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Workflow for each video

1. AAAI Office: Receive video (tape or film) and store in a cool, dry place.
2. AAAI Office: Log video into master catalog, including rough description, date, main topic, people, items of note and any other information supplied by the contributor.
3. AAAI Office: Send acknowledgment to contributor.
4. AAAI Office: Send e-mail to Project Coordinator, containing date of receipt plus the information associated with the video.
5. Project Coordinator: Request permissions from copyright holder (when known).
6. Editorial Board: Set priority with respect to condition, historical importance, uniqueness,and pedagogical value.
   • For example, give high priority to older materials in the worst condition.
7. AAAI Office: When notified by Project Coordinator, send videotape or film and hard drives to selected professional video service (or to a university regional archive that has agreed to take on the responsibility for digitizing videos).
   • This step may be done as a batch process for sets of videos.
8. Video Capture and Processing Workflow (with input from Neil Jacobstein and Hannah Frost)
   • Note: This workflow will be executed by a professional video service, working with either the AAAI Office or a consortium archive.
   1. Clean original videotape or film.
   2. Capture uncompressed video (e.g., using Avid Xpress Studio and Avid Mojo hardware).
      • TBD: Determine capture format (e.g., MPEG-1, MPEG-2, MJPEG-2000, FLV), precision (e.g., 24 bits/pixel), frame rate (e.g., 29.97 fps), etc. See Video Notes.
      • Avid Xpress Studio is used to make commercial films, works with PC or Mac, can edit HD, and has a large body of skilled people and practice knowledge available. It could be replaced by Adobe Premiere, or on the low end by Microsoft Movie Maker, together with any number of DVD burning programs.
      • Alternates to the Avid hardware include Matrox (RT.X2, RT.X100 Xtreme Pro), DV Storm, or other higher-end studio cards.
   3. Fix video (color correction, defects, etc.).
   4. Select and mark chapter points.
   5. Create menu system for chapters.
   6. Store a digital version of the original video on each hard drive (again the format remains to be defined).
   7. Create a DVD version of the original and store on hard drive—at Hollywood DVD video quality (single-sided double-layer, 9.4 GB). This is intended for AAAI Office use (see below).
      • We assume that most archives (e.g., Stanford) prefer electronic files on hard drives and not DVDs. However, if an archive has adopted a DVD video archive strategy, then burn an archival DVD.
9. AAAI Office: Send hard drive or archival DVD, plus index and Metadata to appropriate regional archivist, along with the original videotape or film if we have permission to do so.
   • This step will be carried out as a periodic batch process (for sets of videos), upon notification from the project coordinator.
10. AAAI Office: Retain all electronic files (if there is adequate server space). Otherwise, retain DVD file. If no server space can be spared, retain physical DVD.
11. AAAI Office: Burn two DVDs. Send one to the contributor of the original video (along with the original video, if we do not have permission to send it to the archive). Send the other to the project coordinator.

Note: Going forward, an HD strategy will be required.

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