Shipping Moving Images
Introduction
The following are based on the practices of one archive.
Most shipping companies are familiar with shipping films, and basically the steps necessary are the same as any other shipment one might make. Prints are usually insured at approximately $600 per 2000 ft. reel, (though this pays for the printing of about half that) and adding a higher insurance would affect shipping rates.
Shipping nitrate is a bit different because it is a hazardous material. Each roll is shipped in a separate box, and there are guidelines to follow as far as marking the packages. Consult the shipping company directly because these guidelines are always changing. The codes we currently use have just been altered a bit, for example.
Because the prints are archival material, the institution the material is loaned to, must sign an agreement, as well as the head projectionist, making certain archival standards are met (changeover projectors, no platters, etc.) Also, when we send a print out, there is a friendly reminder we attach to the case that lets the projectionist know:
This is an archive print, and that it must be played reel to reel.
Leaders are not to be cut.
No platters or larger reels should be used.
Only grease pencil may be used as cue marks (absolutely no scribing or punched cues)
The ends must be securely taped down upon return
The last item is important because occasionally the reels become loose and the end becomes exposed, twisted, scratched, or bent.
Archive Shipping Forms
The following are based on the practices of one archive.
Print Loan Application Form
Basically, a questionnaire that asks about the organization and how to reach the director, programmers, projectionist, print-traffic coordinator, etc. It also asks whether or not the organization or its members belong to FIAF or AMIA, and whether or not they actively preserve films. There is also a question regarding their status as Profit or Non-Profit, and whether or not screenings are open to the public. Finally, the organization must state what type of projection system is used, the makes and models of the projectors, and a list of some of the other archives they have worked with. These really are all basics to make sure who the recipient is, and a little about what their aims are.
Projection System Verification Form
This form must be signed by the head projectionist, and guarantees that none of the reels will be cut, spliced together, or mounted for any reason. It also makes it known that we will receive the prints back in their original reels and cases, securely fastened, with the film wound emulsion in and tails out (but this varies for other archives). It also guarantees that any cue marks will be removed. Violations of any of these rules may cause us to end participation with the borrower, and for them to pay certain fees. Again, this form is to make sure that archival standards are met as well as attention to the safety of the print both in projection and shipment, where a nightmare of damage can occur.
Print Loan Agreement Form
Sums up the other two forms and is signed by a senior staff member. It insures that the prints not be duplicated, rights and FIAF clearance is obtained by the borrower, that the borrowing fee be paid before screening (and for us, screened only once), that any damage be reported back to us, and that the borrower has full responsibility for the print while in their hands. It also makes clear that the borrower is responsible for any charges beyond our normal shipping rates, and that they may be held responsible for print damage.
Shipping Links
For International deliveries, check each website for custom forms.
