Contents:
- I. Preface
- II. Request for Proposals (RFP) Guide and Template: 1. Introduction 2. Technical Requirements 3. Vendor Information 4. Schedule and Turnaround Time 5. Delivery of Completed Work 6. Failures 7. Special Instructions 8. Sub-Contracting 9. Insurance 10. Details of Proposal Deliverables
- Appendices: A. Sample Request for Proposal (RFP)
- B. Sample Metadata Schema
- C. Sample Transfer Notes
- D. A Glossary of Terms
- E. Selected Resources
This guide is intended to take an institution step-by-step through the process of drafting a Request for Proposals (RFP) for the transfer of analog video formats to digital carriers for preservation. It helps archives create a template that would identify the key elements integral to the transfer of the video and audio signal from Standard Definition VHS to a preservation-quality digital file and provides the technical specifications needed to produce preservation-quality digital files from VHS analog tapes. Where possible, every attempt has been made to describe processes and procedures in terms a non-technical person can understand and follow.The guide is arranged in sections. The first section is organized in the sequence that an RFP should be organized for the vendor. Within each component of the RFP, there is an explanation of what specific information should be included for the vendor. In Section 1, the institution creating the RFP briefly describes itself and provides a description of the project and expected timeframe. Section 2 articulates the technical requirements the institution expects, including file formats and metadata. Section 3 makes clear to the vendor how the analog video is to be transferred and the quality control expected. The schedule and turnaround time are covered in Section 4, followed by delivery of files, including naming conventions, and return of the physical source tapes in Section 5. Section 6 describes how to handle files that do not pass the institution’s quality control. Lastly, sections 7 through 10 include such issues as sub-contracting, insurance, pricing, and special instructions. Appendices follow including a sample RFP and a sample metadata schema.
This resource provides complete guidance for an archive about to out-source an analogue video digitization project. It covers many of the same issues as the AVPreserve guidelines to creating an RFP but unlike that resource, which assumes the reader has a pretty good understanding of technical issues surrounding analog video, this resource has been written with a non-technical person in mind and thus provides more background information. In that sense, it can be used as a primer on the technical nature of analogue videotapes and the resulting digital files produced in a digitization project. It also includes specific recommendations on digitization technical and metadata requirements for cultural institutions which the other does not. Although the technical specifications mentioned throughout concern Standard Definition VHS tapes, the workflow process and issues to be settled with a vendor are relevant for any analogue digitization project. It also includes helpful references and links to more information.