How to save your AP

Table of Contents

  1. Create a preservation copy
    1. File formats
    2. Documentation
    3. Naming files
  2. Create an access copy
  3. Gather additional material

When we are talking about saving your work, we're going to talk about two versions: a preservation copy and an access copy. The preservation copy is the "original", as good as you can get it. The access copy is a version you can share easily and get it into as many hands as possible (even if that means compromising on the quality).

Create a preservation copy

A preservation copy is a copy of your final cut that is designed for long term storage while maintaining the highest-quality possible.

If you are live-streaming, see if you can record a local copy simultaneously. Most streaming software (like OBS) will allow you to do this. The local copy will likely be higher quality that what you'll be able to rip from the VOD later. Have these files save to a designated folder, and rename them immediately after the stream, according to your naming convention.

File formats

Preferred video file formats for preservation copies:

  • MPEG-4, Original resolution (.mp4)
  • ProRes, QuickTime (.mov), 4444 (XQ), 4444 or 422 HQ codec (.mov)

note: Library of Congress recommends IMF, FFV1, ProRes, MPEG-2, XDCAM with MPEG-4 listed as acceptable, but you know, most of us aren’t working with archival formats normally so I think it’s fine

Preferred audio file formats for preservation copies:

  • Broadcast Wave Format (BWF), highest resolution possible (.wav) -- Broadcast Wave is a special kind of WAVE file with embedded metadata — if sorting that out seems like a headache, use a normal .wav
  • Free lossless audio codec (FLAC), highest resolution possible (.flac)

Documentation

Document the following:

  1. Release title
  2. Release date
  3. Producer or studio
  4. Distributor name (if relevant)
  5. Country of origin (if relevant)
  6. Language
  7. Duration (how long the video is)
  8. Cast names (full names, if possible, and handles) and their roles
  9. Crew names (same as above — record the names of anyone who contributed) and their roles
  10. Game system used (including version)
  11. License information (see licensing)

If you are able to embed the metadata, do that, otherwise create a ReadMe (.txt, .xml or .md) to accompany your file with all this information clearly listed. If there are multiple files described in one document, include file names to clearly identify which file you are describing. You can do this using a free software like Notepad or TextEdit.

If you upload to the Internet Archive or another archival collection, they will ask for some of this information. The rest should be entered in the description field. More about that in a second!

For any librarians reading this: I'm proposing a Dublin Core Metadata Application Profile for AP, because of course I am, largely to allow for the inclusion of game information. I'd love to develop a controlled vocabulary to allow for more structured queries, but that is probably too ambitious (and displaying hubris) for one information professional's personal project. If you are interested in talking to me about this, email me at annethegnome@gmail.com

Naming files

Name your file: ShowName-# (for episode number) or ShowName-YYYYMMDD

  • Use CamelCase instead of spaces (it makes computers happy but it still fairly readable)
  • Use YYYYMMDD as the date format to avoid confusion and allow for easy sorting by date
  • Include the show name in your file name - this can be a shortened version if you have a long show name, but put the full name in the metadata
  • If you have a show that has multiple arcs, you can do ShowName-ArcName-# (e.g. Dimension20-OnABus-1.mov)

Whatever file naming convention you choose, keep it consistent! If it’s not obvious, consider adding a line in your ReadMe explaining the naming convention.

Create an access copy

This is the exact same content as your preservation copy, but it might be in a compressed format that is more easily shared, like an .mp3. If you are publishing on YouTube, or as a podcast, use the biggest file format they’ll allow! If you can use an exact copy of your preservation copy, amazing!

In the description, include most the information you would in the documentation, but you can write it in a way that is more human-friendly. When you share your show, consider what will help people discover it, and what information will give them enough context to understand the work even if you and your original crew are no longer available.

It's always nice to give people a way to contact you, too!

Gather additional material

Consider gathering additional material to save with your show. Publicity images, transcripts, press releases, sound track, lore documents, maps, homebrew rules -- anything you think might add value to someone in the future stumbling across it. You're creating a beautiful little time capsule.