Collection Preservation Plan

(Content updated August 18, 2006)

Facilities

The Microforms Collection is housed on the first floor of the Knight Library. Temperature and humidity are controlled for paper preservation, which is within the acceptable range for a public service microforms collection.
Temperature for archival negatives, however, should remain consistently below 65 degrees Fahrenheit. Accordingly, the area is not suitable for storage of master copies.

Microfiches are stored in steel filing cabinets, and should have acid-free envelopes. Many of our microfiches are in fact not currently jacketed, though a project to replace acid-based envelopes is in progress. Microfilm should be stored on inert plastic reels in acid free cartons in acid free archival records boxes, up to six per box, on non-corrosive open library steel shelving. Wrappers should be non-acid, and should be labeled to deter patrons from throwing them away. Many collections are currently stored in individual reel boxes that are not acid-free, though a project to replace all acid-based reel boxes and cartons is in progress.

Microcards and Microprint are produced on a slightly acidic linen-based calendered paper stock, and appear relatively stable for the near term. The paper boxes in which some of them are housed are higher acid, and there is a musty smell in their vicinity. Spot-checking has revealed no sign of mold. They should be checked periodically for insect or humidity related problems. These items cannot be reordered, except on alternate media (such as microfiche) in some cases.

There are no problems for the collection in terms of windows, radiators, and heat vents. There is a possibility of water damage in the event of a fire in the building, as sprinklers are found throughout the storage area and the lowest shelves are within four inches of the floor (standard is six inches or better). Fortunately there is a staircase in the area which would drain water away from the film collections (though pose a hazard to some Documents collections). Any roll film that has been exposed to water must be immersed in plastic containers of clean water and sent to a photographic facility for drying.

Collection Maintenance

Dust is one of the primary enemies of microfilm and should be kept to a minimum throughout the area by regular dusting and vacuuming. Food and drink should be kept away from the collection. Staff should handle, and instruct patrons, to handle films with minimum contact as skin leaves acid on film surfaces. Shelf-reading should take preservation issues into account, with replacement of acid-based boxes and wrappers on an ongoing basis. Staff should do all refiling. Locking take-up reels are installed on all readers and reader-printers, which helps reduce reversed windings. Signage on the machines helps reduce unauthorized mechanical experiments by patrons. Staff, and not patrons, should correct all winding problems, to avoid damage as well as error. Torn films can generally be spliced with the appropriate film tape used in the microforms work area. Scotch tape should not be used to repair torn film. The Coordinator should do all film repair, unless a student worker has been trained to make repairs; the Coordinator may determine that the damage is beyond service repair and refer the film to the Preservation Department for repair or replacement or reorder a new service copy from the appropriate publisher of the film.

Machinery

Readers and reader/printers are regularly inspected for dirt, toner level, glass condition, and mechanical readiness. Attention should be given to features designed to prevent contact between film and glass during high-speed movement of microfilm, and to cleanliness of glass Dirt on glass causes permanent scratches. Every shift should inspect and clean glass in the reader-printers, and readers should be examined daily. Temperature at the focal plane should remain below 167 degrees Fahrenheit. Staff should train patrons in the importance of turning off lamps when leaving an image in place unused for any length of time.

Staffing

Training of those who are to staff the Collection is essential. Patrons frequently require orientation to the Collection and equipment, especially reader/printers. First impressions are important, and this is our best opportunity to impress upon them the habits that will aid in longevity of film. Staff must be alert to the needs of all patrons who enter the Microforms department. A copy of this Plan should be made available to all staff and discussed with them.

Circulation

Current policy is that materials are noncirculating, with the exception of Interlibrary Loan, with a limit on microfilm of six reels per request, with a renewable term of three weeks. ILL is an important service, but it does present problems for the Collection. Aside from the non-preservation issue of interrupted access for University patrons, there is the increased abrasion (and, in many cases, increased temperature and humidity) to which film is exposed.

Statistics

Staff keep statistics on collection usage, ILL circulation, patron contacts, machine usage, and machine condition. Potentially these statistics can help identify preservation issues that may need attention.

Recommendations: Ongoing

2. Microfilm shelf reading should be done as follows: 1. Check the grey box position. 2. Check for dates or call numbers on reel boxes within the grey box. 3. Check for missing reel boxes against the ILL checkout slips. 4. Declare and describe missing reel boxes on the checklist (City, TITLE, Date Range, or TITLE, Call Number) for re-order. 5. Check Reel Box for metal reel. If found, rewind onto inert plastic reel. 6. Check for acid-free wrapper. Supply a wrapper if missing. Add identification (City, TITLE, Date Range, or TITLE, Call Number) by typing the information on a label and afixing to the wrapper. 7. Check reel box for acidity. Replace, restamp, relabel and rebarcode acid reel boxes. 8. Remove any rubber bands found. 9. Clean any dirty film found. 10. Report any strange appearance or odor (mold, rainbow colors in film, etc.)

3. Microfiches not housed in metal filing cabinets are subject to increased problems with lighting, temperature, humidity, spillage, abrasion, dust, and loss. The collection most in need of attention is the College Catalogs Collection. The College Catalogs are photographed at unusually high magnification and the originals often have been printed in very faint sans-serif types, making them our most sensitive high use holdings, yet they are not sleeved in acid-free envelopes. We should prioritize better protection for this collection. Ultimately all microfiches should be jacketed in acid-free envelopes.

4. Microfiche shelf reading should be done as follows: 1.Does the collection contain acid-based divider cards? If so, remove them and replace with acid-free dividers. 2. Is the collection in acid-based envelopes? Remove them and replace in acid-free envelopes. 4. Check for missing fiches.. 6. Declare and describe missing fiches (TITLE, Call Number) for re-order.

5. Microprint must be inspected as for acid-based print media.

Maintained by: Tamara Vidos, tamarav@uoregon.edu
Last Modified: 08/18/2006