What Makes A Collection Unhidden?

It’s very easy to make a collection hidden. Much too easy. If you can ingest a collection, you can hide it. In fact, that’s probably what you do. We don’t even have to delve into backlogs (I mean yes, we must, but here, conceptually, we needn’t just now); being hidden is the default status of an acquisition.

This fact (okay, and the backlogs) is just one reason why the CLIR-funded Hidden Collections projects and similar efforts are so very important. An archive starts in the hole. It helps for someone to toss down a flare and a ham sandwich every so often. Or cheese. Or hummus on a gluten-free wrap.

Because I’ve been thinking about processing audiovisual collections a lot lately, and because I have nothing better to do with my time besides deconstruct the meaning of single words (though I do also enjoy decoupage and carving stamps out of potatoes) I’ve been contemplating just what it is that makes a collection unhidden.

Essentially, I would say that an unhidden collection is one that is able to be discovered and subsequently accessed by users, preferably in a way that decreases the mediation of the archivist. Discovery means the creation of some record of the material that can be searched or browsed, whether a finding aid, publicly accessible catalog, or other mechanism. Access means the ability to call up the material (or facsimile thereof) in person or (if available) online, and, for lack of single encapsulating sensory term, consume it (i.e., read, listen, watch, smell, etc.)

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In 9th grade I began collecting pennies in the lefthand pocket of my Green Bay Packers Starters jacket. By 10th grade I had several dollars worth that I lugged around with me everywhere, always very careful about how I removed my jacket and how I hung it or set it down. It seemed worth it for the one or two times someone was short a few cents and I could “humorously” pull out a handful of pennies to help. It was really worth it the one time I needed 50 cents to get a Dr. Pepper from a vending machine and had to trade someone for quarters. Harpo Marxx aspirations aside, there was a cost and a weight to carrying these un-utilized assets.

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This all makes sense.

Well, not the pennies.

Except.

Except.

Except that not all materials in archives can be accessed — in person, online, or otherwise. I’m not just talking condition here, but the fact that a large portion of audiovisual materials are entirely inaccessible simply because there is no means of playback within the institution.

This, of course, impedes that idea of access. Frequently, due to the lack of annotations or other knowledge of the content, it even impedes the creation of a descriptive record that would enable potential access. In other words, the creation of a record for unknown audiovisual content promotes neither direct discovery nor access. The collection remains hidden until both aspects are fulfilled, which means that in many cases reformatting is a precursor to description as a precursor to becoming Unhidden.

(I really wish that the word were something stronger like Unbound, but unhound sounds like getting rid of a dog, and I don’t want to let go of my guy:)

In order to unhide audiovisual collections they need to be transferred to a state where they can be described and accessed. This means that the initial pass of unhiding needs to gather data that supports planning for reformatting or other means of access, after which descriptive documentation can take place if it does not exist already and the content can be consumed upon request. Without a technical reckoning of the collection, realistic planning for budgeting, staffing, workflows, and timelines cannot take place. You can get a penny for your thoughts, but not for shelves full of unknown, inaccessible assets.

— Joshua Ranger

AVPS Attending SAA 2012

AudioVisual Preservation Solutions President Chris Lacinak and Senior Consultant Joshua Ranger will be at the upcoming Society of American Archivists conference in San Diego. This will be the first year that AVPS will have a booth in the Expo hall. While we’ll try to take in as many sessions as possible to keep up on trends and developments in the field, we’re very excited to support SAA as well as for the opportunity to meet colleagues and discuss media preservation. Plus, we’ll have AVPS buttons, so stop by Booth 315 and see us!