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Accessioning and Video Media: Keeping Up with Technology

In the past, video collections took extraordinary effort to create. From shooting to editing, and finally accessioning, the entire process could take months, and sometimes even years to complete. Today, video is in almost every personal device and is created with ease. Believe it or not, video is coming closer to being as much a part of the fabric of information creation and exchange as text is. If you have a cellphone, you have the ability to capture a video image, and many organizations are taking full advantage of this technology. While this is great for cost-saving measures and productivity, this new ease by which people can create video has dramatically increased the types of video content that needs to be accessioned.

How Technology Makes Video Accessioning Easier
Before talking about the difficulties associated with new video technology it's best to take a moment to review one of the biggest positives – embedded metadata. The newest wave of video recording devices are designed to auto embed metadata information. This metadata helps describe the information on the tape and includes crucial data like GPS coordinates, camera settings, and other technical and administrative information. External metadata is also becoming easier and easier to generate thanks to upgrades to editing software. Having the ability to build this information right into your media file is extremely useful when it comes time for accessioning, archiving, and cataloguing your videos.

Issues to Watch For When Accessioning Video Files
Command Records Management is very careful when accessioning media files, and follows a strict protocol in order to ensure that your media data is properly prepared for secure storage. Since media files can be acquired in a variety formats – hard drives, data tape, DVDs, CDs, and flash drives are all capable of holding media files that need to be accessioned. In order to ensure that these files are safe for handling, it doesn't hurt to perform the following tasks prior to accessioning:

Virus Scan
Given the convergence of video and everyday IT, viruses are a constant threat to archive accessioning of media data.

Checksum Creation and/or Validation
If present, this file will be in the form of a separate text document, usually carrying the extension incorporating the checksum type. Running this test will let you know if the data has changed (purposely or otherwise) since the checksum was generated.

File Validation
This test will ensure that the file is a valid instance of document type according to specifications and standards.

Package the Data According to Requirements
In a planned acquisition of files, the archiver may provide a specification for deliverables to the depositor, which will include how the files should be packaged. More often then not, Command Records Management encounters data that requires organization and/or arrangement prior to performing the ingestion routine.

If you're faced with the task of accessioning a large collection of media files and are unsure what to do, Command Records Management can help. Contact Command Records Management today for more information on accessioning services and secure document storage.