presented by Speakers: Joe Konrath, Product Manager, Microfilm Trudi Egan, Project Manager, Microfilm Joan Corkran, Project Manager, Microfilm

presented by Speakers: Joe Konrath, Product Manager, Microfilm Trudi Egan, Project Manager, Microfilm Joan Corkran, Project Manager, Microfilm

- Overview

Overview Frequently Asked Questions from Microfilm Clients What does it mean to prepare a collection? Why talk about preparing a collection for microfilming? Some tasks are consistent across different material types, other tasks are specific to the material category Backstage preparation vs. conservation 3

Collation Defined Collation is the process of reviewing a volume, series, or collection, usually page by page 5

Collation Records - Serials Serials Preservation Project: MN#2016-S: Author: Title: SURROGATES SENT (DATE) ILL REQUEST(S) SENT (DATE) CATALOGING INFO. RECV'D. (DATE) ILL MATERIAL RECV'D. (DATE) VOL. # MONTH/ YEAR ISSUES MISSING PAGES MISSING VOL./ ISSUE DAMAGED PAGES COMMENTS LIBRARY Page 6

Collation Records Newspapers STATE UNIVERSITY: COLLATOR: DATE: TITLE: PUBLICATION FREQUENCY: OTHER INFORMATION: YEAR MONTH DATE VOL/ ISSUE MISSING ISSUES MISSING PAGE(S) DAMAGED PAGE(S) COMMENTS SECTIONS/SUPPLEMENTS NO. OF ISSUES COLLATED: TOTAL NO. OF PAGES COLLATED: AVERAGE NUMBER OF PAGES PER ISSUE: TIME SPENT: 7

What to Look for During the Collation Process Missing pages Damaged pages involving text loss Errors or irregularities in pagination or volume/issue numbering Foldouts Illustrations, photographs Blank pages, covers Volumes in need of disbinding 8

Disbinding - Volumes Thicker than 3 inches Brittle pages Tightly bound 10

Disbinding - Volumes Gutter Glare 11

Types of Disbinding Hand Disbinding Cover removal Cutting strings or removing staples Cutting into sections Complete disbinding Mechanical Disbinding Complete disbinding using a machine commonly referred to as a guillotine 12

Reel programming Defined Reel programming is the process of determining the contents of each reel prior to filming. This ensures that reel breaks occur in logical places, such as at the end of a title, volume, or year. 15

Three Elements of Reel Programming 1 Filming i orientation ti Cine vs. Comic 2 3 Reduction ratio The relationship between the size of the original and the number of times it is reduced d as the image on film, e.g. 12 to 1 Maximum exposures The number of frames that will fit on a reel 16

Three Elements of Reel Programming FILMING ORIENTATION Filming orientation is the placement of images with respect to the edges of the film. There are two filming orientations: cine and comic, also known as A and B positions. Images may also contain one page, designated as one-up, or two pages, designated as two-up. Filming orientation is usually based on the original format and the size of the material and text. 17

Three Elements of Reel Programming FILMING MNG ORIENTATION ON CINE CN POSITION ON 18

Three Elements of Reel Programming FILMING MNG ORIENTATION ON COMIC C POSITION ON IB TEXT TEXT IIB TEXT TEXT TEXT TEXT 19

Three Elements of Reel Programming REDUCTION RATIO Reduction ratio is determined by the dimensions of the material and the filming orientation. Try to achieve a constant reduction ratio. 20

Three Elements of Reel Programming REDUCTION RATIO Scenario: Majority of material lhas similar dimensions with only a few larger items. Set the reduction ratio for the smaller size and then adjust for each larger item. 21

Three Elements of Reel Programming REDUCTION RATIO Scenario: Materials are of a wide variety of sizes. Set the reduction ratio for the largest materials to avoid frequent reduction ratio changes, which are time and frame consuming. 22

Three Elements of Reel Programming 23

Three Elements of Reel Programming MAXIMUM EXPOSURES Once the filming orientation has been determined, given the dimensions of the material, the following chart will calculate the number of frames that will fit on a reel. 24

Three Elements of Reel Programming MAXIMUM EXPOSURES: 40 METER REELS Height for Cine(A) Width for Comic(B) in inches REDUCTION RATIO 8 9 10 11 12 13 14 15 16 17 18 19 20 21 6 1,423 1,542 1,682 1,850 2,056 2,176 2,313 2,467 2,643 2,643 2,846 2,846 3,083 3,083 7 1,276 1,423 1,542 1,682 1,850 1,947 2,056 2,176 2,313 2,467 2,643 2,643 2,846 2,846 8 1,121 1,276 1,370 1,542 1,609 1,762 1,850 1,947 2,056 2,176 2,313 2,467 2,467 2,643 9 1,028 1,156 1,276 1,370 1,480 1,609 1,682 1,850 1,947 2,056 2,176 2,176 2,313 2,467 10 949 1,057 1,156 1,276 1,370 1,480 1,609 1,682 1,762 1,850 1,947 2,056 2,176 2,313 11 881 974 1,088 1,194 1,276 1,370 1,480 1,542 1,682 1,762 1,850 1,947 2,056 2,056 12 902 1,000 1,088 1,194 1,276 1,370 1,480 1,542 1,609 1,682 1,762 1,850 1,947 13 860 949 1,028 1,121 1,194 1,276 1,370 1,423 1,542 1,609 1,682 1,762 1,850 14 881 974 1,057 1,121121 1,194194 1,276 1,370 1,423 1,542 1,609 1,682 1,762 15 841 902 1,000 1,057 1,156 1,233 1,276 1,370 1,423 1,480 1,609 1,682 16 860 925 1,000 1,088 1,156 1,233 1,276 1,370 1,423 1,480 1,542 17 881 949 1,028 1,088 1,156 1,233 1,276 1,370 1,423 1,480 18 841 902 974 1,028 1,121 1,156 1,233 1,276 1,370 1,423 19 860 925 1,000 1,057 1,121 1,194 1,233 1,276 1,370 20 881 949 1,000 1,057 1,121 1,194 1,233 1,276 21 860 902 974 1,028 1,088 1,121 1,194 1,233 22 881 925 974 1,028 1,088 1,156 1,194 23 841 902 949 1,000 1,057 1,088 1,156 24 860 902 974 1,000 1,057 1,121 25

Targeting Defined A target is a sheet of 8 1/2 x 11 (U.S. standard) or A4 (210 x 297mm, widely used in Europe) paper which contains technical or bibliographic information. A target is filmed with the material and becomes part of the film itself. Many targets are eye-legible. This means that the target is legible without magnification after filming. 28

1 Standard Targets 2 Project Specific Targets 3 Custom Targets 4 Condition Targets 29

STANDARD TARGETS provided by Backstage Start Density Copyright Statement Resolution or Technical End of Title End of Reel Please Rewind 30

STANDARD TARGETS provided by Backstage Start START 31

STANDARD TARGETS provided by Backstage Density A density target t (uniform density target, t density illumination i target) is filmed at least twice on each reel - after the start target and before the end of reel target. It is used by the quality assurance staff to confirm that the camera is providing a uniform density illumination target across the copy surface. 32

STANDARD TARGETS provided by Backstage Copyright Statement The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copy-righted materials including foreign works under certain conditions. In addition, the United States extends protection to foreign works by means of various international conventions, bilateral agreements, and proclamations. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be used for any purpose other than private study, scholarship, or research. If a user makes a request est for, or later uses, a photocopy or reproduction in excess of fair use, that user may be liable for copyright infringement. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law. 33

STANDARD TARGETS provided by Backstage Resolution The test t charts are used to test t the reduction ratio and the resolving power, or resolution (the camera s ability to record fine detail.) 34

STANDARD TARGETS provided by Backstage Resolution Target 35

STANDARD TARGETS provided by Backstage Film/Scan Target 36

STANDARD TARGETS provided by Backstage END OF TITLE End of title END OF REEL PLEASE REWIND End of reel 37

PROJECT SPECIFIC TARGETS Project ID target Frequently includes information about funding agency Finding Aid 38

PROJECT SPECIFIC TARGETS Project Identification Target Microfilmed 2016 for Cooperative Africana Materials Project FOR RESEARCH LIBRARIES by Backstage Library Works Bethlehem, PA 18017 Camera Operator: Diane Nagy Reproductions may not be made without permission from Research Libraries. 39

CUSTOM TARGETS Serials & Newspapers Monographs Archival/Manuscript i Collections 40

CUSTOM TARGETS Serials and Newspapers Master negative number Eye-legible title target Bibliographic record Guide to contents Reel contents Volume, year and/or month/year 41

CUSTOM TARGETS Serials and Newspapers Master negative number Appears on first reel of title MASTER NEGATIVE NUMBER: 2016-840010 42

CUSTOM TARGETS Serials and Newspapers Master negative number Appears on second reel of title MASTER NEGATIVE NUMBER: 2016-84002 43

CUSTOM TARGETS Serials and Newspapers Eye-Legible Title The Danville Quarterly Review New York 1850-1854 44

CUSTOM TARGETS Serials and Newspapers Bibliographic Record BIBLIOGRAPHIC RECORD TARGET --OCLC or Library Catalog record goes here-- MICROFILMED BY BACKSTAGE LIBRARY WORKS Bethlehem, PA 18017 on behalf of The Theological Library Film Size: Image Placement: Reduction Ratio: Date Filming Began: Camera Operator: 45

CUSTOM TARGETS Serials and Newspapers Guide to Contents 46

CUSTOM TARGETS Serials and Newspapers Reel Contents THIS REEL CONTAINS: VOLUME 1-1850 VOLUME 2-1851 47

CUSTOM TARGETS Serials and Newspapers Volume, year and/or month/year VOLUME 1 1850 48

CUSTOM TARGETS Monographs Master negative number Eye-legible title target Bibliographic record Guide to contents Reel contents Optional: Volume target List of irregularities 49

CUSTOM TARGETS Monographs Master negative number Appears before first title on reel MASTER NEGATIVE NUMBER: 2016-84001-1 50

CUSTOM TARGETS Monographs Master negative number Appears before second title on reel MASTER NEGATIVE NUMBER: 2016-84001-2 51

CUSTOM TARGETS Monographs Eye-Legible Title Bell, Charles Dent Hymns for the church and the chamber London: J. Nisbet 1882 52

CUSTOM TARGETS Monographs Reel Contents THIS REEL CONTAINS: 2016-84001-1: Bell, Charles Dent. Hymns for the church and the chamber. 1884 2016-84001-2: Monroe, Carl. Statistics of European Agriculture. 1896. 2016-84001-3: Westbrook, Lindsey. Socialist economy in the U.S. 1904. 2016-84001-4: Miller, Michael. Proceedings of the 81 st national sub-committee on farming. 1873. 53

CUSTOM TARGETS Monographs Volume VOLUME 1 54

CUSTOM TARGETS Monographs List of Irregularities Bibliographic Irregularities in the Original Document: x Pages(s) missing/not available: pp. 10-12 Volume(s) missing/not available: x Illegible and/or damaged page(s): pp. 31-37 Page(s) or volume(s) misnumbered: Page(s) or volume(s) filmed from copy borrowed from: x Other: Foldout between pp. 18-19 55

CUSTOM TARGETS Archival Collections Master negative number Eye-legible collection target Bibliographic record Guide to contents The collection s finding aid is often filmed in place of a guide to contents t Reel contents Series/container target Folder target or item target 56

CUSTOM TARGETS Archival Collections Master negative number Appears on first reel of collection MASTER NEGATIVE NUMBER: 2016-84001 57

CUSTOM TARGETS Archival Collections Master negative number Appears on second reel of collection MASTER NEGATIVE NUMBER: 2016-84002 58

CUSTOM TARGETS Archival Collections Eye-Legible Title John Doe (1848-1924) Papers, 1900-1924 11.2 cubic feet 59

CUSTOM TARGETS Archival Collections Bibliographic Record BIBLIOGRAPHIC RECORD TARGET OCLC or Library Catalog record goes here MICROFILMED MED BY BACKSTAGE LIBRARY WORKS Bethlehem, PA 18017 on behalf of the COUNTY HISTORICAL SOCIETY AND MUSEUM Upstate, NY 10562 Film Size: Image Placement: Reduction Ratio: Date Filming Began: Camera Operator: 60

CUSTOM TARGETS Archival Collections Guide to Contents 61

CUSTOM TARGETS Archival Collections Reel Contents This Reel Contains: Series I : Correspondence, 1911-1912, Box 1-4 Series II: Correspondence, 1913-1922, Box 5-8 62

CUSTOM TARGETS Archival Collections Series/Container Series I Correspondence, 1911-1912 Box 1, Folder 1 - Box 4, Folder 7 63

CUSTOM TARGETS Archival Collections Folder Folder 1 1911 64

CUSTOM TARGETS Archival Collections Item Journal, 1915-1916 New York 65

CONDITION TARGETS A Condition, or As-Needed Target is a custom target that informs the user of a particular situation, problem, or irregularity that affects some or all of the material contained on a reel. 66

CONDITION TARGETS - examples Some pages in the original contain flaws and other defects which appear on film Missing i page(s) Missing issue(s) Filmed as bound Best copy available Blank pages not filmed Irregular pagination throughout Borrowed from Statement on duplicate images 67

CONDITION TARGETS Flaws and defects SOME PAGES IN THE ORIGINAL CONTAIN FLAWS AND OTHER DEFECTS WHICH APPEAR ON FILM. 68

CONDITION TARGETS Missing pages MISSING PAGE(S) 69

CONDITION TARGETS Missing issues MISSING ISSUE(S) 70

CONDITION TARGETS Filmed as bound FILMED AS BOUND 71

CONDITION TARGETS Best copy available BEST COPY AVAILABLE 72

CONDITION TARGETS Blank pages not filmed BLANK PAGES NOT FILMED 73

CONDITION TARGETS Irregular pagination throughout IRREGULAR PAGINATION THROUGHOUT 74

CONDITION TARGETS Borrowed from FILMED IN WHOLE OR PART FROM A COPY BORROWED FROM: STATE UNIVERSITY 75

CONDITION TARGETS Statement of duplicate images STATEMENT ON DUPLICATE IMAGES This journal contains many illustrations, some of which are fullpage, many more of which appear on pages mixed with printed text. In order to ensure that both text and illustrations are equally legible, camera settings must be changed. Therefore, when text and illustrations exist in a single image, such frames are exposed twice. The first exposure reflects the camera operator s best effort to capture text; the second exposure reflects the camera operator s best effort to capture illustrative material. It is hoped that this practice will result in a microfilm product that fully serves the needs of most researchers. 76

Ready for Filming Once the tasks are completed your collection is ready to be filmed. Backstage provides customization to fit the needs of the client. 77

Backstage Library Works Provo, Utah and Bethlehem, Pennsylvania info@bslw.com 1.800.288.1265 www.bslw.com