4. Plan of Work--Procedures and Standards


participants that are microfilming materials in Phase 2 at the start-up meeting in June 1999. In addition,
upon the recommendation of the Project Director, USAIN will arrange and finance a follow-up visit by
the consultant to those libraries needing additional assistance with the establishment and implementation
of quality assurance procedures. Although all participating libraries have experience with microfilm
reformatting, the coordination of project procedures will also include linking libraries less experienced in
the conduct of preservation projects with experienced participants in a mentor/prot6g6 relationship so that
questions about procedures and practical advice on setting up local routines will be immediately
available.

4.4.1 Searching and Identification

In the course of the bibliographic analysis and selection phase of the project, (see Section 4.3.2 above),
project staff will search for and identify all relevant titles, using both print and electronic sources. The
national bibliographic databases, OCLC and RLIN, will be searched both to identify titles, as well as to
determine whether titles identified from other sources have already been preserved on archival quality
microfilm. Working with the Project Director and Project Coordinator, guidelines will be established to
determine when a microfilm copy is an acceptable preservation replacement.

As a result of these and other searching strategies, the project libraries will collect information on which
relevant titles have already been microfilmed. A list of titles, both monographic and serial, that are
suitably preserved will be provided to the scholarly reviewers in addition to the list that they will be asked
to evaluate and rank in order to establish the priorities for the project. This will insure that the reviewers
are given an appropriate context in which to judge the importance of material.

Priority one and two materials selected for inclusion in the project (see Sections 4.3.3 and 4.3.4 above)
will be retrieved from the library's collection or requested on interlibrary loan from another cooperating
library in the state. Because on-line catalogs are typically an inadequate source for detailed holdings
information for serials, project staff will conduct additional searches of manual serial records as well as
checking the shelves.

4.4.2 Physical Preparation

Each of the project libraries microfilming materials in Phase 2 will carry out the preparation of materials
for microfilming according to guidelines established by the Research Libraries Group for their
cooperative projects, and published in the RLG Preservation Microfilming Handbook (March 1992),
pages 20-35.

Physical preparation begins with page-by-page collation of the material to check the order and
completeness of individual monographic volumes and serial runs. Every effort will be made to ensure
that microfilmed material is complete by obtaining photocopies of missing pages or borrowing missing
volumes or issues from other libraries. Items will be identified that need page repair, temporary removal
of foldouts, or disbinding before they can be successfully microfilmed. Also at this stage, microfilm reel
programming for serial titles will take place to prepare the list of volumes and issues being filmed and the
reels on which they will appear. This list will appear at the beginning of each microfilm reel for a serial
title.

Serials will be processed for microfilming in advance of monographs to allow time to locate and obtain
any missing issues.

Microfilm targets to be filmed in conjunction with the original materials, including technical targets and
bibliographic record targets, will be prepared and assembled by preservation staff, or by the filming agent
when so instructed, according to RLG guidelines.