Cataloging preservation photocopies

Walter, I'll copy you on the response I sent last week on autocat, FYI.

    Date: 4 Mar 91
    From: Deb McKern <libdmk@emuvm1>
    Subject:   Preservation photocopies
    To:        Edward Gaynor <efg2f@virginia>

    ARL has not issued guidelines on the cataloging of preservation
    photocopies, but there is a group in ALA which is looking at this.
    The Reproduction of Library Materials Section (RLMS) is a section
    within ALA/ALCTS.  The RLMS Copying Committee has recently formed a
    Subcommittee on Preservation Photocopy Guidelines, chaired by Ann
    Swartzell, University of California-Berkeley.  This group is looking
    at the process of producing the photocopy (as an archival or
    permanent copy) more so than the process to catalog it.

    However, you need to be sure that if you catalog an item as a
    "preservation photocopy," it meets preservation guidelines.  If it
    is cataloged as a preservation photocopy, other libraries may
    withdraw the title assuming that the University of Virginia has
    preserved it.

    Written guidelines will be generated by the RLMS Subcommittee in the
    coming year.  In the interim, it is safe to assume that the
    established vendors (such as BookLab or LBS) are producing
    replacement copies which meet preservation standards.  In fact, the
    Subcommittee was formed at the instigation of these vendors.

    If you producing these copies in-house, the following minimal
    conditions should be met:

    -- Use a copier which is dedicated to this function, serviced
       regularly, and capable of producing a permanent image.  This
       means the toner has to permanently "fix" to the paper.  The
       machine should be tested (using the GPO tape-pull test) before
       each use.

    -- Copy onto alkaline paper.  Be sure to include a "target" or
       statement describing the publication as a preservation photocopy,
       where it was produced, by whom, on what type of paper.  This
       information is then used for cataloging purposes.

    -- Allow a 2" margin on the binding edge with recto and verso in
       complete registration.

    At Emory, we're using the 533 field for this information.  Let me
    know if you would like me to send you a sample bib record or other
    documentation.

Debra McKern
Preservation Officer
Emory University Libraries
404/727-0306

                                  ***
                  Conservation DistList Instance 4:48
                 Distributed: Thursday, March 14, 1991
                        Message Id: cdl-4-48-007
                                  ***