Electronic Information Media

Preserving audio and video recordings on tape

Preserving audio recordings and video recordings on tape in archival conditions is not yet fully understood—not as well understood as the archival preservation of paper.

Preserving recordings depends on:

• making a long-lasting recording at the beginning;

• looking after the magnetic signal;

• looking after the binder layer and the carrier layer;

• looking after the equipment used in recording and playing recordings during storage and use; and

• careful and systematic management.

Making recordings with preservation in mind

A good place to start preserving audio recordings and video recordings on tape is with the selection of long-lasting media before a recording is made.

When making recordings, use new tape, and use the highest quality recording media that you can afford. Major brand-name tapes from audio and VCR equipment manufacturers or magnetic products manufacturers are generally of a consistently good quality.

For important recordings, make two copies on tapes drawn from different manufacturing batches.

Comply fully with specifications established by the manufacturer on which the media will be recorded or played.

If you are in the north of Australia in summer or the south of Australia in winter, allow time—about one hour—for your video camera and video tapes to warm up or cool down before use. A rapid change from an air-conditioned room to tropical heat and humidity in the northern summer, or from a heated room to the cold and damp of a southern winter environment, can clog video heads and jam video cassettes.

Looking after the magnetic signal

Magnetic recordings on tape are made and destroyed by strong magnetic fields—such as the permanent magnets in headphones and loudspeakers. The situations and equipment to watch out for are:

• high-voltage power lines;

• lightning arresters in large buildings;

• magnetic flashlights;

• fridge magnets;

• small headphones; and

• speaker cabinets.

You will usually not have to worry about damage from normal household wiring and security scanners and X-ray equipment.

Follow the guidelines below and copy old, fragile or extremely valuable recordings if you listen to them frequently. Copying is known as dubbing.

Before copying, carefully rewind two or three times any tape which has not been used for several years. Careful rewinding relieves any tension in the tape, and reduces the effect of print-through.

Consider using electronic filtering when older recordings are being dubbed onto a new copy. Filtering can sometimes be effective in removing unwanted noise and the effects of wear or damage. Clearly label the original recordings and the copies.

Throw out all damaged tapes after copying them. A damaged tape can damage your equipment and this can damage the rest of your tapes.

Storing and maintaining tapes so they will last

Heat and high humidity are the two greatest enemies of audio and video tapes in storage.

Ideally, store video tapes in an environment where temperature is constant and in the range 18–24ºC and where relative humidity is constant and in the range 35–45%.

Achieving these conditions can be difficult, but the following steps will protect your tapes, even when the conditions are not ideal.

Store tapes in an environment that is slightly cooler and drier than is comfortable for humans, in a clean atmosphere and in polythene bags.

Fast-forward and rewind the tapes before storage—make sure that the tapes are correctly wound inside the cassette.

Protect tapes from rapid fluctuations in relative humidity and temperature.

Keep tapes out of direct sunlight and away from local heat sources.

Shelve tapes upright in sturdy shelves with dividing supports every 100mm-150mm. Vertical storage is preferred to horizontal storage, because storing the containers this way helps prevent damage to the edge of the tape.

If several containers are stacked horizontally on top of each other, the plastic cassettes can warp and the player may not accept the tape.

Play tapes to the end, leaving the tape wound smoothly, with only leader or unrecorded tape exposed.

Play tapes through every few years to check their condition and to minimise any tendency for layers to stick together or to print through magnetically.

For reel-to-reel tapes, the hubs used for storing tapes should be smooth and rigid; and tapes should have their ends fastened.

Label cassettes correctly.

Make sure the tape recorder or VCR works before you insert a tape.

Handling tapes to avoid damage

Audio recordings and video recordings need to be handled carefully, to avoid physical damage and contamination. Even when your hands appear clean, traces of sweat and oil are present, which can attract dust or promote mould growth when deposited on a recording.

Handle magnetic media carefully, avoiding skin contact with magnetic surfaces—handle the cassette only.

Prohibit eating, drinking and smoking in all areas where magnetic media are used or stored.

Carry reel-to-reel tapes by the hub or centre.

Don't carry your video camera or video tapes in a bag with liquids or food that could damage the video materials.

If the materials are being used outside of the archive, library or museum, provide staff and users with specific instructions.

Looking after equipment

Clean and adjust all recording and playback equipment regularly according to the manufacturer's instructions, making sure that the recordings themselves are clean.

Clean heads and guides, rollers and other components in the tape path with a swab of isopropanol—rubbing alcohol.