PROJECT HANDBOOK. Guidelines for those participating in the NEWSPLAN 2000 Project

PROJECT HANDBOOK Guidelines for those participating in the NEWSPLAN 2000 Project Third Issue March 2002

1. CONTENTS CHAPTER TOPIC PAGE 1 Overview of the NEWSPLAN 2000 Project 3 2 Background to the NEWSPLAN 2000 Project 4 3 Microfilming Schedule 6 4 Physical & Bibliographic Preparation 9 Summary of Procedures 9 Background to Servicing 11 Checking & Collation 12 Cleaning 14 Reel Programming 15 Bibliographic Targets 17 Disbinding 17 Preparation Area 18 Preparation Log 21 5 Transporting newspaper files 22 6 Gathering Costs 23 Introduction 23 Servicing a volume 23 Disbinding a volume 24 Recording estimated costs 24 Recording actual costs 25 7 Servicing newspaper files in the BLNL 26 8 Receiving, storing and using microfilm 28 9 Analysing the quality of existing microfilm 30 10 Publicity 34 11 Ordering additional copies of positive microfilm 35 12 List of Contacts 37 Appendix 01 Completed Preparation Log 39 Appendix 02 Servicing Costs Summary Sheet 40 Appendix 03 Analysing Actual Costs of Servicing Summary Sheet 41 2. PROJECT HANDBOOK 2.1 This Handbook is designed to be a series of guidelines and practical recommendations to assist those participating in the NEWSPLAN 2000 Project through the servicing and supply of newspaper files for preservation. 2.2 The Handbook is split into Chapters, each one focusing on the different aspects of participation. The Handbook is written in such a way that it should initially be read cover to cover and then used as a practical guidebook, with pages copied and made available to those responsible for the practical work of servicing newspaper files, etc. 2.3 Every attempt has been made to cover the main subject areas of participation. However, as the Project gains momentum there will be aspects and practicalities of the work that will be experienced only when newspaper files are taken from shelves and begin their journey to the microfilming contractor. This Handbook will therefore regularly be reviewed and updated. Third Issue March 2002 The NEWSPLAN 2000 Project 2

CHAPTER 1 OVERVIEW OF THE NEWSPLAN 2000 PROJECT 1. CORE AIMS To save the United Kingdom s heritage of local newspapers and preserve them for the use of current and future generations. To preserve a fragile and deteriorating part of the cultural history of England, Northern Ireland, Scotland and Wales, which otherwise will be lost. To enable readers to have access to historic files of UK local newspapers. To benefit all sections of society in the UK. 2. OBJECTIVES To preserve 1,600 local newspaper titles held in libraries and archives, universities and publishers offices throughout the United Kingdom. To create archival microfilm to preservation standards. To provide one copy of each film to the appropriate local library, without cost. To distribute microfilm readers and reader printers for users in libraries throughout the UK, at minimal cost. To store the master negative microfilm created by the Project to archival standards. To create an interactive website, linked to the curriculum, providing users with opportunities to investigate the educational potential contained within local newspapers. To catalogue each newspaper title to national and international standards. 3. INVOLVING 1,600 local newspaper titles 100,000 reels of archival microfilm 33,000 volumes of newspapers 65 million pages of newsprint 800 microfilm readers and 60 reader printers Ten NEWSPLAN regions and 190 library services nation-wide, which are used by 34 million people a year. 4. FUNDING The Project is a 7.8M initiative. The Heritage Lottery Fund is providing 5M in cash support. The regional newspaper industry is providing 1.3M as cash contribution toward matching funding support. Repositories throughout the UK are providing 1.5M by servicing and transporting collections as an in-kind contribution. Third Issue March 2002 The NEWSPLAN 2000 Project 3

CHAPTER 2 BACKGROUND TO THE NEWSPLAN 2000 PROJECT 1. In March 1998, the Library & Information Commission (LINC) NEWSPLAN Panel submitted an application for funding support to the Heritage Lottery Fund (HLF) entitled NEWSPLAN: Local Newspapers in Peril. The application proposed the preservation of 3,500 local newspaper titles with associated processes at a cost of 16M. In April 2000, the HLF made a conditional award of 5M to support Stage 1 of the Project. The award granted the NEWSPLAN 2000 Project a twelve-month developmental stage, referred to as a Foundation Year, leading to the application for a full Stage Two Pass in 2001. 2. The need for a programme to arrest the rapid deterioration of local newspaper runs held throughout the United Kingdom was demonstrated by a series of reports produced by the NEWSPLAN Programme. 3. The NEWSPLAN Programme is a co-operative initiative founded in the 1980s to further the preservation and indexing of newspaper runs in the UK. Public library and archive services, national libraries, higher education and the newspaper industry support NEWSPLAN and it is an acknowledged model of national, cross-sector co-operation and development. 4. The NEWSPLAN Programme divides the United Kingdom into ten regions, comprising the seven regions of England and Ireland, Scotland and Wales. A committee drawn from librarians, archivists, publishers and curators within that geographic area represents each of these regions. Every region has a Chairman who sits on the LINC NEWSPLAN Panel, which is the controlling body for NEWSPLAN and which made the 1998 bid for funding to the HLF. 5. The Reports sponsored by NEWSPLAN were essentially investigations into newspaper holdings, their condition and location. One report was produced for each region throughout the late 1980s and early 1990s. 6. The findings of the reports confirmed the conclusions of the 1986 report by the South-West region and an earlier Library & Information Services Commission Scotland (LISC Scotland) report. These all pointed to a serious loss of newspaper runs through poor physical condition, inappropriate storage, the effects of handling and increasingly heavy public use, encouraged by the move away from the traditional chalk and talk approach of educationalists and increased leisure time. 7. Newspapers have traditionally been printed on one of the cheapest forms of paper, newsprint. This is still the case and a combination of the high acidity in the wood pulp used as the principal raw material and the chemicals used to bleach the paper white make the medium transient and subject to quick deterioration through a process of acidification, as the lignin in the paper becomes involved in chemical reactions. This is why newspapers turn brown and become brittle if left open to the atmosphere for any length of time. 8. This process of acidification creates the great dilemma faced by librarians, curators and archivists, which is that the value of the intellectual content of the newspaper increases in time, just as the physical strength of the paper decreases. 9. The solution to this problem is to transfer the fragile text of the newspaper to a robust and secure vehicle for preservation, which is 35mm archival-quality microfilm. Archival microfilm offers an important advantage over other technologies in that it is heavily standardised and controlled, and has been proven to be extremely robust, resistant to natural disasters and free from technology obsolescence. 10. The NEWSPLAN 2000 Project was formed in March 2000 under the control of NEWSPLAN 2000, a company registered as a Charity and limited by guarantee. The Company administers the Third Issue March 2002 The NEWSPLAN 2000 Project 4

Project under the control of a Board of Trustees formed from each of the ten NEWSPLAN regions of the United Kingdom and other interested parties. 11. Mr John Lauder, the Project Director, is responsible for the strategic direction of the Project and overall administration of the Project. Mr Simon Kellas, the Project Officer, is responsible for the detail of the work of NEWSPLAN 2000, in particular the identification of files for filming and their timetabling and organisation into the Microfilm Schedule. 12. The NEWSPLAN 2000 Project operates from premises made available by the British Library at the Newspaper Library in Colindale, London. 13. Repositories who have submitted newspaper files for preservation are supporting the Project by servicing the newspaper files so that they are ready for microfilming and transporting them to and from the microfilming contractor. This support is estimated at 1.5M and is the in-kind contribution of funding. 14. The in-kind contribution provides evidence to the HLF that those who are benefiting from their funding are also making their own commitment to the support of the Project. 15. Repositories are therefore contributing to two major elements of the Project; the physical preparation of the newspaper file so that it can be ready for filming to archival standards, and the flow of work to the microfilming contractor. Third Issue March 2002 The NEWSPLAN 2000 Project 5

CHAPTER 3 MICROFILMING CONTRACTOR & SCHEDULE The Project requires repositories participating in the programme to observe the time-scales provided in the Microfilming Schedules. It is vital that the Project maintains a steady flow of material to the microfilming contractor and so honours its contractual obligations to the filmer. In addition, the Project must have exhausted the funds provided by the Heritage Lottery Fund within the lifetime of the Project, 2001-2004. 1. INTRODUCTION 1.1 The NEWSPLAN 2000 Project will control the pace at which newspaper files are serviced and their subsequent flow to and from the microfilming contractor through the release of Microfilm Schedules. 1.2 There will be two Schedules in all, one for each year of the microfilming programme of the Project, from 2002-2003 and 2003-2004. Each Schedule will be further subdivided into two six-month batches of filming and the Project Office undertakes to release all these in advance of when the newspaper file is required for filming. Each Schedule will identify when a newspaper file is to begin preparation, when it is to be sent to the contractor and when the repository should expect its return with its accompanying microfilm. 1.3 In this way, the Project intends to be able to provide the Contractor with a constant and steady supply of material for filming and the repositories with as much notice as possible to allow them to complete the servicing of the files. 2. MICROFILMING CONTRACTOR 2.1 The microfilming contractor for the Project is Microformat (UK) Ltd, www.microformat.co.uk. 2.2 Microformat (UK) Ltd are based in Rochester, Kent. They are a well-respected firm, specialising in archival microfilming and are recognised as leaders in their field. More details can be found in Chapter 12. The Board of Trustees of the NEWSPLAN 2000 Project appointed them in October 2001 after the completion of EU Tendering procedures. 2.3 The Project Office and Microformat will co-ordinate the logistical delivery of newspaper files to and from Rochester and will use a Microfilming Schedule as the timetabling control over this aspect of the project. 3. TIMETABLE FOR RELEASE OF THE SCHEDULES 3.1 YEAR ONE 2002-2003 Microfilming in Year 1 will run from March 2002 to March 2003 with preparation always ahead of the microfilming cameras. Servicing in readiness for Year 1 will begin in January 2002. The first Microfilming Schedule will be released in December 2001. This will detail the newspaper files that are to be preserved in Year 1. 3.2 YEAR TWO 2003-2004 The Schedule for Year Two will run from April 2003 to July 2004 and will be released in December 2002. 4. OBSERVING THE SCHEDULES 4.1 It is vital for repositories participating in the programme to observe the requirements of the appropriate Schedule. Every effort must be made to maintain the flow of work planned and timetabled in the Schedule. Failure to do so will constitute a serious issue for the Project, bound as it is by a contractual Third Issue March 2002 The NEWSPLAN 2000 Project 6

obligation to the Microfilming Contractor to provide them with the agreed throughput of work, which was set out in the Tender for Microfilming. 4.2 Where any inevitable delay does occur, it should be identified immediately and the Project Office informed. By acting quickly and decisively, it may be possible to move other work up the order of filming and so ensure that the Contractor has a steady throughput of work. 4.3 Similarly, should you find yourself able to service and make ready a collection ahead of the timetable, you should also inform the Project Office, so that your newspaper file can be made ready earlier and possibly filmed ahead of schedule. 4.4 Underlying all the effort to keep up with the pace that has been agreed between the Project and the Contractor is the requirement to have used all the funds made available by the HLF by July 31, 2004. The Project cannot function beyond that date and so all newspaper files have to be serviced well in advance of that date. 4.5 Throughout the planning stages of the Project, the size of newspaper files has been deliberately overestimated. This has been done on the principle that it is better to have too much film available rather than run out of film before all the newspaper titles have been preserved. 4.6 In addition, the Project has planned the cost of reels of microfilm at a high level, to allow the Project to avoid underestimating costs. In this way, the Project has planned to acquire 30,000 reels with the funds it has available, while in reality, we may find that we are spending less and can therefore acquire more reels. 4.6 There is, therefore, a likelihood that as the Project enters its third year, in 2003, it will have more funds available to acquire more microfilm and a surplus of microfilm will begin to emerge, as newspaper files require less film for preservation. This will allow more than the planned 1,600 titles to be filmed. 4.7 It is therefore vital that all the NEWSPLAN regions have B lists available of titles that can be added to the Microfilming Schedules. 5. MAINTAINING CONTACT You are required to keep the following contacts informed of your progress in observing the schedule: Simon Kellas, the Project Officer, and: The Chair of your regional NEWSPLAN group. Details are given in Chapter 12 List of Contacts. Third Issue March 2002 The NEWSPLAN 2000 Project 7

1. SUMMARY OF PROCEDURES 1.1 Timetabling CHAPTER 4 PHYSICAL AND BIBLIOGRAPHIC SERVICING Titles have been allocated a month for filming, and should be ready for delivery to Microformat a month before this date, by which point servicing should be complete. For example, a title listed for filming in November should be ready for despatch in October, and therefore servicing should be completed in September. As servicing of each title is completed, confirmation of this, along with accurate figures relating to each title, should be sent to the Project Office. (See 1.4 Reporting below) The Project Office and Microformat have worked to create a realistic timetable for filming. However, in a project of this size, circumstances may arise which will require some minor adjustments to be made to the Schedule. Should this occur, the Project will notify the affected library as soon as possible. 1.2 Communications From Project Office In the first instance, libraries should check the Filming Schedule to check when they have titles being filmed that require servicing. The Project Office will also remind libraries, in advance, of titles due for servicing. Once servicing of a title has been completed and figures reported to the Project Office, a final reminder will be sent with a date for despatch of volumes (see 1.5 Despatch of Volumes below) 1.3 Estimates Of Reel & Volume Numbers Original figures relating to numbers of reel and volumes were based on informed estimates. As titles are serviced and true figures collected, we know the actual number of reels and volumes. If these figures vary by a significant degree from the original estimates, then some alterations to the Filming Schedule may be required. 1.4 Reporting Once a title has been serviced and the preparation logs completed, confirmation should be sent to the Project Office with the following details: Start and End Dates of Run, plus details of significant missing periods Actual Number of Reels Actual Number of Volumes Serviced It is vital that this information is sent as soon as possible, so it can be entered into the Project Database, allowing us to ensure the Filming Schedule is accurate and make balancing adjustments if necessary. Please note that completed preparation logs should be sent to Microformat, and not the Project Office. Logs should either be enclosed at the front of the relevant volume(s) or filed together and clearly identified. Failure to service a title, or report completion of servicing may result in the title re-scheduled. If any problems arise, please contact the Project Office at the earliest opportunity. 1.5 Despatch of Volumes Once details have been logged, the Project will then give an exact date for despatch of volumes. Regulating deliveries from across the UK to Microformat is vital to avoid confusion for them and for the Project Office. Third Issue March 2002 The NEWSPLAN 2000 Project 8

Therefore it is vital that volumes are not sent before confirmation is given. Third Issue March 2002 The NEWSPLAN 2000 Project 9

2. BACKGROUND TO SERVICING The NEWSPLAN 2000 Project has set itself the task of producing archival microfilm, which means that we must always preserve complete newspaper titles, rather than parts of titles, which are in the best physical condition possible. The overriding aim of all servicing should be that the best file of a newspaper goes to the cameras in the best physical and bibliographic condition possible. Accurate servicing is required if the microfilm is to satisfy archival. It is vital that all those involved in the Project complete servicing to the best of their ability. Libraries submitting newspaper titles for filming should make every effort to ensure that they collate all the available issues to create as complete a file as possible. If missing issues cannot be traced, then the file will be filmed on the basis that the missing issues are lost, but that attempts have been made to trace them. The Project recognises that those participating in the programme may be undertaking servicing for the first time. It also recognises that at times it will be difficult to find space, staff and time to fulfil all the exacting standards described in this chapter. This document is therefore designed to offer as much pragmatic and practical advice as possible. Participants in the programme are, however, requested to complete servicing as accurately as possible and to the minimum requirements set out in this chapter. The Project has minimum requirements in four areas: Checking and Collation, Cleaning, Bibliographic Targeting and Reel Programming. At the end of the servicing stage the following must be achieved: Preparation logs completed and stored in or with volumes, so that Microformat will have a clear understanding of how many reels to be filmed and details of its contents. All missing issues identified and, where possible, replacements inserted. Summary information for each title sent to Project Office. Volume(s) ready to be transported to Microformat. Third Issue March 2002 The NEWSPLAN 2000 Project 10

3. CHECKING AND COLLATION 3.1 Missing Issues Every newspaper volume to be microfilmed must be examined in detail. To meet British Standards, missing issues must be identified and recorded. Ideally, replacement issues should be traced and filmed with the original volume. The minimum requirement of the Project is that the volume has been checked to make sure that all the issues are present. 3.2 Checking For Missing Issues Each volume should be treated on a case by case basis, but volumes with damaged binding and covers should give the first indication of concern and the need for further investigation. A minimum check would be to make sure that all the title pages for the issues included in the volume are present. Therefore, for example, if the publication is a weekly and the volume contains one year, there should be 52 title pages. Any fewer would indicate that an issue is missing and some further investigative work is required. For this reason, the Project requires checking title page by title page and recommends that; if time allows, checking should be carried out page by page. A checker should look for parts and pages that are incomplete, missing, in the wrong order or damaged to the extent that information has been lost. There are two approaches toward checking each volume: 1. For an annual volume of a weekly publication write down the numbers 1-52, ticking each one off as you come to it to make sure that all 52 editions are present. A twice-weekly would require 104, while a daily or evening would require 313. 2. Instead of depending on title pages, it is more accurate to use issue numbers. This allows you to check the exact sequence of the issues of the title and deals with issues of the title that broke the weekly routine of the newspaper, for example a special edition for a Coronation, Death of a Monarch or Declaration of War or Peace, etc. Unfortunately, neither of the above is completely reliable. This is because printers sometimes made mistakes with issue numbers, repeating or missing out a number, some publishers also began their issue numbers incorrectly or inflated the number of issues their publication had produced. In addition, odd issues could be added to a sequence, as detailed above. The best policy is to use both approaches, and to check the date of each issue. 3.3 Recording Missing Issues Where missing issues cannot be located, they should be clearly identified by inserting a single side of A4 paper, which reads Missing Issue. Details of each missing issue should also be entered onto the Preparation Log. The insertion of this paper instructs the camera operator to use the relevant ISO Target in the filming, which allows the reader of the microfilm to realise that the issue or page they wanted is missing from the film. This can be a time consuming task, but it is a key element in the attempt to create a lasting record of each newspaper title. Future readers of microfilm need to be alerted to the fact that issues or pages were missing when the microfilm was made. 3.4 Locating Replacements for Missing Issues When an issue is recorded as missing, an attempt should be made to identify an alternative holding, from a local library, university, archive or publisher. Your relevant NEWSPLAN report is the best guide to holdings in your area. It is at this point that you should approach the alternative holder to borrow the missing issue, or the volume that contains it. This may mean that you will have two volumes that must be packaged Third Issue March 2002 The NEWSPLAN 2000 Project 11

together, ensuring that one is identified as the main volume for filming and the other as the volume to be used for the missing issue. If this is impossible, you should identify the issue as missing. It will be vital to make sure that borrowed volumes are always clearly identified as such, to make sure they are not absorbed into the host collection at a later date. 3.5 Planning Servicing Time The Project recognises that there are pressures on time in libraries and other repositories. You should expect to set aside approximately one to two hours to service a newspaper volume. Before beginning preparation you should therefore calculate how many volumes you have, the estimated time their servicing will take and the staff and time you have available. Then, you should consider the condition of the volume and the catalogue record of the volume (if one exists) and decide if you are going to check every page or every issue for missing pages. Are you going to look for title pages and record when one is missing, on the basis that if the title page is missing the rest of the issue will most likely also be missing, or, have you have sufficient time for a more exhaustive page by page analysis? 3.6 Editions & Supplements Newspapers should be filmed in full including all sections and supplements. Should a newspaper have more than one edition, the principal edition should be filmed in full including all sections and supplements. Otherwise, an edition that is considered typical or representative should be filmed. Third Issue March 2002 The NEWSPLAN 2000 Project 12

4. CLEANING 4.1 Minimum Requirement for Cleaning The minimum requirement is that pages should be as clean as possible so as not to obstruct access to the printed word. The NEWSPLAN 2000 Project wishes to work in co-operation with all institutions and their policies toward conservation. Cleaning of pages is therefore a policy matter for the institution and our guidelines are purely recommendations. 4.2 Removal of Foreign Bodies & Other Items As material is checked, any foreign bodies, such as paperclips or staples, should be removed and, generally, the volume should be put in good order. Other insertions into the volume, such as loose newspaper pages, photographs or research notes, must be left in the volume to be filmed with the file. 4.3 Cleaning Volumes Some light cleaning can be done if the page or text is obscured by dirt. Cleaning should be done using an archival eraser to remove the surface dirt and a light bristled brush, such as a pastry brush, to remove the residue of the cleaning. Archival erasers and bristled brushes are available from a variety of sources. It is also important to note that it is generally the pages at the front and back of volumes that are most at risk from a deposit of dirt. It is important that you clean away from the spine of the volume so that the cleaning residue is not swept into the gutter, from where it is difficult to remove. Cleaning should be done gently and cautiously and within the conservation policy of the repository. Remember that if the dirt will not move, you cannot force its removal by rubbing harder, as this will damage the paper. Remember that you must not erase or remove any information from the original, regardless of how insignificant it may appear to be. For example, pencil annotations should always be left, as they constitute a record of the newspaper file, therefore pencil rubbers/eradicators should never be used on any document. 4.4 "Difficult To Read" & "Damaged Text" If cleaning cannot remove the dirt, then a single A4 sheet should also be inserted, reading Difficult to Read. This allows Microformat to insert the appropriate Target into the microfilm. If after cleaning you still judge that the bulk of the newspaper file remains difficult to read, then you should tick the Difficult to Read Throughout section on the Preparation Log. Where there are torn or damaged pages resulting in text being missing, insert a single A4 sheet reading 'Damaged Text'. This allows Microformat to insert the appropriate Target into the microfilm Third Issue March 2002 The NEWSPLAN 2000 Project 13

5. REEL PROGRAMMING 5.1 Background Newspaper files should go to Microformat with a clear instructions how the volumes are to be divided into reels of microfilm. During the checking stage, the number of images (frames) required to copy the subject should be counted and the sequence of issues divided up into sections to fill a reel. This is known as "reel programming". 5.2 Number of Frames Per Reel The NEWSPLAN 2000 Project will be filming onto 30 metre reels of microfilm. Such a size normally allows 600 frames, 550 for the newspaper pages and the remainder for the insertion of bibliographic and technical targets. The Project will be filming one page to a frame of film to maximise the image available to the researcher. Therefore a maximum of 550 pages will fit onto each reel of microfilm. As far as possible, you should aim to fill a reel with frames to minimise the number of finished reels needing to be stored and to keep costs to a minimum. At the same time, reel programming should try to reflect the size, structure and grouping of subjects so that a reel's contents are easy to understand and search through. Therefore, for example, reels should be restricted to a year or two years if size permits to fit within the 550 images. 5.3 How To Program Reels Evenly Please note that 550 pages per reel is a maximum figure. You should not distort the programming of a title to squeeze as many pages as possible onto a reel. Reels should be divided evenly where possible. Normally the following periods are used: a half or whole month, two, three, four or six months, one year or several years. An exception to this may be reels at the start or end of publication of a title. Examples: 1. A weekly newspaper of 4 pages per issue would amount to 208 frames (52 issues x 4 pages per issue). Therefore, two years of such a publication would fit properly onto 1 reel of film. 2. A weekly newspaper of 8 pages per issue would amount to 416 frames (52 issues x 8 pages per issue) and would fit properly onto 1 reel. 3. A weekly newspaper of 16 pages per issue would require 832 frames (52 issues x 16 pages per issue) and would be split onto two evenly divided reels, January-June and July-December. 4. A weekly newspaper of 32 pages per issue would require 1,664 frames (52 issues x 32 pages per issue) and would be split into four evenly divided reels Jan-March, April-June, July-Aug and Sep-December. 5. Daily and evening newspapers, which might be published six times a week, and might require one reel to a month, etc. 5.4 Number of Volumes on Each Reel Depending on how collections are bound, more than one volume may be required for a reel. If the volume contains only sufficient for half a reel, point 1 above, in the Preparation Log you would state (under additional information) that this volume and the next volume in the bibliographic sequence will be on one reel. Therefore, the microfilmer will know to place that volume and the next in the bibliographic sequence on one reel. 5.5 Number of Titles on Each Reel Remember that each reel of microfilm can only contain one newspaper title, however short the run. Some titles may be only a few frames. It is acceptable to have the same title on a reel where the title has changed name, but separate newspapers must appear on separate reels of film. Third Issue March 2002 The NEWSPLAN 2000 Project 14

6. BIBLIOGRAPHIC TARGETS & PREPARATION LOGS Targets are sheets filmed with the newspapers that contain vital bibliographic information relevant to the title. Targets will be created by Microformat using information on the Preparation Logs. You should complete the Preparation Log clearly and, where possible, download the electronic version from www.newsplan2000.org and complete it electronically, particularly for Welsh or Gaelic newspapers which may require translation. The most important target that appears on an archival quality microfilm is that which explains the bibliographic information held on the reel. The NEWSPLAN 2000 Project needs the following information to appear on each target: Full title of the newspaper on the reel Start and end date of each reel Changes of title and dates of change Place of Publication (if known) Owner of the volume supplied for filming Details of Missing Issues This information must be clearly entered into the Preparation Log by the servicing institution. This will allow the microfilm camera operator to produce a clear bibliographic target, which, in turn, will provide the reader with a clear understanding of the contents of the microfilm they are about to read. Third Issue March 2002 The NEWSPLAN 2000 Project 15

7. DISBINDING 7.1 Minimum Recommendation The minimum recommendation is for the volume to be able to be filmed as flat as possible depending on the institutional policy of the repository on disbinding. 7.2 Tightly Bound Volumes Many tightly bound volumes cannot be filmed without distortion, shadow and even loss of text in the gutter. It will be clear from looking at the bound volume that if the text of the page is dragged into the spine of the volume, to form a gutter, then this text will be lost when the page is filmed. The Project therefore strongly recommends that if the text cannot be easily read, because it is being dragged into the gutter of the binding, this should be compensated by partial unstitching of the binding, sufficient to loosen the binding but retain the integrity of the spine. 7.3 Should I Disbind? The question of whether or not a volume should be disbound before microfilming is ultimately a matter for the repository. Disbinding should never be done lightly or routinely, and professional staff and bookbinders should be fully involved in any decision. The Project recommends that professionals carry out partial unstitching or disbinding. While the Project does not advocate the complete removal of the binding through the use of a guillotine, repositories are responsible for their own conservation and can adopt this method if it is their normal policy. With such an approach, the volume should be supplied to the microfilmer in a box or wrapped in acid-free paper. 7.4 Storage of Disbound Volumes Once the binding has been compensated for, the Project recommends storing the volume horizontally in a made-to-measure archival box. 7.5 Using Professional Bookbinders When using the services of a bookbinder, it is vital that repositories make clear that they require disbinding to be completed to the needs of this Project Handbook. In particular, newspaper volumes do not require to have extensive repairs made to damaged pages to allow microfilming, modern archival-quality cameras can deal with material in poor condition. Repairs should therefore be limited to only vital elements to prevent the cost of servicing the volume increasing to the level that it becomes prohibitively expensive. The UK is well served by several high-quality bookbinding firms. Individual repositories may operate their own internal binderies or may have long-standing arrangements with bindery firms. However, in an effort to assist participants in the Project, three firms of bookbinders were approached to give an outline of costs and services they would be prepared to offer participants in the Project. All three did so at reduced prices for those involved in NEWSPLAN 2000. In A-Z order they are: Allison & Downey Offer a high quality service, based at their unit in Stirling, Scotland. Price is 60 a volume for hand disbinding, including carriage. Contact: John Allison or Morton Downey. Tel: 01786 464 854 Adbookbinders@amserve.net Remploy Remploy are represented throughout the UK and are offering participants in the Project a cost of 30 a volume for hand disbinding. Firm costs would be provided upon inspection of the volume. Newspaper boxes can also be supplied upon request, in addition to a transportation service. Third Issue March 2002 The NEWSPLAN 2000 Project 16

Contact: Remploy Sales Dept. Tel: 0116 234 6029/ 6031 library.services@remploy.co.uk Riley Dunn & Wilson RDW are represented throughout the UK and are offering participating libraries an inclusive service, collecting, disbinding and returning to the repository or to the Contractor. RDW will disbind by hand or by guillotining. Prices are dependent on quantity, but begin at 28.10 for disbinding by hand, 25.80 for guillotining and reduce to 15.24 for six or more volumes. Contact: John Penman, Director of Conservation Services. Tel: 01324 621 591 enquiry@rdw.co.uk Third Issue March 2002 The NEWSPLAN 2000 Project 17

8. THE PREPARATION AREA, HANDLING AND PACKING 8.1 Preparation Area If possible, the preparation area should be carefully planned for maximum efficiency to reflect the fact that preparation is a production line activity often involving large amounts of newspapers. It should be fitted with adequate shelving sufficient for the quantity, size and nature of collections to be processed. This should be arranged to provide distinct sections for holding material that is newly arrived from the stack, undergoing preparation or awaiting transportation to the microfilming contractor. There should be large clear desks dedicated to checking and counting. The area should also be well ventilated as dust and other potential minor irritants may be released during preparation. 8.2 Health & Safety Issues Great care should be taken when handling newspaper volumes in order to avoid damaging them. Health and Safety issues, such as heavy lifting should also be addressed. Eating, drinking and smoking must be strictly prohibited in the areas where the material is present. At no time should material be at risk from contact with damaging substances. 8.3 Packing Material should be securely packed in parcels or containers. Items may be entirely wrapped in paper of sufficient strength to ensure that the contents are adequately protected, or placed in enclosed and secure containers, separated by bubble wrap or card, and all spaces between the items also filled with bubble wrap. The transport carrier should be contracted to return material similarly packed, ensuring that books are not packed (or stacked) on their fore-edges or spines, and that no large books are packed on top of small books. Where a number of volumes are to be transported, the repository should consider placing the volumes onto a pallet, ready for collection. This also removes any danger of volumes being stored on the floor, which is strongly discouraged. Third Issue March 2002 The NEWSPLAN 2000 Project 18

NEWSPLAN 2000 PROJECT PREPARATION LOG NEWSPAPER TITLE CHANGES TO TITLE (include dates of change) LOCATION OF PUBLISHER (if known) COLLECTION FROM WHICH VOLUME WAS SUPPLIED NO. OF REELS IN THIS VOLUME DATES FOR EACH REEL DATES OF MISSING ISSUES (if replacement issues are supplied give details of location of volumes and supplier) DIFFICULT TO READ THROUGHOUT? (TICK) YES NO ADDITIONAL INFORMATION CHAPTER 5 TRANSPORTATION OF NEWSPAPER FILES 1. INTRODUCTION 1.1 Once prepared and ready for filming, the newspaper file(s) must be made ready for transportation. Third Issue March 2002 The NEWSPLAN 2000 Project 19

1.2 Just as the Microfilming Schedule informed repositories when to begin servicing the newspaper file, so it also informs them when they should arrange the transportation of the file to the microfilming centre. By observing the dates set in the Schedule, repositories will help to maintain a steady flow of newspaper files to the contractor and so add to the smooth running of the NEWSPLAN 2000 Project. 2. HOW TO PREPARE FOR TRANSPORTATION 2.1 Material should be securely packed in parcels or containers. Items may be entirely wrapped in paper of sufficient strength to ensure that the contents are adequately protected, or placed in enclosed and secure containers, separated by bubble wrap or card, and all spaces between the items also filled with bubble wrap. The microfilm contractor will then return the material similarly packed, ensuring that books are not packed (or stacked) on their fore-edges or spines, and that no large books are packed on top of small books. 2.2 Where a number of volumes are to be transported, the repository should consider placing the volumes onto a pallet, ready for collection. This also removes any danger of volumes being stored on the floor, which is strongly discouraged. 3. WHICH CARRIER TO USE 3.1 There is a very strong and competitive network of commercial and publicly owned carriers active throughout the UK. 3.2 The Project strongly recommends that when repositories gather costs, they do so not based on the cheapest, but who best addresses the needs of the newspaper files. These include: 1. A constantly tracked parcels system so that the carrier can identify where the newspaper file should be and where it is. 2. A transport package that makes sure that the newspaper file is never left unattended or unobserved while it is being transported. 3. That the carrier insures the newspaper file to the maximum value they can. 3.3 The Project also recommends that repositories repeat this process for the return leg of the journey, once the microfilm contractor has notified the repository that filming is complete. 4. CORPORATE RATES 4.1 To assist repositories with their costs, the Project is seeking to arrange corporate rates with transport carriers. More information will follow this release. Third Issue March 2002 The NEWSPLAN 2000 Project 20

CHAPTER 6 GATHERING COSTS The minimum Project requirement is for the Project Office to be made aware of all servicing completed by those participating in the programme. This includes the estimated amounts of 17.90 to service a volume and 56 for disbinding. In addition, repositories are also asked to record the true and accurate costs when they are higher than the estimated amounts. This will allow the Project to report to the HLF on the level of support that it is receiving, both at the agreed estimated levels and on the actual cost of the servicing being borne by repositories throughout the UK. This will help to strengthen the case the Project will make to the HLF to continue the Project to Stage 2, 2004-2008. 1. INTRODUCTION 1.1 Repositories which have submitted newspaper files for preservation are supporting the Project by firstly servicing the newspaper files so that they are ready for microfilming and secondly, by transporting them to and from the microfilming contractor. 1.2 Repositories are therefore contributing to two major elements of the Project; the physical preparation of the newspaper file so that it can be ready for filming to archival standards, and the flow of work to the microfilming contractor. 1.3 All the costs that are incurred by repositories participating in the programme will be reported to the Heritage Lottery Fund as evidence of the contributions that those benefiting from the Project are making to the success of the NEWSPLAN 2000 Project. 1.4 The contribution of repositories to the Project is estimated at 1.5M and forms the in-kind contribution of our funding from the Heritage Lottery Fund. In-kind contributions are the evidence the Project requires to be able to account to the HLF that those who are benefiting from the programme are making a sizeable contribution toward its success. 1.5 The costs, which are based on estimates agreed between the NEWSPLAN 2000 Project and the Heritage Lottery Fund, are as follows: 1. 17.90 for the servicing of one volume of a newspaper file, which includes all the physical preparation, collation and transportation of newspaper files. 2. 56.00 for the disbinding of a newspaper volume, where this is required 2. SERVICING A VOLUME 2.1 After much negotiation, the NEWSPLAN 2000 Project and the HLF agreed that 17.90 would be the agreed figure for all aspects of servicing. This therefore includes all the items detailed in Chapter 4 of this Handbook. 2.2 The Project and the HLF agreed that repositories participating in the Project will record their servicing of volumes and present the Project with records of servicing as each newspaper file is prepared and made ready for microfilming. This will allow the Project to report regularly to the HLF and record the expenditure being made to support the programme. 2.3 The HLF and the Project also agreed that when servicing costs are higher than 17.90, the repository incurring the extra cost will be able to notify the true and accurate cost to the Project Office. In this way, as each newspaper file is serviced, the Project will Third Issue March 2002 The NEWSPLAN 2000 Project 21

be able to record with the HLF that e.g. 10 volumes have been serviced and that this equates to 179 at the estimated rate and X over, or under, that figure. 2.4 By recording these costs, the Project is able to report to the HLF on the real level of support the Project is receiving from repositories throughout the UK and so strengthen the case for the next stage of the Project, 2004-2008. 3. DISBINDING A VOLUME 3.1 As with the costs of servicing a volume, the Project and the HLF have agreed an estimated figure, of 56 a volume to disbind a volume and that whenever costs are higher, the repository will record the cost. 3.2 Each repository should also report its expenditure on disbinding, both at the estimated rate and the actual rate. 4. RECORDING COSTS ESTIMATED COSTS Servicing Volumes 4.1 The Project and the HLF have agreed that for each volume of newspaper that is serviced ready for filming by repositories participating in the Project, NEWSPLAN 2000 will be able to credit 17.90 toward the in-kind contribution made by those benefiting from the programme. 4.2 It is important to note that the HLF will not give the Project any money when it credits the 17.90 to us. This is a purely hypothetical transaction, which allows a record of fiscal support for the Project to be kept at the Office and reported to the HLF. 4.3 It is therefore vital that the Project is made aware of every volume that is serviced so that we can provide an accurate record to the HLF. 4.4 As you complete the servicing of a newspaper file, please notify the Project Office of the number of volumes, when servicing began and when it was completed. The Office will then pass this information on to the HLF. It will be more convenient to wait until you have serviced all the volumes that make up the file, rather than notifying the Office every time a volume is serviced. See Appendix 02, page 37, for a proforma to use to record servicing and disbinding costs. Disbinding Volumes 4.5 The Project and the HLF have agreed a figure of 56 for the disbinding of a volume. Again, the HLF will credit the Project with this figure, although no money will change hands. This is another example of the in-kind element of support for the programme. 4.6 The Project does require you to report whenever a volume is disbound. This allows the Project to register your expenditure with the HLF. By following this process, you will allow the Project to confirm with the HLF that those benefiting from the programme are supporting the Project through their own work and commitment. 5. RECORDING COSTS ACTUAL COSTS, OVER THE AGREED RATES Servicing Volumes Third Issue March 2002 The NEWSPLAN 2000 Project 22

5.1 In order for the Project to maintain a truly accurate record of what is being spent on its behalf by those participating in the programme, we require you to provide us with figures representing the true costs of servicing to you, not just the agreed estimated cost. 5.2 The Project therefore recommends that you record all the relevant costs involved in servicing; staff time, transport costs both to and from the microfilmer, costs of the movement of newspaper files within the repository, the cost of seeking advice from conservation and curatorial staff, etc. In addition, please report this to the Project Office when you report the number of volumes that have been serviced. See Appendix 03, page 37, for details and a proforma to use to analyse the actual costs you have incurred in servicing a volume. Disbinding Volumes 5.3 This also applies to the costs of disbinding and includes all the hidden costs, such as telephone calls, transport charges, etc. The Office requires knowing when the cost of disbinding breaches the 56 ceiling agreed by the Project and the HLF. Third Issue March 2002 The NEWSPLAN 2000 Project 23

1. INTRODUCTION CHAPTER 7 SERVICING VOLUMES IN THE BRITISH LIBRARY NEWSPAPER LIBRARY The British Library Newspaper Library (BLNL) has the most comprehensive collection of local newspaper titles in the UK. Approximately 75% of all the newspaper titles to be preserved by the NEWSPLAN 2000 Project are held at the BLNL. This heavy emphasis on the BLNL can be attributed to two factors: The BLNL has the most bibliographically comprehensive files of local newspapers in the UK and often holds titles not available in local areas. If there is any doubt about the physical condition or bibliographic integrity of the file of a newspaper title held in the local repository, the Project has agreed with the HLF that the file available in the BLNL should be filmed. Files in the BLNL are less likely to have been heavily used and are normally in better condition for filming. As servicing such a high number of newspaper files places a heavy burden on the BLNL, the Project argued strongly with the HLF that the BLNL should be allowed to recover some of its costs. The Project and the HLF agreed that the BLNL would be able to charge the requesting repository 8.47 for each volume of a newspaper file it serviced. This covers retrieval from the stacks, recording of bibliographical details, cleaning and repair where required, and delivery to and from Microformat. 2. TIMETABLING Titles have been allocated two dates - one for servicing and one for filming. Servicing of BLNL collections began in December 2001 and microfilming began in March 2002. There will be a gap of approximately two months between servicing and microfilming. This gap creates a frontlog which acts as a safety buffer, allowing the Project flexibility should problems arise with any title (e.g. volumes are missing or damaged) The BLNL, the Project Office and Microformat are working together to create a realistic, on-going timetable for servicing and filming. However, in a project of this size, there may be circumstances beyond our control, which will require some titles to be held back or brought forward. Should this occur, the Project will notify the relevant library. 3. NUMBER OF VOLUMES AND REELS The Project based its original estimates on one reel of microfilm equating to one newspaper volume. Therefore, if a title is estimated at ten reels you should be paying the BLNL ten times 8.47, and so on. In reality, the estimate of one reel to one volume is a crude measurement, but with 33,000 volumes, it is the most workable approach open to the Project. The actual ratio depends on the nature of the binding, format and date of the newspaper. Until servicing of a title begins, we are unable to make any firm judgement. However, where a significant increase in the estimated number of volumes is detected, the Project will inform the relevant library as soon as possible. 4. MISSING VOLUMES Inevitably there will be volumes that are found to be missing from the BLNL or are unsuitable for filming. Should this arise, the relevant library will be informed and replacements sought locally where possible. Normally these missing years will be filmed separately so that filming of the main run is not delayed, and can be inserted into the Filming Schedule at a mutually acceptable date. 5. INVOICING Third Issue March 2002 The NEWSPLAN 2000 Project 24