Restricted Technical Report PP/1988-1989/III.3.5 JAMAICA Development of audiovisual archives Planning and development of audiovisual archives in Jamaica by Anne Hanford Serial No. FMR/CC/CDF/120 United Nations Educational, Scientific and == Cultural Organization Paris, 1989
JAMAICA PLANNING AND DEVELOPMENT OF AUDIOVISUAL ARCHIVES IN JAMAICA by Anne Hanford Report prepared for the Government of Jamaica by the United Nations Educational, Scientific and Cultural Organization (Unesco) UNESCO
Technical Report PP/1988-1989/III.3.5 FMR/CC/CDF/89/120(Hanford) 12 September 1989 Unesco 1989 Printed in France
(i) TABLE OF CONTENTS Page I. INTRODUCTION 1 II. MAIN FINDINGS AND CONCLUSIONS 1 A. National Library of Jamaica 1 B. Other organizations visited. 5 III. SUMMARY OF RECOMMENDATIONS ON THE PLANNING AND DEVELOPMENT OF A NATIONAL AUDIOVISUAL ARCHIVE IN JAMAICA 7 APPENDIX - Organizations visited (with main contacts)
I. INTRODUCTION 1. The mission described in the present report was carried out in Jamaica from 25 to 27 April 1988 and was financed by Unesco under its Participation Programme for 1988-1989. 2. The purpose of this consultant mission was to advise the Government of Jamaica on the planning and/or development of audiovisual archives in the country and, in particular: to provide advice and assistance to the government on plans for development and operation of audiovisual archives; to prepare a summary on the outcome of the above including suggestions for short-term action as well as elements for elaboration of a long-term project for submission to extra-budgetary sources for funding. II. MAIN FINDINGS AND CONCLUSIONS A. National Library of Jamaica Background 3. The National Library acquired collections from the Jamaican Broadcasting Corporation (JBC) and the Jamaican Information Service (JIS) between 1983-1985. These collections were deposited largely as a result of changes in technology, i.e. the beginning of colour and changes in the television system from 625 line PAL to 525 line NTSC. 4. Four reports were written on various aspects of the creation of a National Audiovisual Library and Archive.1 1983: Memorandum on the Audiovisual Collection, by Glennor Shirley-Smith (former JBC librarian) 1985-1986: Storage and care recommendations for the National Library of Jamaica, by Dr John W. Ellison Fulbright, Professor, University of the West Indies 1988: Plan of action for establishing an Audiovisual Archive Department as part of the Jamaica National Library, by Philip Harvey, Kingston, February 1988. 5. In 1987, the National Council on Libraries, Archives and Documentation Services (NACOLADS) published their 'Second Plan for a National Documentation Information and Library System for Jamaica'. This contained a section on audiovisual materials and recommended the creation of a National Audiovisual Library and Archive. There are also collections in other organizations that could be included in such a National Library and Archive. 6. An Audiovisual Advisory Committee has been set up under the auspices of the National Library, to consider policy guidelines for a National Audiovisual Archives. It includes representatives from all the organizations visited in the study. 1. Internal documents of the Jamaican Government.
- 2 - JBC material Radio material 7. There are about 3,000 audiotapes. There is no catalogue, but some tapes contain cards giving certain descriptive and technical information. Some of the tape boxes have universal decimal classification numbers on them and are arranged in that order. Approximately 25 per cent of this collection has not been identified or classified. News film and programme material 8. This comprises about 5 million feet of black and white negative (commag sound). There is a card index to this, compiled on a reasonably professional basis, arranged by subject headings. The cans contain scripts/commentaries. 2" videotapes 9. There are about 200, mostly of 60-minute duration and 625 PAL standard. They seem to contain recording reports giving a variable amount of information about the material recorded on the tape. There is no catalogue. JIS material 10. This is in two sections, Prestige and other material. The Prestige material comprises about 350 films (black and white positive). The negatives are thought to be held by the original processing laboratories in England. The other material comprises about 1,500 cans of negative. There is no catalogue or documentation except a list of the films. Present state of collections 11. The National Library is storing the material along with its holdings of books. The areas are partly air-conditioned, but not humidity-controlled. They try to deal with requests for the material as well as they can, bearing in mind the limited information and resources available. The library is about to engage two part-time staff to begin work on the collections. Storage and care recommendations for the National Library of Jamaica 12. The following recommendations are made in the aforementioned reports. (a) Staffing One full-time media librarian and one support post. Clerical, cleaning and maintenance effort to be made available as required. (b) Review of material This should be carried out by an expert in Jamaican history and experienced Jamaican librarian, using previously agreed criteria. (c) Documentation A computer-based system is advocated.
- 3 - (d) Use of the collection This should be encouraged with emphasis on the importance of protecting the master material and of retaining the original film format. (e) Storage and care The usually recognized standards for handling and storage of film and tape are included. (f) JIS and JBC video collections Agreement should be made on a policy to protect historically important video material produced and held by the two organizations on a continuing basis. Plan of action for establishing an Audiovisual Department as part of the Jamaica National Library 13. The following plan of action is also recommended in the reports: (a) Film material This should be technically checked, unwanted material discarded, and the remainder transferred to Betacam standard. Selected 2" tape material should be standard - converted and transferred to Betacam. (b) Management and functioning A staff of three plus part-time computer operator with specified duties is proposed. Recommendations also include: specific methods by which users should acquire copies together with terms and conditions and fees; equipment list and proposals regarding required accommodation. General conclusions 14. The previous reports and general consensus view indicate that the archive should be part of the National Library. It is a well established, professional institution and would certainly appear to be appropriate. It will, however, require adequate funding to undertake these responsibilities. 15. No catalogue exists of the material already deposited with the National Library. Their book stock is catalogued to the relevant professional standards and classified by the Dewey system. This catalogue is a manual card catalogue. In order to cope with the particular problems of audiovisual material and access to the collection, it will be necessary for a computer-based system to be developed for the audiovisual collection. 16. The material deposited already belongs to more than one copyright owner. It will be necessary to establish proper procedures for safeguarding the copyright owners and agreeing any necessary terms of access, fees, etc. 17. A decision needs to be made concerning the format on which the master material of the film and videotape material should be held. Despite the difficulties caused by the changing formats, this decision cannot be delayed in view of the two-inch tape material. A two-inch 625 PAL machine, previously owned by the JBC, still exists. However, this type of equipment requires maintenance and operating expertise which may not be available much longer. In addition, it will become difficult to obtain spares.
- 4-18. This category of material should therefore have priority. It may be worth considering to regard the 16mm negative as the master for the JBC film material for the time being. After selection and technical attention, a VHS copy may be made for viewing access directly from the Betacam negative which is not usually considered a suitable format for archival purposes. It is, however, relatively inexpensive and is better quality than U-matic. 19. The ideal standard for archival master material is likely to be one of the new digital formats. It would also be advisable to ascertain whether the negative for the JIS film still exists with the original processing laboratories. The audio-tape material also requires selection and technical effort as well as a cassette copy for listening access. Although the format can be regarded as reasonably stable, in the longer term, digital technology would certainly provide a more appropriate archival standard. 20. The accepted archival principle of restricting access to master material should be instituted with the provision of lower standard, cheaper copies available to users for viewing or listening purposes. 21. It will be necessary to consider which other collections should be included in the Archive. It will also be necessary to establish means by which the Archive can acquire recent material from the various sources on a systematic basis. While current material remains in the custody of the production organization, some means must be found of ensuring its survival, safeguarding it against the pressure to re-use tape and other operational demands. 22. It will also be necessary for the staff of the National Audiovisual Archive to have specialist training. B. Other organizations visited The Creative Production and Training Centre Ltd. (CPTC) 23. The Centre's main contact with the Audiovisual Archive would be as a user. CPTC makes programmes for the JBC and other organizations. It would also be a potential source of material for deposit. 24. The making of programmes requiring access to the old black and white material produced by the JBC and the JIS, has only recently begun. This material is held by the National Library. The CPTC is participating in the aforementioned Audiovisual Committee. As confirmed by the CPTC Director, Mrs Barnes, the storage of the collection on Betacam format with VHS access copies, would be acceptable to the Centre. This would however require an information retrieval system in order to find sequences of material on specific subjects. 25. The CPTC seemed aware of the historic and sociological value of the collections and supported the attention now being focused on the development and use of this valuable material. Jamaica Information Service (JIS) Background 26. The early JIS film material has been deposited with the National Library. Its output is now retained on video format.
- 5-27. There is a great need for computerization of the JIS library and information systems, and an approach has been made to Unesco for assistance in this regard. 28. The Director, Mrs Hunter, is a member of the Audiovisual Advisory Committee. She entirely supported the need for a properly funded and resourced body for that purpose and also broached the idea of a Jamaican Film Institute. JIS current holdings 29. The television output includes two nightly magazine programmes, a bi-monthly programme and occasional documentaries transmitted on JBC. These programmes are on low band U-matic. They also produce programmes for the local regions on VHS. 30. The collection is part of the responsibility of the library, which also deals with books, pamphlets, periodicals, news cuttings and black and white stills. The video material is housed in the television building of JIS. 31. The holdings of the television sections of the library comprise the U-matic cassettes of the two-nightly magazine programmes. The bi-monthly programme and documentary material are produced by the Special Projects Unit, which retains the material. The VHS material is also handled by that unit and does not form part of the library holdings. 32. The television library holdings are catalogued, giving very brief details and indexed by subject headings. It is planned to provide more detailed descriptive information, and to classify the material by either Dewey (as used for the printed material) or the Universal Decimal Classification. 33. Approximately half the collection is currently uncatalogued. There is a staff of two librarians who provide the total library service, including answering inquiries from JIS staff and outside users. If a more detailed system were adopted, additional staff and equipment would be necessary. 34. It would also be advisable to incorporate the output of the Special Projects Unit in the responsibilities of the Library. Jamaican Broadcasting Corporation (JBC) Background 35. JBC black and white film material and two-inch videotape have been deposited at the National Library. 36. The Head of Television, Mr Don Bucknor, is a member of the Audiovisual Advisory Committee. Current holdings 37. JBC once had a well organized library which included printed material, stills, news cuttings and the radio and television output, but this is now discontinued. 38. At present the output, which is 'low band U-matic' is in two separate collections: selected programme output and selected news output. There is no systematic retention policy, and significant amounts of material have been erased for economic and operational reasons since the introduction of the U-matic format. The remnants of the black and white stills collection and news cuttings remain with the news material.
- 6-39. These practices would not form a satisfactory basis for securing material prior to deposit in a National Audiovisual Archive. Public Broadcasting Service (PBS) Background 40. It is envisaged that JBC will be divested of its present functions during the coming year, beginning with radio then television. It will most likely remain the transmission agency for television. 41. PBS is slated to provide the 'quality' programme output. Initially the service will not have production facilities, and will probably rely on the CPTC. National Audiovisual Archive 42. PBS Director designate, Mr Carey Robinson, identified the need for a stable institution to be responsible for the Audiovisual Archive. This would help protect against the varying degrees of interest and influence of individuals over the long time-scale in question. Mr Robinson has a long-standing interest and awareness of archives of various kinds, and is a member of the Audiovisual Advisory Committee. III. SUMMARY OF RECOMMENDATIONS ON THE PLANNING AND DEVELOPMENT OF A NATIONAL AUDIOVISUAL ARCHIVE IN JAMAICA 43. The need for a National Audiovisual Archive has already been identified by the various organizations visited and in two reports. The National Library appears to be the most appropriate body. In order to carry out this function, it will require additional environmentally controlled storage, accommodation, staffing, equipment and other resources (see para. 14). 44. The Audiovisual Advisory Committee should formulate the policy on which the Archive should operate and consider the following aspects: elaboration of criteria of selection for application to all existing and future material; question of ownership, copyright and fees for use; definition of a p$i4cy on conditions and methods of access and use of the material (see para. 6). 45. All material should be technically checked and any necessary repairs and restoration carried out. This process should include transfer of obsolescent format tape to a selected current format (see paras. 19 and 20). 46. An appropriate computer-based stock control and information retrieval system should be developed (see para. 15). 47. Satisfactory arrangements must be made to safeguard new material while it is in the custody of the production and operational organizations prior to deposit in the National Audiovisual Archive (see para. 21).
- 7 - APPENDIX Organizations visited (with main contacts) National Library of Jamaica Stephney Ferguson, Director June Vernon, Head of Audiovisual Department Blossom Mullings, Head of National Council on Libraries, Archives and Documentation Services (NACOLADS) The Creative Production and Training Centre Jamaica Information Service Jamaican Broadcasting Corporation Public Broadcasting Service Jeanne Barnes Winifred Hunter, Director, Rita Whitaker, Librarian Don Bucknor, Head of Television Carey Robinson, Director designate.