AMIA-MIG Archive Directory Working Group

TASK FORCE C:
Organization Type
Organization Services
Audience(s) Served
Conditions for Use/Access Restrictions

Charge

Write the Organization Type, Organization Services, Audiences Served, and Conditions for Use sections of the Moving Image Gateway Archive Directory Report, the working document MIG developers will use to design the Archive Directory database: finalize controlled vocabularies, with scope notes, for the four data elements (working definitions below). Resolve any related issues that were raised at the July 25-26 meeting (as described in minutes and breakout session reports/discussion), documenting the rationale for your decisions. As you work, note any issues that you think should be addressed in guidelines for participant (organization) input and guidelines for end users and submit those with your report.

Build on the work done at the July 25-26 Archive Directory Working Group meeting; do not start from scratch. Attached is a list of who discussed what in the breakout sessions; you are encouraged to contact members of those groups to discuss issues and/or clarify points. Utilize resources identified below and consult with outside experts as you see fit. If you encounter an issue that you feel needs broader discussion, submit it to the Archive Directory Working Group listserv.

Roster

Jane Johnson, Chair
Caroline Arms
Joanne Rudof
David Wells
Karen Wyatt

Related documents

Minutes, Moving Image Gateway Archive Directory Working Group Meeting
Cornucopia "Structure" document (http://www.cornucopia.org.uk/tech.html)
Breakout session rosters ("Who discussed what")
Questionnaire created for Footage: the Worldwide Moving Image Sourcebook
Other directories outside the moving image area that might have pertinent vocabularies
Rules for Archival Description (for Organization Types)
Encyclopedia of Associations (for Organization Types)

August 30, 2002

Archive Directory Data Elements - working definitions

Organization Type [formerly Archive Type]
repeatable
mandatory
controlled vocabulary
The type of organization or unit that is contributing to the Gateway, , e.g., government agency, educational institution, museum, private collection, stock footage house, corporate library. use all that apply.

Organization Services [formerly Archive Role]
repeatable
mandatory
controlled vocabulary
The types of services offered by the contributing organization, e.g. dubbing, footage licensing, interlibrary loan. Use all that apply.

Audience(s) Served
repeatable
mandatory
controlled vocabulary
The types of audiences served by the contributing organization or unit, e.g. organization staff, stock footage users, educators, general public. Use all that apply.

Conditions for Use/Access Restrictions
Repeatable
Mandatory
controlled vocabulary
The conditions for use and any restrictions on access to the materials in the collection, e.g. onsite use only, viewing only, staff use only, restricted to qualified researchers.

TASK FORCE C

ORGANIZATION TYPE

TERM LIST

Archive

a depository containing historical records, often unique or unpublished, which are intended for long-term preservation

Corporation
a commercial or industrial enterprise constituted by one or more persons but authorized by law to act as a single entity

Distributor
an organization that markets films and arranges agreements with exhibitors

Educational institution

Foundation
an organization or institution supported by an endowment

Government agency

Historical society
a nonprofit organization devoted to preserving the historical record of a place, institution, people, activity, or thing.

Library
an academic, public, or school library housing a collection or group of collections of materials organized and maintained for use (consultation, viewing, research, etc.), which is organized to facilitate access by students or the general public, and is staffed by librarians and other personnel trained to provide services to meet user needs. For a library established and funded by a commercial firm, choose Corporation; for one established and funded by a government agency, choose Government agency, by a Museum, choose Museum, and so on.

Media arts center
an organization dedicated to encouraging film, video, audio and online/multimedia arts, and to promoting the cultural contributions of individual media artists, often providing support services such as education, production, exhibition, distribution, collection building, preservation, criticism and advocacy.

Museum

National library or archive

News agency
an organization that collects and distributes news reports to subscribing newspapers, periodicals, and newscasters

Non-profit organization
NOTE: This category is excluded from the "choose all that apply" directive. Do not select this term if one or more of the other terms apply.
an organization not conducted or maintained for profit whose net earnings are devoted exclusively to charitable, educational, or recreational purposes. Includes associations, community groups, non-government organizations, and political campaign organizations established to influence legislation or elect a candidate for public office.

Private collection

Production company
an organization that makes motion pictures for commercial release, or is formed specifically for the making of a motion picture. Includes multimedia companies.

Research organization
an organization whose primary purpose is to conduct systematic, rigorous study and investigation into a particular field or fields, often employing techniques of hypothesis and experimentation, for the purpose of revealing new facts, theories, or principles, or to determine the current state of knowledge of the subject.

Stock footage house
an organization whose primary purpose is to make moving image assets available for rental, purchase, or licensing

Television company
an organization which produces and/or distributes of moving images for television; includes broadcasters and cablecasters.

DECISIONS AND RATIONALE

The term list is based on Footage's major categories, with a few additions and changes:
Archives - changed to 'Archive'
Commercial library - changed to 'Stock footage house'
Non-profit organizations - added from Footage's "Other Categories Used" list
National library or archive - added
News agency - added
The following sources were consulted for scope notes:
1986 IRS non-profit definitions (http://www1.pr.doe.gov/f501c.html)
Audiovisual material glossary / Nancy B. Olson, 1988
The complete film dictionary / Ira Konigsberg, 1997
The dictionary of new media / James Monaco, 1999
The focal encyclopedia of film and television techniques, 1969
Glossary of filmographic terms / FIAF, 1989
Merriam-Webster Online (http://www.m-w.com)
ODLIS: Online Dictionary of Library and Information Science (http://vax.wcsu.edu/library/odlis.html#R)
WordNet: a lexical database for the English language (http://www.cogsci.princeton.edu/~wn/)
Other sources consulted:
Rules for archival description (RAD) (http://www.cdncouncilarchives.ca/archdesrules.html)
Associations unlimited (i.e. Encyclopedia of associations) (http://galenet.galegroup.com/servlet/AU/form?u=n&u=i&u=r&u=s&n=10&l=1&locID=lapl)
'Broadcaster/Cablecaster' (Group 4) vs. 'Television company' (Group 1) - may be due to confusion over change in Footage usage? (Footage ultimately chose 'Television company.')
Do not use terms that include subject concepts (Religious organizations, Political organizations) or service concepts. 'Stock footage house,' meaning an organization whose primary activity is licensing, is distinguished from 'Stock footage source,' which would indicate only a service.
Do not allow 'Other.' Group 4 recommended allowing 'Other' stipulating organization must specify a concise term which is not narrower to one already in the existing top-level list. However, it is likely organizations won't choose valid terms, and, insofar as end users will be able to search on or filter by the "other" terms, allowance of 'other' may impede retrieval. Moreover, Group 1 successfully mapped all the "other" terms from the Footage list to this list. Addition of terms should be based on experience not hypothesis, i.e. wait until something turns up that just doesn't fit.
Omit 'non-government organizations' (proposed by Group 4). Several definitions of this term found on the web indicate that it is commonly considered a synonym for non-profit organizations. The scope note for 'non-profit organization' indicates that it is somewhat of a catch-all category that includes community groups and NGOs. The scope note also indicates that despite the "choose all that apply" directive, 'non-profit organization' should not be checked if one or more of the other terms applies.
'Research organization' (proposed by Group 4) was added because of the Gateway's science focus. An example is UCAR (www.ucar.edu/ucar), which might well have movies about weather.

INCLUDE IN GUIDELINES

Choose all that apply.
AUDIENCE(S) SERVED

TERM LIST

Organization's own staff/faculty/students
If the organization serves its own staff and faculty and any students, including those outside the organization, also check the general 'Students' category below.
Educators
Exhibitors
General public
If students below college level are also served, also check 'Students.'
Qualified researchers/scholars
Researchers who comply with specific requirements established by the organization. Organizations with subject-specialized materials available only to professionals in the targeted field, and not to the general public, should select this term.
Stock footage users/buyers/licensees/renters (Group 2 term is 'Media/footage users')
Students
Students of all ages, including students outside the organization, not just those engaged in scholarly research or through teachers.
Subscribers/members/affiliates

DECISIONS AND RATIONALE

Proposed category 'Professionals in targeted field' deleted since it loses its meaning on bib records; can be subsumed under 'Qualified researchers/scholars.'
Although 'Stock footage users' was said to be critical for the portal, it is partially an 'Organization services' term, and portal ID could presumably linked to that instead. However, omission of this term would introduce confusion, since stock footage houses would have to decide between 'General public,' 'Researchers,' etc. (Essentially any category could license footage.)
Added 'Qualified' to researchers/scholars, as suggested by one of Group 5's 'Conditions for Use/Access Restrictions' categories. If any researcher or scholar is served, that suggests 'General public.'

INCLUDE IN GUIDELINES

If the organization provides any services to a particular constituency, select that constituency. (It is understood that more services may be available to some constituencies than to others.) Choose all that apply.
AVAILABILITY OF SERVICES

TERM LIST

______________________________________________________________________________________
DECISIONS AND RATIONALE

Services and conditions of use were combined into a single data element, in accordance with Liz Scheines' caution that Rick Prelinger's original conditions of use categories are "tried and true." His categories tend to mix service with conditions of use, and in some cases, audience. This reflects the reality of institutions, wherein some services are not available at all, some are available to a subset of users, and some simply unavailable. This is also consistent with the Cornucopia approach, which, for each service, distills conditions of access into three basic categories: 1) No constraints, 2) Restricted access, and 3) No access. Further information can be included in the free-text narrative note, or posted on the institution's own website. Ultimately, we saw no useful way of defining conditions of use and service categories without integrating the two concepts, and apparently (upon careful examination), neither did either of the breakout groups. It was also our determination that Audience, while it overlapped somewhat with the new "Availability of services" category, still warranted its own data element.

Services usually associated with fees, which are typically available to anyone willing and able to pay for them, were not broken down according to this system (e.g., distribution, production, storage).

Where the "Availability of services" data should be concatenated on the bib record, a display constant has been suggested. Where no display constant is warranted, that is indicated. An organization participating in the Gateway should be able to provide a generic statement regarding terms of use that will be concatenated with any of its bib records. The Guidelines document will clarify that this term is not specific to any particular title but will display with all bibliographic records; organizations may include in the statement a URL for more information about terms, licensing procedures and duplication services. Organizations will be advised that individual rights statements within metadata records will display if the institution provides them.

Excludes mention of fees; this information can be included on the organization's own site.

'No services available to the public' should be the first option.

Under 'Duplication/licensing,' we used the word 'materials' over 'titles' since some organizations will license or duplicate clips or excerpts, but not entire titles.

The following services, originally proposed at the ADWG meeting, were omitted or subsumed under broader categories:
Rental (because rental is loan for a fee and it was decided not to include fee information)
Purchase (in accordance with meeting decision; however, if all titles held by the organization are available for purchase, that was noted, since it justifies a display constant which could motivate an institution to participate)
Walk-in/by appointment (too granular)
Rights (rights to some, rights to all, some in public domain, all in public domain, rights unknown) (not really service or availability information per se; has its own data element already?)
'Reference' and 'Research services' were combined (definition is a matter of degree and fee)
'Viewing facilities' of various types (online, non-projection viewing, individual screenings) were combined (too granular)
'Loans' of various types (ILL, open lending, restricted lending) were combined (institutions can elaborate on methods of lending, e.g., ILL, in free-text narrative note if it seems important)
Duplication and licensing terms (duplication, reproduction, digitization, dubbing, reformatting, licensing, footage licensing) were combined under duplication/licensing

INCLUDE IN GUIDELINES

Choose all that apply.
If a service is available to staff only, check 'Not available.'
'Loan' includes rentals.
Information about fees, and even the fact that they are charged for some services, belongs on your own website.
Check 'Restoration/preservation' if you do this on demand, as a service to other institutions.
'Qualified users' include, for example, members, subscribers, affiliates, qualified researchers, scholars, etc., i.e. a subset of the general public which includes outside users who comply with specific requirements established by the organization.
Record in the free-text narrative note details regarding restrictions, access procedures (e.g., by appointment only, request in writing), modes of providing the service (e.g., ILL).
Clarify that the self-supplied "terms of use" statement is not specific to any particular title but will display with all bibliographic records; organizations may include in the statement a URL for more information about terms, licensing procedures and duplication services. Individual rights statements within metadata records will display if the institution provides them.