Storage, Shipping, and Contracting Notes and Suggestions
Film Storage Precautions
Consult ANSI/NAPM IT9.11, 1993 for specification regarding microfilm
storage. The following excerpts are of particular relevance to the storage
of film other than masters and print masters:
- "Films of a different generic type shall not be wound in the same rolls
or stored in the same enclosures." (p. 3)
- "Films may have possible interactions with other films that are of a
different generic type (e.g. diazo and silver-gelatin), as well as with magnetic
tapes and optical disks. Films of different generic types shall not be interfiled
or be in physical contact." (p. 4)
- "Films that are not essentially free from release of acidic fumes, such
as some vesicular films, shall be stored in separate storage rooms. Films showing
any signs of chemical degradation shall be stored in a separate storage room
having a separate circulating air system." (p. 4)
See also ANSI/AIIM TR13 - 1998, Preservation of Microforms in an Active Environment
Packing and shipment of newspapers for microfilming
Collated, prepared and targeted papers shall be packaged for shipment
to the microfilming agency in such a way that the exact contents of each
reel, complete with reel-specific targets, are clearly identifiable.
Sturdy cardboard, roll "kraft" paper (with a dispenser) and
good quality tape are recommended. "Shrink-wrap" is also useful.
- Place the complete contents of each reel between pieces of sturdy cardboard
cut slightly larger than the largest issues. Where issues vary in size, cardboard
inserts can be placed between the outer edges of the cardboard pieces to prevent
buckling. Original cover boards can be used instead of cardboard to secure
issues removed from bindings, though they add weight to the shipment.
- Apply packing tape over strips of "kraft" paper to hold the cardboard
together without allowing contact between the newspapers and the tape. This
works best if the "kraft" strips are cut in advance. Be sure brittle
material is held together securely.
- Wrap the contents of each reel in "kraft" paper, tape closed and
clearly label. Labels can be cut from pages printed at the same time reel contents
targets are generated. Packages can be additionally secured with "shrink-wrap" to
protect against possible water damage.
- Place one or more wrapped reel packages into a sturdy box that will accommodate
the packages and a surrounding layer of "bubble wrap" and loosely
crumpled paper. The packages should be buffered all the way around.
- Tape each box securely, covering all openings to prevent possible water damage.
Tape address/contents labels securely to the boxes.
- Shipments via commercial vendors (e.g. UPS) should be sent insured with "tracking." Shipping
insurance should be estimated based on the known uniqueness of the material
as determined by an examination of local holdings data in the OCLC Union Listing
Subsystem.
Contractual negotiations with microfilming agencies
Single vendor contracts are often developed using local formats (e.g. state contracts). Every effort should be made to guarantee that the work is done by a qualified microfilming agency. The agency should be required to submit a detailed written response to a Request For Proposal (RFP) or Request For Information (RFI), and should be asked to provide a sample reel of preservation quality newspaper film. If possible, the sample should consist of a master negative, print master and positive silver service copy including average sized newspaper pages and both technical and full-frame targets. A silver positive service copy of a reel of recently completed newspaper filming is also acceptable.
It should be mandatory that the agency provide the names of institutions for which it has performed newspaper preservation microfilming, along with a brief indication of the titles filmed, dates filmed, and number of reels.
Additional areas to be addressed in service agreements include:
1. The filming agency’s stated understanding of the terms of the service
agreement and commitment to meeting standards
2. The filming agency’s stated understanding of the plan of work
3. Pricing, including per frame price and per reel duplication costs, inspection
and testing fees, special handling charges and shipping costs (each as applicable)
4. Notification required for cost increases
5. Taxes (as applicable)
6. Copyright restrictions (as applicable)
7. Insurance coverage of the material being filmed
8. Terms of compliance
9. Grounds for rejection of work
10. Retakes, refilming and corrections that are the responsibility of the microfilming
agency
11. Procedures for handling errors and delays
12. Invoices, with specific reference to itemization of costs
13. Terms of default and termination of service.
See also the RLG Preservation Microfilming Handbook (1992) for additional guidance and sample contracts. Also feel free to contact other USNP projects for additional guidance and assistance.
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