Long thread... replying as I read...
Yes, lots to consider. Then again, not really. VHS to digital/DVD has a very finite number of methods, varying from excellent to unwatchably crappy. Most methods are equally easy or difficult.
You need to convert that archive to a quality that exceeds usage. Ideally lossless, 5tb USB drives are cheap (~$100), but at minimum MPEG2 15mbps @ 422 (not standard 420/4:2:0). Then you can convert down to DVD copies, streaming copies, etc.
For streaming copies, deinterlace with QTGMC via Avisynth/Vapoursynth (and Hybrid is a good GUI for it there days).
DVD recorders are not the method you want for an organization. Long-term, you'll be sorry if you did.
Volunteers need only be good with paying attention. The should write notes on what to do, beyond any notes you give them. And they should
never guess at anything, ask if questions. Guessing gets you in trouble with video, no room for errors. I cannot stress
pay attention enough!
You don't want component anything.
$750 buys the external framesync TBC that will be needed. Total expense will be closer to $1500 for all the right gear. And, as mentioned: buy it, use it, resell it. This doesn't have to be a forever purchase, just a project-based purchase.
An external TBCs don't really have anything to setup. At most, put in on NTSC mode (USA video signal), probably reset the proc amp controls (if any), and then plug in/out video. The TBC should be the least concerning item. However, always put it on a UPS, never in the wall outlet, never on a wussy "surge protector", and always turn off when not in use. Never leave it on for more than 6-18 hours, depending on model (due to chip cooling). You don't want a bonehead volunteer to leave on the $750 TBC, and have it not work anymore because the chips fried overnight. Costly mistake -- one I've even made!
Again, no component (3-wire RGB) anything. You need s-video, period. Composite (yellow wire) has issues, with few exceptions. JVC S-VHS VCR has s-video out, to TBC, to capture card.
ATI AIW is analog to digital converter.
Yes, beware of eBay, Craigslist, Facebook, etc. Those are not ideal places to get video gear, mostly because the sellers are NOT video people, but rather "recyclers" or resellers (estate sales, storage units, etc). For example, ATI AIW cards are often incomplete, VCRs don't actually work well, TBCs are defective, etc. This forum has many stories of bad deals and wasted time.
Note: I have a very select few complete workflows available in the marketplace right now (VCR, TBC, capture card). You can PM me about that.
Always keep the tapes for another archive.
Actually, a 2-hour tape takes at least 2x as long to fully process. Not just the 2-hour capture, but time spend scrubbing/verifying the capture, moving the file to a new location, etc. Video is not a fast process. Never was, never will be. The only way to speed this up is with more workstations and more people.
Cloud storage is a mistake. It takes forever to upload these large files, and then clouds cost more than local storage.
It's not easy to "pull" (download) video to make your own DVD. People are generally stupid about video. DVD-Video requires not just MPEG-2 to a certain spec, but must be authored. You can literally provide the burn-ready ISO file, the freeware
Imgburn to burn it, instructions to only buy Verbatim DVD-R from
Amazon, and you're still going to get asinine questions from a sizeable % of the user base. For example, people will ignore you, buy crap DVD blanks that don't work. Most simply don't read, and will act as if
Imgburn requires an engineering degree. Because, again, they won't read.
You can't watch directly from cloud storage. That requires a streaming dedicated server, and now you're talking hosting.
Don't get ahead of yourself. Archive first, think about distribution later.
You need to start slower. Get the capture hardware, start a few captures. Get feedback on the forum. Then look at some distribution ideas, run some tests.
While the conversation may seem complex, understand that you're only asking about advanced hobby methods, not professional. I could make some the advanced hobby users here eyes gloss over and start to drool -- and give myself a headache. Pro work is far less fun, more tedious, and requires lots more costly gear. It diverges quite a bit, too. As a quick example, hobbyists almost never have to worry about metadata.
VHS tapes have a lifespan in the 35-65 years range. But as stated, the bigger issue is the people that have data to contribute to the footage.
Yes, never let perfection stand in the way of good/excellent work, but equally don't let crap pretend to be decent. A balance must be maintainer.
FYI, I do have some advanced JVC SR VCRs that let you concurrently make DVDs while capturing to a capture card. These are quite handy. The DVD is an immediate copy, while the computer capture is the better archival version.
JVC VCR with line TBC > external TBC > capture card
But not just any VCR/TBC/card, but specific ones know to work well for this task.
Lossless
Huffyuv is about 35gb/hour
Lossless Lagarith is about 25gb/hour, but often not good for capture (just intermediaries)
Running time x size = TBs needed.
99% of combo DVD recorders are garbage. JVC had a very few pro machines, combo of LSI Logic DVD recorder with SR-V10 type VCR.
Volunteers can maybe handle the ingest/capture of the VHS tapes, but that's it.
Some of the info here is indeed excellent and accurate, but I'm hoping its not overkill.
Never try to clean tapes. You will more likely ruin them.
That donated computer is probably useless or semi-useless. The board may be okay. What size case does the system have? If not good, can transplant to a new case.
Q: Do I think there would be any benefit in using something like a external audio to digital converter
A: None whatsoever. In fact, it may be a downgrade in quality.
