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Chapter 6

Management and Preservation System of

Doordarshan Kendra Library, Guwahati : A

Case Study

6.1 Introduction

DDK,Guwahati was commissioned on 24th

March 1985. The Kendra has been the

torchbearer of education, information and entertainment for the people of Assam since

its inception. Over the years it has been able to maintain a high standard and has

remained at the top in the region in matters of quality programmes produced,

programmes telecast and areas brought under its fold.

Doordarshan in Assam covers 79% geographical area and 83% population of Assam out

of total geographical area of Assam being 83,578 sq km and population 3,11,69,272

persons respectively as per the 2011 census. (Audience Research Unit, 2012, p.5)

Programme timings of DDK, Guwahati

DDK Guwahati’s Regional transmission starts at 5.30 pm and ends at 8.00 pm from

Monday to Friday. But, on Saturday and Friday the transmission begins at 3.00 pm and

ends at 8.00 pm. Also the morning transmission starts at 8.30 am to 9.00 am. The

programmes are telecast as per the Fixed Point Chart as below:

Table 6.1 : Summer Fixed Point Chart (w.e.f. 3rd

April,2012)

Programme Day Time Duration

Science Programme Sunday 8.30 am 20 mts

Batori (News in Assamese) Sunday 8.50 am 10 mts

Sports (1&3), Cultural Round Up (2,4 & 5) Sunday 3.00 pm 30 mts

Mukutarmala (Commissioned Prog) Sunday 3.30 pm 30 mts

Ashiyana Sunday 4.00 pm 30 mts

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Commissioned Prog Sunday 4.30 pm 30 mts

Manashi (Women Magazine including

Children Prog)

Sunday 5.00 pm 30 mts

Sambhawana Sunday 5.30 pm 30 mts

Ei Jibon Anupam Sunday 6.00 pm 30 mts

Commissioned prog Sunday 6.30 pm 30 mts

Batori(News in Assamese) Sunday 7.00 pm 15 mts

NE English News Sunday 7.15 pm 15 mts

Sponsored Prog Sunday 7.30 pm 30 mts

Devotional Music Monday 8.30 am 5 mts

RTE (1 & 3), RTI (2 & 4), Adhunik Geet

(5)

Monday 8.35 am 15 mts

Batori (News in Assamese) Monday 8.50 am 10 mts

Jyoti Propat (Youth Prog)

a) Magazine Prog

b) Career Guidance

c) Success stories of self-employed

youth

d) Repeat of best Prog

e) Employment News

Monday

5.30 am 30 mts

Krishi Darshan Monday 6.00 am 30 mts

Swastha Bharat (Health Prog) Monday 6.30 am 30 mts

Batori (News in Assamese) Monday 7.00 am 15 mts

NE English News Monday 7.15 am 15 mts

Sponsored Prog Monday 7.30 am 30 mts

Devotional Music Tuesday 8.30 am 5 mts

Chiphung (Boro Prog) Tuesday 8.35 am 15 mts

Batori (News in Assamese) Tuesday 8.50 am 10 mts

Commissioned Prog Tuesday 5.30 pm 30 mts

Krishi Darshan Tuesday 6.00 pm 30 mts

Swastha Bharat (Health Series) Tuesday 6.30 pm 30 mts

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Batori (News in Assamese) Tuesday 7.00 pm 15 mts

NE English News Tuesday 7.15 pm 15 mts

Sponsored Prog Tuesday 7.30 pm 30 mts

Devotional Music Wednesday 8.30 am 5 mts

Sugam Sangeet (Light Music) Wednesday 8.35 am 15 mts

Batori (News in Assamese) Wednesday 8.50 am 10 mts

Phone-in-Live (Doctors on line

Achievers/Literary

Wednesday 5.30 pm 1 Hr

Swastha Bharat (Health Series) Wednesday 6.30 pm 30 mts

Batori (News in Assamese) Wednesday 7.00 pm 15 mts

NE English News Wednesday 7.15 pm 15 mts

Sponsored Prog Wednesday 7.30 pm 30 mts

Devotional Music Thursday 8.30 am 5 mts

Chiphung (Boro Prog) Thursday 8.35 am 15 mts

Batori (News in Assamese) Thursday 8.50 am 10 mts

Employment News Thursday 5.30 pm 15 mts

Humorous Prog Thursday 5.45 pm 15 mts

Krishi Darshan Thursday 6.00 pm 30 mts

Swastha Bharat (Health Series) Thursday 6.30 pm 30 mts

Batori (News in Assamese) Thursday 7.00 pm 15 mts

NE English News Thursday 7.15 pm 15 mts

Sponsored Prog / Anweson ( India

Innovates, 4th

)

Thursday 7.30 pm 30 mts

Devotional Music Friday 8.30 am 5 mts

Senior Citizen Prog Friday 8.35 am 5 mts

Batori (News in Assamese) Friday 8.50 am 10 mts

Bharat Nirman Friday 5.30 am 30 mts

Krishi Darshan Friday 6.00 pm 30 mts

Swastha Bharat (Health Series) Friday 6.30 pm 30 mts

Batori (News in Assamese) Friday 7.00 pm 15 mts

NE English News Friday 7.15 pm 15 mts

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Phone-in-Live on Aids (1st & 4

th),

Chikitsak aru Apuni (2nd

)/Sahityik aru

Apuni (3rd

)/Sr. Citizen (5th

)

Friday 7.30 pm 30 mts

Devotional Music Saturday 8.30 am 5 mts

Classical Music Saturday 8.35 am 15 mts

Batori (News in Assamese) Saturday 8.50 am 10 mts

Chiphung (Boro Prog) Saturday 3.00 pm 30 mts

Commissioned Prog Saturday 3.30 pm 30 mts

Murchana / Mukhamukhi (Musical Prog) Saturday 4.00 pm 30 mts

Rong Birong (Prog in all Ethnic

Communities of Assam, except Boro)

Saturday 4.30 pm 30 mts

Luitor Pare Pare (Commissioned Prog) Saturday 5.00 pm 30 mts

Sambhawana Saturday 5.30 pm 30 mts

Rupali Dhou (Film songs) Saturday 6.00 pm 30 mts

Asoma Sushama Nirupoma / Sponsored

Prog

Saturday 6.30 pm 30 mts

Batori (News in Assamese) Saturday 7.00 pm 15 mts

NE English News Saturday 7.15 pm 15 mts

Sponsored Prog Saturday 7.30 pm 30 mts

( Source : Facing the Challenge, Annual Report, DDK, Guwahati 2012, PP 14-16)

The Tape library

The Tape library (general or main) was organized along with the commissioning of the

Kendra in 1985. The library has been accumulating different types of tapes since its

inception. It has experienced a sequence of different types of tape formats, some of

which are already been obsolete. During the long run of its existence, it becomes a good

repository of AV materials. It is the heart of the Kendra. All the producers have

produced a variety of programmes involving research, labour, money, manpower with

the help of shooting instruments and technology and ultimately the tapes of those

programmes are deposited in the Tape library which becomes a treasure house. As and

when the programmes are scheduled for telecast, respective tapes are retrieved and

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issued for telecast. The programmes which are having archival value, are archived with

proper care in the archive cell.

The Tape library (News) was set up in 2000. The Regional News Unit, DDK, Guwahati

has grown gradually with increasing number of news bulletins and the separate library

section for the News Unit was organized to meet the requirements of the news section.

The news library has been serving exclusively for the news staff.

6.2 Management of AV Materials

Library staff

As regards to professional staff of the DDK, Guwahati library, the Tape library of this

kendra is having two professional staff holding the posts of Library and Information

Assistant (LIA). As the organization is functioning under the service rule of the Central

Government and despite of existing categorical promotional channel/avenue, the LIAs

have not been promoted to the higher posts. According to the categorical promotion, the

LIAs should have been promoted to the post of Library and Information Officer and

Assistant Library and Information Officer as they have completed 27 & 17 years

respectively.

Although there are two posts of LIA in the library, one of them have been attached with

other Kendra i.e. Programme Production Centre (NE): Doordarshan since January,

2001. Hence, in practice, the Tape library of this kendra is running by one professional

staff only. Apart from the post of LIA, one post of Library Attendant is available who

can be treated as a para professional staff.

The kendra is having one Regional News Unit (RNU) and a separate library to work

with this section. The News library has no professional or semi professional staff. Three

officials from other categories have been assigned the job of library professionals on

shift duty basis and they are assisted by one peon.

Reportedly learnt that the library of DDK, Guwahati had five sanctioned posts of Film

librarians which have been redesignated as LIA in all DDKs. These posts were not filled

up at the beginning and three posts were abolished in subsequent periods. Now despite

of acute need of library professionals, there is no policy found to generate new posts

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rather non professional staff are being deputed to the News library. It is a bad practice

for the Doordarshan organization as well as the library profession.

It is found that DDK,Guwahati is the only regional Kendra of the North East and it has

crossed 27 years of its service to the people. During these past years the Tape library of

the Kendra has accumulated 39,862 nos of tapes of different formats. The number of

staff is quite inadequate in comparison to its holdings. It is not possible for a single

professional staff to handle the activities of this library. the Tape library (News) also has

no professional staff. Hence, no proper management and preservation techniques are

found adopted in this library.

Library holdings

The DDK, Guwahati Tape library is having 39,862 collections out of which the formats

and their respective quantities are listed below :

Table 6.2: AV formats and quantities in DDK, Guwahati library

Sl No

Format

Quantity

Percentage

N=39,862

1 DVC PRO 11437 28.7%

2 Betacam 20095 50.4%

3 Mini DV 00 0.0

4 CD 2844 7.1%

5 DVD 3504 8.8%

6 VHS 144 0.36%

7 U-matic 1288 3.2%

8 BCN 500 1.2%

9 Gramophone 50 0.1%

The DVC PRO 33(small size and of 33 minute duration) tapes have been used by the

News section of the Kendra since 1999 and then this format has been fully used for

studio recording since 2003. DVC PRO 33 are small in size and being used for outdoor

shooting. Due to its smaller size the tapes are convenient for transportation. The DVC

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PRO 66 & 133 are used for the studio recording and outdoor broadcasting (OB). Mini

DV tapes have also been used by the News section when some news items are deposited

in this format by out sourcing individuals/agencies, but not officially supplied by the CP

& S, Doordarshan.

The Beta tapes were started to be used from 1990 and the format was fully used till

2006. So, it is found that maximum quantities of tapes are available in this format.

Although it has become obsolete format, the playback equipments are still conserved for

retrieving the valuable contents available in the used Beta tapes. Hence, the Beta tapes

of all duration are being used in the Kendra, although no fresh recording is done on the

format.

The U-matic (during 1985-1994) and BCN (during 1990-1994) tapes are now totally

obsolete formats. These were the formats of beginning period of this Kendra. Some of

the valuable programme contents were transferred to the then next generation of format

of Betacam. Those Betacam tapes having archival values are being transferred to DVC

Pro format and conserved in archive cell. The process of archiving is started recently.

The film spools also migrated to U-matic and Betacam tapes and accordingly the

programme contents have been migrated from one generation to the next. The playback

equipments for film spools (Tele cine machine), U-matic VCRs are totally vanished

from this Kendra as well as from the market and there is no any scope remained to

recover the programmes. However, the Doordarshan Central Archives at New Delhi has

been conserving all old playback equipments and continuously migrating the legacy

tapes (BCN, U-matic, Betacam) received from different DDKs.

Generally the Central Archives preserve the migrated telecast-worthy programmed

tapes collected from the DDKs. But if DDK, Guwahati asks for a copy of the recovered

programme, a new blank tape is to be sent along with the legacy tape in which a copy is

returned back after transferring of the programme.

In comparison to the survey results (Table 5.2.3) it is seen that the number of Betacam

tapes in DDK, Guwahati is proportionate with overall results. This format had been

used for a longer period than the other formats found in the TV media libraries. The

number of DVC PRO tapes in DDK, Guwahati is at second position which also

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resembles with the survey results. The Mini DV format is not found at all in this library,

however the survey results shows a minimum number of collections available in 71.4%

TV libraries. Although the CD and DVD is not the broadcast format, a considerable

number of CDs and DVDs have been found in the library. These CD/DVDs have been

accumulated mainly from the commissioned programme producers which are submitted

as a backup copy along with the commissioned programmes. The remaining formats

have almost lost their relevancy, but conserved as legacy formats only.

6.2.1 Staff / Users of the Kendra

The present staff strength and vacancy position of DDK,Guwahati is as below :

GROUP A

Programme staff :

Sl no Group/Cadre Sanction

strength

Staff in

position

Vacant

1 Dy. Director General / Director 01 01 00

2 Chief Producer 01 00 01

3 Dy. Director(P) 01 00 01

4 Executive Producer 02 00 02

5 Asstt. Director (P) 04 02 02

6 Audience Research Officer 01 01 00

News staff :

1 Dy. Director (News) 00 01 00

2 News Editor 01 01 00

3 TV ANE / News Correspondent 01 00 01

4 Asstt. News Editor 02 01 01

Engineering staff :

1 Dy. Director General (E) 01 01 00

2 Dy. Director (E) 02 01 01

3 Asstt. Director (E) 05 01 04

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GROUP B (GO)

Programme staff:

1 Cameraman Gr-1 02 01 01

2 Programme Executive 12 04 08

3 Reference Officer 01 00 01

Engineering staff:

1 Assistant Engineer 10 08 02

Administrative staff

1 Senior Administrative Officer 01 01 00

2 Administrative Officer 01 01 00

GROUP B (NGO)

Programme staff:

1 Cameraman Grade II 09 05 04

2 Asstt. Research Officer 02 02 00

3 Scenic Designer 01 00 01

News staff

1 Presentation Announcer(Jr) 02 00 02

Engineering staff

1 Senior Engineering Assistant 24 20 04

GROUP C

Programme staff:

1 Cameraman Grade III 04 03 01

2 Production Assistant 13 14 +01

3 Transmission Executive 03 00 03

4 Library and Information Asstt 02 02 00

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5 Property Assistant 02 02 00

6 Make up Assistant 02 02 00

7 Film Video Editor 05 06 +01

8 Graphic artist 03 04 +01

9 Floor Manager 04 03 01

10 Carpenter 04 04 00

11 Painter 02 02 00

12 Tailor 01 01 00

13 Floor Assistant 14 14 00

14 C.G. Operator 03 00 03

Engineering staff

1 Engineering Assistant 41 17 24

2 Sr. Technician 13 12 01

3 Technician 14 11 03

Administrative staff

1 Accountant / Head clerk 04 02 02

2 Hindi Translator 01 01 V

3 Stenographer Gr.I 02 01 01

4 Stenographer Gr.III 03 03 00

5 Upper Division Clerk 13 14 +01

6 Lower Division Clerk 22 19 03

7 Hindi Typist 01 00 01

8 Telephone Attendant 02 00 02

9 Tabulator Clerk 01 00 01

10 O.B.Van Driver 01 01 00

11 Motor Driver 07 07 00

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MULTI TASK STAFF

Programme staff:

1 Library Attendant 01 00 01

2 Studio Attendant 02 02 00

3 Sorter 01 01 00

Engineering staff

1 Helper 28 21 07

2 Khalasi 08 01 07

Administrative staff

1 Gestener Operator 01 01 00

2 Daftry 01 01 00

3 Security Guard 08 04 04

4 Mali 01 01 00

5 Farash-cum-Safaiwala 09 08 01

6 Peon/ Messenger 04 03 01

( Source : Facing the Challenge, Annual Report, DDK, Guwahati 2012, PP 20-22)

Among these cadres, Deputy Director General (Programme), Chief Producer, Deputy

Director (Programme), Executive Producer, Assistant Director (Programme),

Programme Executive, Transmission Executive, Production Assistants are the regular

users of the Tape library of DDK, Guwahati. All these cadres are closely associated

with planning and producing the programmes, whereas the other cadres are very

essential and unavoidable crew members of the production team, but they are not direct

users.

The News staff- Deputy Director (News), News editor, Asst. News editor, News

Correspondent, News reporters, News producers etc are the regular user of News

library.

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Working hours

The working hours of the library staff in DDK, Guwahati is 9.30 am to 6.00 pm with

half an hour lunch break from 1.30pm to 2.00 pm. Although the library staff are under

shift duty staff, due to shortage of manpower they have been working as general duty

staff. They work five days a week.

6.2.2 Processing Work

Acquisition

Doordarshan C.P.& S.: The Engineering store receives the new tapes supplied from

C.P.& S., New Delhi. Then the new tapes are collected by the LIA from the Engineering

store on requisition (Appendix 2).

Commissioned Programmes: A bulky volume of AV materials are received from

commissioned programmes produced by outside producers.

Sponsored Programmes: Considerable number of tapes are received from the outside

producers who have been allowed to produce programmes on certain agreement with

Doordarshan. These tapes are returnable after three months from the date of telecast.

Hence, these tapes are acquisitioned temporarily and no numbering is done on these

tapes.

Accessioning

The new tapes are processed starting with labeling and accessioning. The company

provided stickers remain inside each tape. The stickers are pasted on the tape for writing

the tape number. In the Betacam tapes, the tape jacket (cover box) have one pocket

inside which a label containing company logo, name, duration or length of the tape etc

are found and the reverse side of the label is completely blank, facilitating space to write

upon it. This label is pulled out and the tape number is written on the blank side and

fixed it again in the pocket exposing the tape number upside, so that the tape number

can be visible from a near distance.

In case of the Commissioned programmes, the same style of numbering is done year

wise starting with Sl.No 1. As for example, DDK/GHY/COM PROG 2007-08/ 1,

2,3..............., DDK/GHY/COM PROG 2010-11/ 1, 2, 3......... and so on.

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Physical arrangement in shelves

These tapes are generally arranged according to the type of formats and in serial order

of tape numbers. The physical arrangement of the tapes is as described in 4.1.1.

Documentation

No catalogues are found in the library. The tapes are accompanied with the dope sheets

inside the tapes. The dope sheet is a record of information about the programme.

Generally the date of recording, date of first telecast, programme title, tape number,

producer, director and other related information are recorded. In true sense, it is just like

a catalog card, but in a form of a paper sheet, which is kept folded inside each tape. The

subject wise listing of programmes also has been done in registers for easy accessing the

programmes.

The survey result in 5.2.8 shows that 66.7% libraries have no cataloguing whereas

33.3% libraries have cataloguing system.

Circulation

The users (producers) of the library submit requisition slip (Appendix 6) to the LIA duly

countersigned by the In-charge officer (a gazetted programme officer) of the library.

The LIA issues the required number of new blank tapes with proper receipt signature.

The producers record their respective assigned programmes in the tapes and deposited

in the library. Besides this, the users borrow also recorded tapes for the purposes of

editing, capsuling, transferring etc. and return after completion of the respective jobs.

6.2.3 Storage system

The AV materials are arranged in wooden racks, compactor shelving system and in steel

racks and steel cupboards.

Wooden racks : These are made up of woods and ply woods. The racks are seven

shelved and the existing size of these racks are 8 feet (height), 5 feet (breadth) and 2 feet

width. The peculiar characteristic of these racks is both side faceted i.e. tapes can be

kept in both side of the racks. The racks are arranged in rows keeping the gap between

two rows is 2.5 feet to facilitate two users of the two opposite sides at a time. The tapes

are arranged serially according to the accession number. The different formats are

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arranged separately. One shelf can accommodate 30 nos of tapes, thus 7 shelves in one

side and 7 shelves in opposite side, together can accommodate a huge quantity of tapes

in a single rack. The racks are very strong to bear the weights of tapes.

Compactor shelving system : The compactor mobile shelving is an innovative space

saving storage system with storage units mounted on mobile trolleys, thereby

eliminating un-productive aisles. It is a simple and elegant construction with minimal

maintenance and service cost.

The main advantage of this system is that it saves and makes best use of the space as

more storage units can be accommodated on the same floor area. This system is ideal

for high density document, tapes, computer disks and other high value documents with

restricted access. As per company manual, the effort required for the movement of the

storage unit is about .05% of the dead load.

Benefits of Compactor shelving

• Better use of space: only one aisle is needed between run of shelving which can

increase utilization close to 100%. Ideal for storing bulk documents, archival

storage etc.

• Security: The design of the system can prevent access by unauthorized people

(Central locking facility is available).It also limits the spread of dust etc.

• Effortless movement, anti-friction bearings and efficient drive mechanisms

ensures easy and smooth movement.

Steel racks and cupboards: It is found that some steel racks and cupboards are being

used for storing the tapes. The existing compactor shelves and wooden racks are found

not appropriate for keeping the DVC PRO tapes as these are very small in size and the

tape numbers are not visible from a comfortable distance. Hence steel cupboards are

used for these small tapes.

6.2.4 Retrieval of AV Materials

The retrieval technique is designed completely by the LIA him/herself. An effective

retrieval technique can lead to maximum utilization of the library materials. Some of the

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techniques adopted in the Tape library of DDK, Guwahati are observed during the study

as below:

1. The library maintains some sectional registers (Appendix-7). Sectional register means

that the records of programmes are kept separately section/subject wise i.e. the

agricultural programmes, health programmes, music programmes and so on, are

recorded in different registers. Whenever a particular programme is required, the

concerned sectional register becomes the retrieving tool and the programme easily can

be found out.

2. The accession register itself is a retrieving tool. If an user asks about an information

on a particular tape number, then the accession register is enough for giving reply to the

query.

3. If an user asks about the programme content which was produced by a known

producer, in such cases, the issue register is the retrieving tool. The LIA can go to the

particular pages of the concerned producer and can locate the tape and required

programme contents relating to the users’ need.

In some cases, experience of the LIA helps in locating and retrieving the required tapes.

Producers are also very much expert in giving clues for retrieving their required

information although it is an uncertain way of retrieval.

As there is no indexing system, no proper retrieval system in this library, a computer

readable database can be the only effective measure for retrieving the required tapes

either by Acc. no.or producer or director or programme title or date of recording or date

of telecast or artists' name etc.

6.2.5 Day to Day Transmission and the Library

The Tape library has been responsible for issuing the day to day transmission tapes.

Transmission cue sheet (Appendix-5), prepared by the programme section is sent to the

library section daily. The programme title, name of the producer, tape number, and

programme duration are written against the scheduled time in the cue sheet. The LIA is

fully responsible for providing those tapes to the Duty Officer before transmission

starts.

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For Saturday and Sunday, the transmission cue sheets are prepared in advance on Friday

and the LIA must hand over the tapes to the Duty Officer for Friday, Saturday and

Sunday together. In case of holiday also, same practice is exercised.

For emergency cases, one library key is kept in Duty Room under Duty Officer’s

custody. Emergency situation refers those incidents when a tape is torn out during

transmission, late instructions of the Directorate to relay some national events due to

which programme timings as scheduled in the cue sheet need to change and new tapes

are to be scheduled, sudden demise of a noted personality of any field may also

necessitate to telecast related and relevant programmes for which the library needs

open etc.. In such cases whenever the library is opened beyond normal duty hours, the

user must report to the Duty Officer and must record entry time, exit time, tape number

with his/her signature.

6.2.6 Preservation Practices

Measures of preservation

There is no any fruitful preservation practice found in DDK, Guwahati library; however,

it is found that the transferring of the contents of old tapes to the new format of tapes

is practised here. The use of chemical is found occasionally. It's practice is almost

similar to the preservation practices followed by majority of the surveyed libraries.

Transferring of the programme contents to the new tapes has been reported by 71.4%

libraries and use of chemicals has been reported by only 19% libraries during survey.

The DDK, Guwahati library has been facing a problem of white-ants (termite). To

prevent the growth of white-ants, anti termite treatment is done through Pest Control of

India, Guwahati office, whenever it necessitates to do so. The silica gel packets are also

used in the shelves to control humidity of the storage area.

Damage factor

The factors for damage of tape materials in this library have been found as fungus,

temperature/humidity, dust, poor physical facility and mishandling. The survey have

shown that the libraries have reported the damage factors as fungus- 81%,

temperature/humidity- 47.6%, dust-57.1%, poor physical facility- 19%, mishandling-

9.5% and over use (multiple use)- 4.8%. It is seen that the damage factors of this library

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resemble with the survey results. However, humidity is also a factor for formation of

fungus.

Shelving system

The library has been found using the shelves of different kinds. The compactor shelves

are the main shelving system since last seven years. The wooden racks have been used

in other rooms of library to keep less used tapes. On the other hand, steel racks and steel

cup board also have been reported from the library.

The survey reports have shown that the use of compactor shelves in the libraries is

33.3%, wooden racks is 47.6%, steel racks is 52.3%, steel cupboards is 4.7%, almirahs

is 4.7%, wooden drawers is 4.7% and glass shelves is 4.7%. It is found that the wooden

racks have been replaced by the compactor shelves in the main libraries. Although the

other arrangements are used as additional requirements.

It is noticed that the shelving system have been changing from time to time according to

the need of storage of the AV materials which are found changing from bigger to

smaller size.

Disposal of defected tapes

The defected tapes due to the damage factors reported earlier are sent to the Engineering

Store and after technical examination when the engineer concerned declares as

unserviceable and those are weeded out from the library and are destroyed.

6.3 Status of Automation

Library automation has been defined as integrated library management systems that

computerize an array of traditional library functions using a common database.

Automation needs exhaustive planning looking to the present and future needs of the

users and includes hardware, software, money, manpower, materials and machines,

obsoleteness, updating, adaptability and very fast changing IT environment.

In DDK, Guwahati library, there is no plan for full fledged automation till date. In 2006,

one tape database management system software ARCLIB was supplied to the library

from the Directorate. The work of data entry was started but due to some problems

arising during entering data, the work remained stop. Since then no effort has been

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made from the authority to discuss about the problems arising out of the software or any

other alternative system to be implemented. The ARCLIB software has been discussed

below.

ARCLIB: Tape database management system

ARCLIB the software (SQL base) has been developed by Shri Rajesh Barpatre, Station

Engineer, Doordarshan Maintenance Centre, Chandrapur keeping an objective of

streamlining the methods of storage of assets, standardizing the indexing procedures

with elaborate catalogue information and to have an instant fast search and retrieval of

desired programme information. This software is meant to maintain the tape database

which can be accessed from different locations i.e. Tape libraries, users from Archive

cell, other Programme / News staff, etc. This system paves the way for assets to be put

into effective and immediate reuse. The main part of this software is numbers of

catalogue data entry forms, which are based on different types of programmes. These

data entry forms accept the textual information under different field names with the

combo drop down list assistance for maintaining the uniformity information base. The

special feature of this software is fast and easy retrieval of desired information through

the various search options provided in the system. The system configured on server /

client architecture for multiple users who can access the information at a time from

different locations.

The software is designed using RDBMS- Microsoft Windows Server 2000 (SQL

based), that is based on client/Server architecture where database is kept at Central

Server Computer and other users/client will be connected to Server through a network

switch, to have simultaneous cataloguing and retrieval of information from database.

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Fig:6.3(A) -Server Client Architecture

The client/user computer is to be used metadata entry work, barcode label printing and

for search, retrieval of desired information (with the help of scanner/barcode reader)

from the database and report generation.

Salient features of ARCLIB

• User friendly menu and forms.

• Easy to operate functions features.

• Easy to enter or update master entries like tape format, programme language,

subject categories etc.

• Numerous search options like programme type, category of programme,

programme title, Director, Producer and Script writer etc. for fast retrieval of

information.

• Text keyword search in clip details and transcript details etc.

• Easy generation of desired catalogue reports using programme title, subject

category, catalogue type and main participants etc.

• Authenticated user logon to system for metadata entry, updation, deletion of

catalogue data and master entries.

• Database back up rights to system administrator only.

• Flexible to future modification.

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Fig 6.3 (B) Login Screen

Fig. 6.3 (C) Main Screen

The administrator menus contain three sub menus-

i) New User: Through this menu the admin can create new user and after creating

the user, the newly created user can logon to this software.

ii) Back up: Through this menu the admin can take back up of the database.

iii) Exit: On click this user will exit from the software.

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Fig. 6.3 (D) Creating a new user

A new user can be created as shown in above screen. If the user already exists then

"User already exists" message will be displayed.

To create a Backup

Select the backup sub menu from the administrator; it will display the interface to take

the backup

Fig. 6.3 (E) BackUp Creation Screen

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It is to select the drive and folder and click ok to take the backup.

Data entry menu

The menus for Data entry are data entry forms for Folk Art, Dance, Drama, Fair and

Festival, Literature, OBs, Music (South India), Music (North Indian Hindustani) and

composite variety Entertainment.

6.3 (F) Data entry forms for Folk Arts

Menu Tools

Tools menu is meant for the searching purpose and have three different forms.

i) Search by Programme type: Any user can search for the record on the basis of

the programme type and the related library tape no.

ii) Search by other criteria: Any user can search for the record with different

criteria. By Producer name, Director name, Artist name, Programme title,

Source tape no., Category, Form no., Entry date, Key word etc.

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Fig. 6.3 (G) Search Screen

iii) Search by Clip text: The data entry operator should enter the clip details in every

programme. To retrieve the information based on clip details, first need to enter the clip

text, click on GO button it will display the search result, then to select the required

record and click VIEW, it display the full details about the programme.

It may be expected that the use of the software will provide effective use of the

materials and enables library professionals to retrieve materials quickly. Full application

of this software may give a new vista in the management of the Doordarshan libraries.

6.4 Future Plan

As per instruction of the Central Archives, New Delhi to organize an archive cell in the

library, an effort has been made to transfer the good analogue contents (programmes) of

the magnetic tapes to digital DVC PRO tapes. In order to execute the work an Archival

Material Appraisal Committee headed by a Chairman (a senior programme officer) with

three other members, i.e. one programme officer, one engineer and the LIA, has been

constituted recently.

The Central Archives has specified 39 categories under which the programmes are to be

grouped. These are Animation & Puppetry, Children, Craft, Dance Drama, Dance

Series, Documentary and Documentary Series, Environment & Ecology, Events, Fair &

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Festival, Fine Arts, Folk Dance & Music, Game Show, Health, Education, Historical

Place, Indian Classical Dance, Interview & Conversation, Light Music, Literature &

Poetry Reading, Music Series, Jugalbandi, North Indian Instrumental, North Indian

Vocal, South Indian Instrumental, South Indian Vocal, Orchestra, OB, Personality,

Science & Technology, Serial, Telefilm, Theatre/Drama & Play, Sports, Wild Life,

Travel, Variety Entertainment, Visit, Western Music & Dance and Unclassified. They

also instructed to identify number of tapes and duration of programmes under each

category. This work has already been started in the library.

The Central Archives have planned for the Zonal Archives to have fiber optic

broadband links with Media Asset Management (MAM) set up which in turn should be

accessible from any of the Zonal Archives or the Central Archives.

6.5 Conclusion

DDK, Guwahati being the pioneering TV centre of the North East India, has spread

across the length and breadth of the life and culture of the people of Assam. The Kendra

has overcome its 27 years of broadcasting services to the masses in this region. The

library of this Kendra also has grown since the inception of the Kendra and have

accumulated a total of 39,862 AV documents with many more exclusive videos. Despite

of having a rich AV collections, the library operations are not found at par with the

present library developments with application of information communication

technology. The study reveals that this backward position of the library activities is due

to so many constraints in respect of infrastructure, manpower, technical equipments as

well as prompt support etc. It is impossible to maintain the library by a single

professional staff.

The conversion of analogue contents to digital DVC PRO tapes will give impetus in

preserving the valuable cultural heritage of the region.

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