GOALS OF THE PRESERVATION DEPARTMENT
Fiscal Year 2000/2001

REPROGRAPHIC TREATMENTS

GOALS:

GENERAL REPROGRAPHIC TREATMENT

1. Review Filming Priorities and Commitments
2. Continue Development of Databases and Online Support (Reports, etc.)

 

BRITTLE BOOKS & DETERIORATED MATERIALS

3. Reinstate the Collection Management Review Process for Brittle and Endangered Materials
4. Continue SOLINET and Other Granted Microfilming Project(s)
5. Complete RFP for Outsourcing Brittle Books Microfilming

 

MICROGRAPHICS

6. Continue Grant Funded Filming
7. Continue Regular Queue Newspaper Filming
8. Complete Microfilm Regeneration Project
9. Continue Microfilm Sales Program and Encourage Growth

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Associated Library Goal:

[to be listed]

Primary Contact:

Nelda Schwartz (neldas@mail.uflib.ufl.edu)

Gus Clifton (gusclif@mail.uflib.ufl.edu)

Objectives:

• Continue updating list of projects and regular work queues with timelines and deadlines, in order to maintain best filming queue.
• Define priorities and develop plan to most efficiently achieve timely results.

Progress:

• 2000 July 15.   Update of listing begun. Database development postponed due to higher priority of designing, testing and migrating to the new Filmlog-Lazarus-Reprosaurus database.
• 2000 September.   Listing continues but other priorities consume time that would be spent on this.
• 2000 December.   Project temporarily abandoned due to other higher priorities.
• 2001 June.   Project remains abandoned due to other higher priorities.

 

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Associated Library Goal:

[to be listed]

Primary Contact:

Nelda Schwartz (neldas@mail.uflib.ufl.edu) [general workflow; brittle books workflow; grant workflows]

Gus Clifton (gusclif@mail.uflib.ufl.edu) [analog workflow]

Objectives:

• Continue to identify tables and/or databases that would enhance workflow and allow further automation of processes including microfilm sales, target preparation, etc.
• Develop profiles for the identified additions, design and implement multi-purpose reports.

Progress:

• 2000 July 15.   New documentation being written and current databases being reviewed.
• 2000 Summer.   SQL database in test stages. Much development of specific reports and queries remains. Some redesigning necessary to allow full spectrum of use of data for sales and grant oriented updates.
• 2000 October.   SQL database tested, revised and retested. Found to be inadequate for reports, etc, especially for Microfilm Distribution Program needs. The new FilmLog will serve as the data-input base which will have an Access profile allowing Reprographics to use the data in similar fashion to the previous Lazarus database .
• 2000 December.   Final testing of the database completed. Final kinks being worked out. Begun input of new data into FilmLog and generation of Brittle Books Program reports (targets and packing lists). May revert to batch printing of targets through the Access clone.
• 2001 March.   Some reports and input procedures revised through Systems to allow more appropriate functionality.
• 2001 June.   Difficulties remain with retrievals. Revision made to query to pick up missing data results in three-minute searches. Work continues.

 

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Associated Library Goal:

[to be listed]

Primary Contact:

Nelda Schwartz (neldas@mail.uflib.ufl.edu)

Objectives:

• Design method of preparation for most convenience to Collection Managers, permitting constant review of selected materials.
• Engage selected Collection Managers and Bibliographers on a rotational schedule.
• Design workflow to carry out decisions made during review.

Progress:

• 2000 July 15.  Flags containing review decision categories redesigned for clarity and ease of use.
• 2000 July 15.   Filmable backlog, prospective replacements and incompletes are intershelved with color-coded flags. Backlog arranged in call number order for ease of sorting for specific reviewers.
• 2000 September 15.   Test run begun, with three Collection Managers.
• 2000 November 15.   Moderate participation by the testees. Results of volumes reviewed tend to mimic prior test runs in previous years: 50% straight withdrawal, 25% film and withdraw and 25% don't film and return to stacks.
• 2000 December 7.   Meeting with representatives from Collection Management about Brittle Books review resulted in agreement to change searching procedures prior to the CM review. New flags being designed.
• 2001 April.   New CM review begun with some success. Same percentage of CM reviewers participate as in the past and nearly same percentages of decisions: 30% reformat; 30% back to stacks; 30% withdraw and 10% purchase replacement.
• 2001 June.   CM review proves to be somewhat more time consuming than projected. Lack of student help brings temporary halt to displaying new titles for review.

 

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Associated Library Goal:

[to be listed]

Primary Contact:

Cathy Mook (Cathy@mail.uflib.ufl.edu) [P.I.]
Nelda Schwartz (neldas@mail.uflib.ufl.edu) [daily operations]

SOLINET/NEH CPMP4 Theology Grant

Objectives:
• Maintain shipment schedule as submitted in SOLINET/NEH CPMP4/Theology grant proposal.
• Remain current with NOTIS updates for materials filmed and returned by SOLINET for CPMP4/Theology grant.
• Complete CPMP4/Theology grant this fiscal year as scheduled.
Progress:
• 2000 July 15.   Theology Phase 2 deliveries from SOLINET continue to arrive and are updated in our film database and NOTIS in a timely manner.
• 2000 October 31.   93 volumes (and their accompanying reels) remain outstanding.
• 2001May   Begun process of discerning which volumes need further updating on NOTIS. All volumes accounted for in the stacks.

 

USAIN Grant

Objectives:
• Complete USAIN grant as scheduled, with a no-cost grant extension, through December 31, 2000. Brittle Books Program staff locate, search, collect and prepare titles for filming, then catalog the preservation product for monographs.
Progress:
• 2000 July.   Collection of original documents continuing as scheduled. Additional titles gathered with approval by project bibliographer.
• 2000 July.   Resource Services' cataloging of monographs and serials, prior to microfilming, continues at a steady pace.
• 2000 July.   Cataloging of monograph microfilm preservation product has begun.
• 2000 September.   Necessary number of volumes have been collected, but many are yet to be cataloged to AACR2 specs. Review of serials runs for completeness continues.
• 2000 December 4.   Filming and cataloging (pre- and post- filming) continues.
• 2000 December 11.   Filming halted as students leave for semester break.
• 2001 April.   Filming completed. Grant ended. Final report written. Catalong of microfilm product and NOTIS updating continues.

 

Objectives:
• Design workflow for maintaining SOLINET shipment schedule.
• Develop search areas for additional materials to include in project.
Progress:
• 2000 July 10.   First shipment is prepared for mailout.
• 2000 July 15.   Materials from the Legal Information Center arrived to be reviewed for possible inclusion in the Slavery grant.
• 2000 September 15.   Shipments continue on schedule. Materials continue to be collected. Awaiting Law Library titles decision.
• 2000 November 30.   Law Library titles questions answered, materials being prepared for future shipments to SOLINET. Some titles will require original cataloging on OCLC/NOTIS.
• 2000 December 18.   Sixth shipment sent to SOLINET; seventh in preparation using some of the Law Library's materials, transferring them to Special Collections, Rare Books.
• 2001 June.   Work continues on regular basis. Shipments sent, NOTIS and databases updated as completed shipments received back from SOLINET.

Objectives:
• Develop workflow for maintaining filming schedule, in cooperation with Special Collections and Resource Services.
Progress:
• 2000 Spring.   Award received. Grant begins in October. Brittle Books staff will perform the bibliographic searches for all titles prior to filming and provide targeting packs for the microfilmer.
• 2000 September 15.   Workflow devised and clarified. Await hiring of Cataloger and Archivist for the project.
• 2000 November 6.   First batch of volumes received from Resource Services for Conservation review and Brittle Books input/target preparation.
• 2000 December 18.   Fifth and sixth batches of titles being input into the new FilmLog after temporary difficulties with new database. Books that were held in Baldwin transferred to the Baldwin Filming Room on the fourth floor of Smathers.
• 2001 June.   Permission granted to take over filming responsibility from Micrographics. New Zeutschel camera installed in Baldwin Filming Room. Filming does not occur in June due to change in filmer status and new camera.

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Associated Library Goal:

[to be listed]

Primary Contact:

Cathy Mook (Cathy@mail.uflib.ufl.edu) [final draft, microfilming]

Nelda Schwartz (neldas@mail.uflib.ufl.edu) [draft]

Gus Clifton (gusclif@mail.uflib.ufl.edu) [review filming specification]

Objectives:

• Identify materials suitable for outsourcing, selecting from materials already prepared by Brittle Books Program staff for microfilming.
• Develop RFP for outsourcing selected brittle books.

Progress:

• 2000 July   RFP planning on remains on hold.
• 2000 August   Filming queue backlogs at major outsource prospects will prevent filming this fiscal year through an RFP. Will look at issuing 2 contracts (less than $24,999 each) rather than going through elaborate bid process that likely wouldn't result in actual filming this fiscal year. Backlog currently being filmed using P.O.'s.
• 2000 August   RFP draft developed.
• 2000 November   RFP final review begun.
• 2000 December 14.   RFP final review completed.
• 2001 June.   Filming contract awarded to Preservation Resources, with shipments to begin next fiscal year [September?].

 

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Associated Library Goal:

[to be listed]

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu) [project management]

Nelda Schwartz (neldas@mail.uflib.ufl.edu) [filming queue]

Gus Clifton (gusclif@mail.uflib.ufl.edu) [daily operations]

NEH's USNP-Florida Newspaper Microfilming

Objectives:
• Continue USNP-Florida newspaper microfilming as scheduled by NEH-awarded continuation project.
Progress:
• 2000 March  Martha Hruska, Grant PI, writes final report.  State wide Newspaper database  posted to the Web at http://web.uflib.ufl.edu./fnp/ .  Check it out!!
• 2000 Spring.   Extension granted to film more titles, using remainder of money. Titles present in the Preservation Dept. have been checked in and prepped for filming.
• 2000 July.   Filming of titles held in Preservation begun. Other newspapers are to be delivered soon. Some will be outsourced to Micrographics, Inc., if physical condition permits.
• 2000 October.   Filming continues, at Micrographics and in the Preservation Dept.
• 2000 November.   Processing and duplication of film slow. Concerns noted. Remaining titles collated for filming.
• 2000 December.   Slow progress in filming, processing and duplication. Camera removed to Baldwin Camera Room when students leave for semester break. No further filming in Preservation until newly purchased camera is delivered and set up in mid-January.
• 2001 April.   Completed scheduled titles to be filmed within the grant period, winding down project.
• 2001 June.   Continued to film final few titles that had been collected and cataloged. Only post-production and rej-shoots remain.

 

USAIN Microfilming Grant

Objectives:
• Complete USAIN microfilming grant as scheduled, with a no-cost grant extension, through December 31, 2000.
Progress:
• 2000 July.   Materials continue being reviewed by Conservation prior to and post filming.
• 2000 July.   Filming and film inspection continues at a steady pace.
• 2000 September.   Filming continues.
• 2000 December.   Filming continues. Processing and duplication continues.
• 2001 April.   Completed filming selected titles. Set aside those cataloged but not in the current filming queue for future filming as time/money is found.
• 2001 May.   Special Collections staff indicate the preference to transfer in all titles that were collected and cataloged and remain to be filmed [the majority are serials].

 

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Associated Library Goal:

[to be listed]

Primary Contact:

Gus Clifton (gusclif@mail.uflib.ufl.edu) [daily operations for filming]

Nelda Schwartz (neldas@mail.uflib.ufl.edu) [reviewing queue]

Objectives:

• Continue filming of the regular queue newspaper titles.

Progress:

• 2000 July 15.   Filming of regular queue titles continues to be worked in around USNP titles, sharing the same camera. Some Africana, Latin American and Florida titles, given priority listing by the Collection Managers, were completed prior to filming of the Flagler County Times. The second camera is fully occupied with USAIN filming.
• 2000 September.   Some regular queue Florida titles are being outsourced to Micrographics, Inc.
• 2000 December.   All planned newspaper shipments have been sent to Micrographics, Inc. In-house filming has been suspended due to anticipated arrival of new camera and student semester break.
• 2001 March.   Titles that are high priority have been inserted into any available space in the filming schedule.
• 2001 June.   Filming of regular queue titles continues, while unfilmed backlog is shifted to Room 2 and redeployed in an organized manner.

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Associated Library Goal:

[to be listed]

Primary Contact:

Gus Clifton (gusclif@mail.uflib.ufl.edu) [daily operations]

Objectives:

• Regenerate and archive all previously identified remaining microfilm negatives selected for regeneration.

Progress:

• 2000 July 15.   Regeneration of predicted titles completed. 10 cases of additional titles were discovered in Special Collections and added to the regen queue. The majority were completed in the last fiscal year. A few cases remain to be done this fiscal year. This should conclude all known regeneration scheduled.
• 2000 October.   Regeneration shipments to Micrographics, Inc. completed.

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Associated Library Goal:

[to be listed]

Primary Contact:

Gus Clifton (gusclif@mail.uflib.ufl.edu) [sales manager]

Nelda Schwartz (neldas@mail.uflib.ufl.edu)

Objectives:

• Continue cost recovery sales of microfilm products in accordance with copyright compliance and distribution rights.
• Continue to streamline and automate sales processes. Development of a database or spread sheet to chart sales request outcomes.

Progress:

• 2000 July 15.   Microfilm sales workflow continue to be squeezed in among other time-specific grants. Requested new position for unit.
• 2000 September.   Discussed methods of establishing a new position in the Reprographics Unit since one was not awarded this fiscal year.
• 2000 October 20.   Hired full time Sr. LTA for sales/distribution position.
• 2000 November.   Web page designs for distribution activities discussed.
• 2000 December.   Sales and distribution activities continue. Work on preparing the G.K. Saur database information continues, which will permit UF listing of over 15,000 microfilmed titles in the next edition of the Microforms in Print catalog.
• 2001 March.   Web pages continue to be developed. Database for customers developed. .
• 2001 May.   Revised version of Consent to Distribute form developed and approved by legal staff.