The document discusses the digitization of Danish Broadcasting Corporation's (DR) collection of 180,000 DAT tapes containing around 380,000 hours of broadcast content from 1989 to 2005. DR partnered with Memnon Archiving Services to industrialize the digitization process. Key steps included preparing requests for proposals, selecting Memnon based on their ability to meet requirements, and establishing a production line to digitize over 13,000 hours per month. The collaboration was successful due to both parties' expertise and flexibility during testing to optimize workflows and reduce costs to €3.03 per hour. Lessons learned included thorough preparation, allowing flexibility in testing, and optimizing processes to reduce labor costs for large-scale digitization projects.

1. Danish Broadcasting Corporation Memnon Archiving Services S.A. Building Workflows For Digitisation and Digital Preservation Exemplified by the DR & Memnon DAT digitisation projectTobias Golodnoff – DR Head of CHP Michel Merten – Memnon CEO

2. DRs Archive Danish Broadcasting Corporation 550.000 hours

3. DRs Cultural Heritage Project USE=VALUE

5. Obsolete technology

6. It had massive value in a cultural heritage sense, this summer - Everything we aired since 1989

9. Use your network, talk with colleagues who have practical experiences

10. Create/design a strong team with all the needed competences who can secure the complex task ahead

12. Prepare the RFP while doing the PQQ – taking too long does not make the task easier…

13. Focus the tender on your demands & needs:

14. Demands (Closed): Format, file quality

16. We judged the proposals by analyzing the vendor within 4 fields:

17. Ability to meet our financial framework – target price 1,2 mi. Euros

18. Digitization quality, process & hardware, file quality, quality control etc.

19. Safety, Transportation and handling of materials

21. Over 700.000 h of AV archive digitized

22. Per month: +/- 30.000 hours

23. Digitization / encoding lines: 98 audio / 56 video

24. Solutions for automated and/or assisted enrichment of audiovisual content (IPI©-Solutions); preparing for semantic web and “linked data”

25. Outsourced or in-sourced services

26. Locations: Brussels & Liège (BE) Ånge (SE – ex Swedish TV facility)

27. MEMNON ARCHIVING SERVICES (2/2) An outstanding client portfolio in Europe and Middle-East: British Library (UK) National Library of Israel (IL) Danish Radio (DK) BournemouthUniversity (UK) Sveriges Television (SE) Centre National de l’audiovisuel (LX) Bibliothèque nationale de France (FR) European Parliament (LX) Ville de Paris (FR) SONUMA (RTBF) (BE) Cité de la Musique (FR) Biblioteca de Catalunya (ES) Radio Suisse Romande (CH)

28. Memnon production chain stable DR ingestion process stable Execution starts Benchmarks approved Closing meeting Start-up phase Production Acceleration Test Key steps in planning the project Life cycle of the DR project as per Memnon standard Project Management methodology Jan. – April 2009 May 2009 – May 2011 July – Dec. 2008 January 2008 PQQ July 2008 February 2008 Issue of RFP April 2008 RFP closing date Early June 2008 Shortlisted bidders in Copenhagen

29. Memnon migration factory set-up (1/4):Generic functional setup for audio & video

30. Memnon migration factory set-up (2/4): Wall of players Analysis of robotic solution versus wall of players lead to the “wall of players” approach. DAT “wall of players” = 40 players in parallel Capacity per month = over 7.000 tapes – over 13.000 hours

31. Memnon migration factory setup (3/4): Management of data flow Workflow steps Metadata flow

33. The backbone of all Memnon’s operations:Large scale SQL database (total traceability of carriers and digital files) Workflow engine : controls in house developed software and external vendors’ software Metadata management Memnon’s successful handling of hundred of thousands carriers and millions of digital files lies in the efficiency and reliability of its home made PAM.

35. 1 carrier = 1 bar code / 1 UID

36. Carrier list (xml) transmitted ahead of transport

37. Packaging: carriers sorted in the same order as they appear on the carrier list

38. DR to supply the link carrier  bar code

39. Transport: max. 30.000 tapes

40. Storage: max. 45.000 tapes

41. Return: keep carrier ordering

42. Insurance: 6€ /tape

44. Excellent work, structures/management and insights on the “tape level”

45. Easy access to files, and good service

46. Transport: door-to-door, 19°, 1 prof. driver (sleeps in the truck) + 1 Memnon co-driver

47. Packaging: std containers supplied by Memnon

48. Bar codes also on archive boxes

49. Specific software to assist carrier ordering for return

51. Manual control of 2 % in DRs production environment

54. Why the DR project worked DR perspective A good and professional collaboration where both partners’ expertise, knowledge and needs were recognized and used to create the best possible solution. Courage and dedication!

56. From 13.000 to 15.000 hours/month

57. Project running faster than expected

59. Strong project manager and SPOC at customer’s side

60. Flexibility during start-up phase to cope with unexpected issues

62. +/- 55.00 € per hourLessons learned (1/4)

64. Manpower costs for large scale migration projects is very low if the workflow has been optimized !

67. Be open in the “Start-up phase” and commit resources to secure all known open loops are discussed