4. Plan of Work--Procedures and Standards


When titles and volumes are complete and in filmable condition, they will be cataloged so that a printout
of the on-line bibliographic record can be microfilmed along with the original materials.

4.4.3 Bibliographic Control and Record Distribution

Immediately prior to microfilming, bibliographic records for each title will be entered into the library's
on-line catalog in conformance with the ARL Guidelines for Bibliographic Control of Microform
Masters for.both monographs and serials. These documents are based upon existing national cataloging
rules and interpretations for creating catalog records, including Anglo-American Cataloging Rules, the
Library of Congress Name Authority File, the CONSER Editing Guide, and the Library of Congress
classification schedules and cataloging manuals. If no subject headings are present on existing catalog
records, one subject heading will be added.

Master negative information will be included in the reproduction note (533) and physical description
(007) fields of the MARC record according to national standards. Holding statements for serial titles will
be summarized in the reproduction note (field 533, subfield M) according to guidelines established by
ARL and CONSER. This will ensure that information about the extent of preservation of a particular
serial title will be available nationally.

All machine-readable bibliographic records for project materials will be entered into OCLC or RLIN
either through direct input or tape loading, according to local practice. Bibliographic records for master
negative microforms entered into OCLC and RLIN are exchanged monthly.

4.4.4 Microfilming and Quality Assurance

Of the six institutions microfilming selected materials in the Phase 2 project, five will contract with
filming agencies for microfilming services and one library will microfilm materials in-house. Each
project participant procured at least two bids for services and chose the filming agent most capable of
doing preservation quality work at a reasonable cost and within the time frame of the project. A
description of the filming agents chosen is included Section 5, in the description of Project Staff for each
participating library. Copies of vendor quotes and supporting material are available for examination
from the Project Director.

All project participants, or their filming agents, will produce three generations of polyester-based silver-
gelatin 35 mm microfilm for each volume in the project including the camera master negative, a
duplicate negative to be used for producing additional copies, and a positive film copy for use and
interlibrary loan. The microfilm will be produced according to relevant ANSI/AIIM standards and the
technical microfilming guidelines published in the RLG Preservation Microfilming Handbook (pages 36-
44).

Quality Assurance Consultant, Ann Swartzell, Head of Preservation Replacement and Library
Photographic Services at the University of California-Berkeley, will be hired to work with the Project
Coordinator and participants to help ensure the quality of the preservation microfilm produced for the
project. The QA Consultant will conduct a one-day workshop during the first project managers meeting;
the focus of the workshop will be to make sure that project participants have the information they need to
develop local QA routines and ensure that the preservation product meets all applicable national
standards and relevant guidelines. The QA consultant will work with the Project Coordinator and project
participants to develop a letter of agreement governing the work of microfilmers. Finally, the QA
Consultant will make a site visit to those libraries that need additional help in establishing QA routines.