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ARSCLIST  March 2010

ARSCLIST March 2010

Subject:

Re: 16" transcription disc housing & moving audio collections

From:

"Grant, Tyra" <[log in to unmask]>

Reply-To:

Association for Recorded Sound Discussion List <[log in to unmask]>

Date:

Fri, 12 Mar 2010 12:35:10 -0600

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (189 lines)

Thanks for the good advice in these posts---they'll be most helpful in
developing a strategy.  Yes, the move will begin in a few weeks and go
until June but (as I learned yesterday) I do have some ability to delay
SOME parts of the move if necessary.  The move is being organized and
managed by a cataloger who told me our Red Nichols collection (which
contains this particular set of 200+ 16" transcription discs---we have
more also) was second in line to be moved. I asked that this collection
be held back (from moving) until I could survey (early next week) and
develop whatever would be needed to secure the contents and she agreed.
So, based on that adjustment, I will have some say, even at this late
date. 

Next I need to examine thousands of what I believe are mostly 10" & 12"
jazz 78s that are scheduled to go first.  I'm not certain what's in this
collection---whether sizes are mixed or what and what difference that
might make at this point.  I'm beginning this on Monday.  

The intermediate move will be maybe a block or two up a hill from our
Music building to a locked cage area in our science library---I've yet
to be told HOW (they mentioned they'd originally thought they'd move the
collection up the hill on library carts but then decided it might be too
bumpy!). I haven't been asked to weigh-in on the HOW, but I do plan to
do so as long as I'm confident of my recommendations. Most of the
collection will stay in the cage at the science library until it can be
cataloged---and in fact I have made sure we will have an opportunity to
focus on housing and whatever else might be needed before sending to
storage.  So, for now, I need to begin identifying what's at greatest
risk of suffering damage in a move and what can be moved and then
managed after moving. 

The portions of the collection that are cataloged already (mostly vinyl
at this point, thank goodness) are being moved directly to our storage
annex (50F/30%RH).

I'm struggling to avoid an emergency mindset but, no matter how we
characterize it, it's very late.

Tyra Grant
Head, Preservation Department
University of Kansas Libraries
[log in to unmask]
Phone: 785-864-8951

-----Original Message-----
From: Association for Recorded Sound Discussion List
[mailto:[log in to unmask]] On Behalf Of George Brock-Nannestad
Sent: Friday, March 12, 2010 11:39 AM
To: [log in to unmask]
Subject: Re: [ARSCLIST] 16" transcription disc housing & moving audio
collections

From: Patent Tactics, George Brock-Nannestad


why, Steven?

> The first step for the 16" records is, if the box construction
permits, move
> them and stand them on end rather than flat.
> 
> Steve Smolian
> Smolian Sound Studios

----- as far as I see the problem, your view is definitely correct in
the 
long term, but in the instant, almost catastrophic situation, I would
say it 
is just one more complication.

If the move to an intermediate storage facility is to occur within the
next 
fortnight there is absolutely no time to get guidelines in place, let
alone 
implement them. We have an emergency, and emergency procedures have to
be 
applied. I do not see how even critical longstanding problems can be
handled 
before the move, unless addressing these issues means that the move will
be 
postponed.

----- the major problem is temperature and humidity variations and
mechanical 
shock during a move to an intermediate storage facility and then to the 
permanent one. Do expect breakages and other problems. 

Going to the media that query (1) was about: the transcription discs,
there 
seems to be 5 plywood crates. These are probably made for the job, and
for 
keeping horizontal. Specifically these I would propose to put in larger,

horizontal boxes, with insulating padding all around them. They will
take up 
more space, but temperature changes will be a lot slower and shocks will
be 
partially absorbed. If the plywood boxes are not filled and if there is
an 
insufficiency of padding inside the box, putting them on edge will most 
probably damage the discs even more than keeping them horizontal. There
does 
not seem to be time to open the crates and inspect and re-package the 
transcription discs.

----- longstanding problems cannot be addressed under the threat of an 
imminent move. But professional staff with authority overseeing those
who do 
the schlepping may mitigate many problems. In particular make certain
that 
"this way up" is respected! It is not by carriers, such as DHL, UPS,
etc.

See to it that the intermediate storage is not a place where overhead
dry or 
wet water pipes are installed and where water from an outdoor parking
lot may 
seep down or water from the sewer may rise. See to it that a truck with 
content is not held up in cold weather. Take photographs of every
section of 
shelf that is emptied, of the inside of the truck at various stages of 
fillling and during unloading. Use a unique and consecutive numbering
system 
for each loose item and enter numbers in one or more handheld warehouse 
managing system interfaces. This permits you to keep track of the items.

Getting to learn these gadgets may well take up your time until the
move.

I am sorry if I sound sceptical, but the time given to you ("---starting
the 
end of March, I learned this week!") has to be used wisely.

Kind regards,


George

----------------------------------------------


> 
> 
> ----- Original Message ----- 
> From: "Grant, Tyra" <[log in to unmask]>
> To: <[log in to unmask]>
> Sent: Friday, March 12, 2010 10:48 AM
> Subject: [ARSCLIST] 16" transcription disc housing & moving audio 
> collections
> 
> 
> I have a request and a heads-up/request combination:
> 
> 1) I'm seeking advice for properly re-housing more than 200 16"
> rare transcription discs. Currently these are stored in plywood crates
> lying horizontally (30-40 to a box).
> 
> 2) These transcription discs are part of a far larger collection,
> the University of Kansas Archive of Recorded Sound Collection, which
is
> moving (almost immediately---starting the end of March, I learned this
> week!) to an intermediate storage facility and then eventually to our
> offsite high capacity storage annex.  I'm particularly concerned about
> developing housing, care and handling guidelines, at least for our
most
> fragile formats---we have most every possible format in this
> collection--- at this point so they are not damaged during the move or
> in their eventual storage locations.
> 
> We have multiple longstanding problems in this collection that will
> require addressing before the move begins---I need to identify and try
> to address the most critical of these and stay ahead of, and try to
> forestall parts of, the move as much as necessary or possible.
> 
> I expect I may be leaning on this list---yes, I'm so so thankful for
> this list, especially at a time like this--- and posting questions
about
> housing and storage as they arise but also would appreciate knowing of
> anyone else out there who has moved a large audio collection
comprising
> multiple fragile formats who'd be willing to share advice or
> lessons-learned.
> 
> Thanks, in advance,
> Tyra Grant
> Head, Preservation Department
> University of Kansas Libraries
> [log in to unmask]
> Phone: 785-864-8951

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