Free Sound Recording Order Form - Federal

Nixon Presidential Materials Staff
National Archives at College Park 8601 Adelphi Road College Park, MD 20740-6001 301-837-3290

How To Order Sound Recording Copies from The Nixon Presidential Materials Staff
Please note: The Nixon Presidential Materials Staff of the National Archives is an office of the Federal Government. When using the National Archives as a source, allow up to 4 weeks for handling and processing an order. The National Archives, and the Nixon Presidential Materials Staff, has approved several labs (called "vendors") to produce audiotape copies of its holdings for customers. Customers must contact one of these vendors and request that they agree to do the reproduction work. A vendor will process a customer's order only if the customer sends the vendor an "Item Approval Request List" that has already been reviewed by Nixon Project staff. This list will tell the vendor if an intermediate copy of the requested audiotape is available for loan to the vendor. All orders require the use of intermediates. The Nixon Presidential Materials Staff will loan intermediates to the vendor only if Nixon Project staff can confirm that the item(s) is/are not restricted and that intermediates exist. An "intermediate" is a copy of an original archival sound recording from which copies are made. Some of the hundreds of sound recordings held by the Nixon Presidential Materials Staff have intermediate copies, and others do not. If an intermediate needs to be produced, the Nixon Project will not initiate the process of producing an intermediate until it receives an order through one of the vendors. The process to produce an intermediate can take up to 4 weeks. Customers are responsible for:
· · initiating the item approval process, by completing the Item Approval Request Form, and for arranging for all reproduction work, payment, and shipping details with a vendor chosen from the NARA list.

The customer deals directly with the Nixon Presidential Materials Staff only during the item approval review process. All arrangements for the loan of intermediates are handled by the vendor. Customers must direct all questions regarding status of orders or creation of intermediates to the vendors who will contact the Nixon Project. Customers must request creation of intermediates where they do not exist. This is done through the vendor who will contact the Nixon Presidential Materials Staff.

The Nixon Presidential Materials Staff has processed the Nixon White House Tapes to remove materials restrictable under our regulations. Therefore any request for Nixon White House Tapes are considered to be pre-approved; researchers can submit their Item Approval Request for copies of these tapes directly to the Cutting Corporation at (301) 654-2887. Intermediate copies exist for all of the Nixon White House Tapes. Please see the information sheet "Completing the Item Approval Request Form for Audiovisual Materials From the Nixon Presidential Materials Staff".

Nixon Presidential Materials Staff
National Archives at College Park 8601 Adelphi Road College Park, MD 20740-6001 301-837-3290

Completing the Item Approval Request Form for Audiovisual Records From the Nixon Presidential Materials Staff
1. Please provide complete information on the Item Approval Request List for boxes "A" (contact information), "B1" (File Designator and ID No.), "B2" (subject), and "B3" (type of copy wanted). If you want to order more than 10 items, you will need to complete a continuation sheet. Please be certain to provide your name, control number, and the number of pages for your complete order at the top of the continuation sheet. You may order as many reels as you wish on one order by using continuation sheets, but longer orders will take longer to process.
· The list and its continuation sheet are available through the Motion Picture Research Room or the Nixon Project.

2.

Submit the Item Approval List(s) to the Nixon Project by mail (Nixon Presidential Materials Staff [NLNP], National Archives, 8601 Adelphi Road, College Park, MD 20740-6001); by fax (301-837-3203); or in person, to NARA staff monitoring the Motion Picture Research Room. Please allow up to 3 working days for processing. Nixon Project staff will fax (if the requestor provides a fax number) or mail the reviewed Item Approval Request List to the customer. Please note:
· · · · · · · · The list has been assigned a "control number." This number is used to track the request through the order process. A number "1" in an item's "Pending" column, shows that there is no intermediate copy currently available for the item. A number "2" in an item's "Pending" column, indicates that there is some restriction on the item. A number "3" in an item's "Pending" column, indicates that the projection print will be used as the intermediate for film to film printing. A number "4" in an item's "Pending" column indicates that a projection print will be used as the intermediate for film to videotape transfer, and that a videotape intermediate must be created simultaneously at the researcher's expense. A number "5" in an item's Pending" column indicates that a video or audio tape copy will be used as the intermediate for video or audio tape duplication. A "check" and staff initials appearing in the "Approved" column show that the item is approved for reproduction work. The columns for "Intermediate Format", "Original Format", "Running Time," and "Footage" are filled by NARA staff. Please refer to the "Motion Picture Archival Copy Abbreviations" to interpret archival format abbreviations.

3.

4.

Customers should refer to the "Vendor Contact List," choose a vendor, and contact that vendor to arrange work, payment, and shipping details. The researcher should specify the production of the required intermediate copies on Betacam SP, when appropriate. The order will proceed:
· · · The vendor will contact NARA to arrange loan of the intermediate(s) and will make copies according to the customer's specifications. The vendor will ship the reproduction(s) to the customer according to the customer's arrangements. The vendor will ship the reproduction(s), only, to the customer.

5.

Nixon Presidential Materials Staff National Archives and Records Administration 8601 Adelphi Road College Park, MD 20740

Item Approval Request List
Nixon Presidential Materials

Telephone: (301) 837-3290 Facsimile: (301) 837-3203 Electronic Mail: [email protected]

A. Customer/Researcher Information
Preferred Contact Person Name/Company Name Street Address Date Submitted

For NLNP Office Use Only
Control Number Assigned To/Date

For Vendor Use Only
Company Name State Fax Zip/Mail Code Country Reviewed By Date E-Mail

City Telephone

B. INSTRUCTIONS: Provide complete information for boxes A, B1 and B2. We cannot approve incomplete listings. NOTE: "Pending" codes: "1" = needs intermediate; "2"=restricted; "3"=projection print; "4" projection print for film transfer, video intermediate required
1. File/ID Number 2. Subject 3. Type of Copy Wanted Intermediate Format Archival Format Running Time/ Footage Count Approved Pending (above)

OMB No. 3095-0025, expires 08/31/2007

NA FORM 14110A (3-98)

ABOUT THE PROCESSING OF YOUR REQUEST The list has been assigned a "control number. This number is used to track the request through the order process. · A number "1" in an item's "Pending" column, show that there is no intermediate copy currently available for the item. · A number "2" in an item's "Pending" column, indicates that there is some restriction on the item. · A number "3" in an item's "Pending" column, indicates that the projection print will be used as the intermediate for film to film printing. · A number "4" in an item's "Pending" column indicates that a projection print will be used as the intermediate for film to videotape transfer, and that a videotape intermediate must be created simultaneously at the researchers expense.

PAPERWORK REDUCTION ACT PUBLIC BURDEN STATEMENT You are not required to provide the information requested on a form that is subject to the Paperwork Reduction Act unless the form displays a valid OMB control number. Public burden reporting for this collection of information is estimated to be 15 minutes per response. Send comments regarding the burden estimate or any other aspect of the collection of information, including suggestions for reducing this burden, to National Archives and Records Administration (NHP), 8601 Adelphi Road, College Park MD 20740-6001. DO NOT SEND COMPLETED FORMS TO THIS ADDRESS. SEND COMPLETED FORMS TO THE ADDRESS INDICATED ON THE FRONT OF THIS FORM.

PRIVACY ACT STATEMENT Sections 2104(a) and 2108 of Title 44 of the U.S. Code authorize the collection of this information. The primary use of this information is by NARA staff to process and track your reproduction request and to provide information to you and the vendor you select to make your reproduction. The information may also be used to facilitate preparation of statistical and other reports. Furnishing the information requested on this form is voluntary, but failure to do so will prevent NARA processing of your reproduction request.

CONTINUATION SHEET ITEM APPROVAL REQUEST LIST NIXON PRESIDENTIAL MATERIALS
Name/Company Name Control Number Page ____ of ____

1. File/ID Number

2. Subject

3. Type of Copy Wanted

Intermediate Format

Archival Format

Running Time/ Footage Count

Approved

Pending (above)

NA FORM 14110A (3-98)

NIXON PRESIDENTIAL MATERIALS STAFF
National Archives and Records Administration MOTION PICTURE AND VIDEO DUPLICATION SERVICES
Atlantic Video, Inc. (Film to video & video to video) Attn: Dick Hobza 650 Massachusetts Avenue, N.W. Washington, D.C. 20001 Tel: (202) 408-3426 Fax: (202) 408-8496 Email: [email protected] Colorlab (Film to film, film to video & video to video) Attn: Vanessa Castro or Kathy Burdette 5708 Arundel Ave. Rockville, MD 20852 Tel: (301) 770-7281 Fax: (301) 816-0798 Email: [email protected] Interface Media Group (Film to video & video to video) Attn: Tim Lorenz 1233 20th Street, NW Washington, DC 20036 Tel: (202) 861-0500 Fax: (202) 296-4492 Email: [email protected] Bono Film & Video Inc. (film to hi-def, film to video, video to hi-def, video to video) Attn: Bonnie Willette or Tim Bono 3200 Lee Highway Arlington, VA 2207 Tel: (703) 243-0800 Fax: (703) 243-6638 Email: [email protected] Henninger Media Services (film to video, video to video) Attn: Clinton Simmons 2601-A Wilson Blvd. Arlington, VA 22201 Tel: (703) 243-3444, x203 Fax: (703) 243-5697 Email: [email protected] SilverSpring Studios (video to video) Attn: Jennifer Ferguson 801 Wayne Avenue, Suite 200 Silver Spring, MD 20910 Tel: (301) 608-2511 Fax: (301) 608-0525 Email: [email protected]

SOUND RECORDING DUPLICATION SERVICES The Cutting Corp. Attn: Aaron Coe 4940 Hampden Lane .Suite 300 Bethesda, MD 20814 Tel: (301) 654-2887, x19 Fax: (301) 654-1503 Email: [email protected]

SilverSpring Studios (see entry above)

NA FORM 14110A (3-98)