GUIDELINES FOR PREPARING FOR THE AVAILABILITY AND ACCESS OF DIGITAL AUDIOVISUAL OBJECTS ON DIGITAL PLATFORMS

Abstract

Audiovisual archives, whether analog or digital, are fundamental tools not only for recording organic information, but also central elements in the construction, evocation, and representation of institutional memory, supporting strategies of resistance and appreciation of local memories in the face of environmental and sociocultural threats (Edmondson, 2017). This implies understanding that audiovisual documents, after fulfilling their probative function—that is, after ceasing to be records of an organization's administrative, contractual, or operational acts—can acquire secondary values for research and information. Therefore, it is essential to consider archival strategies that guarantee their permanence, ensuring adequate access in the digital environment. The research problem proposed in this study can be summarized in the following question: how to prepare digital objects in video (audiovisual) format within archival standards for availability and access on digital platforms? Based on this problem, the general objective is to address the preparation of digital objects in video format for access on digital platforms, understanding this preparation as a set of technical and conceptual procedures aligned with the principles of archival science. This research is qualitative in nature and, in terms of type, is characterized as exploratory and descriptive. A research questionnaire with semi-open questions was used as a data collection tool to gather information from Brazilian institutions that work with the availability and access of digital objects in video format on their access platforms.  It should be noted that the purpose of the form is not to perform a comparative analysis, but only to collect information about the process of preparing digital objects in video format. Thus, on July 3, 2025, a questionnaire produced in Google Forms was sent via email, WhatsApp groups, discussion groups, and targeted at the audience of interest: institutions that hold audiovisual collections, audiovisual professionals and researchers, preservation professionals, whether in the field of archiving, cinematography, or television broadcasting, to be completed by July 10 of the same year, with seven questions, namely: 1- What is the name of your institution? 2- What software is used to access audiovisual material? 3- What extensions are used to access audiovisual material? 4- Are the audiovisual documents made available by the software in high or low resolution? 5- What is the standard for the metadata used to describe the audiovisual material? 6- What were the theoretical parameters for defining the use of extensions and metadata? 7- Does the institution have controlled vocabulary? Of the institutions selected for research, only two responded to the questions, but we chose not to identify them, naming them institution A and B. This decision was made so as not to compromise the institution during the analysis of data and collection access procedures, promoting discussion on the topic proposed in this research on the preparation and availability of digital objects in video format. As results achieved, through the application of the research form and theoretical reflections, we obtained the following results that converge with the proposal of this research. Institution A presented details regarding the procedures and fundamentals for preparing to promote access to a digital repository, using Digital Space (DSPACE, free and open source software), known as the ARCA Repository and the Audiovisual Health Resource Bank (BRAVS). For access to digital objects in video format, the H264 extension is a high-quality video compression standard and considered the matrix, while the MP4 extension is video compression, reducing quality, considered a derivative of access, and used for online access on platforms. Regarding the availability of digital objects for viewing on the digital platform, they adhered to the low-resolution file, and for availability (download), it is in high resolution. Regarding metadata for describing digital objects in video format, Dublin Core is used, complemented by the Encoded Archival Description (EAD) standard, used for encoding archival document description instruments, i.e., a standard for archival inventory. The parameters for preparing digital objects in video format on the access platform follow ISO 14721:2012, which defines the reference model for an open archival information system (OAIS). Finally, institution A has controlled vocabulary. Institution B uses the Visualization in Real-Time or Visual Artist (VIZRT, closed-source proprietary) digital repository, which is used in the production, management, and distribution of digital media companies, and is therefore used by private companies. The Material Exchange Format (MXF) extension is a video standard used in professional production, considered a high-quality file. The definition of metadata for describing audiovisual documents is currently being studied for standardization. Regarding theoretical parameters, they mention that they use archival principles and everyday usage, and also have controlled vocabulary. This work highlighted the importance of preparing digital objects in video format for insertion into digital access platforms. We emphasize that the preparation and availability of digital objects on digital platforms requires guidelines that address both technical aspects and archival principles, including access to digital objects in video format.  The use of platforms for accessing the collection in the institutions studied was observed, seeking the standards established by Archival Science, following the norms and standards for digital platforms.