GOALS:

1. Continue working to assimilate the Florida miscellaneous newspaper reels into the mainstream of Reprographics Unit databases and patron use
2. Revamp brittle books replacement order reporting mechanisms to enable more efficient ordering and tracking
3. Review Filmlog structure and improve mechanics of collecting data from it 
4. Develop policies and procedures for sales of other forms of reproduction than microfilm
5. Review current contracts and update Request for Proposal documents for outsourced microfilming and outsourced duplication of microfilm
6. Update web pages for Reprographics Unit

Primary Contact:

Nelda Schwartz (neldas@mail.uflib.ufl.edu)
Will Canova (wcanova@mail.uflib.ufl.edu)

Objectives:

• Splice actual reels of Florida miscellaneous newspapers with logical groupings
• Assign shelf numbers and have duplication completed
• Update Filmlog with appropriate entries, also updating NOTIS/ALEPH with current correct holdings information

Progress:

• May 2003 Designed jig to use for splicing to guarantee absolute correct connection angles for splices.  Awaiting creation by Facilities.
• July 2003 Received splicing tape to permit rebuilding of reels of same-title issues.
• September 2003 Received jig and began splicing issues of same-title pieces together. Will begin compiling reels using title only, then move to city then county to assure reasonable size reels of microfilm are built.
• November 2003 Splicing same-title issues together continues.
• December 2003 Splicing continues, moving on to same city and same county compilation reels.
• January 2004Splicing done of simple compilations. Now have to decide how much gets compiled to make reasonable length reels without overcomplicating holdings statements.
• February 2004 Budget disallows sending any reels for remastering and duplication this fiscal year.

 

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Primary Contact:

Nelda Schwartz (

neldas@mail.uflib.ufl.edu)

Objectives:

• Review current procedures with appropriate Resource Services staff and make changes where necessary to facilitate smoother workflows
• Assist in development of a database that can be shared between Preservation and Resource Services so input can be efficient and non-duplicating
• Regularize the end-processing routines after receipt of the microfilm (reprints do not come to Preservation)

Progress:

• May 2003 Met with appropriate Resource Services staff to initiate discussions on changing the routines previously in place.  
• May 2003 Addressed issue of non-responsive vendors
• October 2003 Another meeting with Systems and Resource Services about the forming of the replacement database, with a demonstration by Winston Harris and Hilton Soto. Suggestions and approvements discussed.
• November 2003 Awaiting update on status of database. Replacements to order continue to amass but are shelved separately from those included in orders prior to this database being formulated. Ones never received may be retroactively placed into the database for continued attempts to obtain the replacements.
• December 2003 New demonstration of revised database given on December 4th. Access to empty database given to appropriate Preservation Department staff. Ready to begin trial input.
• January 2004 Over one hundred titles were input into the database and the appropriate people in Resource Services were notified that they could begin. Minor fixes to the program were completed to make use a bit more efficient for Preservation.
• February 2004 No input or requests for changes were made by Resource Services staff as yet.
• March 2004 No activity from Resource Services.
• April 2004 Input records from the six lists of replacements previously sent to Resource Services, adding only those records for microfilm replacements that have no order records on NOTIS. Continue with temporary policy that only requests for microfilm replacements will be input.
• June 2004 No activity from Resource Services. Brittle Books Program is moving to the Digital Library Center, and a re-evaluation of the replacement process will occur. Actions cease in the meantime.

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Primary Contact:

Nelda Schwartz (

neldas@mail.uflib.ufl.edu)

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

Will Canova (wcanova@mail.uflib.ufl.edu)

Objectives:

• Review input forms and information fields, making improvements where needed to include additional information
• Review programmed reports to make field inclusion more useful

Progress:

• May 2003 Began discussion of what additional fields might be useful.
• August 2003 Suggested new tables for Reprosaurus (the derivative spreadsheet database)to ease data accumulation for brittle books and microfilm sales.
• November 2003 Continue to assess the input forms, making suggestions to Systems as functionality desires are noted and clarified.
• December 2003 Requested some changes of display areas to make use more efficient. Also asked for a new field to track copyright status of filmed materials.
• January 2004 Have begun working on the request structure for the sales module of Filmlog.
• April 2004 Informed that a primary programmer for Filmlog is leaving Systems this month.
• June 2004 Reprographics Unit moving to Digital Library Center. Filmlog to be integrated with the DLC tracking database, so improvements to Filmlog no longer necessary as discussion begins on the changes to be made to the DLC tracking database.

 

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Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)

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

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

Will Canova (wcanova@mail.uflib.ufl.edu)

Objectives:

• Discuss and develop plans to provide various end products, including but not limited to photocopies, digital images, and CDs, through the Distribution and Sales Program
• Develop a pricing list for the various activities for full cost recovery, based upon our actual costs and a review of other vendor pricing/service plans

Progress:

• May 2003 Accumulated various samples of other Institutions and Public Libraries to assist the decision making on what services we need/want to provide
• May 2003 Enlarged the listing of factors to consider in pricing schedule
• November 2003 No progress. Temporarily back-burnered due to other activities and loss of staff in Unit.
• April 2004 Cathy, Will and Nelda met to begin discussing the various scenarios that have to be accommodated in any form that is designed; first scenario covered: producing scanned (CD-ROM provided) images from microfilm copy.
• June 2004 No further progress to report.

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Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)

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

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

Will Canova (wcanova@mail.uflib.ufl.edu)

Objectives:

• Review current contracts and previous Request for Proposals for both the outsourced microfilming of brittle books and newspapers and the outsourced duplication of microfilm produced for or by the Reprographics Unit information
• Rewrite the RFP's so they can be put out for bid in the Spring of 2004

Progress:

• May 2003 Printed out copies of previous Request for Proposals and began review of how to improve the content based on what has been noted during the current implementation of it.
• September 2003 Began rennovating a first draft of the first section of the evaluation mechanism of the Microfilming RFP, changing from Compliance/Noncompliance to point awards for Yes answers and possible point deductions for No answers. Basic body of the RFP remains valid, with very few modifications requiring discussion.
• November 2003 Continue reviewing evaluation mechanism.
• December 2003 Making small modifications to the basic body and updating appendix pages with new letterhead.
• January 2004 Updated RFPs sent forward for review.
• March 2004Awaiting word on extraordinary extension of contracts due to Peoplesoft conversions.
• June 2004 Extension still expected to be forthcoming.

 

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Primary Contact:

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

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

Will Canova (wcanova@mail.uflib.ufl.edu)

Objectives:

• Approve, as a Unit, the template form to be used within the unit for all pages other than "Main Pages"
• Decide which pages should not be on the internet website and which should be for local viewing
• Place all currently used pages into the new template form
• Edit all currently used pages for content and update those requiring it. Create pages as necessary to cover all aspects of Unit work
• Remove all duplicate or obsolete pages from the server. A single copy of some documents may be kept as an archival copy, but separately from the web site folders

Progress:

• May 2003 Continued discussion of what the template form will be.
• September 2003 Template demonstrated and updated.
• November 2003 Dropdowns from template Units decided.
• December 2003 Gave Hong permission to work on the Brittle Books pages, redesigning those requiring adaptation as she works through the pages.
• January 2004 Hong created pages for the entire brittle books manual, but has resigned so will not be available to revise these pages to the library template that now is under discussion. The redesigned pages are loaded with extra scripts and will be more difficult to migrate than the original ones, so will likely, for the most part, be abandoned.
• March 2004Confirmed that Hong's work will absolutely not be the pages we use.
• June 2004 Upcoming merger of Reprographics Unit with Digital Library Center will require completely new design and format, to be decided later, that blends with DLC while still following Library web guidelines.