1. Draft resolution
2. Rationale
3. Background
4. Digitisation

5.0 How to Preserve Audio Taped Recordings of Buddha Dhamma Teachings
5.1 Suitable Personnel
5.2 Recommendations form ScreenSound Australia
5.3 Copyright Law

6.0 Digitisation Hardware and Software Required
6.1 Cassette Source Machine
6.1.1 Technical Notes
6.2 Computer Soundcard
6.2.1 Technical Notes
6.3 Computer
6.3.1 Technical Notes
6.4 CD Recorder (CD Burner)
6.5 Headphones
6.6 Computer Sound Recording and Editing Software
6.6.1 Magix Audio Clean
6.6.2 SoundSoap 2
6.7 Types of Recording Media
6.7.1 Archive CD's
6.7.2 Access CD's
6.7.3 Purchasing Archive and Access CD's
6.7.4 Storage of Archive CD's

7.0 Cataloguing, Media and Storage Systems Installation
7.1 Cataloguing Format
7.2 Labelling

8.0 Operating Guidelines
8.1 How to set up the digitisation system equipment
8.2 How to load the software and prepare the equipment and file folders
8.2.1 Load and configure software
8.2.2 Preparing the file structure
8.3 How to digitise the cassette recording
8.3.1 The recording process
8.3.1.1 A: Creating the Master Copy
8.3.1.2 B: The Archive Process
8.3.1.3 C: When Recording is completed
8.3.1.4 D: The Off Site Copy Process
8.4 How to "clean" a Master copy for use
8.5 How to burn CDs
8.5.1 Access copy process
8.5.2 To create mp3 files

9.0 For Further Help

10. Acknowledgments



1. Draft Resolution

The Buddhist Discussion Centre (Upwey) Ltd recommends that WFB Regional Centres take prompt steps to assure the safe preservation of their collections of cassette taped Buddha Dhamma Teachings in a digitised form.

2. Rationale

This resolution has been brought to the WFB 23rd General Conference to advise Buddhist Organisations how to preserve their precious Buddha Dhamma Teachings that have been recorded on audio tape cassettes over the past fifteen to thirty years.

For many years Buddhist Temples, Libraries and Centres around the world have built up audio tape collections of Buddha Dhamma Talks or Teachings given by Buddhist Teachers.

In many cases the life of these audio taped recordings will have now reached their maximum limits.

Audio tape recordings are subject to deterioration and have a predicted reliable life span of between 15 and 25 years only, depending on the conditions of storage and other factors.

These recordings gradually deteriorate over time to a point where it becomes impossible to understand the contents, and in the case of possibly unique Dhamma Teachings, those Teachings would be lost and probably unrecoverable.

Now is the time for Buddhist Organisations to take prompt action to assure the safe preservation of their collections before it becomes too late.

The Buddhist Discussion Centre (Upwey) Ltd has prepared an instruction paper for circulation at this WFB 23rd General Conference which explains clearly how Buddhist organisations can preserve their audio tape Dhamma collections for relatively low cost.

The process of preservation of audio tape recordings is called digitisation.

The Buddhist Discussion Centre (Upwey) Ltd instruction paper gives simple step by step instructions on how to make and operate a good quality digitisation system in conjunction with a normal desktop computer.

The new digital recording can then be easily duplicated on CD, can be sent to other users via email and can be put onto an Internet website for any one to listen or download.


3. Background

Founded in 1980 by Master John D. Hughes, the Buddhist Discussion Centre (Upwey) Ltd is structured as a charitable self-help organisation. We are an Australian Regional Centre of the World Fellowship of Buddhists and an Associated Institution of the World Buddhist University.

The Buddhist Discussion Centre (Upwey) Ltd houses the John D. Hughes Collection which is a multi-lingual reference library that provides a comprehensive resource for Buddhist study and research. The collection includes about 1,000 audio cassette recordings of Buddha Dhamma Teachings. Some of these recordings were made in the late 1970's so it became urgent that we find a suitable and reliable method to preserve this Buddha Dhamma treasure.

After spending some time researching how to go about achieving our goal we realised there were so many options and methods available, and so many types of software, hardware and sound equipment to choose from that the task became more and more complex and the choices difficult to resolve.

ScreenSound Australia, which is responsible for preserving Australia's national archive of film and sound recordings, offered their help and expertise at no cost by providing a summary of the types of equipment and methods available to preserve our collection.

Subsequently, after considering our circumstances and available finance in detail, they made recommendations about appropriate choices we could make to achieve our objectives.

The equipment and software we purchased for the project required funding of less than Aud$2000 and our Members were invited to make donations towards this cost.

We assume many other Buddhist organisations may have similar circumstances as ourselves regarding; the size of their audio cassette collection, a limited knowledge of the options for preservation, little or no knowledge of the equipment required and the process of preservation and limited financial resources.

In this information paper we will not examine the various options available for preserving recordings made on audio cassettes. Our information paper describes the method provided to us by ScreenSound Australia that we have field tested for the past six months and found to be perfectly suited to the task.


4.0 Digitisation

The name of the process we are presenting in this paper to preserve audio tape recordings is called digitisation.

In digitisation the sound recording is transferred from the original cassette onto a personal computer. In order for the sound to be stored on a computer it has to be transformed from the format used on the cassettes (analogue) into a digital format which is the format used to handle data by computers.

This is done by an external device (sound card) which is connected between the tape recorder and the computer.

Once our recording is digitised in this way we can use computer software to "enhance" some poorer quality recordings to make the sound clearer. We can also copy our recordings onto a CD to give away to others as Dhamma dana offerings of Dhamma Teachings or to store for long term preservation.

Most commonly used CD's again only have a predicted lifespan of 10 to 20 years depending on how they are stored. However, there are special CD's available, called “Archive CD's”, which will preserve the recording for 50, 80 or over one hundred years (depending on the quality purchased) provided they are stored under the right conditions.

It is also of value to point out that digital sound recordings can be put directly onto an Internet website and therefore be made available worldwide for persons to listen to or make their own copies on CD.

This instruction paper is published in our Buddha Dhyana Dana Review Volume 16 Number 1 online at www.bdcu.org.au. It can alos be viewed online and printed from www.edharma.org


5.0 How to Preserve Audio Taped Recordings of Buddha Dhamma Teachings through Digitisation.

This information paper is a Do-It-Yourself guide for Buddhist organisations to work through each stage of setting up and operating a high quality digitisation system to preserve your audio taped recordings of Buddha Dhamma Teachings.

5.1 Suitably Trained Operators

Ideally, there needs to be at least one person in an organisation who either already knows how to set up and run a digital preservation process, or who undertakes to learn the process by using this report and other sources that may be available to your organisation.

There are some technical aspects to learning the computer software which may take some study and application to master but the rest of the process is not particularly difficult to learn or do.

5.2 Recommendations from ScreenSound Australia

Implementing the advice provided by ScreenSound Australia has allowed the clarity of the original recordings to be maintained at a very high (professional) level.

It is important to note that every time a recording is copied from one tape to another or transformed from analogue to digital format there is the potential for degradation of the sound quality.

The copying process has to be managed carefully.

5.3 Copyright Law

To your Buddhist organisation, its Sangha community, management and members against the possibility of infringing Copyright Laws by illegally making copies of pre-recorded audio tapes or CD's we suggest a notice be placed in clear view of the area where the digitising equipment will be used stating that:


Unless you are the owner of copyright in a literary work or sound recording it is illegal to

1.Reproduce the work in a material form (which includes making a recording of the work or including a substantial portion of the work in a database);

2. Publish the work (that is, to make copies of the work available to the public for the first time);

3. Perform the work in public;

4. Communicate the work to the public (which includes the electronic transmission of the work such as a broadcast, and making the work available on-line);

5. Make an adaptation of the work (which includes an arrangement of a musical work and a dramatisation or translation of a literary work); and

6. In the case of computer programs, and works recorded in sound recordings, to commercially rent the sound recording or computer program."

If any party other than the copyright owner excersises these rights in relation to a literary work or sound recording, they are breaking the Copyright Law and infringing upon the owner's copyright. The copyright owner may seek legal action, including injunctions, damage claims, account of profits, conversion damages, customs, and criminal offences.

It is breaking the precept of no stealing to illegally copy someone else's literary works or sound recordings without their permission.


6.0 Digitising Hardware and Software Requirements

In this section, we describe the equipment and software that needs to be acquired to follow the method we used to digitally preserve our John D. Hughes Collection cassette recordings safely.

6.1. Cassette Source Machine

ScreenSound Australia suggested we use a professional quality cassette tape recorder, as sound quality can be compromised through use of inferior equipment. Once a recording has been degraded the equivalent or original sound quality cannot be restored by equipment used later in the process.

We were advised to purchase a second hand professional machine in order to keep the costs down. The brand most highly recommended was Nakamichi.

We found that some professional audio equipment is often owned by private individuals (“hi-fi buffs”) who have a hobby of listening to music on very high quality equipment.

We also found that the equipment owned by such persons is generally looked after with a great deal of care, even to the extent of having their equipment regularly serviced and well maintained.

The cassette machine we purchased was a second hand Nakamichi Model LX-3. Any model Nakamichi cassette recorder would be acceptable as

Nakamichi is regarded as one of the best machines ever produced.

Other suitable brands would be Denon, Tascam, Rotel or NAD.

We found several Nakamichi recorders for sale in our local newspapers, as well as others advertised on the Internet at the e-Bay website. (www.ebay.com.au)

We purchased one machine locally (Aud$180) and later a second unit from the Internet (Aud$150) to be used for spare parts. A users manual was also purchased from the USA for US$20.

Even though Nakamichi recorders are no longer produced, there were several companies we found locally who can service this type of audio hi-fi

equipment for around Aud$80 - $120. It seems very likely that, because it is an enthusiast and hobby field, a similar situation for acquiring equipment will exist in major cities in many countries.

6.1.1 Technical Notes & Specifications

For persons who are technically minded, we include the following recommended specifications for determining machines that would be suitable for your digitising project. The cassette machine does not have to be a Nakamichi so long as it has equivalent specifications as listed below.

Frequency Response: 20 Hz - 15kHz +/- 3dB, all tape types.
Signal to Noise Ratio: > 55 dB A weighted, all tape types, no Dolby N\R.
Channel Separation: > 40 dB @ 1kHz.
Wow and Flutter: < 0.06% WRMS.
Tape types supported: normal (FeCr), Chrome, Metal.
Noise reduction system: Dolby B, C minimum, S desirable.
Real-time counter.
Replay head azimuth should be user adjustable.
Replay level/volume should be user adjustable.

6.2 Computer Soundcard

It was recommended to purchase an external soundcard device that takes the conversion from analogue signal to digital signal outside of the computer.

This protects the recording from electrical noise and impedance that would

be more likely to occur if the conversion was done inside the computer.

A Creative Labs Audigy 2NX external USB 2 soundcard was purchased for Aud$249. This product is available world wide and comes with its own software and cables.

6.2.1 Technical Notes & Specifications

The basic specifications are:
Analogue line and microphone I/O, SPDIF out, Optical I/O.
Analogue audio inputs/outputs: unbalanced to suit cassette recorder interface
Frequency response: 20 Hz - 20 kHz +/-.2 dB
THD+N: > .96 dB, BW 20 Hz - 20 kHz
Dynamic Range: > 96 dB, 24 bit sampling, wrt 0 dBFS, BW 20 Hz - 20 kHz
Sample rates: 44.1, 48 kHz
Quantisation: 16, 20, 24 bits
Dither and Noise Shaping: 16, 20 bit
Digital audio inputs/outputs: SPDIF and optical.

6.3 Computer

A new computer is not required for the digitising system to operate at a reasonable standard.

We decided to install a new hard disk drive into a second-hand computer in order to have a large storage capacity for the recorded sound files we will produce.

We also decided to make this a dedicated computer to be used for our digitising project and nothing else.

As the digitising of one tape takes a minimum of 30 minutes or 45 minutes per side (depending on the cassette tape length) we felt the computer would need to be available for long periods of time for our project to progress.

6.3.1 Technical Notes

A suitable computer would have the following minimum specifications:

PIII 800 Mhz, 256 MB Ram
10 GB hard disk drive for operating system and software
80+ GB hard disk drive (Anywhere from 80 GB to 120 GB) for sound file storage
Microsoft Windows XP or XP Pro
40 speed CD Rom, external speakers

* USB 2 port - A new USB 2 PCI card was purchased for about Aus$20 15" monitor.

*Note a USB 2 port is required for Creative Labs Audigy 2NX external device.

6.4 CD Recorder (CD Burner)

The only brand of CD Burner recommended as being of professional quality and having acceptable error analysis was the Plextor brand. The laser burns more accurately than other brands and therefore the data is transferred more precisely.

The unit purchased was a Plextor Plexwriter internal CD burner. 52x CD-R, 32x CD-RW, 52 CD ROM Premium E, IDE. This burner came with Plextools software for error checking and Nero Burn CD recording software at a cost of Aud$165.

6.5 Headphones

Obtain a reasonably good set of head phones which has a small plug jack (the same type as the plug on standard external computer speakers).

6.6 Computer Sound Recording and Editing Software

The brand recommended as being the most suitable for our purposes in terms of quality and value for money was Steinberg Clean V5 software for Aud$85. The software is used for recording the sound coming from the Nakamichi cassette player, editing the sound files on the computer, restoration (removing some background noises from the recording) and CD creation.

Unfortunately since we purchased this product it has been discontinued because the German manufacturer was bought out by another company.

There are other equivalent products available which would perform the work required perfectly well. Other similar products which are available are listed below.

6.6.1 Magix Audio Clean 10. (US$39 OR $29 download)
System Requirements
Min 600 Mhz CPU
128 Mb RAM
Min 250 MB storage Space for program files
Graphics card with 1,024 x 768 resolution, 16-bit high colour
Internet connection

You will need to register this product once is has been installed to access its full features which will be needed.

6.6.2 Soundsoap 2 (US$99)
System Requirements
Min 600 Mhz CPU
Win XP Pro or Home
128 Mb RAM
Min 20 MB disc space
Graphics card with 1,024 x 768 resolution, 16-bit high colour
Internet connection

Product reviews say these products are both very good. SoundSoap is a bit better equipped at cleaning off background noise from a recording.

6.7 Types of Recording Media

Our process for long term preservation of our Buddha Dhamma recordings requires several copies of each recording, each needed for a different purpose.

We use two different types of CDs for copying (burning) the newly created digital sound file (recordings).

6.7.1 Archive CD's

For example, a long term storage CD is needed for archive copies. This will be stored in very good storage conditions so that it can last for 50 or more years. This archive copy is not for day to day use because of the risk it could be damaged or lost.

Some organisations even recommend two archive copies be made to store at two different locations. If the archive CDs stored at one location are damaged or destroyed by fire, the other set is still safe and the Dhamma Teachings are not lost.

The two copies would be called an Archive Copy and an Offsite Copy.

6.7.2 Access CDs

A general use copy, or access copy, is also required so that the recording is made available for day to day use. The access copies could be stored in your library along with the other Dhamma books and materials in your collection.

6.7.3 Purchasing Archive and Access CDs

Several brands of special long life archival CD are available for long term safe storage. The standard storage capacity of a CD is now 700 megabytes, which is suitable to store about 80 minutes of sound recordings.

An example of a long term storage disk is the Phthalocyanine dye Gold CD which is made by MAM-A Inc. (Mitsui). Mitsui manufactures the raw material that the disks are made from. A product called “Mitsui Gold CD” or a product made using “Mitsui Gold materials” is best.

These CDs can be fairly expensive (up to Aud $3 ea), however we found that by ringing around CD importers and specialist CD outlets we were able to buy up several large batches of old stock for less than Aud$1 each.

A cheaper alternative to Mitsui Gold CDs are Ritek X Recordable CDs, made by the company Ritek (www.ritek.com). They cost around Aud$0.65cents each from a local distributor in Australia.

Ritek's website claims its product is suitable for more than 50 years life when stored in good conditions, however, the Mitsui brand has a superior reputation and is widely used by national libraries for their long term storage. This is an indicator of the quality of Mitsui Gold CDs.

Any popular brand CD is suitable for the access copies although you should get a few samples first and check they work well with the Plextor CD burner and other CD players your organisation may own.

Occasionally it is found some that CDs are incompatible with some CD players so it is better to test a small quantity before purchasing a large quantity. Preparation time is never wasted.

6.7.4 Storage of Archive CD's

The storage conditions where the archive CDs are kept is the second most important determinant of how long the CDs will last. The two factors that promote deterioration of the CD are light and heat.

The archive CDs should be stored in individual CD packs and kept in a vertical plane. The CD packs themselves should be black in colour, preventing light from reaching the CD. These are available from most CD distributors and cost less than Aud$0.50cents each.

Temperature and humidity conditions need to be kept at suitable levels as close to 18 deg C and 20% RH (Relative Humidity) as can be provided. If the storage conditions you provide differ substantially you will need to check your archive CD recordings every couple of years to make sure they are not deteriorating too rapidly.

The recommended software will enable you to gauge very accurately whether there has been any deterioration. You could then create new CD copies to halt the deterioration.

It is always important to keep direct sunlight off the disks and to keep acidic paper labels from contacting the CDs.

The next section of this report provides information about how to handle and label these archive CD's to ensure they remain well preserved.


7.0 Cataloguing, Media and Storage Systems Installation

This section provides information about the cataloguingand labeling procedures which you may find useful to enable easy tracking and identification of the digitised recordings.

7.1 Cataloguing Format

If your collection of audio taped Buddha Dhamma recordings is more than about 50 cassettes, you will need a cataloguing system to keep track of the various sound files that will be created on your computer, enabling easy cross referencing back to the original cassette.

Whilst you could use the topic of the teaching on the cassette as the basis for identifying recordings, a numerical system may be better suited to deal with the complexity of many recordings.

One system suitable for use as a computer file name could be as follows:

day/month/year/tape number/side.

So, for example, a cassette recording made on 15 June 1998 which is a single tape with both sides used would read:

15_06_98T1SA 15_06_98T1SB
If this tape is one of a set of three, the second one in the set would be:

15_06_98T2SA
15_06_98T2SB

Occasionally, we have found recordings with no dates on them or incomplete dates. In order to continue to use the numerical system, we have chosen to substitute a numbering series starting at 001 just to identify these recordings.

If we knew the tape was recorded in 1998 but did not know the day or month, the number would be:

001_00_98T1S1

The next undated recording may have been made in 1990. The catalogue number would be:

002_00_90T1SI

The next one would be 003 and so on.

If we have no year, we estimate what year it was recorded and use that as the year.

The _ between each number is important as a "/" (usually used for writing the date) in a file name on a computer, will not be accepted by the computer.

Once the format of the cataloguing system has been chosen, an index can be created where every recording is listed. The subject matter of the recording can be included next to the numerical catalogue number. This could be done at the start of the project or developed as each recording is digitised.

7.2 Labelling

When a catalogue number is allocated, it carries through onto all subsequent copies or sound file for the original recording. The same catalogue number should be given to the cassette, the files created on the computer, the CDs that are burnt and the transcripts of the file (if these are being made as part of your digitisation process).

Once digitised the original tape cassettes can be given a coloured sticker so that they can be quickly identified as having been digitised.

Once burnt the access CD needs to be labelled on the protective cover and on the CDs using a special CD marker pen (felt tip).

The archive copies need to be labelled on their black light proof covers and also on the CDs. Because they are a preservation CD, all care is used to not introduce any chemicals that will cause them to deteriorate. Therefore it is suggested that the label be written on the clear inside plastic inner circle of the CD rather than on the CD surface itself.

The space is fairly limited, however a special marker pen makes the labelling easier.

A suitable pen is a Staedtler Permanent Lumocolour F. Art No: 318-9


8.0 Operating Guidelines

A detailed instruction manual follows which describes:

8.1 How to set up the digitising system equipment
8.2 How to load the software and prepare the equipment and file folders.
8.3 How to digitise the cassette recordings
8.4 How to "clean" the recordings
8.5 How to burn CDs

8.1 How to set up the digitising system equipment

If you acquired the equipment described in this report or very similar equipment, do the following.

1.Place the cassette recorder on a level surface close enough to the computer for the cables to reach.

1.A cable goes from the left and right output sockets on the rear of the cassette deck to the line in socket on the Creative Labs Audigy 2NX external device.

A cable goes from the Audigy USB socket to the USB 2 card at the back of the computer.

4. The cable for the speaker runs from the Audigy socket labelled "side/phones". This is the same socket to use for the headphones. Either the headphones or the speakers are connected.

8.2 How to load the software and prepare the equipment and file folders

8.2.1 Load and configure Software

The Plextor CD Burner comes with an installation disc that will install hardware drivers and also the Plextools application software that we use to create Archive and Access CDs and also to check the CD media for errors.

If the Plextor install process does not automatically begin after the CD is inserted, open “my computer” then click on the CD drive icon and find the file called “setup” to install the software manually.

We recommend that the Audigy 2 Driver and Application Software be installed next as this becomes the automatic (default) sound hardware the PC will use and all other software should automatically detect the sound device and configure its own setup files to suit.

If any sound issues or conflicts arise after the sound device is installed you may need to check the PC sound device settings by clicking on the Start menu-settings-control panel-sounds and multimedia properties buttons.

Then select the correct device from the drop-down menu and then click on apply.

The sound recording, editing and cleaning software installation process should start when the CD is inserted or go into “My Computer” and left click on the CD drive icon to begin the installation and follow the prompts that come up on the screen. (filling out registration, etc).

When the installation is complete open the software and go into the options menu, then soundcard settings to confirm or select the correct input device which is the USB Sound Blaster Audigy 2.

8.2.2.Preparing the File Structure

The file structure on your computer needs to be created to enable easy and systematic access and retrieval of files. A four level structure of folders can provide this.

Level 1 Folder which contains the whole archive collection named something like "Recordings Collection Folder".

Level 2 Folders. Within level 1 a folder for each year for which you have recordings to transcribe needs to be created.

If your collection has recordings from 1984 to 2005 then there will be one folder for each of these years.

Level 3 Folders. Within each year there are the individual recordings made in that years folders. One would be named for example 08_02_1984T1S1.

A variation on this is in the case of a set of tapes which may have five tapes in the set. In that case to keep the set together an extra level would be added so level 3 would be the set folder and level 4 would be the individual recording folder 08_02_1984T1S1

Level 4 Folders. Within the individual recording folder the different versions of each recording we will be creating has its own folder. Later on the purpose of the different versions of each recording will be described in detail.

At the moment we can say there is a Master file, an Access copy and an Mp3 copy. There are therefore three folders created at this level labelled Master, Access and Mp3.

Into each of these goes the sound files themselves.

8.3 How to digitise the cassette recordings

Be aware that mobile phones and plugging in/turning on electric appliances and nearby lights being switched on or off can cause interference that may be recorded onto the computers recorded sound file. If the operator leaves the desk while the digitising is continuing please be aware of activities nearby. Vacume cleaners and blow heaters are particularly interfering.

Before starting check the CD drive in the machine and remove any CD from it. CD drive operations cause static on files being recorded in the burner.

Also using other software while burning may use up system memory and cause a faulty burn. It is best to only have the CD burning software running on the computer.

8.3.1. The Recording Process

You may wish to keep a log book of the work being done on each cassette. The operator has working notes for reference and if two persons are doing the digitising both can see what work has been done or is in progress.

8.3.1.1 A: Creating the Master Copy

To start the recording process follow the instructions below.

1. Turn on the computer, monitor, Nakamichi, and Silver sound blaster device. (push silver button furthest to the right on the top of the device – blue light comes on when correct).

2. Open Creative WaveStudio via the shortcut on the Desktop. When first opened a blank file is shown ready for recording.

During a recording session to access this blank window select "New" from the File menu and choose 44100khz/16bit Stereo.

3. Check the cassette deck heads for build up of dust or lint and clean with isopropyl alcohol solution if needed.

4. Select the cassette to be digitised.

5.If the cassette has had no recent use, fast forward it (all the way to the end), then rewind back to the beginning.

6. Put on the headphones. (If the speakers are connected instead, turn on the speakers). To select the right settings for this tape push "Play" on the cassette recorder and start listening to the recording.

Access the control console on the cassette machine (if it is a Nakamichi by pushing on the top edge of the right side silver panel).
Adjust the Dolby On/Off and C/B types to get best quality trade off between the clarity of the voice and the background noise. (Experiment and find the best combination) All other settings on the cassette deck should not be needed.

Usually an acceptable result will be achieved with the EQ-120-out for normal (depends on cassette type, eg: Metal, Chrome, etc), Dolby ON- (button in), B-type - (button out), set Output control to - max.

When these selections have been made rewind the cassette to the start.

7. When ready click on the red record button in the "Wavestudio” software blank screen - wait approx 4-5 seconds then push “Play” on the cassette.

The recording levels on the right hand side should move and the sound can be heard through the headphones. (speaker)

Look at the recording levels on the bar. At the top of the bar is a section that shows red when the recording level is very loud. Most of the time the moving graph should not enter this red area. If it enters red frequently distortion occurs and we need to adjust down the output volume from the cassette deck.

The output volume control is found on the cassette player in the controls consul. (For Nakamichi it is on the bottom row, far right hand side) The normal setting for this is at maximum so now turn it back slightly and check the sound recording levels on the bar graph of the software. Adjust this output level to make the sound bars on the graph mostly under the red level. Occasional entry into the red is allowable.

8. Allow the recording to proceed to its completion of side 1. On completion of the recording, click stop (blue square) on the creative wave studio software. (it will compile for a few seconds) Then press stop on the cassette player (if it doesn't auto stop after a 4-5 seconds).

If you are out of the room when the cassette is finished you may need to trim the length of the recorded file to remove the excessive silence. The silence shows on the screen as a blank space line after the sound waves.

This silence can be selected with the left mouse button just as in a word processor file. Hold down the button to select the space as you move the mouse.

Select "Cut" from the Edit Menu to remove it.

9. Save the recording by selecting "Save as". Open the appropriate year folder by scrolling up the directory tree. Select the "Master" folder into which this file will be saved.

Then name the file in the following format 00_00_00 for day, month, year. If it is a single tape then follow the date with T1 then S1 to indicate side 1, S2 side 2.

Finally there is one further letter to be added to the file name.

This version of the file is called the “Master” version meaning it is the original recording before it has been modified, edited or "cleaned". There will be other versions of the same file created later on and to identify each version add one more letter to the catalogue number - as it is being saved onto the computer we call it a file name rather than a catalogue number.

Add the letter "M" after the S1 or S2 to indicate this is the Master recording. (It has been included in the example file name in the next section below)

As mentioned earlier when digitizing a cassette that does not have day and or month written on its label we will use a 3 digit system in front of known month or year, for example:

001_09_84T1S1M.wav (when specific day/date is not known) or just
001_00_84T1S1M.wav (when specific day/date and month is not known).

(Please note the .wav is added automatically by the software program as a file extension used for sound files of this type.)

The next cassette recording will be number 002. (002_00_86T1S1M for example)

A record of the 3 digit numbers which have been allocated to previous digitised recordings needs to be kept in a record book to enable allocation of three digit numbers and an index to be produced later on.

Check also the Directory tree you have used to ensure you have saved the file into the correct location.

10. When a recording of a cassette is complete place a yellow dot sticker on the completed side/s of cassette and also on its plastic case, then return the archived cassette to its appropriately dated case.

8.3.1.2 B: The Archive Process

The first CD to be burnt is the long term archive CD which is a copy of the original recording without any editing made.

To burn the "Archive" disc open Plextools from the blue circle icon on the bottom right Task Bar by a right mouse button then click "Restore".

Select "Drive Settings" from the left hand side text menu.

Select "VariRec" from right menu tabs, then check the box to "Enable VeriRec". Leave the recording speed at 8x speed (Default)

Select CD-Rom Maker from the left hand side Text window.

Rename "New Volume" with its file name by right clicking on the New Volume words and select rename. Then use the label format:

24_06_88T1S1A" Please note we are adding "A" to the file name to indicate this is the archive version of the recording.

dd_mm_yyT1(TapeNumber)S1(Side1or2)A(Archive copy).

To locate the file which will now be burned go to the desk top shortcut called "Recording Archives".

Working your way through appropriate years and dates folders open the "Master" Folder that contains ".wav" file to be archived. The wave files have a speaker icon.

The next step involves dragging and dropping the file(s) from this window back to the Plextools window which is still open.

You can layer the two windows so that both are visible at the same time.

Then select the "S1" file, drag it and drop it onto the right hand side of the Plextools window. The "S2" file may also fit onto the same CD. To check it drag it and drop it as well.

Check the green bar at the bottom of the window, if it goes yellow (exceeding the size capacity of the blank CD) remove the second file from the selection by right clicking and deleting it. It will need to be burned to a second CD.

Next is the selection of which type of CD to use. When handling Archive CD's or when labeling these CD's please use the white gloves provided to prevent finger marks as this degrades the longevity of disk and can cause write errors.

When holding a disk using the white gloves, lightly spray onto the recordable side (underside) to remove any dust. Cans of compressed air can be purchased at shops such as large camera retailers.

The product we use is called MG Chemicals "Super Duster 134 PLUS.

Then quickly and carefully insert the disc into the CD Burner before any dusty air can settle back on it.

Mitsui disks are preferred to the Ritek brand for the archive CD's.

Select "Start" to burn the Archive CD. A second window appears, select "Create CD"

After the CD is burnt a Test is required to check for errors on the disk.

From Plextools Left Side text menu select "Q-check C1/C2 Test" then select 4x CLV from the drop down menu, then click "Start".

The test process takes 5 - 10 minutes.

The window that appears shows C1, C2 and CU errors.

The suitability of the CD recording as a long term storage archive can be established by the result of this test.

If the CD has C2 Errors it is not recommended to use this disc as an Archive quality CD. (It could still be used as the access copy however.)

If the C1 Errors total more than 15000 we cannot use it either.

Please note these results (on the back of CD case cover slip) as they will be needed when labeling the CD and for future comparitive testing of CD's. If the disks you are using produce consistently high error rates it is likely they are not phthalocyanine dye CD's. (The Mitsui Gold CD's for example nearly always pass these tests). Or dust may be on the blank CD or in the CD recorder.

It is also possible that some brands of blank media do not perform well with some CD Drives.

8.3.1.3 C: When Recording is Completed

Remove the burnt CD using white gloves, and place it in the appropriate CD case (Black - Single or Double CD size). The black CD cases are to be stored in a climatically suitable environment to maximize their length of life. (see 2.7.4 above)

With the "Staedtler" permanent marker label the clear plastic inside rim of the CD with the catalogue number (file name), not forgetting to write if the CD is side 1 or 2 of the recording. (No indication required if both sides fit onto CD).

Cases can be labeled according to the information on the original cassette tape and should include:

Teacher.
Date and Location.
Subject.
Part of Set or Single, eg: 1 of 5.
Side 1 or 2 (unless both)
If Archive or Off Site copy. (see below)
Results of test: C1, C2, & CU (Place these results on the reverse side of the paper label).
Date of the CD archival completion and the name of the person completing it. The finished Archive Copy CD can then be stored.

8.3.1.4 D. The Off Site Copy Process

All steps are the same as for the Archive copy above except:

* The file name ends with the letters "OS" for Off Site instead of "A" for Archive.

* The Ritek (purple) CD's are suitable to be used for the Offsite Copy.

* Once the Offsite Copy is complete it is to be stored at a different physical location to the archive CD's.

8.4 How to "Clean" a Master Copy for Use

To Process/Edit a Master file into a "Clean" Access File.

1. Open the editing and cleaning software from the Desktop by Double Clicking the icon.

A project window will open up offering choices to "Create new project" or "Open existing Project" - Click on "Create new project".

From the next window select- "New project.cpf" then click- "save".

The next pop up window will ask if it is OK to replace file selected- "yes".

From within the program select "import" from the top menu, then click- "import wav/mp3 file".

The file selection screen will appear. Navigate to the F:\ Drive (archive storage drive on your machine) and the appropriate archive recording folder (J_D_Hughes Archive folder) then to the appropriate location of the file to be cleaned, for example: [F:/J_D_HughesArchives\1984\06_02_84JDHughesfile.wav] Then click "Open".

The program will now load the wav file and may take up to several minutes to open it depending on the file size.

3.(a) At the file panel on the left, across the top is listed -

"No. Author Title Pause Time Cat.".

Right mouse click on the empty box below "Cat."

(b) Left mouse click on the small cassette icon - this adjusts some basic settings for the cassette recorded files.

Some basic settings will be given as examples here of what modifications can be made to improve the sound quality of the recording but the process is mostly trial and error to find suitable clarity and an acceptable background noise.

Use the Help file within the program for the complete instructions on modifying the recording as it is very detailed and provides good reference to settings and their effects.

In summary the process is to begin playback of the recording and try to distinguish the sounds that should be removed or amplified. If the recording is soft then we advise to begin in the “Mastering” section and adjust “Loudmax” between 30-50.

Then begin reducing unwanted noise such as a hiss or hum in the “restoration” window using “FP-De-noiser” and selecting the noise type to be removed. Ground hum max, tape noise max and white noise max are the most frequently used.

At first it may be difficult to perceive any obvious changes so begin at the maximum range of the setting and reduce until the desired result is achieved.

Once the sound quality is optimised click on the “process” button and the whole file will be modified from the start according to the new settings. This may take up to 20 minutes to complete depending on original file size.

Upon completion open the file menu and select Export Audio track as WAV. When this is selected the “Save As” window appears. Navigate back to your archive directory and this file will be saved into the Access version folder rather than the Master folder.

The file keeps its original file name accept with the addition of an “A” immediately before the dot and three letter file extension. For example “24_06_88T1S1A.wav”

8.5 How to Burn CD's

8.5.1 Access Copy Process

To burn Access/Music-CD copies (for any Audio-CD player) use Plextools from the Taskbar.

1. Open Plextools from the blue circle icon on the bottom right Task Bar by right mouse button then click "Restore".

2. Select "Drive Settings" from the left hand side text menu.

3. Select "VeriRec" from right menu tabs, then check the box to "Enable VeriRec". Leave recording speed at 8x speed (Default)

4. Select "Audio CD Maker" from left hand side text selections.

5. Select "Add Tracks" from the bottom menu.

6. Select the appropriate "*.wav" file from its saved directory.

7. Select "Start" to burn the Archive CD. A second window appears, select "Create CD" , burning will commence and when completed “VeriRec” will automatically begin a test procedure and confirm when the process complete.

8.5.2 To Create mp3 Files

1. Double click (left mouse) "Creative Audio Converter" on Desktop.

2. Select "add" from the program window then navigate to the appropriate access directory where the appropriate *.wav file is stored. Select either a single file to convert or all.

Then left click "Open" which returns you to the main window.

3. Select "Set Destination Format" from the main window

Check the "Format" window is set at "MPEG Layer 3 (mp3)"

Check "Channels" is set at "Stereo"

Check "Encoding Mode" is set at "Constant Bitrate"

Adjust the "Audio Quality" slider to "56 kbps"

Select "OK" to set and return to the main window

4. In "Destination File Location" menu select "Browse"

A window opens showing the last used Directory.

Navigate to the appropriate mp3 directory which will be located in the "F" drive.

For example:

F:\Recordings Collection Folder\1988\06_88Set_of_10\26_06_88T5\MP3

Select OK to return to the main window.

* Note - you may have to manually create the "mp3" folder from within the appropriate Recordings Collection Folder before starting the mp3 creation process.

Double check that file name(s) is being converted into the correct folder of that digitised recording.

5: Left click on "Convert now" button and wait up to several minutes until the process is complete.

Then click "Close" to exit the program.


9.0 Further Help

Much of the technical information we have given is also available within the software products themselves in the "Help" section or with any manuals which may have come with the software or hardware products. Sometimes the manuals are in the "Help" section and can be printed out on paper.

The technical information we have provided is given as a supplement and support to the products own instructions and the manufacturers own technical help service.

Should you require additional help we suggest you contact the technical help service provided by the manufacturer or distributor of the software which is listed with the documentation that comes with the product when purchased.


10. Acknowledgements

The Directors and Members of The Buddhist Discussion Centre (Upwey) Ltd are most grateful to the staff of ScreenSound Australia. In particular the sound engineering department who gave expert guidance and assistance to help us to safely preserve our historical collection of audio tape recordings of Buddha Dhamma.

We thank with gratitude our Member Paul Tyrell who worked generously for many hours to create our own digitising system, then started the task of digitising our audio cassette tape recordings of Buddha Dhamma and finally documented the process enabling the creation of this instruction paper. Paul also helped fund the equipment, software and supplies of the digitising system.

We thank Members and Friends of our Centre who have given generously to the project.

Thank you to Frank Carter, Vice President Local Area Planning and Asset Management, for managing the project, initiating the project and producing this instruction paper for use by other organisations.

We thank our IT Team : Tiraj Adikari, Julian Bamford, Anita Carter, Frank Carter, Leanne Eames, Evelin Halls, Vladimir Karnovic, Alec Sloman, Paul Tyrell and John Watson, who have made this project a reality.

We thank our Founder Master John D. Hughes for providing the teachings for us to preserve, and for his vision in using current technology to ensure Dhamma materials are available for future generations.

Namo Tassa Bhagavato Arahato Sammasambuddhassa

We thank the Buddha Sakyamuni for bringing the Buddha Dhamma teachings into this world so that we may preserve them for future generations.

May the merit of this project be shared with all beings.
May all beings be well and happy.
May all beings be well and happy.
May all beings be well and happy.