norms concordia university cohrl

8/14/2019 norms Concordia University COHRL

1/13

Concordia University Oral History Research Laboratory (COHRL)Norms, Procedures, and ProtocolsSeptember 2006

Dr. Steven HighCanada Research Chair in Public [email protected]


2/13

Introduction andContents

2

Page Contents

3 - 4 Protocol: Receiving a donated Oral History Project or other items

5 Protocol: Accession Coding

6 Logs

7 Employees at COHRL.

8 Affiliate Application Form.

9 10 Project Donation Form.

11 Protocol: Preservation of Oral History Interview.

12 Preservation Form.

13 Protocol: Access to Archive Materials

Document prepared by Rob Shields

Design: Joyce Pillarella

This manual was created in 2006 for use by Directorsand Interns at COHRL. All documents found in thisbook are located on CDROM and are to be used untilfurther notice.


3/13

Protocol for Receivingan Oral History Project

3

1. Assign the project an accession number if it is a new project. (See Assigning Accession Protocol)

2. Print out two (2) labels with the accession number. Affix one to the consent form, or copy of the

consent form, and one to the media. If this is a new project print a 3rd label and affix it to a file folder

in the projects file cabinet, this will house all consent forms, etc., for the project.3. Log the project in the Project Log in the Accession excel file.

4. Log the interview tape in the Interviews Received Log.

5. Place Tape in the download shelf for digitalization (Level 2 Preservation).

6. Interview will then be downloaded by an employee of COHRL and saved as an MPG-2 file on the

hard-drive. Prior to saving the file, the employee will add a 10 second information still frame to the

beginning which lists the following information: COHRL accession number, project title, interviewers

name, interviewees name, date of interview, the COHRL logo, and COHRL contact information. This

still frame will be a standard editable file located in Adobe Premiere Elements.

7. Log which hard-drive was used for Level 2 preservation in Interviews Received Log L2 All inter

views from a project must be stored on the same hard-drive.

8. Burn DVDROM of MPG-2 (Level 3 Preservation), include PDF file of scanned consent form, donation

form, and copies of any other donated media use supplementary CD or DVDROM if necessary.

9. Log DVD of Level 3 preservation in Interviews Received Log L3.

10. Once project is complete all original tapes will be sent for storage.

11. Log all tapes (Level 1 Preservation) as shipped to archives in Interviews Received Log L1.

12. Prepare label for DVD, include: ascension number; interviewer, interviewee; date of interview; copy

right information. Standard on all COHRL DVDs.

13. All digital files should be named after the accession number for easy identification.

When a project is donated to COHRL the donor must fillout form COHRL 001, Donation of Project. Please follow this procedure when accepting an oral history interviewfor donation.


4/13

Protocol for Receivingan Oral History Project.

4

If the interview conducted is audio only follow steps 1-5above and then:

6. Interview will be downloaded to a WAV file and saved on a COHRL hard-drive. If interview was

recorded on a video cassette the audio will have to be separated using Adobe Premiere Elements.

Prior to saving this wav file a standard voice over will be placed before the intervie with the

following information: COHRL accession number, project title, interviewers name, interviewees

name, date of interview, and COHRL contact information.7. Log which hard-drive was used for Level 2 preservation in Interviews Received Log L2

All interviews from a project must be stored on the same hard-drive.

8. Burn CDROM of WAV (Level 3 Preservation), include PDF file of scanned consent form, donation

form, and copies of any other donated media use supplementary CD if necessary.

9. Log CD of Level 3 preservation in Interviews Received Log L3.

10. Once project is complete all original tapes will be sent for storage.

11. Log all tapes (Level 1 Preservation) as shipped to archives in Interviews Received Log L1.

12. Prepare label for DVD, include: ascension number; interviewer, interviewee; date of interview;copyright information. Standard on all COHRL DVDs.

13. All digital files should be named after the accession number for easy identification.


5/13

ProtocolAccession Coding

5

Determination of the interview's accession number is crucial in order to ensure the interview can be easilylocated once it has been preserved and stored. Only Internees of COHRL may provide an accession number

When a project is donated to COHRL it will be assigned an accession number by one of the interns. If theproject is new the project log must be updated so that duplication does not occur. The accession number willalways take the following format:

COHRL 06 001 000A B C

A Relates to the year of DONATION, not the year of the interview.B Relates to the project number (i.e. the 1st project of 2006). Projects with multiple interviews will all havethe same donation year and project number, so all interviews for a project will have A and B in common.C Relates to the interview number of that project these ideally correspond to the order in which theinterview was conducted (therefore interview 001 was the first interview conducted for the project.

In the event that additional follow-up interviews are conducted the accession number assigned to thefollow-up interviews will reflect their status.

COHRL 06 001 001 Original interview with John Smith.COHRL 06 001 001B First follow-up interview with John Smith.COHRL 06 001 001C Second follow-up interview with John Smith.

If however the subject(s) of the follow-up interview are different than the original interview a new accessionnumber will be assigned.

COHRL 06 001 001 Original interview with John Smith.COHRL 06 001 032 Original interview with John Smith and Mary Smith.

In the event that there are items, such as documents (D), photographs (P), and other miscellaneous (M)items, donated with an interview each item must be assigned a unique accession number which relates tothe interview number:

COHRL 06 001 032 Original interview with John Smith and Mary Smith.COHRL 06 001 032 P 001

D E

D Relates to the type of item donated.E Relates to the number of the item, so if 10 photographs were donated then we would seeCOHRL-06-001-032-P-001 to COHRL-06-001-032-P-010.


6/13

Logs at COHRL

6

1. Project List Log Annual is an annual list of projects which is printed at the end of everycalendar year. This log ensures that each new project will receive a unique Accession code and will offer,at a glance, the types of projects which are being conducted by affiliates of COHRL every year. This logwill include the following information: 10-digit Accession code (i.e. COHRL-06-001); primary researchers

name; project name; number of interviews conducted.

2. Project List Log Continuous is an ongoing list of projects which includes all the information of the Project List Log Annual.

3. Interview Log is a detailed listing of all interviews by accession number. This log lists all projectsand the interviews conducted by them. This log will include the following information: 10-digit Accessioncode, project name; primary researchers name; 13-digit Accession codes for each interview; intervieweesname; date of interview; place of interview; interviewers name.Additionally this log will indicate the levelof preservation of each interview.

4. Equipment Log is a detailed log of all equipment at COHRL, including all equipment available forloan. In the event an item (i.e. video camera) is loaned to an affiliate the COHRL code number (whichincludes serial number of item) will be copy/pasted to the loan agreement along with the description of contents and value of the item.

5. Affiliates of COHRL LOG is a log of contact information for all affiliates of COHRL. This logincludes: name and contact information; institution; and Project(s) donated to COHRL.

Several excel spreadsheets are used by COHRL in order to maintain and update inventory of hardware, software,and donations. This page is an overview of these logs.


7/13

Employees of COHRL

7

Employees of COHRL will be paid under the schedule that follows:

Researcher Undergraduate Fourteen Dollars per hour.Researcher Masters Student Seventeen Dollars per hour.Researcher PhD. Student or Post-Doc Twenty Dollars per hour.Intern All levels of study Twenty Dollars per hour.

These rates are quoted in Canadian Dollars and are subject to change.

COHRL usually employs two Interns for 12-month contracts at the above rate for a maximum of $8000per year each. These jobs are posted in October of every year for commencement in September. Allhistory majors at the M.A. or Ph.D. level are invited to apply for the positions.

There are no set-number of researchers hired by COHRL, and no specific hiring period or duration fortheir employ. Researchers for COHRL will enjoy the benefit of being affiliates of the lab.


8/13

AffiliateApplication Form

8

Researcher

I am a(n)

Institute (if applicable)

Current Project Title

Description

Anticipated Number of Interviews ___________

Media Format of Interviews

I, __________________________, as researcher of the aforementioned project, and practicing oral ordigital historian, do submit for consideration this application for Affiliate Status at the Concordia OralHistory Research Lab (COHRL).

Affiliate Status grants me the following: Loan privileges on equipment at COHRL. Access to onsite lab equipment during regular lab hours.

signature

COHRL retains the right to: Promote projects of the affiliate on the COHRL website.

Affiliate Status has been granted for the period of ________ year(s).


9/139

Project Title

Description

N o of Interviews ____________________ Media Format ____________________

Project Type: Group Individual

Primary Researcher/Donor:

Additional reserachers/assistants

The following conditions apply to the donation of oral history interviews by this donor: A copy of all consent forms and releases is included with the donation. All interviews have

expressly agreed to have their interviews made public in no longer than 1 year. A copy of the approved ethics package has been included with the donation (if applicable). Interviews may not be accessed until ____________________________________________

I, ______________________________________, agree to donate the above stated project to COHRL.I have read, and understand, the terms of donation on the reverse of this form, and have included any

conditions of my own above.

__________________________ _________________________ ______________________ donor COHRL date

See reverse for terms of donation.

Office Use Only Accession Number: COHRL - _ _ - _ _ __

Project Donation Form


10/13

Project Donation Form terms of donation

10

1.All projects received by COHRL will be preserved through a 3 level system.i. Original media will be stored at an off-site archive.ii. A digital copy of the interview(s) will be made and stored on the COHRL hard-drive.iii. A digital copy of the interview(s) will be preserved on DVDROM.

2.Any peripheral items such as photographs will be preserved as above.3. Interviews donated to COHRL will be made available to researchers who are affiliated with COHRL.4. Interviews donated to COHRL may be used as teaching instruments or for hands-on educational

tools and workshops at Concordia University.

5. Interviews donated to COHRL may be displayed on COHRLs website or be made available in othermanners of media.

All above listed items are subject to conditions of donation on the front of this form.

Additional Conditions

Additional Researchers


11/13

ProtocolPreservation of OralHistory Interviews

11

1. Level One: Original Copy Mini DV or other audio/video cassette. In the event that the original is notavailable, a DVD ROM (or CDROM for audio interviews) will be produced and stored as Duplicate of Original.

2. Level Two: Digital Copy Saved to COHRL computer hard-drive.

3. Level Three: Digital Copy DVDROM.

Level One:The original interview(s) will be received from the donor and will be assigned a unique Accession Number.The originals will then be stored at an archive off-site, but only after all levels of preservation have beencompleted.

Level Two:

The interview(s) will be downloaded into a digital format. The standard format which will be used atCOHRL beginning in 2006 will be the MPG-2 format, produced with Adobe Elements software, for videointerviews, and Wav format for audio interviews. These will remain the standards for all interviews untilsuch time that an improved format is available, or until consensus is reached on an industry standard fororal history. This MPG-2 or WAV file will be saved on the COHRL hard-drive under the interviewsAscension Number.

Level Three:In addition to the copy saved on the COHRL hard drive, the digital file will be saved on a DVD ROM (orCDROM for audio interviews), which will be labeled with the interviews Ascension Number and storedat the Concordia Oral History Research Lab.

Other:A copy of the consent form(s) and donation form will be scanned to a PDF file and included in theDVDROM (or CDROM for audio interviews) in the event that there are multiple DVDROMs for asingle interviewee, the PDF file will be included in all DVDROMs.

An Oral History Interview Preservation Form will be filed for each interview of each project.

The preservation of oral history interviews is one of thehighest priorities of COHRL. As such, donated interviews,class projects, and Affiliate projects will be preserved

through a three level process.


12/13

Oral History InterviewPreservation Form

12

Accession Number: COHRL - _ _ _ _ - _ _ _ - _ _ _

Project Title

Interviewer

Interviewee

Date of interview

LEVEL 1 Digitization onto Hard Drive.

Completed by

Date

Hard Drive #

LEVEL 2 Burn interview to DVD.

Completed by

Date

LEVEL 3 Original interview sent to archive.

Shipped by

Date

Name of Archive

Archive I.D. #

Format (i.e.VHS)

notes regarding this interview


13/13

ProtocolAccess toArchival Materials

Level 1

The general public (non-affiliates) shall have access to interviews on-site only and by appointment. accessfor non-affiliates is subject to availability of viewing equipment.

Level 2

Affiliates of COHRL may access interviews on-site or may borrow DVDROM (or CDROM in the case of audio interviews) copies of the interviews for one week. Affiliates are not permitted to make copies of interviews which they borrowed and must fully credit COHRL and the project donor in any reference.

Access to interviews will be limited to five interviews at a time. Frequent loss or damage of COHRL interviews may result in the revocation of borrowing privileges.

All persons wishing to borrow interviews or make arrangements

Interviews and other materials which have been donated to COHRL will be made available to the public for research purposes. For simplicity, we have sorted access

to the interviews to two levels:

norms concordia university cohrl

Documents