Expectations & helpful guidelines for CoEDL Members & Affiliates

CoEDL expectations and your checklist for achieving Archiving Guru status are listed below, including links to the guides designed to help you address each of these steps:

Expectations:

  • Primary materials collected on CoEDL and Wellsprings projects must be archived with PARADISEC.
  • Audio must be recorded at the highest sample rate / bit rate possible (96 kHz/24 bit is best, 48 kHz/24 bit is also acceptable). If you have material that was already collected at a lower sample rate by you or someone else, we will still take the lower quality recordings (see: Standard formats for archiving).
  • Video should be recorded at the highest possible quality, without compression.  Video to be sent to the archive should be the uncompressed file captured by your camera (i.e. .mts, .avi, .mov), preferable without having been transcoded (see Standard formats for archiving, Workflow for video data). We will create the archival files from your uncompressed files.
  • All material ready to go to the archive must have sufficient metadata (see: Metadata instructions).
  • Any derived materials such as Elan/Clan annotations, Toolbox or FLEx dictionary files can be added at a later date, but it is expected that you will create an enriched collection that includes time-aligned transcriptions and lexical databases (see: Archiving transcription and dictionary files).
  • Other materials like hi-res images of your field notebooks (see: Digitising field notebooks), should be archived as soon as you are able to process them.
  • You can add your photos from the field to your collection at any time. We will put out a call for photos on occasion for our webpage, news stories, annual reports, etc.

Checklist:

  • Sign up to become a PARADISEC user (see: Getting started with PARADISEC)
  • Contact the CoEDL Data Manager to set up a collection with PARADISEC (see: Getting started with PARADISEC)
  • If you need storage space (up to 100Gb for free), sign up with Cloudstor (see: Data Storage, Data management upon return from the field)
  •  If you need more space, or a shared online workspace for collaboration, contact the CoEDL Data Manager (see: Data Storage, Data management upon return from the field)
  • Organise data to be archived, respecting PARADISEC file naming conventions (see: File Naming for PARADISEC archiving, Data management upon return from the field)
  • Fill in Minimal Metadata Sheet (see: Metadata instructions)
  • Send your filled-in Minimal Metadata Sheet to the CoEDL Data Manager (see: Metadata instructions)
  • Transfer all files you want to archive (which have been described in your Minimal Metadata Sheet) (see: Data management upon return from the field, How to transfer/upload files to be archived or processed).
  • Enrich the metadata in your collection by directly editing information about your items in the PARADISEC catalog (see: Metadata instructions)
  • Allow yourself to be relieved, proud (and a little bit smug) that you have safely stored your data for your use, and later use by other researchers, language community members, keen journos, schoolchildren wanting to hear and learn languages other than their own, and some future user whom we don’t yet know, but who may do something astonishing and glorious with your data, and will give you credit because you made this material available and you created such helpful metadata.

After reading through this guide, if you still have questions, or you wish to request a service, feel free to email me (julia.miller@anu.edu.au), or better, visit the CoEDL Service Request Form. CoEDL members use the Member login at the bottom of the CoEDL webpage. Then click the General Members tab, the link to the request form is in the left-hand panel.

  • Australian Government
  • The University of Queensland
  • Australian National University
  • The University of Melbourne
  • Western Sydney University

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