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Preparation
Materials to be microfilmed require careful preparation to ensure the creation of preservation-quality microfilm that is readily usable and easily understood by the researchers of today and tomorrow. To be considered ready for microfilming, materials must undergo page-by-page collation, fill-in acquisition, and both condition and bibliographic targeting. Material that is properly organized, collated, and described prior to filming will reduce time and costs at camera and during quality assurance.
Preparation for preservation microfilming is a time-consuming, complex process, which is why our preparation staff is trained to understand the idiosyncrasies of printing and binding, the principles of manuscript arrangement, the basics of bibliographic description, the proper treatments for foldouts and illustrations, and the problems of binding strength and paper quality, as well as the capabilities of microfilm technology. Below is an overview of the preparation process.
- Collation
Bibliographic page-by-page collation is the first major step in preparation. During the collation process, each item is carefully inspected for anomalies and bibliographic completeness, and its bibliographic description is verified. This information is documented, and flags are inserted to alert the camera technician to foldouts, irregular pagination, or missing material. The exact number of pages is also recorded to facilitate the accurate calculation of frame counts used in reel programming.
- Fill-in acquisition
During collation, titles with missing text, pages, issues and/or volumes are identified. These titles can be placed on hold until either replacement materials have been secured or the client directs our staff to film the title as the best copy available.
- Cataloging surrogates
We can gather bibliographic information about uncataloged titles during collation by creating a surrogate with chief sources of information and other descriptive information from the first and last issues provided, along with information from other issues that featured significant changes. We submit this surrogate to the client for cataloging, and a copy of the record can be included on the microfilm of the title. OCLC can also provide original cataloging services.
- Reel programming
The next step in the preparation process is reel programming, according to the client's preferred organization (such as date, call number, series, subject, size, or language). After logical reel breaks have been established, master negative numbers are assigned from the scheme and range provided by the client.
- Targeting
We provide all technical or constant targets for microfilming. In addition, we can create the following bibliographic targets: project identification target, eye-legible title targets, bibliographic record targets, a guide-to-contents target, reel contents targets, and volume targets. All targets are produced on a high-quality laser printer, follow the ALA Target Packet and the RLG handbook guidelines and are eye-legible as appropriate.
- Prospective cataloging and post-film updating
OCLC offers copy and original cataloging services to prospectively catalog items to be microfilmed. This online announcement of an institution's intent to preserve a title on microfilm involves placing a preliminary record in OCLC's WorldCat Online Union Catalog. The record is updated with specific microfilm information after completion of the actual filming. Prospective cataloging is performed by OCLC Custom Cataloging staff, and updating is performed by OCLC Preservation Service Centers staff.
- Indexing
We can also create indexes or finding aids for microfilmed newspapers, photographic collections, and manuscript or special collections. Our editorial staff is experienced in organizing and describing a variety of bibliographic entities, regardless of format. The final indexed product can either be printed or made available as a searchable systems application.
- Labeling
We print all film box labels on acid-free stock and can accommodate specialized label needs, including various shapes, sizes, and unique formats.
- Tape exchange
OCLC and RLIN exchange all master negative tapes on a monthly basis so that records of preserved and cataloged materials are available through either utility.
- Other Preparation Services
In addition to the services already noted, OCLC Preservation Service Centers can provide a variety of individualized preparation services specifically designed for a client's unique microfilming project needs.
For more information on preparing collections for microfilming, tour the slide show "A Guide to Preparation for Preservation Microfilming".
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