Digitising Video for Long-Term Preservation: An RFP Guide and Template

This guide is intended to take an institution step-by-step through the process of drafting a Request for Proposals (RFP) for the transfer of analog video — specifically VHS — to digital carriers for preservation. The template can be used by libraries, archives, and other cultural heritage institutions and submitted to qualified transfer vendors. It should instill a bit more confidence in those with significant collections of analog video that needs digitizing, and it should inspire those involved in the creation of standards, guidelines and recommendations to come together in a timely manner with a sensible path or paths to video preservation in general.

In addition to the RFP Guide, the document also includes a number of appendices that aim to assist those unfamiliar with audiovisual analog-to-digital transfer projects. The appendices include: a sample of a completed RFP by a fictitious institution, a suggested metadata model, a suggested method of collecting transfer notes from a vendor, a glossary of terms and concepts, and a selected resource list.