In 2006, the Barbara Goldsmith Preservation and Conservation Department embarked upon a three-year project funded by the Andrew W. Mellon Foundation to 1) develop a rationale for and strategic approach to operational library preservation services for moving image and audio materials and 2) devise methodologies for assessing the condition of archival magnetic media based on visual and playback inspection in order to prioritize the relative need and appropriate pathways toward preservation. Results from this methodology aim to determine whether visual inspection alone is adequate to collect accurate data for video and audio, or whether playback inspection is necessary for informed preservation decision-making. In this latter project, we also are exploring the use of random sampling as a methodology for assessing archival audio/visual materials. A final goal of the latter project is to create a freely accessible database for the moving image and sound preservation community that will be structured to serve as a comprehensive archival audio/visual inventory, assessment, and preservation prioritization tool:

NYU ViPIRS is the Microsoft Access database tool designed to assist in the survey and preservation planning of audiovisual collections as part of Developing Principles and Methodologies for Moving Image and Audio Preservation in Research Libraries.  ViPIRS is designed with a wide range of users in mind:  from audiovisual novices to experts; from small institutions to large.  

The first phase of ViPIRS has been developed for magnetic media, presenting a module for videotape, audiocassettes, and 1/4" reel-to-reel. Each module posits a series of inspection points based on ISO 18933-2006 and AES 49-2005 handling and inspection standards. Each inspection point is numerically weighted in regards to its potential relation to or affect on the condition of the item, the item's ability to be played back, and the ease or difficulty of conserving/preserving/reformatting the item. The accumulated score at the end of the inspection generates a numerical rating that informs the user on what steps need next be taken in the preservation process.

A secondary component to the tool is a playback inspection. If through visual inspection the item is rated safe enough to run through a deck, a playback sample (one minute at the beginning of content and one minute in the middle of content) is reviewed for signs of audio or visual loss and transport errors possibly related to degradation or cassette damage. A playback rating is calculated which, again, points to potential issues or pathways in the preservation process. If both visual and playback components are used, an overall rating can be calculated from the combined scores.

Besides the assignation of a ratings at the item-level, ViPIRS also collects the metadata necessary for the planning and pricing of preservation efforts. As an assessment tool, ViPIRS maintains a flexibility to be modified to the preservation policies and capabilities of the individual institution, and also to be used at any number of stages -- from acquisition to ingest to processing.

In October 2007, a survey of 1400 items from the NYU Libraries three archival collections was completed using ViPIRS. This experience will be used to assess and revise the tool, develop reporting functions to accompany the tool, and perform the research mandated by the overarching Mellon-funded project from which ViPIRS was born.  Among current and future developments are fields related to item content, a sound disc module, and comprehensive instructions that incorporate guidance on proper handling and inspection methodologies implementable beyond the use of the tool. Upon completion of the project in 2008 ViPIRS will be freely distributed.

Information about and demonstrations of ViPIRS have been presented at: