Collection Management Division

George A. Smathers Libraries

Bibliography Bulletin 9.1

April 14, 1992


Microform Set Selection Guidelines


Selection guidelines for microform sets were written in response to a library task force formed to recommend improvements for selecting and managing microform sets. The guidelines are meant to accomplish two things: (A) provide a check list for collection managers to ensure that certain considerations and coordination will occur prior to order placement; (B) ensure that coordinated decisions once reached will be remembered and implemented as the set or parts of the set are received, processed and made accessible in the collection. The aim is to make microform sets a more usable part of the collection.

  1. Collection managers should make selection of a microfilm set a team effort, involving personnel that will oversee ordering, receiving, cataloging, housing, preserving and providing reference services. The guidelines, which should be used to reach selection decisions for entire sets or parts of sets, should reveal specific potential problems associated with the acquisition and document decisions on how the library will confront the problem(s).
  2. Selection guideline forms need to be completed and filed only in those cases where an order is submitted.
  3. The completed selection guideline form should be sent to the Acquisitions Order Unit with the order.
  4. A second copy of the completed selection guidelines form should be sent to the secretary for the Collection Management Department who, upon receipt, will distribute copies to the Cataloging Department and, if necessary, the unit designated to house the microform set and the appropriate reference service point.
  5. A file of selection guideline forms for orders placed will be maintained by the secretary of the Collection Management department and a list of orders placed will be maintained
  6. Copies of the list or the selection guidelines may be requested at any time from the secretary, Collection Management Department.

GEORGE A. SMATHERS LIBRARIES

UNIVERSITY OF FLORIDA


MICROFORM SET SELECTION GUIDELINES

The microform set selection guidelines establish standard selection criteria among collection managers reviewing microform sets for possible purchase. If a decision is reached to place an order, one copy of this completed form should be sent to the Acquisitions Department with the order and one copy should be sent to the secretary, Collection Management Department.

Definition:
A microform set is typically a commercially produced collection of materials (e.g. periodicals, monographs, archival) selected by a project editor for micrographic reproduction in support of research using primary sources in a well-defined thematic or subject area. Projects are often keyed to standard subject bibliographies or, in the case of manuscripts and rare books, the titles in the collection may all be from the holdings of a single preeminent archive, library, or governmental agency.

Title:


Publisher:


Format:


Size in number of fiche or reels:


Date:


The following criteria pose questions which ought to be considered prior to a decision to purchase a microform set. Decisions not to purchase a microform set can be reached at any stage, of course, and the process stops at that point.

1. Following title verification, search the local collection and RLIN/OCLC databases:

Is the microform set title listed in LUIS?

Is the microform set listed in the card catalog?

If the microform set is listed in LUIS or the card catalog, are the holdings complete?

Does the microform set substantially duplicate materials in any format already available in the collection?

Is the set available in other collections (FSU_____RLG_____CRL_____)?

2. Questions concerning the content and arrangement of the set:

Does the set contain material of lasting research value?

Is the content free of inconsistencies?

Do the contents reveal a structured approach to the topic?

Is the intellectual level of the set's contents consistent?

Is the reputation of the editor strong in the field?

Does the publisher usually produce important publications?

Is the sponsoring institution known for its work/collections in the field?

Are the contents arranged rationally?

Has the set been positively reviewed?

Have other librarians made favorable comments concerning the set?

Are the contents written in an accessible language(s)?

3. Determine if the set is relevant to the academic program (program is defined as instruction leading to a degree through any track, concentration, specialization or an area of organized or long term research concentration associated with an academic unit):

Will the microform set support one or more academic programs?

Are graduate level courses associated with the academic program?

Will the set support course work at the undergraduate level?

Will the set support research associated with the academic program(s)?

Have any faculty publications appeared on the topic covered by the set?

Have any theses or dissertations been written on the topic?

Does the set support a long-studied topic in the field?

Will the set support an emerging topic in the field?

4. Does the set contribute to the collection's development strategies? (see CM Bulletin 6.4 for definition of collection levels)

Does the set fall within current collecting intensities?

Is the set appropriate for a collection at the 1, 2 or 3 level?

Is the set appropriate for a collection at the 4 or 5 level?

If appropriate for a 4 or 5 level collection only, is the collection being developed at the research and comprehensive level?

Does the material offered continue a set already partially purchased?

Would the set or part offered substantially extend the collection's strength?

Can the set be purchased in parts?

Local need for this material can not be met by ILL?

5. Will the set be accessible to the primary user group?

Is a guide or finding aid available?

If so, does the guide provide the type of access necessary to serve the primary user?

group?

If not, does the importance of the material override the lack of a guide?

Can multiple copies of the guide be purchased? (standard order for sets housed in H&SS is 2 copies)

If a guide is forthcoming, is a realistic publication date set?

Does the publisher have a good track record for publishing announced material?

Has a plan been developed for the guide?

Is the guide/editor for the guide known?

Has the author/editor(s) produced other guides?

Is the publisher known for producing useful guides?

Do the targets filmed with the material make the material accessible?

Is the guide written in a language used by the primary user group?

6. Costs:

Is the per-frame cost reasonable and in line with the cost of other microform sets?

Does the price of the material allow for purchase on the regular fund?

If not, should negotiations be opened for purchase against a combination of funds?

If the set is purchased, no important reductions will be made in other current material purchases?

If prepayment is either required or results in substantial savings, is the publisher's track record for publication of announced sets or parts of a set excellent?

Will the set be available during the current fiscal year?

Are non-state funds available for prepayment, if the purchase will not be received during the current fiscal year?

7. Housing:

Does the intended location have proper climate control?

Is existing equipment available to appropriately house the set?

Is existing equipment available to appropriately access the material?

Does the set's publisher offer equipment as a purchase incentive? If so, does the intended housing unit need storage cabinets, compatible equipment?

Does the publisher provide acid free jackets for microfiche publications? If not, can the library provide these supplies and the personnel to jacket the fiche?

8. Cataloging:

Are quality analytics available for the set from OCLC, RLIN or an independent provider?

If yes, should the library purchase these analytics?

Are funds available to purchase the analytics?

If quality analytics for the set are not available or are of poor quality, what level of access is needed by the primary user group: (Circle appropriate choice)

  1. Cataloging at the set level with references to a printed guide or a separately published bibliography or index that provides reasonable descriptions and access information?


  2. Catalog the set with title added entries for up to 20 separate titles. This method may be suitable for some sets with serials grouped together because of subject content.


  3. Catalog at the set level with few selected analytics of significant titles to ensure these titles will not be duplicated unconsciously in the future?

If quality analytics become available for the set in the future, should the library purchase?

9. Preservation:

Does the publisher adhere to ANSI/AIIM/ISO standards?

Does the promotional literature and/or review indicate adherence to these standards?

Is the set available in the following formats: 16 mm microfilm, 35mm microfilm, or microfiche? Decisions regarding format must rest on the set's content, available equipment , and user needs.

Is the film available in polyester or acetate base?

If storage environment will not be less than 70° F and 50% RH, choose a polyester film base.

Does the publisher provides a choice of Silver-Gelatin, Diazo, or Vesicular emulsion film? Circle your choice.

Choose Silver-Gelatin in the following cases:

  1. the set contains fine lines, small letters (e.g., newspaper classifieds)
  2. the set has long term research value
  3. will not be used frequently
  4. will not continue to be commercially available

Choose Diazo in the following cases:

  1. the set does not contain fine lines, small letters (e.g., newspaper classifieds)
  2. the set has long term research value
  3. will continue to be commercially available
  4. will be used frequently

Choose Vesicular emulsion:

  1. the set does not contain fine lines, small letters (e.g., newspaper classifieds)
  2. does not have long term research value
  3. set will continue to be commercially available
  4. will be used frequently

Summary:








Decision: Microform set will be ordered: yes______no______.

The microform set should be on a polyester base [ ]

The microform set should be on a acetate base [ ]

Collection Manager: