VHS Digitization Best Practices

There is an abundance of literature about best practices when it comes to storing, playing, and digitizing VHS tapes, but unfortunately, our research did not reveal any best practices when it comes to the long-term, archival preservation of those tapes and the digitized material that was on them.

Conversion Type

There are two options :

Analog-to-Analog Conversion

Also called “refreshing,” this is the process of migrating the information found on the original VHS tape to a new VHS tape. It is a relatively simple and inexpensive process that “refreshes” the lifespan of the information in its original format. 

Analog-to-Digital Conversion

this is the process of  converting the information found on the VHS into either a data file (AVI, MOV, etc.) or onto a more technologically-advanced format, such as a DVD. 

Both the Canadian Conservation Institute and the American University Library (AUL) agree that analog-to-digital conversion is best practice for this type of legacy media. Converting to a digital format mitigates the risks of complete obsolescence of the VHS tape and accompanying VCR machine, and therefore the associated rising costs of replacement parts and servicing fees. 

Advantages of converting VHS to a data file include:

  • Flexibility in the digital file type selected for conversion.
  • There is currently no need for specialized equipment for playback of digital files, whereas VCR players are becoming more difficult to find and may entail expensive repair costs.
  • Better accessibility of the material for researchers and the public as material could be sent by File Transfer Protocol (Dropbox, Google Drive, etc.), email, or be uploaded in a repository.
  • Researchers would also not have to visit the archive onsite to view the material. 
  • No risk or loss of picture and sound quality during future format migrations. 

Disadvantages of converting VHS to a data file include:

  • Digital formats are updated more quickly than analog formats, meaning that further migrations to new digital formats may need to happen every 5-10 years as technology advances.
  • There is the possibility for sudden, unexpected corruption of a file that would prevent the file from being played. 
  • “Poor sampling” of the master is another possible risk, meaning an incorrectly-converted copy of the information on the VHS tape to digital format at the time of conversion could result in an inaccurate copy of that original information, possibly altering one's understanding of that information.

Quality of Digitization

There are different levels of quality (1) (2) (3) that can be achieved during analog-to-digital conversion. Best practice in this case is for an organization to convert tapes at the highest-quality possible given institutional constraints of budget, time, and knowledgeable personnel. 

Low- and medium-quality digitization is often good enough for organizations aiming to produce an in-house consultation copy and for most types of information found on VHS tapes. High-quality conversion, according to the Canadian Conservation Institute, should be reserved for only very fragile and valuable material, as it is time and labour-intensive, including colour and sound corrections once the material has been digitized; a high-quality conversion process will allow for more manipulation and editing.

The three options (low, medium, high) are comparable in terms of playback using current technology, but lower-quality copies may become more noticeable if the material is to be migrated into another format in the future and as playback technology becomes more complex (4K, 1080p). 

In addition, different quality VCR machines will give a range of video quality as a final result. A consumer VCR will give the poorest playback, while a semi-professional (“prosumer”) or professional VCR will give better results.

Storage and Playback Environment Conditions

Environmental conditions play a large role in the lifespan and quality of a VHS tape. Storage and playback conditions, however, are quite different, and therefore, best practice is to have a dedicated storage space separate from the playback space.

Storage Area

  • The “best long-term storage temperature is approximately 8°C [...] and 25% RH [relative humidity]. Humidity variation should be less than ±5% RH and the temperature variation should be less than ±2°C [...] within a 24-hour period.”
  • The storage area should have minimal to no direct sunlight to protect against UV rays.
  • A clean, dust-free room ensures that “biological, particulate, and gaseous” contaminants do not stick to the tapes.
  • General best practice archival storage space rules also apply to the storage of VHS tapes (working sprinkler system, shelving off the floor, insect traps presents, etc.)

Playback Area

  • Room temperature should be kept a 21 ±2°C. 
  • Relative humidity (RH) should be kept at 50% ±10%, and never over 65%, as this increases the chances of mold growth and “sticky shed.” 
  • There should be a dedicated power source with surge protection in which to plug in the VCR, converters, computer, etc. 
  • A clean, flat surface for all playback and conversion equipment to ensure no damage to the equipment nor to the tape. 

References

Iraci, J. & Canadian Conservation Institute. (2017)  The Digitization of VHS Video Tapes – Technical Bulletin 31. Retrieved from https://www.canada.ca/en/conservation-institute/services/conservation-preservation-publications/technical-bulletins/digitization-vhs-video-tapes.html

Lewis, C., & Hubbs, M. (2016). DIY VHS PreservationL Planning for Video Digitization at the American University Library. Computers in Libraries, 36(9), 28-32. Retrieved from https://search-proquest-com.proxy.bib.uottawa.ca/docview/1843081427?rfr_id=info%3Axri%2Fsid%3Aprimo 

Wheeler, J. & Brothers, P. (2002). The Videotape Preservation Fact Sheets. AMIA Preservation Committee. Retrieved from https://amianet.org/wp-content/uploads/Resources-Video-Preservation-Fact-Sheets-2002-1.pdf

Best Practices