Audio-Visual Prototyping Project


Illustrative Example of a Statement of Work

Typical Elements for Use in a Statement of Work for the
Digital Conversion of Sound Recordings and Related Documents


This illustrative example is not a request for the provision of services to the Library of Congress. It is intended to inform other libraries and interested parties of the types of information that might be included in a statement of work for contracted services. It is an abbreviated and modified version of a document drafted in 1999. In order to maintain cross- references between sections, the original section numbers have been retained.


2     SCOPE OF WORK
3     LIBRARY FURNISHED MATERIALS
4     CONTRACT WORKFLOW
5     AUDIO DIGITIZATION REQUIREMENTS
5.2  QUALITY FACTORS AND AUDIO CHARACTERISTICS
5.3  FILE HEADERS OR THEIR EQUIVALENT
6     DIGITAL IMAGE REQUIREMENTS
7     NAMING REQUIREMENTS FOR FILENAMES AND DIRECTORIES
8     DATABASES TO MANAGE PRODUCTION AND CAPTURE
10   HANDLING AND QUALITY CONTROL REQUIREMENTS
11   DELIVERABLES AND DELIVERY METADATA
       Attachments to the Statement of Work

2        SCOPE OF WORK

2.1     Overview

The Library requires the creation of digital audio and image files that reproduce pre-existing analog materials, which include elements to be reproduced as audio and other elements to be reproduced as images. The sets of files to be created shall be accompanied by certain database information. The audio and image files will aid in the preservation of the information contained in the original items. After the files have been archived at the Library, a determination of their status in terms of copyright or other restrictions will be made and, for those items deemed appropriate, access to them may be provided via the Internet or other electronic means. For some materials, copies in the form of analog tape recordings shall also be produced to serve as supplementary preservation copies.

The delivered files shall be coherently and logically named and/or numbered and shall be placed in delivery directories with prescribed characteristics. The database information shall be delivered in specified formats. The Library will load the files and database into its storage systems, where this data will be combined with other data to create multipart digital objects that reproduce all aspects of the original item. These digital objects will be linked to bibliographic records in the Library's online catalog, where the objects will be available to authorized researchers.

3        LIBRARY FURNISHED MATERIALS

3.1     Terminology for Furnished Materials

The Library will furnish the materials to be digitized to the contractor. In this document and elsewhere, the following terms will be used to describe portions or segments of materials to be digitized:

collection

A coherent group of materials defined and named by a curator as a permanent unit within the Library's holdings. Example: A collection of folk music recordings made by collector on a particular field expedition.

group

A coherent group of materials defined for the digitization activity which is not a collection in curatorial terms. Example: A set of 78 rpm phonograph records that may represent a portion of the Library's holdings of commercial recordings in this format.

batch

A block of materials within a collection or group that shall be treated as a production unit, i.e., task order and delivery requirements will be stated in terms of batches. The size of each batch will depend upon the value of the original, its fragility, the availability of secure storage at the scanning site, and other factors. Example: The digitization of the folk music collection might begin with a segment of about 5 hours duration selected from the entire body of material. This will be called batch one or the first batch from the collection.

3.2      Identification and Associated Data Set

3.2.1   Identification of Tape Boxes

Each original item furnished will be marked with a physical identification number. Tape boxes typically have an identification number written on the back.

3.2.2   Library Furnished Data Set

For each collection, group, or batch, the Library will provide a database pertaining to the items to be digitized. The database will be provided to the contractor in a common software, e.g., MS ACCESS, Paradox, or dBase, or the data will be provided in a comma-delimited ASCII file that can be loaded into common software. The database will contain core information about the items or groups of items; the contractor shall add technical information that reflects the digitization process.

3.2.3   Library Technical Assistance for Database Implementation

The Library understands that the implementation of the database by the vendor may require assistance or support. The Library will furnish database support via telephone and email consultation, not to exceed (1) 24 hours of assistance during the startup and testing phase, (2) 8 hours at the start of each task order, and (3) one-half hour (0.5 hour) per week during the production period.

3.3      Shipment to Contractor

All work shall be performed at the contractor's work site. The Library will prepare and pack the original tapes for pick-up or shipping from the Library's site in Washington, DC. Vendors shall indicate in their proposal whether the material will be picked up by the vendor or the vendor's licensed and bonded courier at the Library, or shipped, at contractor's expense, to the contractor via a Library-approved shipper.

Each shipment will be accompanied by an inventory that lists each original recording by item number. The contractor shall validate shipments and sign a receipt for them. The contractor shall return a receipt that list all items received to the COTR within one week. A written record shall be made of any deviation(s) from the Library-furnished inventory and the Library's Contracting Office Technical Representative (COTR) shall be notified immediately. To minimize the potential for loss or damage to the original recordings, the Library will ship materials in batches.

4        CONTRACT WORKFLOW

4.1      Lot 1: Start-up and Testing Activity

The work under this contract shall begin with a startup and testing activity. This activity is Lot 1 in the schedule of costs and is described in detail in attachment 1. Startup and testing is intended to resolve various audio and imaging technical questions, confirm and finalize the definition of technical elements, and ensure a mutual understanding of the database requirements. One of the key issues to be addressed in this include matters of audio quality and options for cleanup; see section 5.2 for discussion of this important topic.

4.2      Lot 2: Tasks and Task Orders

After completion of the startup and testing activity (Lot 1), the remaining work on this contract is considered to comprise Lot 2, and this work will be executed under task orders issued by the Library. Tasks will pertain to batches of material that are coherent and similar in their characteristics. Reimbursement for work performed under task orders shall be in accordance with the contract, and the indefinite-quantity cost lines (CLINs) that are established in the contract's Schedule of Pricing.

4.2.1   Explanation of the CLINs

The schedule of pricing for this request for proposal includes a set of five CLINs:

CLIN 01  Audio engineering services, including data entry and media. The main element in this CLIN is the cost per hour for what is often called "recording studio time" in the industry. Appropriate staff, facilities, and equipment shall be available to perform the needed tasks associated with playback and re-recording of historical sound recordings. Vendors should note that this cost shall include the data entry associated with the recording job at hand and any costs for media associated with a given job. In addition, a separate CLIN (04) has been established for the management of the batch processes used to produce service copies of the master recording.

CLIN 02  Image scanning services, including data entry and media. The main element in this CLIN is the cost per hour for scanning services. Appropriate staff, facilities, and equipment shall be available to perform the needed tasks associated with scanning printed matter or other documents that are part of historical sound recording packages. Vendors should note, however, that this cost shall include the data entry associated with the scanning job at hand and any costs for media associated with a given job.

CLIN 03  Additional data entry. This CLIN is intended to allow for exceptional or extensive data entry for a given re-recording or scanning job. A vendor proposal in response to a Library task statement of work, for example, may identify some portion of the data entry as exceptional, or as more efficiently carried out, in a separate operation. Thus a vendor may propose that the total data entry for a task be divided between activities covered by CLINs 01, 02, and/or 03.

CLIN 04  Batch-processing, active management. This CLIN is intended to govern batch processes that do not require the full time attention of contractor personnel. For example, the production of a batch of MP3 files from a batch of WAVE master files may be executed by equipment operating overnight, after personnel have departed. The cost would be for the hours that personnel spend setting up the job before departing, and the hours spent retrieving and checking the job after returning. Data entry associated with the batch process may be included in this cost, or proposed in association with CLIN 03.

CLIN 05  Analog recording tape (10 inch reels). This CLIN is for the additional cost of recording stock when analog preservation tapes are required within a particular task (see section 5.1.4). The audio engineering effort to produce the recordings shall be covered under CLIN 01.

4.2.2   Procedures: Statement of Task, Contractor Proposal, and Task Order

When the task requirements are outlined by the Library, the contractor shall respond after carrying out an aural and physical examination of the samples. The contractor's proposal for the task shall provide an analysis of the materials to be digitized, together with recommendations for treatment and digitization procedures. Matters of audio and image quality and cleanup for each task shall be addressed in this analysis and recommendations.

The procedure for jobs to be carried out as part of Lot 2 include these steps:

4.2.3   Technical Setup Subtask: An Option for Individual Tasks

If the job called for in a statement or work is complex or requires specialized skills, the execution of the task may include a technical setup step. During the technical setup subtask, the COTR and the contractor's project manager resolve any outstanding issues, technical matters, or administrative matters pertaining to the effort. In order to reach this resolution, the contractor shall do such things as prepare provide 10-20 sample digital items that display technical solutions and levels of quality for the Library's inspection, or create database information.

Technical setup subtasks may be part of the Library's statement of work or may be added as a element in the contractor's proposal in response to the Library's statement. Reimbursement for the technical setup phase shall be in accordance with the contract Schedule of Pricing.

5        AUDIO DIGITIZATION REQUIREMENTS

The contractor shall produce sets of digital audio files following both the requirements included in this Statement of Work and also collection-specific requirements that may be outlined in task orders.

5.1      SIGNAL AND FILE FORMATS TO BE PRODUCED

5.1.1   Multiple Audio-File Sets

The Library requires that each original sound unit ("side," "cut," or other) be reproduced as a set of three digital audio files:

(1) Master file: 96 or 48 kHz/24 bits (specific requirement will be stated in task order)

(2) Service file (higher fidelity): 44 kHz/16 bit

(3) Service file (lower fidelity): MP3

5.1.2   Master File

The master file listed here is under consideration as a future replacement for the open-reel analog tape recordings current designated as preservation masters.

Bitstream: Uncompressed PCM
Configuration: Monophonic or stereo depending upon characteristics of source item
Sampling frequency: 96 or 48 kHz depending upon characteristics of source item
Word length: 24 bit word length
File format: WAVE
Enhancement: No cleanup, or minimal cleanup as agreed to by Library after analysis and recommendations at time of task order establishment
Filename structure: Item identifier as specified by Library, followed alpha character m, and extension wav, e.g., 1235m.wav

5.1.3   Derivative Service Files

Service files are versions or manifestations of the master file at lower resolution and/or in formats that are more convenient for network access. The production of these manifestations of the recording will require the use of down-sampling to lower levels or resolution and/or compression. For the sake of efficiency in production, the Library prefers that vendors employ batch or automated processes to produce these derivatives. Thus any enhancement or cleanup to be applied, subject to Library approval when task orders are established, should entail processes that are also susceptible to batch or automated processes.

5.1.3.1  44/16 Service File (higher fidelity)

This service file is, in effect, "CD quality," although the bitstream shall be placed in a WAVE file.

Bitstream: Uncompressed PCM
Configuration: Monophonic or stereo depending upon characteristics of source item
Sampling frequency: 44 kHz
Word length: 16 bit word length
File format: WAVE
Enhancement: No cleanup, or minimal cleanup as agreed to by Library after task order analysis and recommendations at time of task order establishment
Filename structure: Item identifier as specified by Library, followed alpha character sh ("service high") and extension wav, e.g., 1235sh.wav

5.1.3.2  MP3 Service File (lower fidelity)

Bitstream: MP3
Configuration: Monophonic or stereo depending upon characteristics of source item
Quality: Data rate of 256 or 128 kilobits/second, as determined after task order analysis and recommendations at time of task order establishment
File format: mp3
Enhancement: No cleanup, or minimal cleanup as agreed to by Library after task order analysis and recommendations at time of task order establishment
Filename structure: Item identifier as specified by Library, followed alpha character sl ("service low") and extension mp3, e.g., 1235sl.mp3

5.1.4   Analog-tape Preservation Copies

Until the Library is satisfied that computer file copies will serve as preservation copies, it will continue to produce or request the production of analog tape copies. Many of the items to be digitized in this procurement have already been copied to analog preservation tapes (in fact, those tapes will be the items supplied for the digitization process) and no additional tape copies will be requested. For task orders in which digitization is proceeding from not-yet-preserved tape recordings, or in instances in which the preservation tape itself is deteriorating, the Library may also request an analog tape copy from the contractor. The specifications for analog tape copies are provided in attachment 2.

5.2      QUALITY FACTORS AND AUDIO CHARACTERISTICS

5.2.1   Quality of Sound and Cleanup of Historical Recordings

Issues of audio quality are important to the Library, and the institution maintains a very conservative stance on cleanup, i.e., the removal of pops and clicks and the suppression of noise. The Library expects to maintain a close working relationship with the contractor as materials are digitized. The source items are variable in their inherent quality and condition and this means that precise, comprehensive rules for treatment and digitization cannot be articulated. The audio digitization process shall yield master and service versions of the materials digitized. Vendors are encouraged to provide efficiencies by developing a production process that first produces the master and subsequently produces service copies as derivatives in an automated or semi-automated process.

In general, masters are to receive little or no cleanup and/or enhancement. When assigning and analyzing any given task, the Library will discuss the degree to which service copies may receive cleanup or enhancement. The Library will consider cost when deciding whether to seek cleanup or enhancement of service copies, thus favoring approaches that can be applied in a batch or automated manner.

5.2.2   Sound Equalization, Noise Reduction, and Minimization of Distortion

The overall objective of this project is not to "restore" the original recordings, but to make a clear, accurate re-recording of the original. In this context, "restore" means the transformation of the recording into a state that, for example, attempts to recreate the sounds that reached the original recording device. This is not the Library's goal. The Library's goal is a reproduction of the recording as a recording. Although this concept may sometimes allow for reducing the effect of defects like scratches that affect a particular copy of an original disc recording, the Library's general stance about cleanup is very conservative.

The contractor(s) shall play all original recordings with the appropriate original system de-emphasis curve ("playback equalization," e.g., a Dolby system on an audiocassette or the RIAA curve on an lp) to obtain the full natural presence of the original sound and the best possible re- recording from the original.

Only in cases where obvious technical problems exist shall the contractor(s) utilize selective filtering or noise suppression to improve the quality or intelligibility of the original recording. In such cases the contractor(s) shall use appropriate filtering and noise reduction techniques in moderation and generally such techniques are to be applied to only defects obviously extraneous to the desired program material. The contractor(s) is encouraged to rely upon appropriate professional judgment to achieve the best results. Any doubts or questions about a specific technical application should be discussed with the COTR.

5.2.3   Adjustment and Measurement of Playback Devices

The contractor shall employ recognized professional methods to prepare the equipment used for playback of the source materials, e.g., the vendor-furnished tape players used to play the analog audio tapes furnished by the Library, and other associated vendor-furnished equipment: amplifiers, switching devices, equalizers, etc. The contractor shall have the means to record the results of alignment tests, which can be provided to the Library. Such reports on the adjustment and setup of playback devices are required at the start of every job and, if so noted in task orders for large-scale jobs, may also be required "at the beginning" of certain batches within a job.

Professional methods for the adjustment and setup of equipment include such elements as cleaning and demagnetization of playback heads, azimuth and other adjustments, and the transmission, recording, and analysis of test tones to determine that a full range of frequencies travel through the system, and that the overall system is free of noise, flutter, and other distortions.

5.2.4   Adjustment and Measurement of Recording Devices

The contractor's equipment shall meet the requirements of customary industry standards for recording devices. The contractor shall employ recognized professional methods to prepare the digital audio workstations used to produce the digital files and the analog tape recorders used to record analog preservation tapes. The contractor shall have the means to record the results of alignment tests, which can be provided to the Library. The contractor shall have a means to record the application of this method and of reporting its outcome to the Library. Reports on the adjustment and setup of recording devices are required at the start of every job and, if so noted in task orders for large-scale jobs, may also be required for certain batches within a job.

5.2.4.1  Measurement of Digital Recording Devices

The contractor may use the method outlined below or propose a method for approval by the Library, and then employ that method as work proceeds. The Library's recommended method is to use the standard ITU test sequences known as CCITT 0.33.00 (mono) and CCITT 0.33.01 (stereo). This is an international standard that consists of a series of tones and also tests for such things as frequency response, distortion and signal to noise ratio. The ITU has adopted this sequence as a world standard for satellite broadcast transmissions. It is a 28 second signal easily generated by test devices such as the Tektronix ASG 100 or equivalent.

The CCITT test sequence shall be recorded as a WAVE file of the type identified as a master for a given task, e.g., a 96 kHz/24 bit or a 48/24 kHz/24 file.

In the event that an offeror does not own the needed tone generator, the Library is willing to consider a variant on this procedure in which the Library records the CCITT tone sequence at a given level on a write-once CD as a 96 kHz/24 bit WAVE file. The contractor shall take the output of these recordings, convert them to analog (D-A), then convert them back to digital (A-D) using the equipment to be used for actual recordings, and produce the digital file.

The Library will analyze the files submitted using a Tektronix VM700A video measurement set with added audio features, or its equivalent. The contractor's test file must meet the following requirements:

Tones in file: all tones must be present

Total harmonic distortion: not more than 0.002 percent

Noise: not in excess of (i.e., not a lower numerical value) -105 db (minus 105 db) relative to digital 0 (zero)

5.2.4.2  Measurement of Analog Recording Devices

The Library requirement for analog tape recorders is that the CCITT tone set, or an alternative approved by the Library, demonstrates that the device, at 7.5 ips, is capable of recording frequencies from 31 to 15,000 kHz, +/- (plus or minus) 3 db. In the event that an offeror does not own the needed tone generator, the Library is willing to provide a 96 kHz/24 bit WAVE recording of the tone series on a write-once CD.

5.2.5   Announcements and Slates

As a general rule, slates or engineer's announcements or comments on copy tapes shall be edited out of the digitized copies. Care should be taken, however, not to eliminate comments that are part of the original program. To the degree possible, the contractor shall use these announcements or comments to verify the identification of items as given in the database, and in the event of discovering discrepancies, shall notify the COTR to determine the proper course of action. Exceptions to the general rule may be stated when task orders are developed. No new slates or announcements are to be added to the digitized copies.

5.2.6   Skips in Material Copied from Old Disc Recordings

Material copied from discs may have occasionally skipped or repeated during the copying process. These skips may be placed in two categories: (1) at the end of a selection and (2) in the middle. The skips at the end tend to be clear-cut and easily recognizable. Skips in the middle are more challenging to recognize. When encountered, the contractor shall (to the best of his ability) eliminate skips that occur at the end of a selection. Presumed skips that occur in the middle of a selection should be left unedited, i.e., the contractor shall not edit the re-recording into a seamless finished product. The contractor shall note the identity of possible mid-skip items in the database.

5.2.7   Unidentified Selections

When comparing the recordings found on the tapes supplied by the Library to the database furnished by the Library, the vendor may encounter instances of undocumented selections. The Library would like to receive digital files for these selections. When such unidentified selections are discovered, however, the contractor shall notify the COTR to determine the proper course of action, e.g., the filename to be assigned and the details for a placeholder record in the database.

5.3      FILE HEADERS OR THEIR EQUIVALENT

5.3.1   Information Tags (Headers) in WAVE files

The Library requires that data be placed in the following four WAVE file "INFO chunk" fields:

WAVE INFO chunk

Data

INAM

Name/Title

Title for the item from the database field description_title.

Example:

Iwo Jima campaign, February 19, 1945

ICRD

Creation date

Date digitized by vendor as YYYYMMDD

Example: 19991104

IARL

Archival location

Same data for all files:

Name of institution, identifier for the item from database field handle_agg_item.

Example: Lib Cong 54420001.03b2

ICOP

Copyright

Same data for all files:

See accomp info

Additional fields may be used at the vendor's suggestion and following approval by the Library. The structure of the data listed in the table above takes into account the possibility of automated insertion into the ID3 v.1 dataset for MP3 files, in which the fields have a 30-character limit. For a complete overview of file headers, see attachment 4.

5.3.2   ID3 Headers in MP3 Files

The Library requires headers in the following fields if the ID3 v.1 header for MP3 files is used. If during the course of this project, the Library and contractor mutually agree to employ the under-development ID3 v.2 header; similar fields shall be used. Additional or alternative fields may be used at the vendor's suggestion and following approval by the Library. For a complete overview of file headers, see attachment 4.

MP3 ID3 v.1 tag

Data

Song title

Title for the item from the database field description_title.

Example:

Iwo Jima campaign, February 19 [as truncated by the 30-character limit]

Year

Date digitized by vendor as YYYYMMDD

Example: 19991104 [or truncate to 1999 if there is a four character limit]

Copyright

Same data for all files:

See accomp info

6        DIGITAL IMAGE REQUIREMENTS

The contractor shall produce digital images following both the requirements listed below and collection-specific requirements that may be outlined in task orders. Only master digital images shall be produced; the Library will produce derivative service images after the masters have been loaded into the Library's server storage systems.

Note that the specifications for pictorial or color items (Section 6.1) differ from those for textual-typographic items (Section 6.2).

6.1     PICTORIAL OR COLOR ITEMS

6.1.1   Images to Be Delivered

The Library requirement is that each surface (exposure in microfilm terms) in the original items shall be reproduced as an uncompressed master image and a compressed service image.

6.1.1.1  Master Image

Spatial resolution: 300 dpi. This resolution shall be the actual optical resolution of the capture (or a reduction therefrom if greater than 300 dpi) and shall not represent values achieved by interpolation.
Tonality (pixel-depth resolution):
  Color: 24 bits-per-pixel
  Grayscale: 8 bits-per-pixel
Enhancement: No sharpening or other enhancement
Compression: Uncompressed
File format, header: "Intel" TIFF, with ver. 5.0 or 6.0 headers (content specified in section 6.3 below and in attachment 4)
Other: Must work in Windows environment, must open in Adobe PhotoShop, HiJaak, and ThumbsPlus software
Filename structure: Identifier as specified by the Library, alpha character m, and extension tif, e.g., 1235m.tif

6.1.1.2  Service Image

Spatial resolution:

300 dpi.

Tonality(pixel-depth resolution):
  Color: 24 bits-per-pixel
  Grayscale: 8 bits-per-pixel
Enhancement: No sharpening or other enhancement
Compression: JPEG compressed to about 20:1 (average for a delivery batch)
File format, header: JFIF (JPEG file interchange format)
Other: Must work in Windows environment, must open in Adobe PhotoShop, HiJaak, and ThumbsPlus software
Filename structure: Identifier as specified by the Library, alpha character s, and extension jpg, e.g., 1235s.jpg

6.1.2   Image Tonal Range

The tonal range of the delivered digital images shall be representative of the original scene or artifact, i.e., the objective is to reproduce the items as they exist in the collection.

Providing images with acceptable tonal qualities shall require that the scanning operator exercise judgement when producing the images. The operator's judgement required to achieve the required outcome shall be especially critical when imaging color items. Utilization of general imaging industry standards and those as agreed to and established during the contract startup and testing phase shall be followed. Additionally, consultation with Library staff may, when necessary, be required in order to ensure that appropriate operator judgements are made throughout the run of a particular batch.

The tonal value ranges shall be as follows:

6.1.3   Treatment of Printed Halftones

Printed halftones present problems in reproduction because the act of scanning (which employs a "grid" or raster) may produce moire patterns that degrade the image. These are interference patterns analogous to the beat frequency produced when playing two musical tones of very nearly the same frequency at the same time.

In some cases, it may be possible to mitigate the moire effect by using tools in the software associated with the scanning process. For example, some workers have found it helpful to employ low-pass and high-pass filter, sometimes in combination with blurring and sharpening algorithms. The determination of which tools may be used will be an outcome of the analysis and recommendations step that occurs at when new tasks are being established.

6.2     TEXTUAL-TYPOGRAPHIC ITEMS

Typographic items are defined as pages or surfaces for which the only printed content consists of typography ("a page of text") with even, clear ink impressions, and/or for which the only illustrative component is line art. Such items may be successfully reproduced as bitonal (pure black and white) images. Textual items with uneven inking, containing printed halftones, or in the form of manuscript (e.g., a tape box with handwritten identifications) shall be imaged in the same manner as the pictorial or color items covered by the requirements in the preceding section.

6.2.1   Master Images to Be Delivered

The Library requirement is that each original item shall be reproduced as a master (or archival) image, compressed by the lossless ITU Group IV algorithm.

6.2.2   Master Image Specifications

Spatial resolution: 600 dpi. This resolution shall be the actual optical resolution of the capture (or a reduction therefrom) and shall not represent values achieved by interpolation.
Tonality (pixel-depth resolution): 1 bit per pixel
Compression: Compressed with ITU Group IV ("FAX") compression
File format, header: "Intel" TIFF, with ver. 5.0 or 6.0 headers (content specified in section 6.3 below and in attachment 4)
Other: Must work in Windows environment, must open in HiJaak, ThumbsPlus, and ACDSee software
Filename structure: Identifier as specified by the Library, alpha character m, and extension tif, e.g., 1235m.tif

6.3     ADDITIONAL REQUIREMENTS FOR IMAGES OF BOTH PICTORIAL/COLOR AND TEXTUAL-TYPOGRAPHIC ITEMS

6.3.1   TIFF Header Requirements

TIFF version 5.0 or 6.0 (or; later) shall be satisfactory. In addition to the data that is normally inserted in TIFF headers by scanning software, the Library requires that data be provided for the following TIFF tags:

Description Tag Comments
ImageWidth 256 actual pixel count
ImageLength 257 actual pixel count
DocumentName 269

collection identifier and filename from database field handle_agg_item Example: 54420001.03b2

DateTime 306 date digitized by vendor as YYYYMMDD; time indication is not required but may be added
Artist 315 Library of Congress

In order for the digital images to open in all software packages, the TIFF header tags shall be sorted into ascending numerical order. Note that attachment 4 contains additional information about headers.

6.3.2   Cropping and Skew

The Library wishes to provide researchers with a reproduction of the entire original item. Thus, images shall be framed and cropped to show the entire original item and beyond the item's edges. In the delivered images, the amount shown beyond the edge of the item shall be no less than 1.5 percent of the dimension of the long side image. Thus, for a 3,000 x 2,000-pixel image, the border beyond the reproduction of the original item shall consist of approximately 35 pixels on all four sides; for a 640 x 480-pixel image, the border shall consist of approximately 10 pixels on all four sides.

Image skew is judged in comparison to paper-sheet orientation, i.e., if printed lines are skewed on the original printed page, they will also be skewed on the image. Image skew as measured in comparison to the paper sheet shall not exceed 3° (three degrees) of rotational angle.

Exceptions to these requirements may be stated in some task orders.

7        NAMING REQUIREMENTS FOR FILENAMES AND DIRECTORIES

7.1     Background: Handles as Persistent Identifiers

The Library has adopted the "handle" form of the URN (Uniform Resource Name) as a persistent identifier for its digital objects and is in the process of implementing its use for Library content. This contract is concerned with the production of component parts for future digital objects and thus uses an interim naming structure. The interim structure, however, is intended to simplify the process of assigning handles, when the Library assembles the final digital object. Although the information they contain is not essential to performance in this contract, interested parties may refer to the 1996 paper Identifiers for Digital Resources and the website devoted to handles.

The structure of the handle includes two elements that the Library has dubbed aggregates and items. These two elements, in fact, provide the main identification for individual items. Here's an illustrative example:

54420001
Aggregate identifier for first portion of Marine Corps Combat Recordings to be digitized. The identifier is based on a Library of Congress filing number (LWO 5442) associated with this collection. The digits "0001" were added to permit creation of several aggregates if the quantities get too big, e.g., 54420002, 54420003, etc.
02b3
Item identifier for one specific recording:
02 = reel number
b = side B of the reel
3 = the "cut" or number of the selection-on-the-reel-side

After delivery and ingestion into the Library's repository, these identifiers will be incorporated into handles that have been registered in the Library handle system. The identifiers will also be incorporated into one or more Library databases. While the content is being digitized and delivered, however, the Library has determined that it is useful to name files and storage directories using this same identifiers, in order to track items in progress. Thus the Library requires that these identifiers be used when materials are delivered by contractors.

7.2     Directory Names for Contractor Deliveries

The delivery directories shall provide all master materials in separate directories from the service copies upon delivery to the Library. All delivered "m" files, regardless of filename, shall be placed in the "m" directory for the correct item. All delivered "s" files, regardless of filename, shall be placed in the "s" directory for the correct item.

In each structure, the directories are always two levels deep and only two levels deep. The identifier for the first directory is found in the database in the "handle_aggregate" field, while the second directory is in the "handle_item" field.

Each filename will start with the characters found in the "int_stem" field. The filename is completed by adding the letters denoting the use category and then the proper extension for the type of file. For example, take the intermediate object that includes these data elements:

handle_aggregate: npr0001
handle_item: raa4559
int_stem ct01 (for the image of the box, or "container")
int_stem: 4559 (for the audio of the sound content of the tape)

In this case, the pathname and filename for the master TIFF would be:
m/npr0001/raa4559/ct01m.tif

The audio master for the same item would be:
m/npr0001/raa4559/4559m.wav

Here are additional illustrative examples:

Historical 78 rpm recordings (no images required):

Masters:
m/rwb3996/399606/files
list of files for this item:
399606m.wav
Service copies:
s/rwb3996/399606/files (no additional subdirectories)>
list of files for this item:
399606sh.wav
399606sl.mp3>

Audiocassettes (images required):

Masters: m/ca0001/ryb3181/files

list of files for this item:
181am.wav
181bm.wav
ct01m.tif (container image)
ct02m.tif (container image)
181am.tif (image of label, side a)
181bm.tif (image of label, side b)
Service copies:
s/ca0001/ryb3181/files
list of files for this item:
181ash.wav
181asl.mp3
181bsh.wav
181bsl.mp3
ct01s.jpg
ct02s.jpg
181as.jpg
181bs.jpg

7.4 Delivery in Multiple Sets or Media Permitted

As indicated above, the requirement that materials be delivered in a specified directory structure is to facilitate efficient copying into a UNIX server filesystem. This does not mean that all files for a given item must be delivered together in a single directory, since the copying or movement to the UNIX system can add new files to existing directories and, in the case of rework, can overwrite an existing (rejected) file with its replacement. Thus the contractor may do such things as deliver all of the audio files on one delivery media unit (e.g., a CD-ROM or computer tape) in the required directory structure and all of the images for the same item on another delivery media unit, again in the required directory structure.

8        DATABASES TO MANAGE PRODUCTION AND CAPTURE METADATA

8.1     Background

The Library manages the production process using databases. These production databases are also the tools that harvest the metadata that is needed for the future digital repository for audio-visual content. For the audio-visual prototyping project, a production-management and metadata-capture database has been created in MS Access software.

8.2     Contractor Database Requirement

The contractor shall enter certain data into specified fields in the database and specific requirements will be outlined in the statements of work for specific tasks. In the course of data entry, the contractor shall refer to the physical identification number on each original item in order to determine that the correct database record is open for data entry. The original items will be marked in some way with a unique number, e.g., tape boxes have numbers written on them.

Data will have been entered by the Library for fields that contain core information about the items or groups of items. The contractor shall add information to the database as items are digitized, e.g., certain types of technical information and the names actually assigned to the files. The database will include a field into which the contractor shall record narrative that pertain to the item at hand, e.g., a note about the condition or characteristics of the items being captured, or any other type of record keeping that may be useful in the production process.

Certain types of data are susceptible to automated extraction and transfer from file headers or other file information, e.g., the audio data rate may be provided in the ID3 unit in an MP3 file, or horizontal and vertical pixel dimensions will be contained in the TIFF header. Potential vendors are encouraged to develop automated means to extract and transfer such data into the database. The Library has adopted or developed some tools that accomplish certain data-extraction tasks and will furnish these routines upon request.

8.3    Library Technical Assistance in Database Implementation

The Library understands that the implementation of the database by the vendor may require assistance or support. The Library will furnish support via telephone and email consultation. The support offered shall not exceed (1) 24 hours of assistance during the startup and testing phase, (2) 8 hours at the start of each task order, and (3) one-half hour (0.5 hour) per week during the production period.

8.4     Database Reflects Future Digital Display

The Library's future display will present most recorded sound items as complex hierarchical objects and the database is structured to reflect that hierarchy. These digital objects consist of at least three levels of structure, best described by an example:

1. Primary object: the entire work: "Interview with Marine Lance Corporal Smith"

2. Intermediate objects: each of three cuts that represent parts of the interview:
3b04 First cut: reel 3, side B, cut 4
3b05 Second cut: reel 3, side B, cut 5
4a01 Third cut: reel 4, side A, cut 1
3. Terminal objects: three files for each cut
3b04m.wav Master
3b04sh.wav Service, higher fidelity
3b04sl.mp3 Service, lower fidelity
3b05m.wav Master
3b05sh.wav Service, higher fidelity
3b05sl.mp3 Service, lower fidelity
4b01m.wav Master
4b01sh.wav Service, higher fidelity
4b01sl.mp3 Service, lower fidelity

8.5     Vendor to Generate Tables within Database as Needed

In some cases, the database furnished by the Library will contain single records that represent a group of items. Or the database may contain a single record for a "primary object" but will require that subsidiary tables be generated for "intermediate objects" and/or "terminal objects." In these cases, the contractor shall "clone" the record for each item actually captured before entering the identifier for that item.

For example, the database for the Marine Corps Recordings will indicate the number of cuts that make up an item (typically from one to three) and identify the first and last cut. As production proceeds, the vendor will determine the precise quantity of cuts and create datasets for each cut, and for each specific file produced for that cut.

For example, the Library's data indicates:
First cut: reel 3, side B, cut 4
Last cut: reel 4, side A, cut 1
During production, the vendor determines that the set also includes:
Second cut: reel 3, side B, cut 5 (last cut on the side)

8.6     Database Format

The Library will furnish the pre-existing database as a MS Access "mdb" file or, if the vendor so requests, in a format capable of being loaded into common software, e.g., a comma-delimited ASCII file. The vendor shall return the database in the same format types, i.e., as a MS Access "mdb" file or in a format capable of being loaded into common software, e.g., a comma-delimited ASCII file.

10        HANDLING AND QUALITY CONTROL REQUIREMENTS

10.1     Contractor Responsibilities

All handling and scanning labor shall be performed by contractor personnel which shall include removing items from storage containers one at a time, performing the digitization and associated record keeping, and replacing the items in the housing after capture has been completed. The capture device(s) to be utilized shall not cause harm to the materials being scanned.

The contractor shall observe the detailed guidelines on handling and storage of materials outlined in attachment 3.

10.2     Contractor Quality Control Program

The contractor shall initiate, document, and maintain a quality control program specific to this contract throughout the life of this contract. The Library expects that the contractor shall perform quality control for 100 percent of deliverables. The contractor shall be responsible for inspecting the accuracy of filenames and directories for all digital images produced under this contract. The plan shall address all specification and reporting requirements associated with each phase of contract performance, beginning with receipt of the original materials through delivery and approval (acceptance) by the Library. The contractor shall be responsible for performing all inspections or evaluations of the quality of all re-recordings during production to ensure that the quality of the re-recording conforms to the guidelines and requirements specified in this contract. Inspection equipment shall be of appropriate quality, accuracy, and quantity to ensure that all requirements of this contract are met. The program shall also include procedures that address this contract's requirements for data entry, labeling, containers for analog tapes (if any), and delivery.

10.2.1   Contractor Quality Review: Audio

Contractor quality review of audio shall include, but is not limited to, the following criteria:

10.2.2   Contractor Quality Review: Images

Contractor quality review of images shall include, but is not limited to, the following criteria:

10.2.3   Contractor Quality Review: Other Factors

Other factors related to the performance of the contract specifications shall include:

10.3     Contractor Reports

The contractor shall produce the following reports as work proceeds:

Receipt of materials acknowledgment: Receipt due no later than five (5) days after the arrival of shipment of original materials to contractor premises. See also section 3.3 above.

Delivery report. This report shall accompany each delivery of re-recordings and each rework batch. It shall include two elements:

(1) Documentation pertaining to the shipment to include a list of the delivery media and a printout of the delivered directories and files.

(2) Quality control summary report: This report shall be a narrative statement of any problems encountered and actions taken. When appropriate, problem statements shall be listed in terms of the identifier(s) for the item or items associated with the problem. If details have been recorded in the database for this batch, the summary report need only state that the database must be consulted for descriptions of problems and actions taken.

10.4     Rework

Rework means the digitization of replacements for unacceptable digital content delivered to the Library. For rework, the contractor shall follow all contract specifications and specific task specifications as agreed to for the original digitization and database content, unless otherwise directed by the Library's COTR.

11        DELIVERABLES AND DELIVERY

11.1     Types of Deliverables

The work to be performed shall yield deliverables of the types listed below. The general types of deliverables shall include:

Content delivery:
Digital audio and/or image files delivered on suitable media
Newly created or updated databases.
Delivery report to accompany deliveries (see section 10.3)
Other documents:
Receipt of materials acknowledgment (see section 10.3)

11.2     Delivery Media

Digital content shall be delivered either via file transfer protocol (ftp) if the vendor has a high bandwidth transfer capability, or on media proposed by the contractor and approved by the Library. If ftp is selected, arrangements will be made by the Library and additional information will be supplied at the time of transfer.

Options for delivery in the form or media include but are not limited to:

(1) Outboard hard drives that may be attached via a SCSI connection to the Library's Windows 95 or Windows NT workstations. Drives filled with content may be delivered to the Library for a period of 10 (ten) working days, during which period the Library will copy the content to its servers and return the hard drives.

(2) Write-once CD-ROM disks when files sizes do not exceed disk capacity. If used, these disks shall conform to all ISO 9660 specifications except that the Library requires the use of lower-case letters in directory and file names.

At the time of delivery, each delivery item shall be labeled with the collection name, delivery batch identifier, and date completed.

11.3     Delivery Filenames and Directories

Each delivery media unit shall contain properly named files organized in properly named directories as indicated in the general guidelines in section 7 above, and in the guidelines provided in task orders.

11.4     Delivery of Rework

Unacceptable deliveries shall be delivered in rework batches. If a rework batch consists of a small number of small items, delivery may be on floppy disks or a write-once CD-ROM. Separate floppy rework disks or rework media units shall be produced for each collection (to facilitate archiving by the Library). Each rework delivery media unit shall be named and marked in a manner similar to that used for the main delivery disks, with the letter r added as the last character in the name and the word rework written on the disk label. Rework batches shall not contain any previously accepted files.

11.5     Shipment Documentation

Each shipment of digital files shall be accompanied by directory and filename lists of the contents for each delivery media unit. The filename list shall contain file sizes and the date and time of creation information for each file.

11.6     Return of Government Furnished Materials

All products developed under this contract shall belong to the U.S. Government, including the proprietary rights therein. The contractor shall return to the Library all original materials in good condition.

11.7     Replacement of Items

For some collections, the Library will be furnishing the contractor the only or the best existing copy of a unique item. If the version furnished to the contractor is lost or destroyed, and if materials exist that can be used to prepare a replacement, the contractor shall prepare or pay the cost of preparing a new copy of the best type possible, working from the best source version available to the Library.

In other cases, the Library may already hold a copy of the item. If so, and if the contractor loses or destroys the material originally furnished, the contractor shall prepare or pay the cost of preparing a suitable duplicate from the copy on hand. This duplicate or print will then be furnished to the contractor for use in production.

11.8     Intermediate Production Formats and Duplicate Digital Files

Although the contractor may retain copies of the digital scanned files created as working backups, at the end of the contract period, the contractor shall erase or destroy all backup or duplicate files and materials.


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( August 31, 2010 )