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Appendix
Inquiry Email
Dear [organization/specialist]:
My name is Steve Wilcer—I am a graduate student attending the School of Information and Library Science at the University of North Carolina at Chapel Hill. I am conducting a master’s paper study on digitization and digitization efforts in the United States as they pertain to the performing arts—specifically, music, dance, and theater. I would like to ask if you would be willing to participate in this study.
The process of the study will involve two steps: A brief online questionnaire, and a semi- structured interview session of no longer than an hour. Should you desire to participate in the study, please email me at [email protected], along with any questions you may have regarding the study. I will then email you the link to the questionnaire. The
questionnaire should take approximately fifteen minutes or less, and you may leave any questions that you decline to answer blank.
At the end of the questionnaire, there will be a question to confirm your interest in also participating in an interview session. If you desire to participate, I will send a follow-up email to arrange potential times. Interviews will be conducted either by phone or telecommunications application, depending on your preference. Your consent will be asked prior to any recording.
You may choose to withdraw from the study during any part of the process without penalty, and you and/or your organization’s information may be made anonymous upon request.
This research study is intended to increase awareness of current concerns and
developments in digitization and preservation in the performing arts. A significant goal in the study is to encourage interdisciplinary analysis of the performing arts and future collaboration between specialists. You may not receive any direct benefit from being in the research study. There can also be risks to being in research studies, such as loss of data confidentiality.
Thank you very much for your time. Please do not hesitate to contact me if you have any questions regarding the study. I look forward to hearing from you.
Sincerely, Steve Wilcer
[email protected] 630-888-4653
Questionnaire Access Email Dear [organization/specialist]:
Thank you for agreeing to participate in this performing arts digitization study. Below in this message is a hyperlink to the questionnaire that will serve as the first portion of the study. These questions are intended to collect statistical and logistical data on
organizations and their activities that may not be readily-known or -available during the live interview session. You are not obligated to answer all or any of these questions, and you and your organization’s information may be anonymized, should you desire it. You may access the questionnaire here: [Questionnaire hyperlink]
If you have any questions regarding the questionnaire or study, you are free and
encouraged to contact me either by email ([email protected]) or by phone (630-888- 4653).
Sincerely, Steve Wilcer
[email protected] 630-888-4653
Online Questionnaire
University of North Carolina at Chapel Hill IRB Study #: 18-3259
Principal Investigator: Steve Wilcer
Study Title: “Preserving Performance and Purpose”: An Audio and Audiovisual Digitization Cross-Analysis within the Performing Arts
The purpose of the study is to investigate digitization practices in performing arts fields within the United States. Specialists in music, dance, and theater that are involved with libraries, archives, or similar retention- and preservation-focused organizations are to be consulted on their experiences and workflows. This data will be gathered by a
combination of an online questionnaire and a semi-structured interview. The results will then be cross-examined between the represented fields. You are being asked to take part in the research study because of you and your organization’s involvement with the performing arts and the retention of materials related to them.
Questionnaire
If you agree to take part in this questionnaire, you will be asked to examine and answer the following questions to the best of your knowledge. Your participation in this
questionnaire will take about fifteen minutes. We expect that thirty people will take part in this research study.
You can choose not to answer any question you do not wish to answer. You can also choose to stop taking the survey at any time. You must be at least 18 years old to participate. If you are younger than 18 years old, please stop now.
The possible risks to you in taking part in this research are: Potential discomfort due to answering sequences of questions, or having someone else find out that you were in a research study. There is also the potential loss of confidentiality of information.
To protect your identity as a research subject, you will be asked if you would prefer your name and affiliated organization to be anonymized. Should you desire this, your
information will not be shared with anyone, and your data will be assigned a nonspecific identifier code.
If you have any questions about this research, please contact the Investigator named at the top of this form by calling 630-888-4653 or emailing [email protected]. If you have questions or concerns about your rights as a research subject, you may contact the UNC Institutional Review Board at 919-966-3113 or by email to [email protected]. By proceeding to the next page of this questionnaire, you provide your consent to
1. Has your organization engaged in audio/audiovisual digitization for its own holdings?
o Yes
o No
o Unsure
2. Has your organization provided audio/audiovisual digitization services to clients or other organizations?
o Yes
o No
o Unsure
3. How long has your organization been active with audio/audiovisual digitization?
o No activity, currently no plans for digitization
o No activity, plans to commence digitization in the future
o Less than one year
o One to two years
o Three to five years
o Greater than five years (type approximate total number of years):_______ 4. What sources of standards on audio/audiovisual digitization does your
organization follow? Please select all options that apply.
o National Archives
o Federal Agencies Digital Guidelines Initiative
o Smithsonian Institution Archives
o International Association of Sound and Audiovisual Archives
o American Library Association/Association for Library Services & Technical Services
o Association for Recorded Sound Collections
o Other (Please specify):_______
o No external standards incorporated
5. What is the current estimated size (if applicable) of your organization's audio collection, in terms of total assets count?
o Not applicable
o Less than 100 assets
o Between 101 and 500 assets
o Between 501 and 1,000 assets
o Between 1,001 and 5,000 assets
o Between 5,001 and 10,000 assets
o Greater than 10,000 assets (type approximate total number of assets):_______
6. What audio media formats does your organization currently hold in its organization? Select all that apply:
o Cylinders
o Wire recordings
o Shellac-based records
o Nitrate- or acetate-coated, metal- or glass-based records (also known as "acetates", "instantaneous discs", "lacquer discs")
o Reel-to-reel magnetic tape
o Vinyl-based records o Audio cassettes o 4- or 8-track tape o LaserDisc o Compact Discs o Betamax
o Digital Audio Tape (DAT)
o MiniDisc
o DVD
o Blu-ray
o Other(s) (Please specify):_______
7. When was the oldest audio asset in the collection created/estimated to have been created? (Note: "Creation" here refers to the recorded content of the asset, not its physical container.) Please type the appropriate year or decade, if it is
known._______
8. What is the current estimated size (if applicable) of your organization's audiovisual collection, in terms of total assets count?
o Not applicable
o Less than 100 assets
o Between 101 and 500 assets
o Between 501 and 1,000 assets
o Between 1,001 and 5,000 assets
o Between 5,001 and 10,000 assets
o Greater than 10,000 assets (type approximate total number of assets):_______
9. What audiovisual media formats does your organization currently hold in its organization? Select all that apply:
o 35mm o 16mm o 8mm o Super 8mm o VHS o U-matic o 2" Quad o 1" Type C
o 1/2" Open reel o Betamax o Betacam o LaserDisc o Compact disc o DVD o Blu-ray
o Other(s) (Please specify):_______
10.When was the oldest audiovisual asset in the collection created/estimated to have been created? (Note: "Creation" here refers to the recorded content of the asset, not its physical container.) Please type the appropriate year or decade, if it is known._______
11.Would you be interested in talking with me for an interview session?
o Yes (Please specify preferred email for contact to arrange a session—a phone number is also acceptable:)_______
Interview Arrangement Email Dear [organization/specialist]:
Thank you for your participation in my questionnaire. I am sending this email to follow up with your interest in taking part in an interview session as the second part of my study on performing arts digitization practices. I have included the study synopsis here in this message, as well as scheduling and consent information for the interview session.
University of North Carolina at Chapel Hill IRB Study #: 18-3259
Principal Investigator: Steve Wilcer
Study Title: “Preserving Performance and Purpose”: An Audio and Audiovisual Digitization Cross-Analysis within the Performing Arts
The purpose of the study is to investigate digitization practices in performing arts fields within the United States. Specialists in music, dance, and theater that are involved with libraries, archives, or similar retention- and preservation-focused organizations are to be consulted on their experiences and workflows. This data will be gathered by a
combination of an online questionnaire and a semi-structured interview. The results will then be cross-examined between the represented fields. You are being asked to take part in the research study because of you and your organization’s involvement with the performing arts and the retention of materials related to them.
Interview
If you agree to take part in this portion of the research, you will take part in an interview session with me either using telephone or your choice of telecommunications application. The session will take no longer than an hour, and its date and time will be determined based upon your preferences, during either January or February of 2019. We expect that thirty people will take part in this research study.
During the session, you can choose not to answer any question you do not wish to
answer. You can also choose to stop the interview at any time. As with the questionnaire, you must be at least 18 years old to participate. Interviews are planned to be recorded for transcription and response accuracy purposes; you will be asked at the beginning of the session if you would prefer the session to not be recorded.
The possible risks to you in taking part in this research are: Potential discomfort due to answering sequences of questions, or having someone else find out that you were in a research study. There is also the potential loss of confidentiality of information.
To protect your identity as a research subject, you will be asked if you would prefer your name and affiliated organization to be anonymized. Should you desire this, your
identifier code. Upon completion of the research, any identifying materials may be disposed of to protect your identity.
If you have any questions about this research, please contact the Investigator named at the top of this form by calling 630-888-4653 or emailing [email protected]. If you have questions or concerns about your rights as a research subject, you may contact the UNC Institutional Review Board at 919-966-3113 or by email to [email protected].
If you consent to participating in an interview session, please use the following hyperlink to access a scheduling portal to indicate which times would be most convenient for you: [Scheduling portal hyperlink]
Please provide several options (if possible). Once submitted, I will then contact you to confirm a potential time and any accommodations/communication platforms that will be necessary.
Thank you again for your time and contribution.
Steve Wilcer
[email protected] 630-888-4653
Interview Session Structured Questions [Greet subject and provide a recap on the study]
[Confirm that the subject (a) consents to participating in the interview, (b) is at least 18 years old, (c) is or has been active in performing arts and is involved or familiar with digitization efforts, (d) desires their information to be anonymized or not, and (e) consents to being recorded or prefers the session go unrecorded.]
1. [warm-up] How did you first become involved with the performing arts and digitization? How long have you been involved with audio and/or audiovisual digitization?
2. How many personnel are involved with the organization’s digitization initiatives? a. How are their roles and duties distributed?
3. How are digitization-worthy assets determined in your organization? a. Does this process strictly follow a specific digitization/preservation
standard(s)?
b. If any deviations exist between the organization’s processes versus the methods and settings prescribed in the standard(s) employed, why were these decisions made?
4. Has the artistic nature of an asset ever complicated the digitization process for you or your organization? How?
a. [If unsure, provide potential categories: Identity of the work/composition, multiple components, accessibility/accessibility methods, significance of physical media format(s), legal complications with transfer to digital context, etc.]
5. What are your largest concerns regarding digitized content as it relates to your organization and its community?
a. What materials or types of materials do you consider at most risk in your organization currently? Why?
6. What are your largest concerns regarding digitized content as it relates to your overall field/profession?
7. Once digitized, do you recognize any concerns regarding the asset?
a. Contextualization amount; enough for newcomer to subject, or aimed towards experienced researchers?
b. Audio/audiovisual help pages
c. Index/search tool for audio/audiovisual content d. Ability to download and/or stream files
e. Diversity of file sizes or quality options f. Variety of formats available