(audio and film material)

1. Create a new record in the VL-Literature database and choose 'Film' or 'Audio' as the reference type
2. Fill in the bibliographic data:
   • author (director, responsible experimenter, etc), pls don't confuse with the performers or other participants involved; 'Anonymous' if unknown
   • title as given, short descriptive text in square brackets otherwise
   • year of publication (or recording if not published) and recording date, if known; no year: n.d.
   • length of the full media in minutes and seconds: min:sec
   • if required: copyright notice as given by the copyright holder, will become part of the reference
   • collection: archival number, if part of a collection; full archival information otherwise; again, will become part of the reference
   • to the rest of the fields the usual standards apply

Standard for master versions is:

• Uncompressed PCM WAV (.wav)
• Sample rate: 96,000 kHz
• Sample format: 24 Bit

For presentation versions derived from the master file choose MP3. The bitrate should be chosen in order to meet the particular demands on sound quality and file size, depending on the type of your recording (speech, music, etc.).

Standard for master versions is:

• File Format: mov
• Video Format: H.264

Standard for others (presentation) versions is:

• File Format: flv
• Video Format: Flash Video
• Frame Size: 400×300

(How to create the presentation version (.flv): Open Squeeze (on PC at IT-Support; contact person: Hartmut), upload film (.mov), choose on the left: Audiences - Workflow - Web - Destination - Brightcove - F8-standard, fill in correct frame size and version (.flv), draft it on the uploaded filmfile, click the “Squeeze it!-button” on the right after chosen the output destination.)

In a first step create records for the media as the original (original content) and/or a master version for the best source version available to the project. Click 'new entry' in the main layout and copy the ID of the media record of the literature database to the literature reference field. You may use the green button with the arrow for this, as long as the media record is the current record of the VL-Literature database.

After entering the master version use the 'new version' button to set up records for the versions derived from this master. You have the options to duplicate the master version and edit all differing fields or create a new, blank record with only the source ID copied.

1. main layout (basic data):
   • version (required):
     • original: the original media, regardless whether available or not, if known
     • master: the best available source version to the project
     • archive: other versions for archival purposes
     • dvd: a DVD video disc as the master version; pls give the physical location on the technical specs layout
     • excerpt: a shortened version for the presentation
     • others: all other versions; pls give a description in the comment field
   • purpose:
     • presentation: tick this checkbox, if this version shall be displayed in the library;
       make shure, all rights are granted to the VL before you allow any presentation
     • download: this version will be offered for download in the library;
       again, don't allow any download if you are not sure about the rights!
   • alternative title, year and language: give a short descriptive title for this version, especially for the excerpts; it will be displayed with the movie. If the year and/or the language are different from the original version, please fill in these fields accordingly.
   • licence: please give the licence agreement for this media; this is especially important for media that is not part of a collection of a collaborating institution. If the licence allows the given purpose(s), please tick the checkbox 'licenced to the VLP web site' to allow this media to appear on the web site.
   • comment: this field is for internal comments and notes
   • ONLINE: this field is set automatically if
     a) the checkbox 'server' (technical specs layout) is ticked and
     b) the checkbox 'licenced to the VLP web site' is checked.
     The media will only be displayed, if the checkbox 'presentation' in the 'purpose' field is set accordingly and the related literature record is authorized as well.
2. credits and cast: information about cast, location etc. are entered here.
3. technical specs: this layout holds the technical descriptions of the various versions
   • derived from (required): enter the ID of the version, this version is derived from; this is filled in automatically if this record was created with the 'new version' button on the main layout
   • Material: the material used for the original version, e.g. 16 or 32 mm film, VHS video, …
   • Aspect Ratio, e.g. 4:3 (TV), 16:9, …
   • Frame Size (required for video and illustrated audio): the frame size of this version in pixel; for audio material that is displayed together with an image: the image dimensions
   • Video Format: video format or the codec for digital material
   • File Format (required): the file extension according to the format of the media file, e.g. flv, mov, mp3
   • File Size: in megabyte (1024 kb = 1 mb)
   • Colour, eg. b/w, colour, tinted
   • Sound, e.g. no sound, mono, stereo
   • Runtime (required): in minutes (min:sec)
   • Sound Encoding: information on the resolution and/or compression of the audio data
   • Subtitles: tick the languages for subtitles available
   • Server path, is entered automatically: if the checkbox 'server' is set, the standard path to the file on the file server will be displayed
   • Physical location: where the medium of this version is stored, e.g. library, CD-ROM shelf; students room, blue cupboard; etc …
4. related items:
   • Related items: enter xlinks for related items, like instruments or people shown in the film and the like; one link per line please (currently not displayed on the web site)
   • Poster frame: enter the imgID of an image to use as the poster frame for a film or audio file; for the presentation version it should have the same dimensions as the film itself; please don't forget to enter the dimensions for audio poster frames in the frame size field on the technical specs layout and make sure, the width does not exceed 480 pixel. As always: you can use the blue button with the arrow to copy the ID of the current image from the VL-Images database. The thumbnail will appear after you left this field, e.g. clicked somewhere else.
     Note: this is just the same field as the image field on the main layout.
   • additional images: you may enter up to three additional images, that will be displayed as film stills on the web site.

1. foxridge: online_permanent, presentation and download versions:
   • vlp/litID/stream/
     
     • movID1.flv or movID1.mp3 (presentation version, movie or audio)
     • movID2.mp4 (download versions, extension according to the file format)
     • …
     • index.html (optional, contains the embedding code for the presentation movie)
2. foxridge: archive_data, all versions:
   • vlp/litID/stream/ (same versions as on online_permanent, see above)
   • vlp/litID/raw/ (all other versions)
     • movID.mov (digital master of this movie, extension according to its format)