TRENT RADIO SPOKEN WORD ARCHIVE PROJECT
 - prepared Jan 98 / jkm
 - last modified Apr 98 / jkm

COLLECTION STATEMENT
 - Introduction / bedwards & jkmuir
 - Data Structure / bedwards & jkmuir
 - Accomplishments over the period Jan-Apr 1998  / bedwards

Trent Radio "Spoken Word Archive" Collection Statement

INTRODUCTION
The Trent Radio "Spoken Word" Archive project, established January 1998,
is an initiative designed to effectively organise and archive the
station's extensive existing and ever growing spoken word collection, and
to make it readily available to present and future Trent Radio community
members.  This project was created under the direction of Programme Director
Barb Woolner, General Manager and Technical Supporter John Muir, and is
coordinated by student staff member Brendan Edwards with assistance from
students Emma Carney and Nancy Logger.

It is estimated that the station currently possesses approximately 1200
spoken word tapes.  Currently this collection consists exclusively of
cassettes.  The "Spoken Word" collection is made up of programmes ranging
widely in content, consisting of externally and locally produced programming,
including:

   radio documentaries  radio art     literary readings   interviews
   news programmes      radio dramas  recorded lectures   biographies

These educational and useful research tools cover material that is local,
national and international in content and viewpoint.

It is the aim of those involved in this project that this collection and
future acquisitions be carefully archived so as to provide a useful means of
searching and acquiring the wide range of information that is available from
these tapes.

The nature of the work involved in making this project successful will
include gathering and recording information on each specific programme or
tape, sorting, labelling, data entry and shelving.  As a safety precaution it
is recommended that a paper trail of all information archived and organised be
made for future reference.  It is important to note that the specific nature
and processes involved in completing this project may vary slightly as the
project commences and gets on its feet.

As we will all be learning as this project commences, it is recommended that
each person involved aim at focusing their attentions on one area to achieve
as much consistency and efficiency as possible.  Duties can be broken down
into sorting and organising (including labelling), initial recording and
gathering of information, data entry and shelving.


DATA STRUCTURE
The Trent Radio "spoken word archive" data structure consists of sixteen
(16) different entry fields.  The following are definitions of each of these
fields (including information in each may not be relevant to every entry).

ID: A number unique to each cassette. this is the only field which will be
 unique to each specific tape.  The first number is an Identification Number
 assigned to the tape by Trent Radio, followed by a dash and a 0 or 1 -- 0
 indicating side one of the cassette and 1 indicating side two. For example,
 0001-0 will indicate side one of the tape which has been numbered 0001 by
 Trent Radio, while 0001-1 will indicate side two of this cassette.

SERIES: Many of these cassettes will be part of a larger programme Series.
 For example, "hearing the voice of the land."  The series title should be
 entered under this field.

TITLE: The Title of the programme or specific talk.  For example, "THE GLOBAL
 FARM REVOLT."  Some tapes will include more than one programme on each side.
 In these cases each programme should receive its own entry (where most info
 will vary but the ID number will remain consistent to the specific tape and
 side).

PART: Indicating, for example, Part 1 of a programme if the programme spans
 over more than one cassette.

PRDRSP: Production Responsibility - the name and address of the production
 group.

PRDCRT: Production Credit.  ie. the name(s) of the individual(s) who produced
 the programme or series.

PRDCTY: Production Country - Canada, Pakistan, USA, UK Brazil etc.

PRDDTE: Production Date - date that the piece was first produced.

SUBJ: Subject Description.  a brief few sentences giving description to the
 topic or nature of the programme (make use of key words when possible).

SPKR: The name(s) of the Speaker(s).

LANG: Language

GENRE: Many programmes and series will be noticeably different from each other
 in their presentation format.  Genres include: news, documentary, radio
 drama, radio art, interview, literary reading, recorded lecture....

NOTES: Miscellaneous Notes on the nature of the tape (physical or otherwise)
 that may be unique and useful to the user.  For example: label missing; poor
 recording; etc.

LENGTH: the approximate running time of the programme

FORMAT: The physical property of the recording.  Initially this archive will
 consist of cassettes only, but in the future formats may vary (ie. CD's, &c).
 Include here also if the tape is playable in mono or stereo.

CTLDTE: Catalogue Date - the date the entry was made by Trent Radio staff.

From bedwards@trentu.ca Sun May 24 17:07:56 1998
Date: Wed, 22 Apr 1998 21:54:58 -0400 (EDT)
From: bedwards@trentu.ca
To: jkmuir 
Subject: final notes

Trent Radio Spoken Word Archive:

Accomplishments over the period Jan-Apr 1998

Closing Comments, Final Notes

With the end of the year upon us, work on the spoken word archive has ceased
for the 1997-98 school term.  To date, information from approximately 206 of
the estimated cassette tapes has been recorded, entered into the computer
database, labelled and organised in the Operator's Room of Trent Radio House.
Every effort has been made to leave an organised and recognisable paper trail
of all entry records.  All information, including data entry sheets and
various notes and correspondence between those involved can be found within
the large blue binder entitled "Spoken Word Archive Records."

Under the direction of Programme Director Barb Woolner, and General Manager
John Muir, project duties were as follows:

Leader: Brendan Edwards was responsible for the overall design and creation of
the project itself, and acted as the "Spoken Word Archive Coordinator,"
overseeing and reviewing all work done, as well as recording entries by hand
to paper and labelling individual cassettes.

Classification & Identification: Nancy Logger was also responsible for
recording entries to paper, and

Data Entry: Emma Carney worked as our Data Entry person, transferring
information initially recorded by Nancy and Brendan (and Barb) to the spoken
word archive computer database.

Information included in the "Spoken Word Archive Records" binder is organised
The binder is divided into four sections, representing work in various stages
as follows;

SECTION 1: Includes all records of entries that have been entirely completed
(ie. information recorded, entered into the database, labelled and organised
on the shelves).

SECTION 2: Includes all information that has been recorded by hand to paper,
but that has not been entered fully into the database or properly labelled.

SECTION 3: Includes information on data entry sheets that is not entirely
complete and needs revision (and of course has not been entered into the
database, labelled etc...).

SECTION 4: Includes entries that have been given an ID number only, for
organisational purposes (note that all other information must be recorded,
except perhaps the TITLE).

All cassettes that have not been properly archived in the computer database
have physically been given individual ID numbers, and have been organised in
the Operator's room separate from those tapes which have been archived
entirely.  We have done this for organisational purposes and so that whom ever
continues to work on this project can comprehend (hopefully) what we have
done.  All tapes with green labelled ID numbers in the Operator's room have
corresponding data entry sheets (in various stages of completion) in the
"spoken word archive records" binder.

We hope that whom ever continues to work on this project will find these notes
useful in explaining how the archive is set up and ho future work should be
conducted.

Brendan Edwards, Spoken Word Archive Leader - 22 April 1998