IML 253:

Preservation of Library Materials

Preservation Method:
(Reprography)

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 Content Preservation
• Preservation encompasses the activities which
prolong the usable life of library and archival
materials.
• Preservation activities are designed to minimize the
physical and chemical deterioration of library and
archival materials also to prevent the loss of
informational content.

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• When library and archival materials are extremely
fragile, heavily used, deteriorating or highly valuable,
it is common for library and archival institutions to
reproduce the materials and make the copies
available for reference and research use.
• The originals are then kept in safe storage or sent for
conservation treatment

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 Reprography
• The process of reproducing, reprinting, or
copying graphic material especially by
mechanical, photographic, or electronic mean.

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• There are a number of methods of
reproduction or reprography, including
microfilming, photocopying, photographic
reproduction and digitisation.

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• At present, four types of copying are
considered suitable in an library and archival
environment. These include:
a) microfilming,
b) photocopying onto permanent paper,
c) photography using archival quality black and white film,
and
d) imaging or scanning materials into an
electronic form.

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 1.Microfilming
• The photographic process of creating miniaturised
images of materials on high-resolution film.

• Microfilming is one of the major means of

reproducing and preserving library and archival
materials.

• Microfilming is also a valuable way to provide

security or reference copies of recorded information,
either in offices, library or in archival institutions.

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 Microfilm reader

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• So far as libraries are concerned microforms are useful in
many ways:
▪ Space saves: Records on microfilm reduce the space occupied by the same
records on paper by as much as 98%.
▪ Speed and convenience of retrieval: As information can be stored compatibly,
searching time is reduced.
▪ Security: Duplicates can be kept at different locations.
▪ Permanent record: Silver halide microfilm is generally accepted as being
suitable for archival purposes.
▪ Suitable for conservation: Rare and costly original material can be kept safe
and secure. Photo reproduction of it being what is used.
▪ Microforms are safe from mutilation unlike books.
▪ Dimensional uniformity: Original material is reduced to fit standard format
images which facilitates handling.

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 Advantages
▪ reduces 90-98% the space required for keeping large
collections of records, archives or information.
▪ microfilm is relatively low cost to duplicate and ship, making it
an ideal medium for ‘publishing’ textual research materials.
▪ a properly produced microfilm copy is recognised legally as an
acceptable substitute for originals, protecting the records
from unnecessary handling.
▪ providing multiple copies of material within or outside the
institution without damaging or risking originals.

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 Advantages
▪ preserving the original order of materials or records
preventing disorder or loss of information.
▪ ensuring the safe preservation of information through the
provision of security copies of documents.
▪ protecting original records or material by providing copies for
research use.
▪ saving money, through reductions on storage space, increase
in speed of retrieval and improved security.

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 Disadvantages
• Poorly organised records or document will be more difficult
to use on microfilm, as disorganised information is more
difficult to retrieve.

• Microfilming is costly and so, if poorly planned, can be a

heavy expense without adequate benefits.

• In many countries, microfilm copies of records or document

may not be admissible in a court of law.

• The preservation of microfilm requires good quality

environmental conditions, which can be difficult to achieve.

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• Microfilming requires high technical standards; if these are
not achieved the benefits of microfilming are outweighed by
the drawbacks of poorly produced or rapidly deteriorating
films.

• While it is possible to have commercial agencies undertake

the filming itself, it will be necessary for the library and
archival institution to have readers or printers available for
public and staff use.

• Users often dislike microfilm as it can be difficult to use and

can cause eyestrain and fatigue.

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In particular, standards must be set for the following:

• Preservation standards for handling and filming: The process of filming should
not cause further damage to library and archival materials.
• At all times during preparation and filming, staff should handle materials
carefully and wear cotton gloves.

• Microfilm stock: The film must conform to standards set by the ISO.

• Completeness: All records/document should be filmed in the appropriate order,

including blank pages, so that the finished product accurately reproduces all
information in the originals.

• Identification: All films should include descriptive information (called ‘targets)

along with the actual records or document, so that all films are fully identified
and authenticated as true copies of the originals; this identification is critical to
ensuring the microfilm copies may be substituted for originals in legal or other
proceedings.

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• Readability and reproducibility: The film should be clear,
sharp and legible, so that clear paper print copies can be
made whenever needed

• Density: Density refers to the tonal contrast of the film; there

must be a sharp and clear distinction between the
information and the background.

• Resolution: Resolution refers to the sharpness of the images

themselves; the images should be clear and well defined.

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• Minimal chemical residue: Processing chemicals should be
thoroughly washed from the film.

• Duplication: The master original of the film should be stored

securely; a sub-master produced and ideally stored offsite and
copies used for research or reference purposes.

• Storage: Original films should be stored in specially

manufactured microfilm containers in secure, clean and dust-
free surroundings, with controlled temperature and humidity;
stored films should be inspected regularly to ensure their
stability.

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 Storage and Preservation of Microforms

• Microforms should be stored at a temperature of between 18-20 Celsius,

with relative humidity at 35%-40%; it is particularly important to avoid
fluctuations of temperature and humidity.
• Total darkness is ideal for storage. Microforms should be handled gently,
with gloves, and without touching the surface.
• Microforms should be kept in a dust-free environment, in boxes or
containers that keep out dust and light and, for microfiche, in acid-free
paper enclosures or envelopes if possible.
• Master microforms should be considered ‘originals’ when it comes to
storage and protection;
• the storage containers should be labelled clearly with the title of the
materials, other relevant descriptive information and whether the film is a
master negative or copy.

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 2.Photocopying
• Another method of reprography is photocopying.
Photocopying has become such a common practice
in many library and archival institutions that the
need for policies and procedures is often ignored.

• However, it is important when developing a

preservation reprography programme to consider
photocopying and to establish appropriate guidelines
to ensure the physical quality of the originals and the
copies is protected.

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• A preservation photocopy is one that utilises a machine that produces a
same size thermoplastic facsimile image by heat and pressure fusing
through electrostatic charges onto acid-free permanent paper.

• The advantage of electrostatic copying is its relatively low cost and

accessibility for smaller institutions. However, best results are obtained
when copying textual material that are black and white and are not larger
than the average piece of paper.

• It is effective to photocopy photographs to reduce the wear and tear of

reference ‘browsing’. The resulting copies are obviously poorer than the
original photograph, although the new generation of digital copiers can
produce some excellent results. However, for reference purposes, such
copies may be adequate.

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Main issues to consider when using photocopying as a
preservation tool.

• Usually, only single items or small groups of records will be photocopied for
preservation purposes.

• Photographs can be photocopied but the quality will not be high unless expensive
copying machines are used; photocopies may serve as useful reference tools but
from a preservation perspective photographic reproduction of photographs is a
better choice.

• If many copies might be needed of a popular or fragile item, a master copy should
be made and stored near the original, so the copy can be used to make additional
copies, reducing the need to expose the original to high light levels.

• Archival quality (acid-free) paper should ideally be used for preservation

photocopies, so that the copy is as stable as possible.

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• When copying bound materials, extra care should be taken not to bend or
damage the spine.

• All copies made should be labelled ‘copy’ in order to distinguish them

from originals.

• Copies made for researchers should always be labelled ‘reference copy

only’ and the researchers should be advised that any copyright clearance
is their responsibility.

• It is important to remember that electrostatic copying does not actually

reduce storage requirements.

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 3. Photo-Reproduction

• Photography may also be used as a preservation tool,

particularly for copying original photographs.

• Copy negative or prints can be made and used in place of

originals, ensuring originals remain as secure and stable as
possible.

• Photographic reproduction can also be used for documents

and maps, although the benefits are sometimes outweighed
by the costs of photography

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• Photography is usually used to produce a security negative and a
duplicating master negative for original or vintage black and white
photographic prints.

• These negatives provide a backup for the original print and allow further
copies to be made for reference, exhibit or publication without the risk of
damage or loss.

• Photography is also used to create colour transparencies (slides) of graphic

materials such as posters and works of art, to allow users to browse the
collections without handling the originals.

• Traditional colour films still have stability problems, so it is important to

consult experts in preservation photography about the best methods
possible.

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 4.Digitisation
• Digitisation, the transfer of records or information into
electronic form, is an increasingly popular activity in library
and archival institutions in many countries.

• Document image processing systems allow for the conversion

of materials from paper or other form, to machine-readable
form, which allows them to be stored and viewed
electronically, saving space and increasing accessibility.

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• Digitising systems capture the image of a document by means of a
scanner; the scanner holds a range of semiconductors that convert light to
electronic impulses.

• The scanner ‘reads’ each page and converts the information into a video
image, then digitising the image and storing it.

• The image is composed of dots, known as pixels; the greater the number
of pixels, the higher the resolution of the image and the greater the
quantity of data the system has to store.

• For example, recording black and white documents requires only one
binary digit (bit) of memory per pixel; recording a full grey scale required
eight bits per pixel; and recording colour requires at least 24 bits per pixel.

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• It is possible to store digitised documents on magnetic media, but the
quantity of data produced in digitising systems requires a compact
medium.

• At present, optical storage is the medium of choice. Optical storage uses

laser beams to record and read back data.

• The data is recorded on an optical disk by using a laser beam to burn a

series of microscopic holes or pits onto optical media representing the
data.

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 https://lib2.colostate.edu/archives/water/digitization/images/Exhibit-Poster-750.jpg

12/22/2020 The Digitization Process in Colorado State University 31

 http://mymodernmet.com/wp/wp-content/uploads/2017/05/british-library-big-book-digitization-4-e1494490981526.png

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 www.thisiscolossal.com

British Library Digitized One of the World’s Largest Books

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There are several reasons to convert from microfilm to digital:

• Microfilm deterioration - Over time microfilm tends to deteriorate, especially if it

is not stored in optimal storage environment. We have seen cases where essential
records have been completely lost due to complete deterioration of the microfilm.
In less extreme cases, the image quality can simply decline to the point where it is
no longer legible.
• Ease of access - Lets face it, accessing microfilm records is a pain. The roll needs to
be pulled, loaded onto the microfilm reader, and then the appropriate image must
be located. If the microfilm records need to be accessed frequently, and
substantial time savings will be gained from the conversion.
• Lack of hardware support - As new microfilm creation is phased out, the number
of companies supporting microfilm readers is declining. In some cases, the cost of
supporting or purchasing a new microfilm reader will pay for the cost of
conversion.

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 Digitization issues
• The preservation benefits of digitisation have yet to be proved. While
electronic images certainly take up less room, their long-term stability is
not guaranteed, so regardless of whether an archival or library institution
makes use of digital technologies for copying, it is likely to wish to retain
the originals in safe storage.

• Digitising is also an extremely expensive process. Not only are there costs
associated with purchasing and using the equipment, but there are also
hidden expenses, such as the need to review or, for textual materials,
proofread and edit all digitised items to ensure their accuracy.

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