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c/o Electronic Arts Intermix
535 W. 22nd St., 5th floor
New York, NY 10011
tel: 212.560-7259
fax: 212.337-0679
imap@imappreserve.org

Quick Reference

Physical Description

Format [up to Top]  -   show FM example - show Access example

For video, indicate the format of tape (e.g., VHS, Beta SP, 1 in., 3/4 in., etc.).

For film, indicate the gauge of the film (e.g., 16 mm, 35 mm, Super 8 mm).

For audiotape, indicate the size and/or the type of tape (e.g., 1/4 in. open reel, audiocassette).

The Template comes with a pop-up list of standard formats. Film formats are listed when you click on the Film tab, video formats when you click on the Video tab, and audio formats when you click on the Audio tab. These lists can be customized for your collection.

Generation [up to Top]  -   show FM example - show Access example

Generation is a designation used to differentiate original material and successive duplicates. It is used for terms such as master, submaster, or viewing copy.

For film, there is a generally accepted standardized list for these terms. Unfortunately, for video there is none. In the Template, the field has a pop-up menu. Select one of the terms on the menu. Film formats are listed when you click on the film tab, video fomrats when you click on the Video tab, and audio formats when you click on the Audio tab. Try to use as few local terms as possible and, above all, BE CONSISTENT in applying the terms throughout the catalog.

Running Time [up to Top]  -   show FM example - show Access example

This is the length of the work, generally expressed in minutes. For example: 98 min. An institution can choose to express time in minutes and seconds. For example: 38:23. Once that choice is made, that style should be used exclusively.

Number of Reels [up to Top]  -   show FM example - show Access example

This field is used to indicate whether the work extends over one or more reels or cassettes.

For finished works, use the following formats:
1 videocassette of 1
12 film reels of 12
2 videoreels of 3

For unfinished works, use the following formats:

1 film reel
2 videocassettes

Color [up to Top]  -   show FM example - show Access example

This field is used to indicate whether the work is color, black-and-white or color and black-and-white.

Sound [up to Top]  -   show FM example - show Access example

This field is used to indicate whether the work is sound or silent. If it is sound, you should indicate whether it is monaural or stereo, if that information is known:

For example:

Sound ; stereo
Sound ; monaural
Silent.

Additional Copies [up to Top]  -   show FM example - show Access example

Example:

Also available in 3/4 in. copy. See Tape #1234 (or Record #4567).

Location of Originals/Duplicates [up to Top]  -   show FM example - show Access example

This field will be extremely useful for Preservation and Access. For example:

Original tape at Electronic Arts Intermix, 542 W. 22^nd Street, New York, NY 10011

Beta SP copy at The Kitchen, 512 W. 19^th Street, New York, NY 10011

Condition [up to Top]  -   show FM example - show Access example

This field should be used to indicate the condition of the film or tape. Include the date of inspection.

For example:

Excellent condition ; 5/25/1994

Noticeable vinegar smell ; 7/2/1999

Mold on inside of cassette ; 6/1/2002