Audio-Sound Training & Resources

Equipment guides, digitization workflows, metadata standards, and downloadable templates for audio-visual archival work at the Heritage and Research Center.

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Process Overview

Audio digitization follows a three-phase workflow to safely preserve materials from initial assessment through long-term lifecycle management.

Phase 1

Preparation

  • Visual inspection
  • Condition assessment
  • Basic cleaning
  • Equipment check
Phase 2

Digital Work

  • Create preservation master
  • Generate access copies
  • Apply watermarks
  • Quality control
Phase 3

Final Steps

  • Document metadata
  • Proper storage
  • Schedule migration
  • Update records
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Audio Transfer Lab

Coming Soon — Lab Build In Progress

The HARC Audio Transfer Lab is currently minimal but will be fully operational soon.

Equipment has been identified and is in the process of acquisition and setup. Once complete, the lab will support cassette, reel-to-reel, and born-digital audio ingest with professional-grade signal paths.

Planned Equipment Inventory

Function Equipment Notes
Ingest / Signal Conversion Rolls MB15B ProMatch Converter Consumer-to-professional level matching; converts unbalanced −10 dBV signals to balanced +4 dBu for clean signal chain into the audio interface.
1/4″ Magnetic Tape Otari MX-5050 BII-2 Professional two-track reel-to-reel deck. Supports 7″ and 10.5″ reels at 3.75 and 7.5 ips. Industry standard for archival tape playback.
Prioritize a well-maintained, professional 2-track or 4-track machine (such as Studer, Otari, or Tascam) that supports required speeds (7.5/15 ips), features low wow-and-flutter, and allows for precise cleaning/calibration
Audio Cassette Tascam 202 MK-VII Dual-well cassette deck with independent transport controls. Supports Type I, II, and IV tapes. 
Prioritize a high-quality, serviced 3-head cassette deck with independent azimuth adjustment, RCA line-out capabilities, and low wow-and-flutter (e.g., <0.05% WRMS).
⚠️Avoid USB-only cassette players, as they offer lower-fidelity components⚠️
Controller / Interface Focusrite Scarlett Solo (3rd Gen) USB audio interface providing 24-bit/192 kHz A/D conversion. Connects analog playback devices to the capture workstation.
Software Adobe Audition / Media Encoder
Audacity (Free)
HandBrake (Free) (Audio and Video)
MediaInfo (Metadata) (Free)		 Audition for waveform editing, noise reduction, normalization, and QC. Media Encoder for format conversion and batch export. Audacity is good for everything. 
Signal Path: Physical playback device → Rolls MB15B (level matching) → Focusrite Scarlett Solo (A/D via USB) → Workstation → Adobe Audition (capture at 96 kHz / 24-bit WAV) → Adobe Media Encoder (derivatives).
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Stage 1 — Initial Evaluation & Inspection

Critical safety: All tapes must be visually inspected before playback. This prevents damage to both the media and the equipment.

Visual Inspection Checklist

Format Identification

Open Reel Audio

Sizes: 1/4″, 1/2″, 1″, 2″
Common issues: sticky-shed syndrome, poor wind, reel damage

Cassette Tapes

Types: compact, 8-track, microcassettes
Common issues: shell damage, stretching, mold

Digital Audio

Types: DAT, DCC, CD
Common issues: disc rot, scratches, obsolescence

Phonograph Records

Types: vinyl, shellac, aluminum, lacquer
Common issues: scratches, warping, groove wear

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Stage 2 — Conservation & Cleaning

Important: Cleaning procedures vary by format. Specialized conservation must be performed by trained professionals.

Basic In-House Tasks

  1. Format identification: confirm the exact format and refer to the proper analog sound format guide
  2. Playback readiness: ensure equipment is available, connected, cleaned, and tuned to Center standards
  3. Reference materials: consult the Moving Images and Sound Training Guide
  4. Assessment guides: AV Condition Assessment Guide, AV Common Risks, Conservation & Handling Guide
When in doubt, consult your supervisor. Some cleaning attempts can cause more harm than good.
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Stage 3 — Preservation Preview & Treatment

AV collections include diverse formats and materials (plastics, metals, wax, shellac). The most effective approach is preventive preservation.

Environmental Control
  • Primary goal: proper storage, environment, and handling
  • Temperature: stable, cool conditions
  • Humidity: controlled levels to prevent deterioration
  • Air quality: clean, pollutant-free environment
Exercise Protocol
  • After conservation and equipment prep
  • Place media on machine and slowly exercise tape/film
  • Monitor disruptions: noise, shaking, curling
  • Document any issues for digitization planning
Storage conditions: Proper storage can mean hundreds of years in added preservation lifetime. See format-specific temperature and humidity guidance (LOC).
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Stage 4 — Digital Conversion

To protect original media, create multiple digital copies for different purposes.

Digital Copy Hierarchy

Preservation Master

Highest quality, uncompressed copy created directly from the original.

Preservation Access

Working duplication of the master used to create additional deliverables.

Access Copy

Trimmed with basic edits; used for exhibits, research, and listening.

Optimized Access

Web-optimized for social media, email, and online platforms.

Thumbnail Copy

Small frame or clip for thumbnails and catalog representation.

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Stage 5 — Encoding & Watermarking

Access and web copies must be properly encoded and watermarked.

Adobe Media Encoder

Follow the Adobe Media Encoder Guide to encode and create sidecar .txt files for each derivative.

Watermarking Standards

Use the Watermark Training Guide and the approved institutional logo for all access-copy watermarks.

Tip: Encoding prepares files for storage and transmission. When lowering data rates or using lossy codecs, document the settings you apply.
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Stage 6 — Metadata Management

Apply the Center’s metadata standards to record information accurately. Use the interactive AV Metadata Template below or download the Excel workbook for offline use.

Key principle: Consistent, standardized metadata ensures long-term discoverability and proper management of all AV materials.

See the Interactive Metadata Template and Controlled Vocabulary Reference sections below for the complete field-by-field guide.

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Stage 7 — Storage & Rehousing

After replication or format conversion, store all media in clean archival containers and set a migration schedule.

Storage Environment Requirements

General Storage (Analog)
  • Recommended: 70°F ±10°F and 50% RH ±10% RH
  • Daily storage: 85°F & 60% RH reduces permanence to 25%
  • Goal: lower temperatures and RH when possible
Cold Storage (Analog)
  • Recommended: 38–50°F and 25–40% RH
  • Benefit: dramatically improves preservation lifetime
  • Standard: 2-year migration-cycle scheduling
Reminder: The colder the storage, the longer the preservation lifetime. 38°F storage can extend life by centuries compared to room temperature.
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Stage 8 — Quality Control & Life-Cycle Management

Quality Control Procedures

Human-Intensive QC

Manual review of digital files to assess characteristics not easily evaluated by automation.

Risk-Based QC

Identify potential risks and prevention strategies. Final review for migration scheduling.

Technology-Watch Cycle

Critical scheduling: Create a tech-watch plan for each collection.
  • 5-Year Cycle: preservation assessment & migration review
  • 2-Year Cycle: access-copy format-migration assessment

Basic Condition Assessment Checklist

Assessment Criteria Check Notes
Sticky-shed syndrome present? ☐ Yes ☐ No Note severity and affected areas
Mold or fungus visible? ☐ Yes ☐ No Document location and extent
Dust or debris present? ☐ Yes ☐ No Assess cleaning requirements
Squealing during playback? ☐ Yes ☐ No May indicate tape deterioration
Head clogging issues? ☐ Yes ☐ No Equipment or media problem
Flaking or sticky surfaces? ☐ Yes ☐ No Indicates chemical breakdown
Single copy (unique)? ☐ Yes ☐ No Prioritize digitization
Obsolete format? ☐ Yes ☐ No High priority for conversion
Physical damage present? ☐ Yes ☐ No Document before handling
Proper storage environment? ☐ Yes ☐ No Note storage history if known
Documentation Example: HARC_CSC_001_03_0001 — 1/4″ reel in good condition; leader removed; glue residues removed; rehoused (no external container).
Audio Format Quick Reference
Open Reel Formats

Widths: 1/4″, 1/2″, 1″, 2″
Common speeds: 1.875, 3.75, 7.5, 15, 30 IPS

Cassette Formats

Compact cassettes, 8-track, microcassettes, DAT, DCC

Disc Formats

Vinyl (LP), Shellac (78 RPM), Aluminum, Lacquer, CD

Cylinder Formats

Wax cylinders, plastic cylinders, grooved cylinders

Audio Processing Pipeline

This generalized workflow covers the full processing cycle from physical ingest through quality control and final delivery. Adapt tools, staging directories, and QC contacts to match the specific project.

Phase 1: Setup & File Preparation

  1. Verify staging environment: Confirm all workstation directories exist and are properly mapped. Check that QC logs from the previous session are reviewed and closed out. Verify backup status.
  2. Group & prioritize source materials: Sort incoming materials by format type and condition. Group items sharing playback requirements. Update the project worksheet to reflect current batch and phase.

Phase 2: Capture & Ingest

  1. Analog-to-digital transfer: Thread/load the source medium on the playback device. Verify signal levels through the Rolls MB15B into the Focusrite Scarlett Solo. In Adobe Audition, capture at 96 kHz / 24-bit WAV. Record the full side/reel without interruption.
  2. File naming & organization: Apply standard naming: [CollectionID]_[ItemID]_[Side/Part].[ext]. Move raw captures to the ingest staging directory. Update the tracking spreadsheet.

Phase 3: Editing & Processing

  1. Audio splitting: If a single capture contains multiple segments, split the master WAV into individual parts using manual markers or a batch-splitting script.
  2. Audio cleanup & normalization: Reduce excessive silence, apply conservative noise reduction, normalize to −3 dB peak, verify correct order. Do not apply compression or EQ to preservation masters.
  3. Derivative generation: Export via Adobe Media Encoder — MP3 (320 kbps for web), MP4/AAC (embedded players). Preservation masters remain 96/24 WAV. Generate MD5 checksums for all preservation files.

Phase 4: Metadata & Description

  1. Complete the AV Metadata Template: Fill all required fields — unique ID, title, description, date, format, physical description, condition, container info. Add technical metadata: sample rate, bit depth, MIME type, file size, checksum.
  2. Subject & access headings: Assign LCSH, Getty TGN, and local authority terms. Add subject tags and geographic codes. Update scope-and-content notes if the audio reveals new information.

Phase 5: Quality Control & Delivery

  1. QC review: A second staff member reviews audio quality, metadata completeness, file naming compliance, and checksum verification. Flag issues for re-processing. Update project master list.
  2. Final delivery & ingest: Transfer to preservation storage. Upload access copies and metadata to the digital access platform (Omeka-S, ArchivesSpace). Update master list to completed status. Archive physical source media with updated labels.
Tip: Keep the project master tracking list updated at every phase transition. This is your single source of truth for project status.

AV Metadata Template

Use this interactive form to capture required descriptive and technical metadata for AV items. Fill in on-screen, print for bench use, or download the full Excel workbook with controlled vocabulary dropdowns and extended technical fields.

Required Basic Metadata

Level Unique ID Title Description Date Date Label Instance Type

Physical Description & Location

Physical Description Container 1 Container 2 Extent # Extent Type Physical Location

Condition, Restrictions & Status

Restrictions Deed/Gift Condition Stability Digitized Subject Tags

Notes

General Note Arrangement Note Processing Note

Extended & Technical Metadata

For digitized or born-digital items, expand the sections below to capture technical specifications, file integrity data, and agreement status.

Digital Object Identification
Digital Object ID Language Level Type Publisher
Technical Specifications
Frame Rate Bit Rate Sample Rate MIME Type Width (px) Height (px)
File Version & Integrity
File Format Version Software Used File Size (bytes) Checksum Method
Agreements & Cataloging Status
Ack. Sent Ack. Date Agreement Recv. Agr. Date Cataloged Transcribed

Controlled Vocabulary Quick Reference

These controlled terms align with ArchivesSpace controlled value lists and archival description standards. They are pre-populated in the metadata template dropdowns above.

Hierarchical Levels
  • series
  • subseries
  • file
  • item
Date Labels
  • single — one specific date
  • inclusive — date range, all dates
  • bulk — date range, majority of materials
Condition Values
  • Excellent — no visible deterioration
  • Good — minor wear, fully playable
  • Fair — noticeable degradation, playable with care
  • Poor — significant damage, may not play
Stability Values
  • Stable — no active deterioration observed
  • Unstable — active deterioration, prioritize transfer
  • undetermined — not yet assessed

Downloads & Resources

Download the complete AV Metadata Template workbook for offline use. The Excel file includes all controlled vocabulary dropdowns, the extended technical metadata sheet, and data validation rules pre-configured for ArchivesSpace-compatible import.

Excel Workbook

AV Metadata Template (.xlsx)

Three sheets: Required Basic Metadata, Extended & Technical, Controlled Vocabulary. Pre-built dropdowns and validation.

Download Workbook

Questions?

Contact the HARC archivists for guidance on AV processing, equipment, or metadata standards.