services
Imaging
Preservation Microfilming
"Preservation microfilming is the process of reproducing, in reduced size, the intellectual content of library and archival materials on film, following accepted standards, specifications, and guidelines that describe how to achieve an optimal quality bibliographic and technical product.
Through the preservation microfilming process, a master negative (or camera negative) is produced; from this negative, a printing negative (or duplicate negative) is generated from which service (or use) copies of the film are created. The master negative must be stored in a secured and stringently controlled environment to preserve the information it contains and is used only to make the printing negative and its replacements. At this time, the only permissible master negative format for Research Library Group projects is 35mm roll silver-gelatin film." 1
Preservation Microfilming Services have been available at NEDCC since 1978. The microfilm staff receives thorough training on handling fragile material and are therefore uniquely qualified to handle this material.
NEDCC conservators can recommend the best handling practice to the client and/or the microfilm staff. Difficult and challenging collections that may also require conservation are frequently sent to NEDCC because a variety of conservation services are available.
NEDCC is equipped to handle brittle books, archival collections, and newspapers. The Center specializes in filming hard-to-film materials such as scrapbooks, books with fragile binding, brittle manuscripts, and photographic collections including glass plate negatives.
Preservation microfilming is a cost-effective alternative for preserving information and protecting original artifacts. NEDCC's preservation microfilming unit adheres to national standards and the RLG Guidelines for Preservation Microfilming in the production of archival-quality microfilm.
Additional information on microfilming can be found in the Preservation Leaflet Microfilm and Microfiche.
Because preservation microfilming is a complex, multi-step process, NEDCC offers the following preservation microfilming services:
• Preparation of Bibliographic Targets
NEDCC provides all technical and repetitive targets for microfilming at no charge to the client. We will also create on a fee basis, bibliographic targets for a project with guidance from the client. Typical targets include: project specific target, title target, bibliographic, volume and a guide to contents. Targets are created as eye-legible targets in accordance with RLG Guidelines. Targets are printed on a high quality laser printer.
It is the client's responsibility to ensure that camera-ready materials are delivered to NEDCC. This preparation includes pages by page collation to determine that a title is complete. The preparing institution must also identify narrow margins, tight bindings or missing pages. A list of instructions must then be prepared to provide guidance to NEDCC for microfilming.
• Reel Programming
Reel programming determines which documents, serials or volumes will be filmed together on a reel. NEDCC will provide this service or the client may undertake this task.
• Preservation Microfilming
All film is produced 35mm silver halide film on a polyester base.
High Contrast Microfilm is traditionally used in preservation microfilming projects. It is appropriate for text-based collections that contain a limited number of photographs. It is particularly effective in capturing faded or weak text.
Continuous Tone Microfilm captures an outstanding range of tones. It is capable of reproducing gray tones and is therefore appropriate for filming photographs, black and white illustrations with text, and other gray scale images. Continuous tone film is capable of producing the wide range of gray tones necessary to reproduce the highlight and shadow detail found in photographs and black and white art while retaining the preservation quality of the film.
• Quality Control
NEDCC adheres to all the quality control guidelines outlined in the RLG Guidelines for all three generations of film. These include but are not limited to the following:
- Bibliographic Inspection ensures that all text and targets have been filmed, are in their proper sequence and that all targets are correct. This inspection also includes Frame-by-Frame Inspection. NEDCC performs 100% page by page verification to ensure that all the material received has been filmed. NEDCC follows the RLG Guidelines for inspection.
- Technical Inspection ensures that the three generations of microfilm created meet the RLG and the institution's specifications for density, resolution, image stability and life expectancy.
• Processing and Duplication
NEDCC processes and duplicates microfilm for the microfilm created at the Center. NEDCC also provides processing and duplication services to institutions that perform in-house microfilming.
NEDCC will create new service copies as requested by clients. All microfilm copies made at NEDCC are on silver halide film with a polyester base.
NEDCC is a certified Kodak processing laboratory.
• Polysulfide Treatment
Polysulfide treatment is the "process in which sulfur compounds are used to convert the silver in silver-gelatin film to silver sulfide, which can better resist oxidation caused by high temperature, high humidity, and atmospheric pollutants. It may be applied during film processing or as a post processing step."2
NEDCC recommends and continues to offer polysulfide treatment of the camera master and duplicate negative film, offering the service for film created at NEDCC as well as film from another facility.
Polysulfide treatment protects microfilm against redox and atmospheric pollutants. The treatment converts a portion of the silver in the silver halide film emulsion to silver sulfide. The latter resists contaminants.
• Boxing and Labeling
ANSI IT9.2 and ANSI PH1.43 standards outline the material requirements for containers and ties. All generations of film produced at NEDCC are stored in acid-free and lignin-free buffered boxes with acid-free and lignin-free buffered button ties.
The labels on microfilm containers must contain sufficient accurate information to assist in retrieval, use and storage. TheRLG Guidelines provide detailed instructions for the labeling of containers for RLG cooperative preservation microfilming projects or for member's master negatives. These specifications are useful guidelines for any institution establishing their labeling requirements. NEDCC prepares box labels for all the material filmed at NEDCC in accordance with client specifications.
• Off-site storage of master negatives at Iron Mountain-NUS
ANSI/NAPMIT9.Tl describes appropriate storage conditions for preservation microfilm. If an institution does not have an appropriate storage facility, we recommend that the camera master be stored at a commercial off-site storage facility. NEDCC offers off-site storage at Iron Mountain-NUS. Their facility maintains microfilm in climate controlled conditions in accordance with applicable national standards.
• Estimating
Costs for microfilming services vary according to the condition of the material, complexity of the collection, and the client's filming or copying requirements.
A questionnaire has been created to assist clients in gathering information about their collection(s). A completed questionnaire aids NEDCC in preparing a more accurate price estimate. Please fill out and submit an Electronic Feedback Questionnaire Form.
Site Visit: For your convenience, NEDCC staff will visit your institution to familiarize themselves with your collection and to provide a written estimate.
Contact Victoria Ellis, Director of Reprographic Services, (978) 470-1010 ext. 227, to discuss your collection and to answer any questions about the preservation microfilming process.
Internet Resources
The MICROLINK-L Discussion List provides a forum for the exchange of practical issues and ideas amongst microfilming practitioners within Australia and internationally. A listserv for microfilm creators and users in the USA.
Web site that contains a list of current AIIM Standards
The Film-based Imaging Association acts as an advocate for microfilm for preservation in the business community.
The Preservation Reformatting Section of ALCTS in ALA
An excellent resource for preservation microfilming information