Audio Digitization Guidelines

Confirm Assignment & Identifier Technician / Student

Locate the item on your assignment sheet and confirm the HARC identifier assigned for digitization.

Identify Media Format Technician / Student

Determine whether the carrier is:

• ¼" reel-to-reel tape (open reel)
• Compact cassette
• Grooved disc (vinyl, shellac, lacquer)
• Born-digital media (CD, DAT, etc.)

Initial Risk Assessment Archivist Only

The supervising archivist scores risk based on:

• Format obsolescence
• Physical condition (vinegar smell, deformation, mold)
• Content value / uniqueness

Technicians may provide observations but should not override risk assessments.

Visual Inspection of the Carrier Technician / Student

• Check for mold, flaking, broken splices, or damaged hubs.
• Look for vinegar odor (possible acetate decay).
• Note any handwritten speed or track info on the box label.

Tape Pack & Reel/Hub Integrity Technician / Student

Ensure the tape is evenly wound and the reel or cassette shell is intact (no cracks or severe warping).

Deck Path & Heads Inspection Ask First

Visually check for obvious debris or tape residue on guides, capstan, and heads.

Technicians do not perform deep cleaning without direct supervision.

Tape Cleaning & Baking Decisions Archivist Only

Any cleaning with solvents, or baking for sticky-shed syndrome, must be evaluated and undertaken by senior staff only.

Signal Chain Setup Technician / Student

Confirm the full path:

Check that the DAW input device is set to the audio interface (not the computer sound card).

Level Check & Test Tone (If Available) Ask First

If a calibration tape or section exists, play the tone and observe levels. Adjust input gain on the interface, not in software, to reach safe peaks (around -12 to -6 dBFS).

Azimuth & Phase Listening Check Archivist Only

Fine azimuth adjustment requires trained listening and should only be performed by an archivist or senior engineer.

Students may listen and report "hollow" or "phasey" sound but should not adjust head alignment screws.

Session Setup in Software Technician / Student

• Sample rate: 96 kHz
• Bit depth: 24-bit
• Channels: mono or stereo, matching the original recording
• Project file named with the HARC identifier

Test Capture & Start of Reel Technician / Student

Record 10–15 seconds and verify:

• Signal present in expected channels
• No clipping (red peaks) or extreme noise
• Correct speed (pitch sounds natural)

Full Program Transfer Technician / Student

Start recording in the DAW, then press PLAY on the deck. Monitor:

• Audio continuity (no long dropouts)
• Mechanical behavior (no squealing, binding, or tape edge damage)
• Levels remaining in safe range (no clipping)

Allow a few seconds of silence before and after content.

Stopping & Saving Technician / Student

Stop deck, then stop recording. Save the session and export the full, unedited capture as the preservation master (see next section).

Basic QC Pass Technician / Student

• Scan waveform for obvious clipping or missing sections.
• Listen at beginning, middle, and end for severe issues.
• Confirm channel count and orientation (left/right) are correct.

Detailed Listening & Notes Ask First

For high-value content, perform more thorough listening and document:

• Major dropouts or noise bursts
• Speed inconsistencies
• Any content anomalies that may affect access

Technical QC Metrics Archivist Only

Archivist may measure peak/RMS levels, noise floor, and signal-to-noise ratio using analysis tools. These values can be recorded in technical metadata or PREMIS notes.

Create Access Derivatives Technician / Student

From the preservation master, create:

• MP3 (320 kbps) for streaming or general access
• Optional lower-bitrate versions if required by platform

Optional Light Processing Ask First

With permission, you may apply gentle noise reduction, EQ, or normalization to access copies only. Document any processing in metadata.

Access File Naming

Example schema:

Server Ingest Technician / Student

Copy preservation masters and access copies into their designated directories on the archival server or NAS, following HARC’s directory structure.

Redundancy & Checksums Archivist Only

Senior staff may generate checksums (e.g., MD5, SHA-256) and ensure that at least two redundant copies of preservation masters exist in separate locations.

Ongoing Monitoring

Implement regular integrity checks, storage audits, and migration planning as formats, servers, or file systems evolve.