The Movement Module, The Movement Module, Barcoding and Vault Barcoding and Vault

RelocationRelocation

Chris Fedak Chris Fedak Academy Film ArchiveAcademy Film Archive

Why barcode now?Why barcode now? must move offsite vault that must move offsite vault that

currently houses just over 70,000 currently houses just over 70,000 carrierscarriers

carriers are inventoried in Mavis, but carriers are inventoried in Mavis, but not barcodednot barcoded

need to update each carrier’s need to update each carrier’s location…location… as it moves as it moves

data necessary to create a label is data necessary to create a label is already in Mavisalready in Mavis

Can we manually enter the new Can we manually enter the new locations into Mavis?locations into Mavis?

takes too long (6 to 12 months)takes too long (6 to 12 months) pushes back the move datepushes back the move date prone to inaccuracies prone to inaccuracies forces us to use a secondary system forces us to use a secondary system

for finding carriers (Excel, Filemaker, for finding carriers (Excel, Filemaker, Access)Access)

The Three BarcodesThe Three Barcodes User barcodeUser barcode – located on the security – located on the security

badge or id tag of a Mavis user, represents badge or id tag of a Mavis user, represents the staffer’s unique user codethe staffer’s unique user code

Carrier barcodeCarrier barcode – affixed to the carrier’s – affixed to the carrier’s case or can, represents the Mavis triple c case or can, represents the Mavis triple c number, which is also visible (human number, which is also visible (human readable)readable)

Location barcodeLocation barcode – attached to the shelf – attached to the shelf (or column) it represents, with a human (or column) it represents, with a human readable location beneathreadable location beneath

Academy Archive LocationsAcademy Archive Locations all location data (the information all location data (the information

necessary to find an item) is currently held necessary to find an item) is currently held in one field – the location fieldin one field – the location field

we use a hierarchy of parent and child we use a hierarchy of parent and child locations to determine where an item locations to determine where an item resides resides

we will soon convert this data (which is we will soon convert this data (which is currently free text) to locations generated currently free text) to locations generated in the Mavis location authorityin the Mavis location authority

Location ExampleLocation Example

E1-105-05-02E1-105-05-02

Vault, FloorVault, FloorE1E1

Locating the RackLocating the Rack

RackRackE1-105E1-105

ShelfShelf E1-105-05 E1-105-05

ColumnColumnE1-105-05-02E1-105-05-02

This location sticker represents the This location sticker represents the shelf onlyshelf only

Once this 35mm/2K shelfis barcoded, there will be three barcodes,

one for each column

Mavis Location AuthorityMavis Location Authority

Location Authority BarcodesLocation Authority Barcodes the location authority enables a vault the location authority enables a vault

manager to create all the locations for a manager to create all the locations for a vault in a matter of minutesvault in a matter of minutes

barcodes are then printed according to barcodes are then printed according to vault specifications (so many 35mm/2k vault specifications (so many 35mm/2k columns, so many video shelves, etc.)columns, so many video shelves, etc.)

future locations (for racks not built or future locations (for racks not built or currently reserved) may be generated at currently reserved) may be generated at this point, but barcodes should not be this point, but barcodes should not be printedprinted

Academy Barcode LabelAcademy Barcode Label

Label InformationLabel Information titletitle triple c number (also triple c number (also

the unique barcode the unique barcode number)number)

incincomplete (blank if omplete (blank if complete)complete)

actual reel number actual reel number of total carriersof total carriers

acquisition numberacquisition number

Note: location does not appear on this labelNote: location does not appear on this label

Printing the LabelPrinting the LabelEasycoder 3400eEasycoder 3400e

labels generated labels generated by batch print for by batch print for most accessioning most accessioning

SQL report SQL report necessary for necessary for printing already printing already accessioned accessioned carriers at the carriers at the offsite vaultoffsite vault

Labeling the Offsite VaultLabeling the Offsite Vault three two-man label teamsthree two-man label teams labels generated on-site or remotely from the labels generated on-site or remotely from the

Pickford Center Pickford Center teams outfitted with a laptop computer running teams outfitted with a laptop computer running

Mavis, barcode labels organized by location, and Mavis, barcode labels organized by location, and a printed SQL report (sorted by location) listing a printed SQL report (sorted by location) listing the items to labelthe items to label

the SQL list helps the labelers verify the AFA’s the SQL list helps the labelers verify the AFA’s original identifying number on the can (F-number) original identifying number on the can (F-number) against the new label’s triple c number against the new label’s triple c number

carriers in need of data entry (corrections) are carriers in need of data entry (corrections) are pulled for examination by a catalogerpulled for examination by a cataloger

labelers do not enter into Mavislabelers do not enter into Mavis

SQL Report for LabelersSQL Report for Labelers LOCATION/F NUMBER/TITLE #/COMPONENT #/# of CARRIERS LOCATION/F NUMBER/TITLE #/COMPONENT #/# of CARRIERS -------------------- -------------------- ---------- ------------ ----------------------------- -------------------- ---------- ------------ --------- OVA.75/2.1 F35890 14360 1 1 OVA.75/2.1 F35890 14360 1 1 OVA.75/2.1 F36100 20100 1 1 OVA.75/2.1 F36100 20100 1 1 OVA.75/2.1 F35891 8750 1 1 OVA.75/2.1 F35891 8750 1 1 OVA.75/2.1 F33005 5742 1 2 OVA.75/2.1 F33005 5742 1 2 OVA.75/2.1 F35881 8061 2 1 OVA.75/2.1 F35881 8061 2 1 OVA.75/2.1X F35239 6026 3 1 OVA.75/2.1X F35239 6026 3 1 OVA.75/2.1X F35237 25307 1 1 OVA.75/2.1X F35237 25307 1 1 OVA.75/2.1X F35477 4004 6 1 OVA.75/2.1X F35477 4004 6 1 OVA.75/2.1X F35454 20546 1 1 OVA.75/2.1X F35454 20546 1 1 OVA.75/2.1X F35246 25315 1 1 OVA.75/2.1X F35246 25315 1 1

Location BookLocation Book

the labelers also have a binder of available locations in our new the labelers also have a binder of available locations in our new vault at the Pickford Center vault at the Pickford Center

labelers peel locations out of the binder and place them on the labelers peel locations out of the binder and place them on the carriers along with the new barcode labelscarriers along with the new barcode labels

these labels are sorted by carrier sizethese labels are sorted by carrier size they are not generated by Mavis, though they do reflect new they are not generated by Mavis, though they do reflect new

locations built in the location authoritylocations built in the location authority

Early Prototype of Barcoded Early Prototype of Barcoded ElementsElements

The MoveThe Move once the labeling project is complete, we move once the labeling project is complete, we move

the collection to the Pickford Center via air-the collection to the Pickford Center via air-conditioned trucks over a span of five to ten conditioned trucks over a span of five to ten nightsnights

the items travel according to carrier size – 35mm the items travel according to carrier size – 35mm 2000 ft. cans one night, 16mm 1200 ft. on 2000 ft. cans one night, 16mm 1200 ft. on another nightanother night

carriers go right from the truck to their new carriers go right from the truck to their new locations in the vaultlocations in the vault

Academy staff at the offsite vault and Pickford Academy staff at the offsite vault and Pickford Center assist and oversee the placement of the Center assist and oversee the placement of the cans in their new locationscans in their new locations

Scanning Scanning (finally)(finally)

each night (or morning), after another move is each night (or morning), after another move is complete and a new carrier size is in the vault, complete and a new carrier size is in the vault, three staffers scan the carrier barcodes moved three staffers scan the carrier barcodes moved that day to their new locationsthat day to their new locations

transporting the vault by size keeps us from transporting the vault by size keeps us from having to rescan the carriers moved earlier in the having to rescan the carriers moved earlier in the weekweek

these are permanent location scans, which these are permanent location scans, which update the current update the current and permanentand permanent location of the location of the carrierscarriers

only vault managers have this ability, most only vault managers have this ability, most staffers can only modify a carrier’s current staffers can only modify a carrier’s current location location

Scanning ProcedureScanning ProcedureIntermec 2410Intermec 2410

scan user barcode to log inscan user barcode to log in scan location barcodescan location barcode scan desired carrier or scan desired carrier or

carriers at this locationcarriers at this location after scanning the selected after scanning the selected

carriers, exit (or back carriers, exit (or back button) out of the carrier button) out of the carrier scanscan

scan new location, or log scan new location, or log out for another userout for another user

once done, upload 2410’s once done, upload 2410’s memory into Mavis via a memory into Mavis via a docking stationdocking station

Mavis verifies the scans Mavis verifies the scans and updates the Movement and updates the Movement ModuleModule

Locations in MavisLocations in MavisCurrent and PermanentCurrent and Permanent

The New VaultThe New Vault