalsoaccess. Need substantialbandwidthto Storage ismaintainedbythirdparty,oftenwithsignificantinfrastructure. Collections canbesharedaroundtheworld. Users withstableInternetaccess. Collections thatneedtobeaccessedbypeopleindifferentlocations. Small collections. 54 upload ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: and download files SAN WORKFLOW - STORE s make

WORKFLOW Generally, themorefault-tolerantyourstorageis,diskspaceisrequiredtostorecollection. to asRAID“levels”(e.g.5,6).Differentlevelsprovidedifferentdegreesoffaulttolerance. There areanumberofwaysthatdatacanbedistributedinRAID.Thestandardconfigurationsreferred recover corrupted,deleted,oralteredfiles. You mayhaveseentheterm“ WHAT ISRAID? copies or as havingmultiplecopiesorbackup,however,anddoesnotprovidemuchprotection A RAIDprovidesprotectionforyourfilesincaseapieceofhardwarefails.Faulttolerantstorageisnotthesame some additionalcalculateddata,sothattheycanberecoveredifpartoftheRAIDgetsdamaged. to providefaulttoleranceandimprovedperformance.Datafromyourfilesisdistributedacrossdriveswith “redundant arrayofindependentdisks.”Itisastoragetechnologyinwhichmultipleharddrivesareusedtogether • • • • • • • • • • STORE: • • • backup. one offsiteincaseofmajordisaster. Anticipate theneedto Fault tolerantstorage(i.e. Different storagemediaanddevicesareidealfordifferent situations.Choosetheonesthatsuityou. storage mediaanddevices. Consider youravailableITsupport,natureandsizeof collection,andaccessrequirementswhenchoosing Use deletion. Control physicalandelectronicaccesstoyourcollection to preventaccidentalordeliberatetamperingand Separate yourcopiesindifferentgeographiclocations,on differentmedia,andevenwithotherorganizations. Synchronization incremental backups. For thepartsofyourstoragethatarefrequentlyupdatedorchanged,usebackupsoftwarecanperform Make (atleast)2 not allowyoutogo“backintime”recoverlostorchanged files. Disadvantages Advantages Ideal for backup • • • • • • • hashes TAKEAWAYS Collections thatrequirehigh-speedaccess,suchasforvideoediting,overanetwork. Many hardwareandsoftwarecomponents,requiresprofessionalITsupport. High cost(startingat$10,000). Multiple userscanaccesscollectionatthesametime,consolidatecollection. High-speed network. Organizations withstrongITinfrastructureandsupport. Collections thatneedtobeaccessedbymultiplenetworkedusers. . Faulttolerantstorageallowsyoutorebuilddatawhenadrivefails,butdoesnotallow –alsoknownaschecksums--toperiodicallycheckyourfiles forerrorstoensuredataintegrity. –alsoknownasreplicationormirroring--isnotthesame asbackup.Synchronizationdoes backup RAID refresh copiesofyouroriginals.Keeponebackupcopyonsiteforquickrecovery,and RAID ” inthenamesordescriptionsofdisk-basedstoragedevices.RAIDstandsfor (i.e.replace)yourstoragemedia anddeviceseveryfew(approximately3-5)years. ) canprotectyourfileswhenhardwarefails,butitisnotthe sameascopyingor 55 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - STORE

WORKFLOW Read More... The aimofgoodstoragestrategiesistoensuretheintegritystoredobjectsovertime. Fixity: Read More... Storage devicesarenotlonglasting,andneedtobereplacedeveryfewyearsbeforetheyfail. Refreshing: KEY CONCEPTS INTHISSECTION 56 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - STORE

WORKFLOW THE WORKFLOW: Cataloging CATALOG: INTRODUCTION and understood.Catalogingallowsyoutoexpandonthebasic most essentialinformation--whichcaneventuallygrowintoafullcatalog. archive orlibrary.Youcanstart,however,bymakingasimplerinventory--listofyourmediathatcontainsonly the the videocontent.Ratherthandoingityourself,youmaywanttoworkwithaninstitutiontrainedstaff,such asan Be forewarnedthatbuildingacatalogislabor-intensiveprocessandcatalogingrequiresskillsknowledge of critical. information, keywordsandsoon.Toensurefutureaccess,especiallyforlargercollections,somekindofcatalogingis access yourcontent.Acatalogmayincludedescriptiveinformation,contextualtechnicalrights A screenshotfromavideocatalog. meanscreatingandorganizingdescriptiveinformationinastructuredwaysothatvideocanbefound,used, 57 CATALOG ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: metadata youhaveacquired,andshouldhelpbetter WORKFLOW - CATALOG

WORKFLOW researchers aregivenaccesstothedatabase. to catalogtheexistingcollection.Eventually,recordsarecreatedforallofvideosinInstitute’scollection,and Once thedatabaseissetup,shebeginscatalogingnewlyacquiredvideosinit.Shealsorecruitsandsupervisesinterns standard, andselectsFilemakerProasadatabaseplatform.Graceworkswithprogrammertobuildthedatabase. can beincorporatedintoit. access toyourcollectionuntil youareabletobuildamoreelaboratecatalog,andthedata youenterintheinventory such asID,fileorfoldername,title,storagelocation(s),and securityrestrictions.Aninventorycanprovidebasic creating asimpleinventoryofyourcollection.An isalistofyourvideoswithonlyessentialinformation Building acatalogcanbelabor-intensiveprocess,and START WITHANINVENTORY CATALOG: GETTINGSTARTED CAUTION! evaluates thecollection,andassessesexisting existing capacityandhiresGrace,anarchivist.Graceconsultswithresearcherstolearnhowtheywantfindcontent, realizes thatitneedsamorerobustwayforthemtofindwhattheyarelookingfor.FirsttheInstituteassessestheir The InstitutestartstohostmoreandresearcherslikeMiyokowhoareinterestedinthevideocollection, the onesthatareaboutactivistssheisresearching.Still,eventuallyfindswhatlookingfor. inventory tonarrowdownhersearch,butsincethemetadataislimited,shehasviewafewdozenvideosidentify Miyoko, agraduatestudent,comestotheInstituteresearchChinesedemocracymovementactivists.Sheuses an Excelspreadsheet. mandate, itprovidesaccesstothecollectionresearchers.TheInstitutemaintainsasimpleinventoryofitsvideosin The InstituteforDemocracyhasavideocollectionthatdocumentsdemocracymovementsworldwide.Aspartofits STEPS TOWARDBUILDINGACATALOG A SCENARIO restricted, suchastheidentitiesofpeopledepictedorvideographer. cannot bepublishedorsharedatall,andvideosthatcanshared,butcontaininformationneedsto Before youcreateacatalog,identifyvideosorinformationthatneedtobekeptprivate.Identify PROTECT SENSITIVEINFORMATION 58 metadata standards ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: cataloging requiresatleastsometraining.Startsmallby . ShethenchoosesDublinCoreasametadata WORKFLOW - CATALOG

WORKFLOW maintaining acatalogingsystem: size ofyourcollectionandwhatyouwishtodowithit.Evaluate yourcapacityforbuildingand A catalogisonlyusefulifitproperlymaintained.Theamount ofworkrequireddependsonthe DO YOUHAVETHERESOURCES? than aninventory(andacquired Before decidingtobuildacatalog,evaluatewhetheryoureallyneedsomethingmorecomplex EVALUATE YOURCOLLECTION complexity ofthecatalogandtimerequiredtobuildit: If youdowanttomakeacatalog,consideraspectsofyourcollectionthatwillaffectthe and understandable.Aninventorymaybesufficient. • • • Do youhavethetechnicalsupport tobuildorcustomizeyourcatalogingsystem? trained anddoingthecataloging? Do youhaveenoughpeoplewho candedicatesignificantamountsoftimetobeing Do youhaveatleastonetrainedpersonwhocanoversee the cataloging? Is thererestricteddatathatonlysomeusersshouldbeable tosee? RESTRICTIONS have toaddressthem?Whatarethecritical gaps inyourcurrentabilitytosearch,andwhatfunctionalitydoescatalogneed How doyouoryourcurrentfutureusersneedtoaccessinformation?Whatarethe ACCESS NEEDS How complexistheinformationyouneedtocapture? INFORMATION NEEDS 100,000 titleswillbedifferentfromonefor10,000. How manyitemsdoyouhave?Whatisyourrateofacquisition?Thecatalogneedfor COLLECTION SIZE Example ofatypicalinventory. metadata 59 and documentation)tomakeyourvideosfindable ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: access points ? WORKFLOW - CATALOG

WORKFLOW for moreonthis).Chooseasystemthatyouhavetheresourcestodevelopandsupport. and Rules access pointstoyourcatalog. videos, andsetupaprocessforcatalogingolderorexisting videoastimeallows. lot oftime;theworld’sbiggestarchivescantakeyearstocatalog acollection.Startwithnewlyacquired Do notimagineyouwillhaveallyourvideoscatalogedonce yoursystemisinplace.Catalogingtakesa START WITHNEWVIDEOSFIRST terminology shouldbeclearlydocumented.Catalogerscan alsocheckeachother’swork. least onepersonwiththeskillandoversighttotrainthemensurequalitycontrol.Rules Using volunteerstocatalogisagreatwaygetlargevolumesofworkdone,butthereshouldbeat however, aslanguageisinherentlyfullofambiguities. effectively searchable,andrelevantmaterialscannotbefound.Consistencycandifficulttoachieve, A usablecatalogmustalwaysadheretoitsestablishedstructureandrules,otherwisedatawillnotbe prioritize orspendtimeon. rights content-requiresfamiliaritywiththesubjectmatter.Decisionsneedtobemadeonwhat Cataloging ismorecomplexthanitmayseematfirstglance.Describingcontent–especiallyhuman TRAINING ANDQUALITYCONTROL Typically, catalogsrelyonsomekindofcomputerdatabase(see“ Your catalogmustbebuiltonasystemthatallowsyoutocreate,structure,andsearchrecords. DEVELOP ACATALOGINGSYSTEM interoperable Choose themetadatastandard(s)thatyourcatalogwillbebasedon,orcreateown(see“ DEFINE STRUCTURE,RULESANDACCESSPOINTS of standards)savesyoutheeffortcreatingrulesfromscratch,andmakesyourdatamore various communitiestosuitdifferentkindsofmaterials.Usinganexistingstandard(orcombination information andhowitisstructuredinacatalog.Manymetadatastandardshavebeendevelopedby • • Do youhaveanongoingbudgettosustainsufficientstaffandthecatalogingsystem? Do youhavetheITsupporttomaintainacatalogingsystem? ” formoreonthis).A . Tomeetthesearchneedsofyourusers,youcanalsocustomizeandaddadditional metadata standard 60 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: isasetofrulesthatdefinesthekinds Tools forInventoriesandCatalogs Structure WORKFLOW - CATALOG ”

WORKFLOW information thataremostimportanttomakeyourvideosidentifiableandfindable: You canincludeasmanydatafieldsorelementsyouwantinyourcatalog,butthereareafewtypesof CATALOG: TYPESOFMETADATA The daterecorded,thegeographiclocationofrecording,identitycreator(s). SOURCE METADATA the event,andwhyvideowasrecorded. What ishappeninginthevideo,whodepicted backgroundinformationabout DESCRIPTIVE INFORMATION changes madetothevideofileandwhenithappened, Who youacquiredthevideofromandwhen,whohadcustodyofpriorany CHAIN OFCUSTODY Example ofsomesourcemetadata. Example ofsomechaincustodymetadata. Example ofsomedescriptivemetadata. 61 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: fixity checks(i.e. hashes ). WORKFLOW - CATALOG

WORKFLOW What informationinthevideoneedstoberestrictedandfromwhom. SECURITY RESTRICTIONS news report,livestream,etc.) Whether thevideoisraworedited,andspecifictypesofcontentin(e.g.interview, CONTENT TYPE Who ownsthevideo,whoisallowedtousevideoandhow. RIGHTS Access points KEYWORDS, TAGS, ANDSUBJECTTERMS Example ofsomecontenttypemetadata. Example ofsomerightsmetadata. Example ofsomesecurityrestrictionmetadata. withanytermsthathelpmakethevideofindable. Example ofsomesubjectterm metadata. 62 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - CATALOG cataloging willsupport disputed orunverified Accurate andtruthful Always beclearabout information, anddo video asevidence. EVIDENCE TIP not editorialize. the useofyour VIDEO AS

WORKFLOW the datainspreadsheetdescribethosefiles. described” mightbethevideofile.Eachrecordininventory spreadsheetrepresentsonevideofile,andallof In itssimplestform,acatalogmayonlyhaveoneentity. aninventory,forexample,theentityor“thingbeing To begin,everycatalogmusthaveastructure,or METADATA STRUCTURE Cataloging CATALOG: STRUCTUREANDRULES an event.Inarelationaldatabase,entityistheequivalentoftable. between differententities.Anentityisa“thing”aboutwhichdatacollected,suchasvideo,person,or Technical dataaboutthevideofilefromitself. TECHNICAL METADATA isallaboutstructureandrules. An entityisany“thing”thatbeingdescribed. Example ofsometechnicalmetadata. 63 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: data model , thatdefines entities and therelationship WORKFLOW - CATALOG

WORKFLOW 33 32 mandatory oroptional. format youwantthedateenteredin(e.g.yyyy-mm-dd).You canmakedataentryinparticularfields if youhaveafieldfor“DateRecorded”mustdefinewhat youmeanby“DateRecorded”andwhat For eachfieldinyourcatalog,definerulesforwhatinformation getsenteredandhow.Forexample, are lookingfor. but acatalogersometimesusestheterm“Demonstrations”instead,youwillnotfindallvideos must beenteredinthosefieldsconsistently.Forexample,ifyousearcha“Subject”fieldfor“Protests” In acatalog,alloftherecordswithinparticularentitymustcontainsamesetfields,anddata METADATA RULES relate iteachofthethreerecordswithtechnicalfileinformation. to holdthedescriptiveinformation,youwouldonlyneeddescribevideocontentonce,then information aboutthefileformatswouldchange.Bycreatingaseparateentityfor“videocontent” three copies,thesamedescriptiveinformationwouldberepeatedineachone;onlytechnical video inyourcollection3differentfileformats.Ifyoumadeaninventoryrecordforeachofthe This canbedonewithrelatedtablesinadatabase.Forexample,imagineyouhavecopiesofevery A morecomplicatedcatalogcandescribethanone“thing”andinvolvemultipleentities. http https ://www.vocabularyserver.com ://www.huridocs.org/resource/micro-thesauri/ A catalogcanhavemultipleentitiesthatrelatetoeachother. 64 35 34 http http ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: ://dublincore.org/documents/dces/ ://pbcore.org WORKFLOW - CATALOG

WORKFLOW ADVANCED Try This Try This Try This Try This BASIC BASIC BASIC 36 warnings-- toenforcerules. spelling. Ifpossible,usebuilt-intoolsinyourcatalogingsoftware—suchasdrop-downlistsordialogbox A METADATA STANDARDS into fieldsconsistently,create understand thestructureandfollowsameruleswhenenteringdata.Toensuretextisentered Document yourstructureandrulesacatalogingmanualor“datadictionary”sothatallcatalogers DOCUMENT YOURRULES standards incombinationandaddcustomstructuralcomponents andfieldstomeetyourneeds. interoperable –easiertosharewithothersorexportother systems.Youcanusedifferentmetadata from havingtodevelopyourownstructureandrules scratch;theotheristomakeyourdatamore have toadhereastandard,buttherearetwoobviousbenefits todoingso.Oneissaveyourself http PBCore Tema Tres HURIDOCS community intheUS. rights documentationthatcanbeusedtocreatecontrolledvocabularies. metadata standard any kindofdigitalresource. DublinCore MetadataElement Set ://www.ica.org/10207/standards/isadg-general-international-standard-archival-description-second-edition.html 34 isametadatastandardforaudiovisualmaterialsdeveloped bythepublicbroadcasting 33 isacontentmanagementsystemforcontrolledvocabularies. 32 provides48differentmicro-thesauri,orlistsofterminology,relevanttohuman is asetofstructureandrulesfordescribingallkindsmaterials.Youdonot controlledvocabularies 35 isawidelyused,simplesetof fifteenelementsfordescribing 65 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: , orlistsofallowabletermswithpreferred WORKFLOW - CATALOG

WORKFLOW Try This BASIC your ownstructuresandrules,enterthedatatocreatecatalogrecords. These toolscanprovidethetechnologicalbasisforyourcatalog,butyouwillstillneedtobuilditaccording Some easilyaccessibletoolstomakecatalogdatabases Some easilyaccessibletoolstomakeinventoriesorflat/single-entitycatalogs: take formsrangingfromsimplebutorganizedtextdocuments,tospreadsheets,morecomplexdatabases. that librarycatalogswereoncecabinetsfullofcarefullyorganizedprintedindexcards.Today,can Catalogs andinventoriescanbecreatedinmanyformats,usingdifferenttechnologies.Youmayrecall CATALOG: TOOLSFORINVENTORIESANDCATALOGS • • • • • • • • CATALOG: TAKEAWAYS and non-digitalarchivalcollections. General InternationalStandardArchivalDescription • • • • • • important metadatatocatalogforhumanrightsevidentiary video. You canuseaspreadsheettomakesimplecatalog,ordatabase foramorecomplexcatalog. Using Define yourmetadatastructureandrules,document theminacatalogingmanualordatadictionary. Source Start catalogingnewvideosfirst.Setupaprocessfor thebackloglater. Assess whetheryouneedacatalog,andhave theresourcestobuildone. Before cataloging,startbymakinganinventoryofyourcollection. Cataloging MySQL FileMaker Pro Microsoft Access Omeka Google Spreadsheets/Forms Microsoft Excel metadata standards metadata is labor-intensive,andrequirestrainingqualitycontrol. , chainofcustody canmakeyourworkeasierandcatalogmore 66 , descriptiveinformation,andsecurityrestrictionsareamong themost ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: : 36

(ISAD(G)) isastandardfordescribingdigital interoperable WORKFLOW - CATALOG .

WORKFLOW Read More... Catalogs usecontrolledvocabulariestoensureconsistencyandfindability. Controlled Vocabulary: Read More... A datamodeldefineshowmetadataisstructuredandorganizedinacatalog. Data Model: Read More... by others. Using metadatastandardsensuresthatyourcanbemoreeasilyusedandunderstood Interoperability: Read More... The primarypurposeofcatalogingistoenableandimprovefindability. Findability: Read More... Metadata isthebasisofcataloging. Metadata: Read More... Cataloging reliesonstandardizedstructuresandrulesforcreatingmetadata. Metadata Standard: KEY CONCEPTS INTHISSECTION 67 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - CATALOG

WORKFLOW THE WORKFLOW: elements toconsiderwhenthinking inalong-termcontext While allofthestepsoutlined inthisguidecontributetothepreservationofyourvideos, thereareadditional PRESERVE: CAUTION! repository archive a largecollection,whichtheorganizationregularlydrawsuponinitswork.Thehasbuilt The CenterforHumanRightsproducesvideositscampaigns.Overtheyears,havegrowninto PARTNERING WITHANARCHIVE A SCENARIO Preservation PRESERVE: the biggestinstitutionsneedtocollaboratewhenitcomespreservation. preservation requiresadditionalcommitmentandactions.Inmostinstances,youcannotdothisalone.Even in thisguideuptopointarepartofthedigitalpreservationprocess.However,long-termaspect rights. Aftersomenegotiation,theCenteragreestodepositacopyofallitsvideosinlibrary’sdigital Eventually, theCenterdecidestoreachoutMajorUniversityLibrary,whichhasacollectingfocusonhuman collection. mandate orresourcestoprovideexternalaccess,sonoresearchershaveeverbeenablemakeuseofthe The Centerrecognizesthatitsvideoshaveimportanthistoricalandeducationalvalue,butdoesnotthe the MULibrary,whilemaintainingitsin-housearchivetosupportongoingcampaignwork. videos. If youworkwithanarchive,makesurethatinformthe archiveofallsecurityrestrictionsonyour PROTECT SENSITIVEINFORMATION up overtime,anditnowemploysanArchivisthasastablesystemformanagingitscollection. forresearch,scholarly,andpublicaccess.TheCentertransferscopiesofitscollectioncatalogto meansensuringthelong-termaccessibilityofyourcollection.Allactionsoutlined ASPECTS OFLONG-TERM PRESERVATION INTRODUCTION 68 PRESERVE ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: : WORKFLOW - PRESERVE

WORKFLOW Here aresomegeneralprioritizationcriteriatomaximizeyourpreservationresources spent preservinganoriginalevidentiaryvideoinyourcollectionthatnooneelsehas. elsewhere, probablyinahigherqualityandwithmoredocumentation.Yourresourceswouldbebetter may notwanttopreserveitinthelongrunbecausebelongsAlJazeeraandisbeingpreserved For example,sharinganAlJazeeranewscastonyourwebsitemightbeagoodideanow,butyou might differfromyourprioritiesforimmediateormedium-termuse. over othersforlong-termretentionandaccess.Notethatyourprioritiespreservation Because ofthesignificantresourcesthat PRESERVE: building softwarethatcanplaytheobsoleteformat. in thefuturetheymaybecome does not last long. Even if your videos remain intact and uncorrupted in storage, at some point As youhavelikelyexperienced,technologychangesrapidlyanddramatically,hardware TECHNOLOGICAL CHANGE Does thevideobelongtosomeone else,andareyour RIGHTS? Does thevideohaveenoughcontexttobeunderstandable asevidenceorinformation? HAS CONTEXT? that sometimesalowerqualitycopyistheonlyoneexists, andisworthkeeping. Is thisvideoacopy?theoriginalorhigherqualitycopy beingpreservedelsewhere?Note UNIQUE? Is thevideosignificantandusefulasevidenceorinformation? ARCHIVAL VALUE? infrastructure, skilledstaff,financialresources,planning,andpolicies. provide accessoveralongperiodoftime.Thisincludestechnologicalandorganizational your videoshastobeablecommitinvestingwhatisnecessaryretain,manage,and By definition,preservationrequiresongoingresources.Whoeverisgoingtopreserve SUSTAINED COMMITMENTANDINVESTMENT refreshing Long-term preservationinvolvesnotonlymaintainingtheoriginal,butalsoregularly not beabletoreadthem. PRIORITIZING FORPRESERVATION itonnewstoragemediaand,foraccess, obsolete preservation 69 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: -- unplayablebecausenewmachinesandsoftwarewill requires,itisprudenttoprioritizesomevideos migrating rights toreuseitlimited? toup-to-dateformatsor : WORKFLOW - PRESERVE

WORKFLOW an institutionthathasaspecificmandateforpreservation,suchas An archivethatispotentiallyinterestedinacquiringyourcollectionwilllikelywanttofirstassesswhether documentation centers,andcourtstribunalsthathavearchives. or library.Youmayalsolooktoinstitutionsengagedingatheringevidence,likehumanrightsorganizations, want todoaninitialsurveyofyourcollectionunderstand itssize,scope,and it hasvalueandfitswiththeirinterests,whattheusage restrictionswillbe.Thearchivealso Most individualsandorganizationscannotdolong-term PRESERVE: ownership ofyourcollection. collection. Somearchives,however,areopentodepositrelationships whereyoudonothavetogiveup provide accesstoyourcollectiontheirusers,andmany willwantyoutoeventuallydonateyour while holdingontoyourowncopy.Becauseoftheirinvestment, mostarchiveswillwantrightsto collections, youcaneasilydepositanexactcopyofallyour videosanddocumentationtoanarchive, Working withanarchivedoesnotmeanthatyoumustgive upyourcollection.Withdigital inventory orcatalogofyourcollectioncanfacilitatethis process. An exampleofhowcriteriacouldbeusedtoprioritizedifferentvideosforpreservation. support archivingandpreservation. Institutions liketheUSLibraryofCongresshavesignificantinfrastructureto WORKING WITHANARCHIVE 70 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: preservation archive ontheirown.Rather,theypartnerwith , historicalsociety,museum, formats . Havingan WORKFLOW - PRESERVE Depositing avideowith that performsregular a trustworthyarchive repository auditscan simplify yourwork unbroken chainof of maintainingan EVIDENCE TIP VIDEO AS custody.

WORKFLOW The mainareasthatthewrittenagreementshouldaddress are: rights andobligations,whichultimatelyprotectsthecollection. collection andthetermsofyourrelationship.Thisensures thatbothsidesclearlyunderstandtheir If youworkwithanarchive,draftawrittenagreementthat outlinestheiracquisitionofyour DONOR/DEPOSIT AGREEMENTS CHOOSING ANARCHIVE When choosingapotentialarchive,thereareseveralfactorsyoushouldconsider: There maybeoneormanyinstitutionsorganizationsinterestedinacquiringyourcollection. preservation)? collection andabidebyitsagreementswithyou(e.g.regardingsecurityrestrictions,access, Do youtrustthearchive(andinstitutionitmaybelongto)totakecareofyour TRUSTWORTHINESS Who ownsthecollection,and whatrightsarebeingtransferredtothearchive? OWNERSHIP ANDRIGHTS What exactlyisbeingacquiredbythearchive?not beingacquired? SCOPE Are youabletogetyourcollectionthearchive? DEPOSIT LOGISTICS understand therightsrestrictionsinordertoprovideaccess. provide thearchivewithinformationaboutthird-partyrightsholders?Archivesneedto Do youownthecopyrightorhaverightstocontentinyourcollection?Ifnot,can RIGHTS to thearchive?Somearchiveswillacceptcollectionstheydonotown,butsomenot. Do youwanttoretainownershipofyourcollection,orarewillingtransfer OWNERSHIP Can thearchiveaccommodateyourexpectationsforsecurityandprivacyrestrictions? RESTRICTIONS/ACCESS dealing withcollectionssimilartoyours? Does thearchivehavearealinterestinyourcollection,andexperienceexpertise COLLECTING FOCUS preservation, andaccessneedsofyourcollection? Does thearchivehavestaffingandinfrastructuretomeetprocessing,storage, RESOURCES 71 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - PRESERVE

WORKFLOW ADVANCED ADVANCED Try This Try This in digitalformat.TheInternetArchiveholdsapproximately 10 download digitalmaterialatnocharge.Itsmissionistoprovide permanentaccesstohistoricalcontent The InternetArchive INTERNET ARCHIVE-BACKEDARCHIVE datacenters inCalifornia,USAandatBibliothecaAlexandrina inEgypt. 38 37 performing theday-to-dayworkofacquiring,cataloging,preserving,andprovidingaccesstousers. Establishing anarchiveinvolvesbuildingarepository,developingpoliciesandprocedures, resources, andfinancialsupport. of like-mindedorganizations.Thisoptionrequiressignificantongoinginfrastructure,human It ischallenging,butnotimpossible,toestablishandsustainanarchiveonyourownorwithanetwork ESTABLISHING YOUROWNARCHIVE deposit yourcollectionwithauniquenon-profitcalledtheInternetArchive. Besides workingwithanarchive,twootheravailableoptionsaretoestablishyourownand/or You mayhavereasonsfornotwantingtodeposityourcollectionatanestablishedarchivalinstitution. PRESERVE: http http Audit andCertificationofTrustworthyDigitalRepositories OAIS ReferenceModel ://public.ccsds.org/publications/archive/650x0m2.pdf ://public.ccsds.org/publications/archive/652x0m1.pdf What isthearchiveresponsiblefor?areyou RESPONSIBILITIES How willmaterialswithrestrictionsbehandled?When,ifever,theexpire? RESTRICTIONS OTHER PRESERVATIONOPTIONS isauniquenon-profitdigitallibrarythatallowsthepublic touploadand 37 isanInternationalOrganizationforStandardization(ISO)standardthat 72 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: 38 petabytes provides metricsformeasuring of digitalmaterialin WORKFLOW - PRESERVE

WORKFLOW Some importantnotesabouttheInternetArchive Read More... A repositoryisthelocusoflong-term digitalpreservation. Repository: build aGUIclientforInternetArchive’sS3-like Archive canbeeasilyembeddedinotherwebsites.Withsometechnicalexpertise,itisalsopossibleto sub-collections throughspecialarrangementwithInternetArchive.Videoshostedby can uploadvideossimplybysettingupanaccountonthewebsite.Itisalsopossibletocreate You canusetheInternetArchiveasawaytostore,preserve,andprovideaccessyourvideos. Read More... Over time,videofilesneedtoberegularlymovednew storage media. Refreshing: KEY CONCEPTS PRESERVE: • • • • • • • • Most small organizations cannot do preservation on their own. Consider partnering with an archival institution. whether youhaverightstousethem. Prioritize videosforpreservationbasedontheirarchivalvalue,uniqueness,contextualizinginformation,and Preserving videosrequiresregular Digital usable formats. by anyone.Youcanchoosetoapplya Anything uploadedtotheInternetArchiveisaccessible(i.e.streamableanddownloadable) the InternetArchivemayremoveitifreceivesavalidcomplaint. any rights.Ifyouuploadcontentdonothavetherightsto,however,beforewarnedthat You retaintheownershipovercontentyouupload;InternetArchivedoesnotassert original file. your video(excepttomakeadditionalaccesscopies),andallowsanyonedownload Unlike YouTubeandothervideosharingplatforms,InternetArchivedoesnottranscode documents asyouwish. descriptions alongwiththevideo.Youcanincludeasmuchmetadataormanyrelated cataloging ordescriptiontomakeyourvideosfindable.Youmustuploadown Internet Archiveprovidesstorage,preservation,andaccess,butitdoesnotprovideany downloading acopy. how peoplecanuseyourvideo,butthiswillnotpreventanyonefromsimplyviewingor preservation TAKEAWAYS INTHISSECTION isnever-endingandrequiresanongoingcommitmentofresources. 73 refreshing Creative Commons API ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: : touploadyourvideosanddescriptions. on newstoragemediaandmigrationto license toyourvideosdesignate WORKFLOW - PRESERVE

WORKFLOW Read More... The long-termintegrityofyouroriginalfilesisafundamentalgoalpreservation. Fixity: Read More... Over time,videofilesneedtobetranscodednewformatsremainusable. Migration: Read More... on isunavailable. Over time,fileformatsandstoragemediabecomeunusablebecausethetechnologytheyrely Obsolescence: KEY CONCEPTS INTHISSECTION 74 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - PRESERVE

WORKFLOW THE WORKFLOW: them. Sameer Channel afterthegroup,andindescription,hewritesaboutcollection,howfilmmakerscan contact location anddate.HedecidestosetupaYouTubeChannelfunctionasfindingaidthegroup’svideos.names the Sameer knowsthatfilmmakersliketoresearchfootageonline,andtheywantlookforcontentbygeographic you mayalsoneedtosetaccesslimitspartsofyourcollectionforsafetyandsecurityor CAUTION! the group,offerstomakea find anduseitsvideofootage.Thegroupisvolunteer-runreliesonmembers’personalresources.Sameer,amember of The GlobalActivistMediaGroupdocumentsprotestsaroundtheworld,andwantsdocumentaryfilmmakerstobe ableto SHARING WITHAVAILABLETOOLS A SCENARIO to helpyourusersfindthevideostheywant,andthenprovideitthemina Sharing involvesenablinguserstofind,view,obtain,and/orusevideosinyourcollection.Toshareeffectively,youneed SHARE: INTRODUCTION date, a Channel, whichareorganizedbygeographiclocation.Hemakessurethateachvideohasadescriptivetitle,including the videos shewantstouse.Thegroupthenlocatesand for footageherdocumentary.Afterwatchingvideosfromthe“Bahrain”playlist,shecontactsgroupwithalist ofthe Hannah, afilmmaker,hearsabouttheGlobalActivistMediaGroup’scollectionandvisitstheirYouTubeChannel tolook the descriptions. can bemadepublic,usedwithout yourpermission,orusedinawayyoumightnotagree with. share videoorinformationthatisprivatehassecurity restrictions.Assumethatanythingyoushareorputonline Control accessbyobscuringorredactingpartsofvideo metadatathatcontainsensitiveinformation,anddonot PROTECT SENSITIVEINFORMATION unique identifier uploads low-resolutioncopiesofthevideosthatgroupwantstoshare,andaddsthemplaylistson , anddetaileddescriptiontags.Healsoincludescopyrightcontactinformationineachof finding aid for thegroup. 75 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: FTP ’s full-qualitycopiesoftheclipstoher. SHARE format andmediumtheycanuse.Notethat copyright WORKFLOW - SHARE reasons.

WORKFLOW catalog. do nothaveexternalusers,youneedtomakeafinding aidseparatefromyourinternalinventoryor You donotneedtohaveaninternalinventoryorcatalog inordertomakeafindingaid.Alternately,ifyou some user remove orhidedatathatisprivatenotrelevanttoyour users,putitinasharableformat,andperhapsadd and meantforyourusers.Youcanre-purposeaninternal inventoryorcatalogasafindingaid;justbesureto An inventoryorcatalogisaninternaltooltomanageyour collection,whereasafindingaidispublic-facing WHAT ABOUTMYINVENTORYORCATALOG? finding aid You canhelppeoplefindvideosinyourcollectionbyprovidingadocumentorplatformthatservesas SHARE: HELPINGUSERSFINDVIDEOS consider: may alsowanttolimitaccessvideosorinformationaccordingusertype.Foreachofyourtypes, Users havedifferentneedsintermsofhowtheywanttofindvideos,andaccessthem.You list ofyourmostimportantpotentialusertypes. community, yourusersmightbecommunityorganizations,lawenforcementagencies,orschools.Makea the reasonyouarecollectingvideosistogatherstoriesinorderbreakdownnegativestereotypesyour Who areyourusers?Youprobablyknowwhotheyare,oryouwouldlikethemtobe.Forexample,if SHARE: IDENTIFYINGYOURUSERS • • • • • • • •

Does yourcontentneedtobeeditedorredactedbeforeyoucanshareit? Do youwanttocollectanyinformationfromthembeforegrantingaccess? Do youwantthemtocontactorobtainspecialpermissionforaccess? LIMITS ONACCESS Do theyneedcopiesofthevideos,orjusttoviewthem(e.g.fromawebsite)? accessible inacertainway? Does theuserhavetechnologicalorotherbarriersthatrequirecontenttobemade ACCESSING VIDEOS What language(s)dotheyunderstand? What kindoftermsorcategorieswouldtheyusetobrowseandsearch? What levelofdetaildotheyneedinthedescriptionsyouprovide? FINDING ANDIDENTIFYINGVIDEOS access points . Afindingaidisanytoolthathelpsyourusersnavigateacollectionandunderstandwhatinit. (see“MakingVideosFindable”belowformoreonthis). 76 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: WORKFLOW - SHARE

WORKFLOW 39 A singlefindingaidcanincorporatemorethanoneoftheseformsbelow TYPES OFFINDINGAIDS https ://crowdvoice.org groupings withinyourcollection.Guidescanbeusedinconjunctionwithlists. have timetodescribeeachvideoinyourcollectionindividually.Youcanalsomakeguidesforsmaller A writtendescriptionthatprovidesabroadoverviewofcollection.Thiscanbeusefulifyoudonot GUIDE information (e.g.atitle).Youcanuselistinconjunctionwithguide. A listoftheindividualitemsinacollectioninformspeoplethatitemexists,andprovidesminimal LIST 77 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: : is anexampleofalist. Al JazeeraWorld a list). in conjunctionwith guide (whichisused is anexampleofa Channel Human Rights sidebar inthis The descriptive WORKFLOW - SHARE ’s Programmes playlist

WORKFLOW Try This BASIC resources onhumanrightsissues. Crowdvoice can makeanindexbyusingkeywordsinadatabaseorcatalog. alphabetical orderandpointtothepagenumberwhereinformationonthattopiciswritten.You found. Youareprobablymostfamiliarwithindexesinthebackofbooks,whichlisttopics An orderedlistofsubjectheadingsthatpointtowhereresourcesoncanbe INDEX catalog isafamiliarexampleofpublic structure (seethe“ content. Eachrecordinacatalogdescribesanitem,likevideo,accordingtostandard A setofsystematicallyarrangedrecordscontainingmultiplewaystobrowse,search,orsort CATALOG 39 isanexampleofatoolthatallowsyoutocreateguideandlist(withlinks)forweb Catalog ” sectionformoreonhowtomakeacatalog).Anonlinepubliclibrary 78 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: The SyrianMartyrsDatabase index. video pageisanexampleof Egypt The MemoryofModern example ofacatalog. projectisan ’s WORKFLOW - SHARE

WORKFLOW rights issue. human rightsorganizations, theymightbeinterestedinfindingcontentbygeographic regionorhuman to findcontentaccordingtheelementsofacrimeorby thenameofaperpetrator.Orifyourusersare collection. Forexample,ifyourusersareprosecutorsinthe InternationalCriminalCourt,theymaywant Identify theaccesspointsthatwouldmaximizeyourusers’ abilitytofindandaccesswhattheywantinyour “Poetry,” andsoon.Thisprovidesitsuserswithawaytofind videos. Martyr Database,forexample,thelistofvideosisdivided withheadingsfor“ChildrenMartyrs,”“Funerals,” the accesspointsmightbesubheadingsinlistthatdivide recordsupbytopic.OntheSyrianRevolution An creating accesspointsinthefindingaidthatmatchwayyouruserswanttobrowseorsearchforcontent. No matterwhatformyourfindingaidtakes,ortechnologyyouuse,makevideosfindableby MAKING VIDEOSFINDABLE There aremanyofflineandonlinetoolsthatyoucanusetocreateafindingaidordiscoverytool: TOOLS TOCREATEFINDINGAIDS access point • • • • • structured informationtoyouusers.Spreadsheetsarebestforsimplefindingaidslikelists. A spreadsheetapplicationlike A webcontentmanagementsystem(CMS)like A webcurationplatformlike Channel isagoodexampleoffindingaidthathelpsjournalistsfindhumanrightsvideos. to createguidesandindexespointvideoshostedonthesite.TheYouTubeHumanRights Some videosharingwebsiteslike catalogs. spreadsheet, suchasrepeatablefields.Databaseapplicationscanbeusefulformakingindexesand A databaseapplicationlike cultural heritagecollections. websites thatfunctionasindexesorcatalogs. content (includingvideos)thatarealreadyupontheweb. is basicallyanentrywaytothecontentinyourfindingaid. Forexample,ifyouhavealist, Microsoft Access Crowdvoice Microsoft Excelor YouTube havefeatureslikechannelsandplayliststhatallowyou 79 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: or Storify canbeusefulformakingguidesandlistsabout or Omeka isaCMSthatespeciallydesignedfordigital Drupal FileMaker Pro Google Spreadsheetcanprovideawaytopresent or Wordpress canbecustomizedtomake offersmorefunctionalitythana WORKFLOW - SHARE

WORKFLOW or shouldbetakendown. YouTube editorswillrelyon yourtitleanddescriptiontodeterminewhethervideo isnewsworthy contains importantnewsandinformation,notjustgraphic orviolentcontent.Ifyourvideoisflagged, Appropriately titlinganddescribingyourvideosalsolets YouTubeeditorsknowthatyourvideo can bedifficult.TomaximizethefindabilityofyourvideosonYouTubewithoutafindingaid finding specificvideoswithinthelargevolumeofonYouTubeandwithitslimitedaccesspoints search andfilterstohelppeoplefindyourvideos.Asyoumayhaveexperienced,however,browsing If youaresimplyuploadingyourvideostoYouTubewithnofindingaid,canrelyonYouTube’s channel andplaylistfeatures. links orvideoembeds.Asmentionedabove,youcanalsocreateafindingaidwithinYouTubeusingits You canintegratevideosuploadedtoYouTube(orothervideosharingwebsites)intofindingaidsas providing accesstoyourvideos. While YouTubeisnotsuitableforstoringyourcollection,itanexcellentplatformsharingand MAKE VIDEOSFINDABLEONYOUTUBE • • • • • languages. Make yourtitles,descriptions,andtagsmulti-lingualifusersunderstanddifferent Tag yourvideousingaccesspointsrelevanttousers(seeabove). Make yourdescriptioninformative,answeringquestionsofwho,what,when,where,andwhy. Make yourtitleinformative,andincludethedaterecordedlocationofvideo. but willkeepsomeoftheoriginalmetadatafromfile). For rawfootage,uploadtheoriginalfileifpossible(YouTubewillnotkeepyourfile, users tofind,understand,andverify. to find.TheYouTubevideoontherightiswelldescribed,making iteasierforpotential The YouTube video on the left is poorly described, making it difficult for potential users 80 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: : WORKFLOW - SHARE for videosonYouTube. and verifyyourvideo. Many journalistsand them toauthenticate important toenable and thenameof legal observerslook recorded, location, source (ifsafe)and Including thedate other informative EVIDENCE TIP description is VIDEO AS

WORKFLOW ADVANCED ADVANCED Try This Try This Try This BASIC therefore doesnotreplacehaving different format(asopposedtobeinganexactcopyoftheoriginal).Havingmultiplegenerationsavideo video indifferentways. Internet andelectricity,whileothershavehigh-speedbroadband. only wanttoviewthevideoonline.Otherswillabroadcast-qualitycopy.Someusersmayhaveunreliable copy, suchascopyoftheoriginalforacourtcase,orduplicationmasterdistributor. YouTube prefersanH.264/mp4file.Insomecases,youmaybeaskedtoprovidesomethingotherthanause require abroadcast-qualityMPEG-2file,forexample,whileanacademicresearchermightrequestDVD. how thevideoisgoingtobeused,andusershouldprovideyouwithspecifications.Anewsoutletmight directly fromtheoriginal(ifisinaneasilyusableformat).Theformatofusecopydependson Generally, youwillprovideuserswithauseorpreviewcopy,whichisgeneratedfromduplicationmaster The archivalconceptof“ VIDEO SHARINGFORMATS delivery After usersfindvideosinyourcollection,youneedtoprovidethecontentthemsomeform.Thebest SHARE: PROVIDINGVIDEOSTOUSERS video canhavemultiplegenerationsofcopies,suchasanoriginal,apreservation a usecopy,andpreview.Usually,changeingenerationimpliesthatthevideohasbeen 41 40 See thesectionon“ http http ffmpeg MPEG Streamclip xmedia ://www.squared5.com ://www.videohelp.com/tools/XMedia-Recode format 42 40 isafreecollectionofsoftware thatcantranscodemanyvideoandaudioformats. recodeisafreeGUIforffmpeg. will dependonwhattheuserneedsandtheircircumstances.Someusers,forexample, Transfer 41 isafreevideoplayer,editor,andconverter. generation ” formoreonhowtouploadorsendyourvideos. backup ” referstotherelationshipbetweenacopyofvideoitsoriginal.Asingle copies ofyouroriginal.Rather,itspurposeistoallowyouusethe 81 42 http://www.ffmpeg.org ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: master , aduplicationmaster, transcoded WORKFLOW - SHARE intoa

WORKFLOW There arewaystocontrolaccesswithoutmakingyourcollectioncompletelyinaccessible WAYS TOCONTROLACCESS There aremanyreasonswhyyoumaywanttocontrolaccess,suchas SHARE: CONTROLLINGACCESS • • • • • • resolution orwatermarked. you caneditoutsections,blur faces,oraltervoices.Youcanalsocreateversionsthatare lower You cancreateredacted,sharableversionsofyourvideos. Dependingontherestrictionsrequired, CREATE ALTERNATE VERSIONS of accesstodifferenttypesusers,forexample,byrequiring aloginandpassword. Depending onwhattoolsyouusetoshareinformationand videos,youcanprovidedifferentlevels CREATE ACCESSTIERS form. This canbedonethroughaone-on-oneinteraction,or somethinglikeawebsubmission It isreasonableforyoutoaskusersdetailsaboutwho they areandwhywantyourvideo. VET YOUR USERS You donothavetherightstoallowothersusevideo. You wanttoderiverevenuefromprovidingaccessyourvideo. You donottrusttheuserwhoisrequestingyourvideo. To protectparticularlyvulnerablepeopleorwhodidnotgive To respectthewishesforprivacyexpressedbypeopledepictedinyourvideos. cannot berevealed. For thesafetyofactivists,victims,orothersinhigh-risksituationswhoseidentitieslocations filmed. Control accesstoprotecttheprivacyorsecurityofpeopleinyourvideos. 82 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: : informed consent : WORKFLOW - SHARE tobe

WORKFLOW intended tobelegaladviceorsubstituteforadvice. countries (the165signatoriestothe Intellectual propertylawsvaryfromcountrytocountry,buttherearegeneralprinciplesthatmost intellectual propertyrightsmaycomeinhandy: of law.Therearesomeinstanceshowever,especiallyinthelongerterm,whenanunderstanding videos outtotheworld.Thisisespeciallytrueifyouareworkingasituationwheretherenorule someone else(see“GrantingPermissions” below). copyright fromthemoment thevideoiscreated.Thispersoncan,however,transferthese rightsto The personwhorecordsraw video footage,orwhocreatesaneditedvideo,automatically ownsthe broadcast, andtore-useoradaptthework. (around 50years,variesbycountry).Theserightsinclude therighttocopy,distribute,displayor Copyright lawsprotectrightsofcreatorstotheirwork,including videos,forasetamountoftime COPYRIGHT You maybeunconcernedwith SHARE: UNDERSTANDINGCOPYRIGHT going toatrusteddestination. a waythatyoudonotagreewith.Ifvideopresentsseriousrisk,shareunlessaresureitis anything youshareorputonlinecanbemadepublicandpossiblyusedwithoutyourpermissionin Methods ofcontrollingaccessarenotfoolproof.Tobeonthesafeside,youshouldassumethat • • • • • • section on“ an “openlicense”suchasCreativeCommons of thoserightswithothers.Youcanlicenseavideotosomeoneone-on-one,oryouuse and usetheirwork.Ifyouownthecopyrighttoavideo,canlicense,orshare,someall Copyright COPYRIGHT LICENSING If youdeposityourcollectioninanarchivethatrequiresrightsinformation. If youwanttoderiverevenuefromyourvideocollection. If afilmfestivalwantstoshowyourvideobutneedsthepublicperformancerights. If atelevisionproducerwantstouseyourvideobutneedsclearthebroadcastrights. If someoneusesyourvideowithoutpermissioninawayyoudonotagreewith. If asitelikeYouTubetakesdownyourvideobecauseofthird-partycopyrightclaim. is alegalmechanismthatprotectscreator’sexclusiverighttocopy,distribute, Understanding Copyright copyright Berne Convention and 83 intellectual property ” formoreinformation. ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO: toshareyourvideowitheveryone.Seethenext ) adhereto.Thefollowinginformationisnot lawswhentryingtogetimportant WORKFLOW - SHARE

WORKFLOW Try This Try This BASIC BASIC This meansthat private, personal,non-commercialuse. countries, freeorfairusesincludeuseforteachingpurposes,newsreporting,andcopying Laws vary,butoneofthegeneralexceptionstocopyrightprotectionis“free”or“fair”uses.Insome EXCEPTIONS TOCOPYRIGHT In sum,copyrightprotectionmeansthat 44 43 re-use,oradaptyourvideo.Thereareafewwaysyoucan dothis As acopyrightholder,youcangiveotherpeoplepermissiontocopy,distribute,display,broadcast, GRANTING PERMISSIONS http http determine whetherusagefallswithinthelimitsoffairuseinUSCopyrightlaw. Columbia UniversityLibrariesCopyrightAdvisoryOfficehasa The FairUse/FairDealingHandbook • • • • ://infojustice.org/wp-content/uploads/2013/04/Band-and-Gerafi-0403 ://copyright.columbia.edu/copyright/fair-use/fair-use-checklist/ free orfairuseexemptionsinyourcountry’slaw. You canmakelimiteduseofothers’videoswithouttheirauthorization,withinthebounds free orfairuseexemptionsintheircountry’slaw. People canmakelimiteduseofyourvideoswithoutauthorization,withinthebounds their permission. You cannotcopy,distribute,display,broadcast,re-use,oradaptsomeoneelse’svideoswithout permission. People cannotcopy,distribute,display,broadcast,re-use,oradaptyourvideoswithout a documentary,forDVDand Europeanbroadcast,forthenext2years. video willbeused.Forexample, youcouldallowafilmmakertouse10secondsofyour videoin ownership ofthevideo.You negotiate termsthatspecifyhow,where,andforhowlong your Allow someonetouseyourvideoinaparticularway(often forafee),withoutgivingupthe LICENSING agreements thatstatetheworktheycreateduring hoursbelongstotheorganization. not haverightstoitanymore.Itiscommonforstaffatorganizations, forexample,tohave Completely handoverthecopyrightownershipofyourvideo tosomeoneelse,i.e.youdo ASSIGNING COPYRIGHT : 43 : summarizesfairuselawsin40countries. 84 ACTIVISTS’ GUIDE TO ARCHIVINGVIDEO:

Fair UseChecklist 2013.pdf : 44 tohelp WORKFLOW - SHARE

WORKFLOW “OPEN” LICENSING Allow anyone to use your video, for free and without consulting you, without giving up the WORKFLOW ownership of your video. You can set some limitations on use. Using a Creative Commons license is one easy way to do this. With a Creative Commons license, you can specify whether uses require attribution, have to be non-commercial, and other qualifications.

SHARE: TAKEAWAYS

• Identify your key users, how they want to be able to find and access your videos, and if any controls need to be put on usage. • Create a finding aid -- in the form of a guide, list, index, and/or catalog -- with appropriate access points to enable your users to access your videos. • Make use copies from your duplication masters or originals as needed, in the format your user requires. • Control access to your collection, if necessary, to protect the identities of those in high-risk situations or to respect privacy. • Assume that anything you share or put online can be made public or used without your permission or in a way you do not agree with. • Be sure you have the legal rights to provide access.

KEY CONCEPTS IN THIS SECTION

Informed Consent: There are potential consequences to providing access. This is why you obtain informed consent when you film. Read More... Generation: Provide your users with use copies generated from your duplication master or original. Read More... Finding Aid: A finding aid is the tool that you provide to your users to help them find what they are looking for. Read More... Findability: A key aspect of providing access is making it easy for users navigate and locate what they are looking for. Read More...

85 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: WORKFLOW - SHARE RESOURCES:VIDEO AS EVIDENCE RESOURCES

From the Thomas Lubanga Dyilo case at the International Criminal Court (ICC).

Video is increasingly serving as evidence in a broad range of legal settings, but there are currently no universal concrete standards for admissibility. If you want to use a video as evidence, ensure that you investigate and consult legal professionals on the requirements relevant to your court’s jurisdiction.

As a rule, however, any evidence must first and foremost be deemed relevant to the case or investigation in question, and to hold probative value. Probative value is the ability of evidence to prove an issue, and increases when the evidence can be shown to be authentic and reliable. The actions you take to ensure the authenticity of your video therefore strengthen its probative value.

Video evidence needs to be properly documented and handled to maintain its authenticity. According to Elliott Goldstein, author of Visual Evidence: A Practitioner’s Manual, “any defensible procedure for documenting and preserving digital video evidence must answer these questions:

1. Who captured the image and when? 2. Who had access to the image between the time it was captured and the time it was introduced into court? 3. Has the original image been altered in any way since it was captured? 4. Who enhanced the image, when and why? 5. What was done to enhance the image and is it repeatable? 6. Has the enhanced image been altered in any way since it was first enhanced?” Source: Careless, James. “Video Evidence.” CBA PracticeLink. Canadian Bar Association.

86 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: V.A.E Steps taken throughout the archiving process, as outlined in this Guide, can help to ensure that you can answer RESOURCES these questions. In summary:

CAPTURE IMPORTANT METADATA AT THE POINT OF CREATION The most important information to capture is that which can lead to corroboration: date and time, geographic location, and the video’s creator or source. This metadata can support a video’s authentication. See “Create” for more.

KEEP CONTEXTUAL METADATA ABOUT YOUR VIDEO Cataloging and detailed description can support the credibility of video evidence by ensuring that corroborating contextual information has been documented and linked to the video in a structured way. However, the description must be accurate; always be clear and truthful about disputed or unverified information; and do not editorialize. See “Acquire” and “Catalog” for more.

DOCUMENT CHAIN OF CUSTODY Keep a complete summary of when you acquired a video file, who else has had custody of the video file and when; who had access to your video file and when; what actions (e.g. alterations) were performed on the file and by whom. See “Acquire” and “Catalog” for more.

MAINTAIN AUTHENTICITY Always retain the original files from the camera, unaltered and un-transcoded, and do not rename them. Always retain the original order of files from the camera. See “Transfer,” “Acquire,” “Organize,” and “Store” for more.

DOCUMENT FILE FIXITY Hash values can show whether your files have been tampered with, so it is valuable to compute and capture hashes early in the video lifecycle. Compute and keep a record of hashes at the point of creation, or as soon as you offload files from your camera. See “Transfer” for more.

ADDITIONAL RESOURES

Try This “Video as Evidence” chapter in Video for Change: A Guide for Advocacy and Activism. BASIC

Try This WITNESS Filming for Human Rights Documentation, Evidence and Media tipsheet. BASIC

87 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: V.A.E RESOURCES: KEY CONCEPTS RESOURCES

Here are some key concepts important for understanding archiving. For additional terminology used in the Guide, see the Glossary.

ACCESS POINT A name, term, code, or type of information such as the date, by which a set of records can be sorted or searched. For example, in a library book catalog, access points are author, book title, and subject. In a database, access points are any fields you can search, such as name, date, and title.

ARCHIVE An organization made up of people and systems responsible for preserving records and documents of enduring value and making them available to a designated community. Archives are sometimes parts of larger organizations, such as universities, public libraries, media centers, or museums.

ARCHIVING The practices and decisions that support the preservation, authentication, use, and accessibility of content with enduring value.

AUTHENTICITY The quality of being genuine, not fake or counterfeit, and free from tampering. Authenticity means that an object was actually created by the person represented as its creator, and that it was actually created at the time and place that is represented as its time and place of creation. Video footage that has been manipulated or altered but is represented as if it had not been, for example, is not authentic.

To authenticate a video means to verify the relationship between it and its creator and point of creation. Documentation about who created something, when and where it was created, and the chain of custody can provide a starting point for this authentication process.

CATALOGING Creating and organizing descriptive information in a structured way so that resources can be found, used, and understood. Cataloging expands on basic metadata, and enables users to access content in multiple ways.

CHAIN OF CUSTODY Chronological documentation that shows who has held or controlled a video file from the moment it was created. The ability to show an unbroken chain of custody is one important indicator of the authenticity of a video, and therefore a factor in using video as evidence.

88 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: KEY CONCEPTS COMPLETENESS The quality of having all of the information a record contained when it was created, and that its original

context is maintained. Incomplete records are not as reliable as complete ones, since one might not know RESOURCES what information is missing and why. Transcoding a video to another format can reduce the image quality and discard metadata, making the video less complete and therefore less reliable. Keeping original video files, documenting context, and organizing videos in a way that maintains the original order of video files contributes to the completeness of the video records.

CONTROLLED VOCABULARY A predefined list of terms used to ensure consistency in cataloging. Since there is usually more than one way to describe or refer to a concept, choosing one term eliminates guesswork and circumvents the normal ambiguities of language (and spelling). Imagine searching for “Doctors” only to later learn that some records use the term “Physicians”. Consistent vocabularies increase the findabilityof records.

FINDABILITY The ability of a user to easily find what they are looking for.

FIXITY Related to integrity, the quality of being unchanged over a given period of time. Fixity maintains the authenticity of an object over time, and is key to the concept of preservation. Long-term fixity requires good policies and handling practices, sustainable infrastructure, and strong security. Regular fixity checks (e.g. computing and comparing checksums) are used to detect changes.

GENERATION The relationship between a copy and its original. This term originates from the time of analog copying. In the digital realm, where it is possible to create exact copies of originals, generation usually implies a change in format or specifications, such as an H.264 access copy generated from an Apple ProRes master. Having a video available in multiple generations is therefore not a replacement for having exact backup copies of your originals.

INFORMATION PACKAGE A self-describing container - usually a clearly named folder or directory - used to keep media and its related documentation or metadata together.

INFORMED CONSENT The process of ensuring that a person identified in a video fully understands the purpose and intended use of the recording, as well as any potential unintended consequences of his or her participation. With this awareness, the person must voluntarily give his or her permission to be identified and for the recording to be used.

INTEGRITY The quality of being whole, unaltered, and uncorrupted. A file that is not intact may not be usable or may have decreased informational and evidential value. Videos files can lose their integrity if they are accidentally mishandled, deliberately tampered with, or if data corruption occurs in transfer or storage due to hardware or software malfunction. The best way to ensure integrity is to establish a system to check file fixityregularly (e.g. by computing hashes and checking them against a registry of previously computed hashes) and to restore any corrupted files from an intact copy.

89 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: KEY CONCEPTS INTEROPERABILITY In an information technology (IT) system, the quality of being able to exchange information with another system and being able to use that information. Using widely adopted formats, metadata RESOURCES standards, and controlled vocabularies enhances interoperability.

MEDIA MANAGEMENT The process of keeping track of media, such as the video files in your collection, and overseeing any actions performed on your media, such as backup, refreshment or migration. Media management can be performed manually, or with the aid of a software system (e.g. a media asset management (MAM) system).

METADATA Any information about a video: from technical information embedded in the file that allows the video to function, such as format and duration, to descriptive information about the content to help you understand or find it--such as keywords, security restrictions, geographic locations, and so on. Metadata is critical to any future use, and is important throughout the archiving process.

Despite what is sometimes said, images almost never speak for themselves. They require context and description to make sense, to corroborate their factuality, and to be accessible beyond one person’s memory or desktop.

Metadata can be automatically generated and embedded in the file, such as with technical metadata, or it can be manually recorded on an external medium, such as with descriptions, security flags, and keywords in a database. Metadata capture sometimes needs to be manually enabled on your device, such as with GPS or location services.

MIGRATION The process of re-encoding or transferring data from one digital or physical format to another to ensure long-term accessibility of the information as the format becomes obsolete and unusable over time.

OBSOLESCENCE The process of becoming out-of-date and unsupported by available technology. Video cameras, video formats, storage media and storage devices, can all become obsolete over time. The obsolete technology is functional but is unusable because the other technologies they depend on no longer support them. An old video camera, for example, may not be able to plug into new computers, or an old video format might not be playable on new desktop video players.

ORIGINAL FILE In the digital realm, the “original file” is any copy of a file that is exactly the same (i.e. bit-for-bit) as the file in question when it was created. This means that there are no accidental or deliberate alterations to any aspect of the file, including its format and technical specifications.

ORIGINAL ORDER The archival principle of maintaining files in the same order they were created. Original order is important to preserve context and the relationship between individual files, so that you can make sense of each file and of the whole. Keeping files in their original context makes them more complete and reliable.

90 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: KEY CONCEPTS PRESERVATION

The process of ensuring the long-term accessibility of authenticated content. Digital preservation RESOURCES involves preventing loss or damage to digital objects, and extending their existence beyond the lifespan of their storage media or technology. Preservation requires ongoing resources, commitment and actions.

REFRESHING The process of copying data from one storage medium to another to ensure continued access to the information as the storage medium becomes obsolete or degrades over time. It is one strategy for avoiding loss of digital information.

SELECTION The process of identifying materials to be acquired, or to be preserved, because of their enduring value. Having selection criteria, or a selection policy, helps ensure you acquire and save only what is most important.

UNIQUE IDENTIFIER A number, word, or symbol for unambiguously identifying and distinguishing an object from other objects in a set. Common everyday unique identifiers include computer logins, credit card numbers, tax ID numbers, and so on. Applying unique identifiers to video files makes it easier to identify, distinguish, and organize videos and related documents.

WORKFLOW A map of processes and roles for activities that require multiple stages and usually more than one person.

Control, accountability, and consistency are key to effective archiving, yet archiving involves many steps and potentially many people. It is therefore important to clearly define roles and document procedures so that people working in distributed locales understand their responsibilities, produce usable results, and ensure safety and security. Workflows need not be complex, but are often a helpful tool to plan your work.

91 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: KEY CONCEPTS RESOURCES: GLOSSARY RESOURCES

API (APPLICATION PROGRAMMING INTERFACE) A protocol that specifies a way for a software application to communicate and integrate with a program that provides a service. Google provides APIs, for example, so that people can use its data, such as location data from Google Maps or video data from YouTube, in their applications.

BACKUP A copy of data, stored in a secondary location, which is used to restore data in the primary storage location that is corrupted or lost. Restoring involves copying data from the backup to the primary storage to replace the corrupted or lost files. Backing up is a storage strategy that allows you to recover from data loss.

CHECKSUM See “Hash Value”

CLI (COMMAND-LINE INTERFACE) A way of interacting with a computer program which involves typing lines of text in a command-line shell. Some programs are only available with command-line interfaces, which facilitate their automation and use in programming scripts. However, command-line interfaces can be harder for casual computer users to interact with than graphical user interfaces (GUI), which use windows, icons, menus, and pointers.

CODEC A codec is software that can encode/compress and decode/decompress digital files, including video files. Common video codecs include H.264/MPEG-4 AVC, MPEG-2, and DV. A video stream can be encoded with one of these codecs and contained in a file format like AVI or Quicktime.

COPYRIGHT A legal protection intended to give the creator of original work exclusive rights to their work for a designated length of time. It gives the creator the exclusive right to copy, use, adapt, show, and distribute their own work, and the right to determine who else can copy, use, adapt, show, and distribute the work.

DATA DICTIONARY A document that explicitly describes metadata structure and rules so that all catalogers input metadata in a catalog consistently. A data dictionary may also specify your controlled vocabularies. Data dictionaries do not contain actual metadata, only the instructions needed to create your metadata.

92 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: GLOSSARY DATA MODEL

A description of the way that data is structured in a database. It can define what types of things the RESOURCES data describe, what types of data are included in the descriptions, and how different types of things relate to each other.

DERIVATIVE A copy of a video generated from a master that is usually in a different format and of lower quality than the master. Derivatives can be made for various uses, such as web upload or DVD.

DIGITAL VIDEO An audiovisual signal that is represented in discrete bits, as opposed to a continuous analog signal. Analog video, such as Hi8 or VHS, is obsolete; all video cameras available today record digital video. Digital video can be tape-based (e.g. miniDV, HDV) or file-based (e.g. .mov, .avi). In this guide, we focus on file-based digital video, as tape-based digital video is mostly obsolete.

DOWNLOAD To receive data from a remote computer system and save it in a local computer system. The inverse of download is “upload.”

EDL (EDIT DECISION LIST) A document used in video post-production that contains a list of clips used in an edited video. EDLs originate from older film and video workflows when editing was a two stage process. Today, they can be used to move editing projects from one software or system to another. EDLs also provide useful documentation, showing what source files were used to create an edited video.

EMBEDDED METADATA Metadata that is stored within the digital object it describes. Some embedded metadata, such as file size, are essential to the functioning of the file, and are always written to the file by the device or software system. Other embedded metadata are non-essential and can be optionally added (e.g. rights information). Embedded metadata is not guaranteed to be accurate—for example, if your camera is set to the wrong date. Embedded metadata stay with the digital object as long as the object is intact, but can be intentionally stripped or altered. Embedded metadata can be lost if a file is transcoded to another format.

ENCRYPTION The process of encoding your files using a cryptographic algorithm so that only authorized parties with a “key” (e.g. a password) can decrypt them. The two main types of encryption are symmetric-key and public-key. Symmetric-key encryption uses the same key, or password, to encrypt and decrypt information. Public-key encryption uses one key to encrypt, and a different one to decrypt, and is more secure.

ENTITY In data models, an entity is any “thing” that is identified and described with data. For example, if a database keeps track of the model, year, and license plates of all the cars in a sales lot, each car is an entity.

93 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: GLOSSARY FAT32

A computer file system developed by Microsoft that can be read and written to by Mac and Windows RESOURCES devices. Many USB flash drives come formatted as FAT32. The maximum file size on a FAT32- formatted volume is 4GB, which may not meet the needs of large video files.

FILE FORMAT The specification by which a digital file is encoded. Some file formats are designed to store particular kinds of data while others are more like containers that can hold many kinds of data. Common video file formats like Quicktime (.mov), AVI, and mp4 are container formats that contain video and audio streams, metadata, subtitle tracks, etc.

FINDING AID A document that contains information about a specific collection within an archive. It is a simple way for users to determine if the content in a collection is relevant to their research. The structure of finding aids differ depending on the material being described; they can contain detailed content lists, a description of the scope of the collection, biographical and historical information, and even restrictions on use or access to the content.

FIREWIRE An interface standard for transferring data between digital devices, especially audio and video equipment. Developed by Apple in the 1990s, FireWire is becoming obsolete.

FTP (FILE TRANSFER PROTOCOL) A network protocol for transferring files between two points over the Internet. Users use FTP client applications (e.g. FileZilla) to communicate with an FTP server.

GUI (GRAPHICAL USER INTERFACE) A way of interacting with a computer program that involves using windows, icons, menus, and pointers. Most computer users are familiar with graphical user interfaces. GUIs can be easier for casual users to interact with than command-line interfaces (CLI), which require commands to be typed as lines of text.

HASH FUNCTION An algorithm that computes a hash value or checksum from any set of data, like a file. Common hash functions include MD5 and SHA1. Hash functions are used to check file integrity and for security purposes.

HASH VALUE The string of alphanumeric characters that results from running a hash function algorithm on data or a file. The hash value of a file will always remain the same as long as the file is unchanged, so it can be used to identify altered, corrupted, and duplicated files.

HFS A computer file system developed by Apple that can only be read by Windows devices using special software. Windows devices cannot write to HFS-formatted volumes.

94 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: GLOSSARY INTELLECTUAL PROPERTY

A legal concept that refers to creative works for which exclusive rights are recognized. Common types RESOURCES of IP rights include copyright, trademarks and patents.

MALWARE A term derived from “malicious software,” and that refers to all computer viruses, worms, Trojans, and spyware.

MASTER The earliest generation or highest-quality output of a video from which duplicates are made.

METADATA STANDARD A published document that describes how to create, use, and interpret metadata in a specific domain or for a specific purpose, which is intended to establish a common understanding among its users. A metadata standard defines the structure and meaning of its acceptable data elements, rules, and values. Many communities, including broadcasters, social scientists, and art museums, publish metadata standards to meet their descriptive needs.

NAS (NETWORK ATTACHED STORAGE) Computer data storage that is accessed through a network. A NAS appliance is a computer that is specially designed to store and serve files over a network.

NTFS A computer file system developed by Microsoft that is read-only on Macs. Macs can write to NTFS- formatted volumes only with special software.

OFFLOAD To copy media from a camera or memory card to a storage device connected to a computer.

OUTPUT To export a completed video at the end of the post-production process. It is important to always output a master.

PETABYTE A unit of measure for data. One petabyte (PB) is equivalent to 1,000 terabytes (TB), or 1,000,000 gigabytes (GB).

RAID (REDUNDANT ARRAY OF INDEPENDENT (OR INEXPENSIVE) DISKS) A storage technology that combines multiple hard drives together to provide fault tolerance and better performance. Data is spread out across the drives, along with additional calculated data, so that data can be re-generated if part of the array fails. RAID protects you against data loss in the case of hardware failure. Unlike backup, RAID does not offer protection against file corruption or deletion, or data loss to malware, theft, or natural disaster.

95 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: GLOSSARY REPOSITORY

A system that acquires, stores, monitors, preserves, and provides access to its resources, run by an RESOURCES organization committed to providing long- term access to authenticated content to its users. A repository requires significant infrastructure to build and maintain.

SAN (STORAGE AREA NETWORK) A dedicated network of storage devices shared among multiple servers, designed for fast access and large data transfers.

SYNCHRONIZATION The process of ensuring that computer files in one location are copied to one or more other locations on a regular basis. Synchronization is also referred to as mirroring or replication. Unlike backup, synchronization does not allow you to go “back in time” to recover lost or altered files.

TRANSCODE To re-encode a digital file to a different encoding scheme, such as converting an H.264/MPEG-4 AVC video to Apple ProRes. Transcoding is usually done when a video’s encoding is not supported by the system that needs to use it. Transcoding fundamentally alters the file, although lossless methods can allow the original data to be reconstructed from the transcoded data.

UPLOAD To send data from a local computer system to a remote one. The inverse of upload is “download.”

96 ACTIVISTS’ GUIDE TO ARCHIVING VIDEO: RESOURCES: GLOSSARY