INF 2173 - Work Plan

7/31/2019 INF 2173 - Work Plan

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INF 2173 PracticumSummer 2012Dr. Vicki Whitmell

Supervisor: Tatiana BurayaStudent: Farah Chung

CTV BellMedia

Library

Work Plan

7/31/2019 INF 2173 - Work Plan


Project

Description

for eTalk

Library Assistant

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Farah Chung

[email protected]

Tatiana Buraya

CTV BellMedia eTalk Librarian

[email protected]

Supervisor

Student

INF 2173 | Summer 20eTalk Library

Image © http://www.ctv.ca/entertainment/

This practicum will not focus on one specific project, but allow the stu-dent to participate in the daily activities of the eTalk Library and experi-ence the routine work involved in maintaining a media library.

The main duty is responding to producer requests in a timely manner.This includes constant monitoring of email for new requests followed by efficient and accurate retrieval of the required materials.

While acquiring materials from the tape libraries, the student shouldremember to first review and record the return of tapes into the Excelsystem. Following this, the student should physically shelve materialsinto the libraries. Student should multitask to reduce number of trips be-tween tape libraries. Shelving requires absolute accuracy since any mis-shelved tapes will likely not be recovered.

Student will also perform shotlisting to facilitate database searching.Transcription duties will be assigned if time permits. Student will alsohelp the Librarian with any special requests or projects that may arise.

7/31/2019 INF 2173 - Work Plan


Main goal: Contribute to smooth and efficient

running of eTalk library by accurate retrieval of

materials to meet producer requests, correct de-

scriptions in shotlisting, accurate filing and tran-

scribing.

“No tapes, no visuals, no show!”

The work of the library is of utmost importance toensure the daily eTalk show can be completed and

air promptly everyday!

Why is this project significant?

Without the successful completion of eTalk library work (producer requests, shotlisting, transcription), the show could notair. As Tatiana explained, this is a visual show and the tapes providethe footage that supply eTalk with the images.

What other areas rely on this project?

The work of the eTalk library affects all those who cooperate tofinish the show everyday. This includes all production staff, but es-pecially producers, directors, and editors of the program.


Minimum Requirements for Project

The minimum required for this project is for student to answerall producer requests by the end of the day and perform shotlistingduties. By performing the minimum, the student ensures that pro-ducer needs are met and maintain updated searchable databasethrough shotlisting. Student should also never misplace or misfilelibrary tapes.

Maximum Requirements for Project

The maximum for this project is for student to complete all pro-

ducer requests in a prompt manner, allowing more time for

shotlisting completion. Student can then perform additional tran-

scription duties.

Personal Goals:▪ Never misplace library materials

▪ Make sure to re-file any tapes that have been mis-filed in the library if I hap-pen to notice displacedtapes to prevent the loss of materials through im-proper filing

▪ Always check email tokeep abreast of producerrequests

▪ Prioritize efficiently andretrieve all required mate-rials promptly to facilitateproducers’ time sensitive work

▪ Successfully multitask by checking for returnedtapes and recording theirinformation before going

to libraries to obtain new requests to reduce unnec-essary trips

▪ Perform spelling checksand reread all materialsshotlisted to ensure futureretrieval is possible

▪ Before asking Tatiana, I will always try to solve

problems myself (such asnot being able to findtapes in libraries or notknowing who someone infootage is while shotlist-ing)

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Deadlines As the eTalk program airs everyday, the deadline for completion of tasks isdaily .

It is best to retrieve materials for producers within one hour of their request.

With timely completion of producer requests, I will be able to catch up with shotlisting and complete amany episodes as possible with accuracy, attention to detail, and speed.

Transcription will be performed as producer and shotlisting needs are met.

Professional Decisions As in all reference work, I must use effective judgment toconscientiously prioritize multiple requests from different

producers. To maximize efficiency, I should seek to multi-task by searching for materials from multiple requests.


As discussed in my cataloging course, strict adherence to the classification sys-tem is needed to ensure future accurate and timely retrieval of materials fromthe tape libraries. I must employ my ability to find and precisely identify thenselect and obtain the requested materials. Upmost care and attention to detail isnecessary in filing and returning materials to the libraries, since misfiled tapes will likely not be located again.

CommunicationTo successfully complete my daily tasks, I report to my supervisor Tatiana and I will seek her help with any questions. As we will be working in close proximity, Tatiana has informed me that there is nneed for weekly meetings. If she has any concerns, Tatiana will make them known to me directly inperson. We will discuss all matters with each other in person in a forthright manner to ensure clarity and timely solutions to any issues. Should questions arise while I am in one of the tape libraries, I can

contact Tatiana on her phone, which she will have with her at all times.

I must read producer requests carefully to ensure no mistakes in retrieval of materials. In case of er-ror, clarification may be necessary from the producer as to what footage they are in fact looking for.

The resources used on a daily basis to complete this project include the eTalk library tapes in SD andHD formats with screeners for both tapes and DVDs, the internal eTalk database “Vault” and storagesystem “Gateway,” Excel for recording materials given to and returned by producers, email, andTatiana’s expertise and experience.

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Potential Difficulties and Solutions

colour coded by chance of occurrence


Permanently missing tapes (misfiled or unreturned)

Maintain lookout for misplaced tapes while in tape library

Ensure I never misfile anything, triple-check all work

Talk to producers if there are permanently missing tapes that they arelooking for and ensure they do not still have them

If tape really is missing, make sure producers understand the necessity returning tapes in a timely fashion so that the materials are retrievable future (educate them as to the importance of following request & returnprocedures!)

HIGH

MEDIUM

LOW

Large quantities of requests, some potentially spanning multple pages

Effectively prioritize requests and multitask by retrieving tapes for multple requests from each library location, minimizing need to return con-tinuously to libraries for tapes

Keep calm and work diligently to complete all requests as fast as possib

Producers who do not return tapes within agreed time period

Locate producers using Excel log and ask them to return tapes to me(immediately if possible)

Make note in Excel if producer requests an extension on tape loan, butremind them of deleterious effects if tapes are lost/never returned

No work done on shotlisting / Mistakes in shotlisting

Shotlisting is essential in maintaining a searchable database. By ensurinall producer requests are completed quickly, I can move on to this task. I will ensure that no mistakes are made by editing to ensure content is correct and names are accurate (otherwise future search will be impaired—eto correctly identify celebrities within the footage, make sure to use the athoritative name [the one they will most likely be searched with], and ensure all spelling is correct)

INF 2173 - Work Plan

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