GOALS OF THE PRESERVATION DEPARTMENT
Fiscal Year 2001/2002

REPROGRAPHIC TREATMENTS

GOALS:

GENERAL REPROGRAPHIC TREATMENT

1. Continue Development of Databases and Online Support (Reports, etc.)
2. Reassess and Redesign Intra-Unit and Intra- and Inter-Department Workflows for Greater Efficiency.

 

BRITTLE BOOKS & DETERIORATED MATERIALS

3. Continue to Expand Collection Management Review for Brittle and Endangered Materials.
4. Continue SOLINET and Other Granted Microfilming Project(s)
5. Begin Contracted Outsourcing for Non-Grant Brittle Books Microfilming.

 

MICROGRAPHICS

6. Complete Extensions of Grant Funded Filming for USNP and USAIN.
7. Re-establish Regular Queue Newspaper Filming
8. Develop Internal Users Handbook for New Zeutschel Cameras.
9. Acquire and Implement Use of Microfilm Processor to Permit Timely Quality Control.
10. Award and Begin Contracted Outsourcing of Microfilm Duplication and Refine Efficient Workflow Pre- and Post- Duplication.

 

DISTRIBUTION AND SALES

11. Continue Microfilm Sales Program and Encourage Growth
12. Develop Statistics Reporting Mechanism

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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 to identify tables, queries, reports and/or databases that would enhance workflow and allow further automation of processes including microfilm sales, statistics, target preparation, etc.
• Develop profiles for the identified additions, design and implement multi-purpose reports.
• Work with Systems staff to reassess and develop faster, more user-friendly functionality.

Progress:

• 2001 July 15.   Identified portions of existing reports and databases that result in inefficient or negative-impact search reports.

 

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Associated Library Goal:

[to be listed]

Primary Contact:

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

Objectives:

• More smoothly move materials from section to section within the Unit and from any section in the Unit to other Units in the Department, and the Library.
• Become more familiar with other Departments' workflows and how to more efficiently interact with them.

Progress:

• 2001 July 9.   Met with other library staff who perform Withdrawals to converge procedures. Added a few extra not-previously documented steps to further assist the Maintenance Unit of Resource Services, but no significant differences were apparent since we use their procedures.
• 2001 September 12.   Continue updating web pages documenting Section procedures.

 

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Associated Library Goal:

[to be listed]

Primary Contact:

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

Objectives:

• Have more consistent Review displays, through increased training of brittle books student workforce.
• Engage selected Collection Managers and Bibliographers on a rotational schedule to emphasize specific areas of the review backlog for outsource filming shipments.
• Improve workflow to carry out decisions made during review.

Progress:

• 2001 July.   Brittle Books program statistics forms revised to accurately reflect CM review decisions for the 2001/2002 year. Online forms date from when CM review was previously implemented and needed no update.
• 2001 July.   Percentages appear to be consistent: 30% withdraw; 30% film; 30% back to stacks; 10% purchase replacement. Future statistics will be more concrete.
• 2001 September.   Hired OPS Brittle Books Program Assistant, half-time. Training begun. Person will manage CM shelves and implement decisions made.

 

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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]

USAIN Grant

Objectives:
• Complete USAIN grant as scheduled, with a second no-cost grant extension, through December 31, 2001.
Progress:
• 2001 July.   Began reviewing cataloged titles from remainder of those gathered and cataloged, for completeness and target preparations. Discovered some cataloging needs finalizing prior to filming.
• 2001 July.   Quality control, duplication, cataloging the film, and updating NOTIS continues on the filming completed under the first extension.
• 2001 September.   Reviewing remainders continues, slowly. Some titles prepared for filming. Filmer needs to be hired when enough titles are prepared.
• 2001 September 12.   Reviewing list of titles donated by National Agricultural Library for project and determining which titles need to have donor positives produced.

 

Objectives:
• Maintain SOLINET shipment schedule, completing grant this fiscal year.
• Remain current with NOTIS updates for materials filmed and returned by SOLINET.
Progress:
• 2001 July.   Shipments remain on schedule, both to and from SOLINET. NOTIS updates and database input are up to date.
• 2001 July  Agreed to extend the grant through January and enlarge our filming share by 355 volumes, adding three shipments and a half to the schedule.

Objectives:
• Maintain workflow for upholding filming schedule, in cooperation with Special Collections, the Digital Library Center, and Resource Services.
Progress:
• 2001 July.   Filming re-established on regular basis. Some camera issues need to be resolved.
• 2001 July.   Database input and targeting continue to be done in timely fashion upon delivery of titles from Resource Services.
• 2001 July.   Began to separate books that have some color from those that have none for ease of separation for digitization of reels after filming. Need to figure out previous reels in collaboration with the DLC.

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Associated Library Goal:

[to be listed]

Primary Contact:

Nelda Schwartz (neldas@mail.uflib.ufl.edu) [preparation, shipments and cataloging]

Gus Clifton (gusclif@mail.uflib.ufl.edu) [review of film product]

Objectives:

• Identify materials suitable for outsourcing, selecting from materials already prepared by Brittle Books Program staff for microfilming.
• Establish routines for pre- and post- filming materials handling.
• Develop schedule and determine size of shipments.

Progress:

• 2001 July   Contract awarded towards end of last fiscal year, to Preservation Resources. Shipment schedule and size yet to be established.
• 2001 September.   First shipment in process of final preparation. Discussion continues on how much actual preparation work will be done by UF and how much by Preservation Resources, at an extra charge.

 

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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:
• Complete processing, duplication and cataloging of the Florida newspapers microfilm product from the no-cost extension ending in April 2001 as scheduled by NEH-awarded continuation project.
Progress:
• 2001 July.  Reshoots completed. Cataloging of microfilm product continues. Updating NOTIS and the FilmLog database continues.
• 2001 July.   State wide Newspaper database  posted to the Web at http://web.uflib.ufl.edu./fnp/
• 2001 September.   Duplication being completed. Preparations to return last of borrowed materials and donor positives continues.

 

USAIN Microfilming Grant

Objectives:
• Complete USAIN microfilming grant as scheduled, with a second no-cost grant extension, through December 31, 2001.
Progress:
• 2001 July.   Filming about to restart. Selection of titles will be from those gathered, cataloged and not filmed during the previous extension due to time constraints. These were previously scheduled to go to Special Collections as transfers from other locations or as new gift acquisitions from the National Agricultural Library.
• 2001 July.   Film inspection, duplication and cataloging of the film product continues at a steady pace.

 

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Associated Library Goal:

[to be listed]

Primary Contact:

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

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

Objectives:

• Resume filming of the regular queue newspaper titles.
• Develop priority listing for filming order of titles.

Progress:

• 2001 July.   Filming of regular queue titles has begun. The second camera, once again, will be fully occupied with USAIN filming in the forseeable future.

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Associated Library Goal:

[to be listed]

Primary Contact:

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

Objectives:

• Create a handbook that is user friendly for staff in the Department, by adapting the actual manuals provided.

Progress:

• 2001 July.   Revision begun. Trouble shooting newest Zeutschel providing extra benefit to translating the company manual.

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Associated Library Goal:

[to be listed]

Primary Contact:

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

Objectives:

• Ability to process microfilm on demand, so camera and filmer errors, step tests and problems can be corrected in a timely fashion.

Progress:

• 2001 July.   Processor has been ordered.

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Associated Library Goal:

[to be listed]

Primary Contact:

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

Will Canova (wcanova@mail.uflib.ufl.edu) [sales manager; storage facilitator]

Objectives:

• Award Duplication contract and schedule shipments.
• Consistently produce timely shipments of materials to and from the Duplication Agent.

Progress:

• 2001 July.   Contract awarded to Hudson Microimaging.
• 2001 September.   First shipment of 100 reels sent for duplication.

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Associated Library Goal:

[to be listed]

Primary Contact:

Will Canova (wcanova@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, from receipt of initial request through shipment of filled orders.

Progress:

• 2001 July.   Full time position in full swing, enlarging sales databases for customers and consent givers.
• 2001 July.   Web pages continue to be developed and refined. Expanding horizon of sales contacts using the internet, noting likely customers.
• 2001 July.   Began distribution of the new version of Consent to Distribute form developed and approved by legal staff.
• 2001 September.   Began stickering original camera negative box with sales request duplication information to ease sorting when quality control occurs on the duplicates.

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Associated Library Goal:

[to be listed]

Primary Contact:

Will Canova (wcanova@mail.uflib.ufl.edu) [sales manager]

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

Objectives:

• Design a statistics form, including requests, new customers, orders fulfilled, etc.
• Assist in development of a database or spread sheet to chart sales requests, customers and outcomes.

Progress:

• 2001 July.   Full time position in full swing, enlarging sales databases for customers and consent givers.
• 2001 July.   Web pages continue to be developed and refined. Expanding horizon of sales contacts using the internet, noting likely customers.
• 2001 July.   Began distribution of the new version of Consent to Distribute form developed and approved by legal staff.