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How you number your tapes can have long-term effects. Just as you want continuous, nonrepeating timecode [Hack #4] on each of your tapes, you also want a unique number assigned to each tape. Although tape numbering is an easy task to accomplish, more often than not, I hear about people who have duplicate tape numbers or no tape numbers at all! 1.4.1. Sticking with Your ChoiceYou should choose a numbering scheme that makes sense to you and the people you work with. Your numbering scheme should be easy to understand and allow you to glance at a tape and understand what the number represents. In order to make any of the following numbering schemes work, you should have a spreadsheet or database to track additional information, including the date shot and a brief synopsis of the footage.
Tracking information in a system that can be searched and sorted will help you manage your library over time. It is not uncommon for an independent project to amass one hundred or more hours of raw footage. Some professional projects can amass tens of thousands! Save your sanity and take an extra few minutes to enter the information in a central location.
1.4.2. Numbering SafelyNumbering schemes are a personal endeavor. Based on my background, I still cringe when I see a tape number longer than six characters. Although nonlinear editing systems are making progress in the realm of cross-compatibility, through Advanced Authoring Format (AAF) and Media Exchange Format (MXF) files, the Edit Decision List (EDL) is still the default and most common method of moving a project from one system to another. In order to keep peace of mind when using an EDL, a tape number should not exceed six alphanumeric characters (or eight if you don't mind taking a very small risk). A tape number should also not use any special characters such as an underscore (_) or ampersand (&) nor should it end in a B. It is safest to simply stick with the basic set of A Z and 0 9.
Okay…on to the numbering! The following are simply suggestions, but they have all been used successfully on professional projects. 1.4.3. Numbering Based on ProjectOne choice for tape-tracking is to number your tapes by project, then camera number, and then a sequential number. Using such a design results in a number like PWA032, which represents the Peter's Wedding (PW) project, camera A, tape number 32. You should take notice of the 032, as opposed to only 32. The prepending of the 0 allows up to 1,000 tapes (000 999). If you expect to exceed 1,000 tapes, you can easily prepend two 0s to your load number and reduce the project indicator to one letter (e.g., PA0032). 1.4.4. Numbering Based on DateTo number your tapes based on date, and still maintain the six-character limit, requires you to track only the load count, camera, and date in your number. For example, the fourth tape shot on March 15 in camera A would read as 4A0315. If you use this scheme, you will probably want to place supplementary information somewhere on your tape's label or within your tracking system.
One approach to adding information to your labels, without compromising your tape number is to simply write information, like the project's name, on the label. This information would be in addition to the tracking number. It is easy to tell that a tape with the label of "Going Home 4A0315" does not belong to the same project as "Sunset 3B0322." This is an effective solution, especially if you are producing multiple projects. When logging and/or digitizing using this scheme, you should enter only the tracking number as the tape number. Do not include the project name as a part of the tape number. Otherwise, you will have problems when creating an EDL. 1.4.5. Using BarcodesA third choice is to buy or print out a series of barcode labels along with a human-readable number. I especially recommend this solution if you will be dealing with large amounts of footage. An additional advantage to this solution is you can then use a barcode scanner to help track your tapes as they move from person to person. 1.4.5.1. Purchasing barcodes.If you are looking to purchase a series of preprinted barcodes, I can recommend Barcode Discounters (http://www.barcodediscounters.com). I have used their products in the past and usually purchase the 2" x 1" Poly/Permanent style label. I also have the project's name printed above the barcode and a human-readable number printed below it, as shown in Figure 1. If you order your labels, you will probably discover that a label of the 2" x 1" size fits onto the face of MiniDV tapes. Depending on your preference, you may want to order the barcodes in duplicate, so you can attach a barcode to both the physical tape and its plastic case. 1.4.5.2. Generating your own.If you would like to print your own labels, and you own Microsoft Office, you can link an Excel spreadsheet to a Word document and generate a series of labels:
A nice bonus with this method is you can set up your spreadsheet to track additional information about the tapes, such as the date shot and a brief description of its content. To do this, simply add your criteria to the first row of your spreadsheet. So, to the right of barcode could come Project Name, Date Shot, Description, Format, and so on. Okay, now to pull your information into Word and print the labels. You are going to print out labels using the Avery 5267 template. These labels are technically Return Address labels, but they measure 0.5 x 1.75 inches and fit nicely on MiniDV tapes. If you are shooting on a larger format tape, feel free to substitute an appropriate template.
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