Audio-Visual Cataloguing at the Anacostia Community Museum
Audio-Visual Archivist: Statement of Work
COTR: Joshua Gorman, Collections Manager

1. Introduction
The Smithsonian Anacostia Community Museum (ACM) aspires to
make its rich collection of audio-visual materials accessible and
usable over the next two years. ACM seeks the services of a
contractor to provide audio-visual archival services, which includes
processing and cataloguing all audio-visual archival materials in the
ACM archives. In this temporary position, an AV Archivist will process
AV materials in order to describe and catalogue at collection-, then
item- levels. The contractor will help develop workflows for
processing and cataloguing as well as recommend systems for
prioritizing materials for digitization. This contractor will also develop
workflows and procedures facilitating the inclusion of born digital
audio-visual materials into ACM’s archives to be similarly catalogued.
The contractor shall work on-site at the ACM, 1901 Fort Place
Southeast, Washington, D.C.20020. The contractor is not an
employee of the Smithsonian Institution.

2. Background
The Anacostia Community Museum envisions itself as the site at which
collections, research, exhibitions and programs will describe,
document and interpret the impact of historical and contemporary
events on contemporary urban communities. Collections are
fundamental to this vision and serve as the intellectual basis for
mission-driven activities. As such, promoting best practices in
collections care is critical to the ACM’s ability to fulfill its mission.
This project seeks to bring best practices in Audio-Visual archives to
the ACM and to develop workflows and procedures so that incoming
assets can be similarly catalogued and made accessible. The effective
translation and detailed cataloguing of these collections will expand
the discoverability of collections facilitating their use both by scholars
as well as community members and activists seeking to enrich
research and advocacy using collections they can find (through better
description and metadata) and access (through enhanced digitization).
Beyond describing, processing and cataloguing analog AV assets, this
project proposes to identify and prepare existing digital assets for
management and cataloguing using collections management tools
including Horizon, Artesia’s DAMS and Archivist’s Toolkit. Born digital
audio and video assets represent the overwhelming majority of
research assets being contributed to the ACM archives. By
establishing the technical best practices and standards to understand
and manage existing AV archival assets, we seek a plan for including
new assets into the collection and utilizing emergent digital tools for
expanding meaning of and access to collections.

3. Scope of Work
Work will commence on or after 1 May, 2012 and will finish no later
than 31 July, 2013. The contractor shall perform the following
within 2000 hours to complete description and cataloguing of
Audio-Visual Archival Materials.

a. Precisely identify AV Archival Collections.
b. Determine and summarize object provenance.
c. Adhere to best practices and prevailing standards in the
description and cataloguing of AV collections.
d. Create inventories, catalogue records and finding aids for
AV collections.
e. Use digital collections management tools provided by the
ACM.
f. Advise on the development of workflows and procedures
for digitization of AV collections.
g. Advise on the development of plans for the integration of
born digital AV collections into Archive.
h. Work cooperatively with ACM staff and other contractors
and vendors to ensure that all elements of describing and
cataloguing AV archival materials is completed efficiently
and completely.

4. ACM Provided Documents and Materials
a. Existing inventories and descriptions of AV Archival
collections.
b. ACM Collections Management Policy and ACM Archives
Procedural manual.
c. ACM Office of Curatorial Affairs, Collections
Documentation Standards.
d. Archival materials for effective handling and storage of
materials.

5. Contractor Provided Documents and Materials
a. The contractor is to provide all necessary labor to
complete the requirements as outlined in the SOW.

6. Period of Performance
a. The contractor shall perform all work between the hours
of 8:00am – 4:30pm, Monday – Friday. The work shall
proceed upon the completion of a signed purchase order,
not commencing before 1 May 2012 and finishing no later
than 31 July 2013. Work will be scheduled for a
contiguous time period not to exceed 50 weeks. Weeks
are defined as five (5) business days. Final schedule for
completion of work to be determined with COTR and SI
designate after contract award for specified number of
hours and objects to be processed.

7. Place of Performance
a. All processing work shall occur at SI ACM’s collections
storage facility,
1901 Fort Place Southeast, Washington D.C., DC 20020.

8. Schedule of Deliverables
As applicable during contract period:
a. First Status Report due 15 days after contract start.
b. Status Report due monthly after contract start.
c. Mid-term Report due 1 October 2012.
d. Final Status Report due final day of contract

9. Performance Standards
a. All collections shall be handled with care and attention
during all processes that maintains the condition of the
item’s integrity.
b. Contractor shall follow professional best practices and
Smithsonian policies and procedures regarding handling
and preservation of objects as well as maintaining the
privacy of individuals described in collections.
c. All work shall be completed within the timeframe outlined
above.
d. Any concerns or questions shall be brought to the
attention of the COTR or his designate.
Interested parties should submit an application by close-of-business
Monday 30 April 2012 to gormanj@si.edu.

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