Policy

Policy on Participation in Cooperative  Microfilming Projects with Other Institutions

  1. Purpose of the Library’s cooperative microfilming program
  2. Selection of material for cooperative microfilming projects
  3. Administrative guidelines
  4. Copies generated
  5. Standards
  6. Quality control
  7. How to propose a cooperative microfilming project

1. Purpose of the Library’s cooperative microfilming program

The National Library of Australia considers that it has a responsibility to assist in the preservation of library materials of national importance held by institutions and organisations in Australia.  As one of a number of means to that end the Library participates in joint microfilming projects with State and Territory Libraries.

Requests for assistance with joint microfilming projects will be considered on the basis of available funding, forward work plans, and conformity with the criteria and guidelines outlined in this document.

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2. Selection of material for cooperative projects

The Library has a primary responsibility to preserve Australian library materials.  Therefore proposals to film overseas material will generally not be considered.  However the Library does have an interest in preserving material from South East Asia and the Pacific region where these materials cannot be preserved in their country of origin.  The Library will consider proposals to cooperate in filming such materials that are uniquely held by Australian institutions.

The Library will consider entering into cooperative projects to film material, or to duplicate existing microform if:

For project proposals satisfying these conditions, the highest priority for assistance will be given to material which is:

As a partner in the Australian Newspaper Plan (ANplan),  the Library is particularly interested in cooperative projects to microfilm newspaper backsets.  Newspapers will only be filmed on a cooperative basis subject to the terms and conditions of this Policy.  Under ANplan, the Library accepts responsibility to maintain hard copy of select national newspapers listed below.  The Library will ensure filming, production and storage of three generations of microform to the standards outlined in this document.

Proposals  for cooperative projects must address the above criteria.

The National Library of Australia accepts preservation responsibility for the following  newspaper titles:

The Library’s preservation responsibilities under ANplan will be reviewed regularly.

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3. Administrative Guidelines

In negotiating cooperative microfilming projects, the Library applies the following guidelines:

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4. Copies Generated

All titles filmed will have the following generations produced:

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5. Standards

The Library is committed to promoting use of relevant Australian and international standards for preservation microfilming. This is achieved through adherence to the principles contained in the NLA publication, Guidelines for Preservation Microfilming.   In addition, the preparation of specifications for each project, and undertaking quality control assessments of microforms produced is required . 

All micrographic work  will meet the latest version of the following standards, including but not limited to:

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6. Quality control

Quality control assessment of microform produced will be undertaken by the micrographic bureau to ensure compliance with the standards above, and with the project contractual requirements.   In addition, completed microform will be assessed on a risk management basis by Preservation Reformatting Unit staff. The level of checking by the Library will be determined by risk factors including; the experience of working with the bureau, time limits on bureau commitments to correct errors, the feasibility of re-filming at a later time, the likelihood of errors, the significance of the material, and the likely impact of errors on the user.

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7. How to propose a cooperative microfilming project

Proposals for cooperative microfilming projects should be made in writing addressing the criteria set out in this policy.  Further information is available from the Manager, Preservation Reformatting Unit, Preservation Services Branch, National Library of Australia (preformatting@nla.gov.au).

This policy statement prepared by Preservation Services Branch

June 2007

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