GOALS OF THE PRESERVATION DEPARTMENT
Fiscal Year 1998/1999

REPROGRAPHIC TREATMENTS

GOALS:

GENERAL REPROGRAPHIC TREATMENT

1. Chart point-of-entry workflow for all material entering Reprographics Unit

 

BRITTLE BOOKS & DETERIORATED MATERIALS

2. Continue the Eric Williams Project microfilming component.
3. Initiate Phase 2 of planned SOLINET CPMP4/Theology Project.
4. Submit grant proposal for brittle books microfilming project.
5. Complete RFP for outsourcing brittle books microfilming.

 

ELECTRONIC IMAGING

6. Migrate Electronic Resources to the FCLA Digital Library.
7. Continue Eric William/Trinidad Guardian Reporting Project.
8. Provide electronic imaging policy and procedure as web-based documentation.
9. Complete RFP for outsourcing conversion of microfilm to digital product.
10. Convert the British Parliamentary Debates [Hansards] for 1803-1820.
11. Investigate electronic archiving methods for theses and dissertations.
12. Develop a call for digitization projects from Collection Management staff.

 

MICROGRAPHICS

13. Complete planned USNP-Florida newspaper filming.
14. Complete planned USAIN filming.
15. Complete microfilm regeneration project.
16. Evaluate microfilm storage facilities.

That we plan to continue normal business goes without saying. But, it bears repeating that we endeavor to find more efficient ways of doing the same old thing. Find out how we propose to develop efficiency in continuing business.

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Associated Library Goal:

[to be listed]

Primary Contact:

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

Thom Bruner (tbruner@mail.uflib.ufl.edu) [digitization workflow]

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

Objectives:

• Provide for a method of prioritizing materials handling for each sub-unit.
• Develop a workflow for entering all materials into the general que for the appropriate sub-unit.

Progress:

• 1998 August 31.   Draft being distributed for review.
• 1998 September 21.   Documentation completed, approved, and placed on web pages.

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Associated Library Goal:

[to be listed]

Primary Contacts:

Erich Kesse (erich@mail.uflib.ufl.edu) [consent/rights acquisition]

Nelda Schwartz (neldas@mail.uflib.ufl.edu) [bibliography/survey]

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

Objectives:

• Gather U.F. holdings using bibliography, prepare them for microfilming, and microfilm after rights issue decided.
• Develop proposal for additional filming of texts by, about or related to Eric Williams.

Progress:

• 1998 July 15.   Reviewing titles still to be gathered from UF collections.
• 1998 July 30.   Digitization test underway.
• 1998 August 05.   Ready to collect titles from stacks.
• 1998 August 14.   Attempted another stack collection, 2/3 of remaining needed volumes not on shelves.
• 1999 June 8.   Volumes still on department shelves awaiting further action decision.

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Associated Library Goal:

[to be listed]

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu) [P.I.]
Nelda Schwartz (neldas@mail.uflib.ufl.edu) [daily operations]

Objectives:

• Maintain schedule as submitted in SOLINET/NEH grant proposal.

Progress:

• 1998 July 10.   Phase 2 begun and shipments on schedule.
• 1998 August 05.   Completing Phase 1 titles updates in Filmlog and NOTIS.
• 1998 August 07.   Continue to receive filmed materials from Phase 1 from SOLINET.
• 1998 August 31.   Phase 1 updates in Filmlog completed. Estimate 250 volumes (9-12 reels) outstanding from Phase 1, updated as received.
• 1998 October 5.   Updating of Phase 1 continues, 2 shipments received. Phase 2 remains on shipment schedule.
• 1998 November 16.   Approximately 100 volumes outstanding from Phase 1, updated as received. Phase 2 remains on shipment schedule.
• 1999 April 1.   Decided to number SOLINET reels to match SOLINET's own filing numbers, which will permit faster release of film to Microform Center. Using our own numbers required splicing. To institute this procedural change, 150 reels in the department (and their negative twins) have to be processed with the new numbers, FILMLOG corrected and NOTIS changed for those updated prior to decision.
• 1999 May 15.   Halfway through renumbering process.
• 1999 June 8.   Shipments for Phase 2 remain on target.
• 1999 June 10.   Renumbering project completed and microfilm delivered to Microtext Room. Updating new incoming on NOTIS continues.

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Associated Library Goal:

[to be listed]

Primary Contact:

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

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

Objectives:

• With Collection Management, identify target collections to use as basis for proposal.
• Develop, perform and analyze survey results for targeted collections.
• Formulate draft proposal(s) for review by Preservation Officer and appropriate Collection Management staff.

Progress:

• 1998 August 05.   Baldwin has been targeted for a new proposal. Special Collections is to narrow the scope to a specific area.
• 1998 August 05.   The Florida Travel and Tourism Ephemera Collection has been targeted for an Ameritech digitization proposal.
• 1998 November 16.   Ameritech grant proposal completed and submitted by Special Collections staff. Preservation contributed staff time and equipment to produce samples and cost/time estimates for the proposal.
• 1999 May.   Ameritech grant not awarded to UF. Baldwin grant submitted.

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Associated Library Goal:

[to be listed]

Primary Contact:

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:

• 1998 August 05.   Draft in progress.
• 1998 August 14.   Draft ready for first review.
• 1998 September 14.   Draft reviewed, being updated to reflect indicated changes.
• 1998 October 5.   Draft ready for second review.
• 1998 November 9.   Prepared and submitted Sole Source documentation for emergency filming of Judaica brittle materials. Approximately 58,000 images [estimated: 425 volumes] will be microfilmed this fiscal year under this purchase order.
• 1999 Jan.   Nine boxes of disbound materials were packed, including packing lists. The filming agent will possess two boxes at any given time, and will replace a completed one with a new one each time a delivery of completed film and books is made.
• 1999 June 8.   Five boxes of filmed Judaica volumes returned. One box remains outstanding. Total monies encumbered not expended due to time constraints, mechanical problems and other priorities at filming agent.

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Associated Library Goal:

[to be listed]

Primary Contacts:

Erich Kesse (erich@mail.uflib.ufl.edu) [Negotiation with FCLA]
Thom Bruner (tbruner@mail.uflib.ufl.edu) [daily operations]

Objectives:

• [to be listed]

Progress:

• 1998 July 17.   Test sets, using new dataset.toc (table of contents) FTPed to FCLA, together with list of outstanding issues
• 1998 July 17. Requested a Resource Services cataloging liaison with FCLA..
• 1998 August 06.   Jimmie Lundgren and Cecilia Botero have been appointed as the FCLA/DL liaisons for cataloging issues.

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Associated Library Goal:

[to be listed]

Primary Contact:

Thom Bruner (tbruner@mail.uflib.ufl.edu)

Objectives:

• Outline a plan for continuation of the Project, detailing the extent of work remaining, OPS need/costs, hardware and software needs/costs, etc.

Progress:

• 1998 August 01.   Article scanning continues. OCR/conversion pending. Project is secondary to Florida Geological Survey.

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Associated Library Goal:

Electronic Resource Creation Focus Group.

Primary Contacts:

Thom Bruner (tbruner@mail.uflib.ufl.edu) [documentation]

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

Objectives:

• Establish a Table of Contents and establish a web-based Electronic-Imaging Policy and Procedure Manual.
• Collaborate with other library staff to document standard uses for particular SGML DTDs (i.e., EAD, HTML, and TEI).
• Provide templates for electronic texts which include meta-data compliant with Dublin Core.
• Document procedure for archive, refresh, etc. of electronic resources in collaboration with Systems Department, Florida Center for Library Automation and the SUS Digitization Discussion Group.
• Provide web-based access to draft documentation for a minimum of 20 web-pages listed in the Table of Contents.

Progress:

• 1998 August 05.   Documentation needs being identified.
• 1998 September 14.   Contents table established and placed on web. A few completed documents linked.

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Associated Library Goal:

[to be listed]

Primary Contact:

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

Thom Bruner (tbruner@mail.uflib.ufl.edu) [review digitizing specification]

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

Objectives:

• Develop workflow queue for materials to be converted from microfilm to digital product.
• Write RFP for outsourcing conversion of microfilm to preferred digital product.

Progress:

• 1998 August 05.   Existing documentation being reviewed.

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Primary Contacts:

Erich Kesse (erich@mail.uflib.ufl.edu) [planning]
in collaboration with:
Mary Gay Anderson (Government Documents Department).

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

Objectives:

• Test scan index pages and tables of contents from select volumes; determine scanning and conversion issues.
• Identify index data-elements from volumes.
• Author a report which details scanning, conversion and indexing issues, together with cost estimates, funding sources, and time table.

Progress:

• 1998 July 01.   U.F. holdings of Hansards completed, ready for test scanning.
• 1998 August 10.   Index entries continue to be added to database .
• 1998 November 6.   Index entry into database completed; updating begun.

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Associated Library Goal:

[to be listed]

Primary Contacts:

Thom Bruner (tbruner@mail.uflib.ufl.edu)

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

Objectives:

• Investigate methods and sources available for electronic archiving of these materials.
• Draft a report on options available.

Progress:

• 1998 August 10.   Investigation by non-Preservation staff continues.

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Associated Library Goal:

[to be listed]

Primary Contact:

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

Thom Bruner (tbruner@mail.uflib.ufl.edu) [review digitizing specification]

Objectives:

• Investigate types of projects that would be appropriate for a "call for project ideas".
• Draft a call, including specifications and needs to be met for any proposal submitted.

Progress:

• 1998 August 21.   Not a priority activity at this time due to amount of projects already in progress, including Eric Williams, Hansard, antique maps. See Electronic Resources Documentation Projects for listing of specific areas of activity.

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Associated Library Goal:

[to be listed]

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu) [project management]

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

Objectives:

• Complete USNP-Florida newspaper microfilming as scheduled by NEH-awarded continuation project.

Progress:

• 1998 July 01.   Collection of original documents from around the state continuing as scheduled.
• 1998 July 01.   Filming and duplication of all documents proceeding as scheduled.
• 1998 August 10.   Purchase orders and blankets in place for the fiscal year.
• 1998 November 16.   Filming continues. Processing, duplication and review proceeding on schedule.
• 1999 June 10.   Filming continues as newspaper titles are delivered and cataloged. Processing/duplication slow as processing agent reports equipment breakdowns. P.O. near maximum expenditure for year.

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Associated Library Goal:

[to be listed]

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu) [project management]

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

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

Objectives:

• Complete USAIN microfilming as scheduled.

Progress:

• 1998 July 01.   Collection of original documents continuing as scheduled.
• 1998 August 05.   Review of bibliography and imported database in progress.
• 1998 August 25.   Student assistants hired for USAIN bibliographic and filming work.
• 1998 August 25.   Provided database of priority one and two materials being manipulated into one suitable for USAIN targeting of stacks materials for filming via location and call number reports.
• 1998 August 31.   Printed bibliography being updated for information additions to database (specifically more call numbers for materials in stacks and Florida History).
• 1998 September 28.   Database reconstruction nearing completion.
• 1998 November 16.   Database reconstructed and updated. First pickup of titles set for this week at Marston Science Library, with Vernon Kisling's assistance. Cataloging staff prepared for receipt of initial batch of titles requiring retrospective cataloging or upgrading of records.
• 1999 March 15.   Some titles prepared by Resource Services (RS) are ready for microfilming, others were delivered to RS by Preservation staff for record upgrades in NOTIS/OCLC.
• 1999 April 30.   New OPS staff person added, replacing prior help. Will split time between pre-processing the titles to be filmed and actual filming when P.O. for film/processing received.
• 1999 May 15.   All titles on the bibliography (rated 1-4) have been searched on NOTIS and in OCLC/RLIN/BiP. All titles UF owns that are filmable, that were on the shelves when we searched, are now in Preservation or Resource Services. Other titles will be searched in the National Agricultural Library dictionary catalog and/or InterLibrary Loaned from other institutions at a later date.
• 1999 June 10.   Over three hundred titles are in the filming queue and another @125 titles are being upgraded by Resource Services.

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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 known remaining microfilm negatives selected for regeneration (500 reels).

Progress:

• 1998 July 16.   Storage blankets opened for the fiscal year and extended to accommodate additional regenerated film together with additional annual master microfilm production.
• 1998 August 07.   Purchase Order to allow completion of project activated.
• 1998 November 16.   More titles to be regenerated discovered in Special Collections and added to the few remaining from initial regen project.
• 1999 May 15.   Regeneration moving forward slowly due to mechanical problems at the Duplication site.

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Associated Library Goal:

[to be listed]

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu)

Objectives:

• NOTE: Contingent upon travel funding; partial funding extant in UMI royalty account.
  
• Author a report based on on-site examination of contracted microfilm storage facilities (i.e., National Underground Storage [Boyers, PA]; Preservation Resources [Bethlehem, PA]; and UMI/Bell & Howell Newspaper Microfilm Storage Facility [Wooster, OH]) and compliance with U.F. storage specifications.

Progress:

• To date.   Report not available.