1.0 Preparation Issues 2.0 Workspace/Storage of Materials to be Filmed 3.0 Film Types and Packaging Materials 4.0 Filming Procedures 5.0 Master Negative Quality Requirements 6.0 Print Master Quality Requirements 7.0 Service Copy Quality Requirements 8.0 Quality Control Report Forms 9.0 Storage of Master Negatives and Print Masters
1.0	Preparation Issues
1.1	Physical preparation of Library and Archive Materials: The libraries are responsible for physically preparing materials for microfilming. Guidelines for preparing monographs, serials, newspapers, scrapbooks, manuscripts, etc., have been developed by campus libraries, but campus staff should consult with the SRLF microfilming staff when preparing difficult materials that may require special handling before or during filming. At the SRLF, physical preparation will consist of determining whether the item can be filmed in its present state (bound, for example), the removal of oversized foldouts (if possible), the removal of paper clips and staples, the unfolding of folded items, collation and the identification of missing items.
1.1.1	Campus libraries are responsible for reel programming in relation to material size, film orientation, and reductions.
1.2	Bibliographic preparation
1.2.1	Reel Breaks Reel breaks are to be done by the libraries prior to shipping materials to the SRLF for filming. The SRLF Preservation Microfilming technician will contact the campus if the reels become too long or excessively short (less than ½ the reel).
1.2.2	Targeting Targeting is to be based on RLG guidelines. The SRLF will provide the following standard targets: START, Filmed For ... and By .... Statement, Resolution, Reductions, and END targets. The libraries will provide all other targets: Title, bibliographic record, and List of Irregularities targets. In-text targets should be kept to a minimum, with the general principle and agreement being "the fewer targets the better". Illustration of Target Sequence back to top
2.0	Workspace/Storage of Materials to be Filmed
2.1	Workspace Filming work and storage areas must be free of contaminants that might threaten, damage, or adversely affect either original materials or microfilm. Work areas are those used for: Preparing Collating and flattening Microfilming Processing, developing, and duplicating All aspects of quality control Smoking, eating and drinking are forbidden in all work areas. Airborne smoke particles, oils, liquids, and solid matter from food or drinks can easily contaminate silver film and original materials. Risk of insect infestations and mold infections resulting in damage to materials also cannot be overlooked. Contaminants affecting lenses and other camera parts may result in reduced resolution and poor operating conditions.
2.2	Storage The SRLF provides preservation-quality environmental controls for storage of original materials and microfilm. The Facility also provides full fire-suppression systems and security monitoring of the workspaces and storage areas. Original materials are kept in secured work areas throughout the filming process. Access to these materials is limited to authorized staff only. The microfilm is processed and duplicated in the SRLF darkroom which is also accessed by authorized staff only. back to top
3.0	Film Types and Packaging Materials
3.1	Master Negative and Duplicate Film Types All first generation (master negative) film is camera speed, panchromatic, extremely fine grain, silver-gelatin type document recording film coated on 0.102mm (4 mil or thicker) non-perforated polyester base with an anti-halation dye system, as described in ANSI IT9.1-1989. Suitable types are Kodak Image Capture AHU, Kodak Imagelink HQ, or equivalent. All second generation (printing negative) film is nonreversing silver-gelatin nonperforated polyester-based duplicating film. Kodak Direct Duplicating Microfilm 2468, 2470, or equivalent are suitable. Kodak 2468 (or equivalent) is preferred for materials with standard black on white text or fine, thin light lines. Kodak 2470 (or equivalent) is preferred for materials containing halftones or continuous tone illustrations. All third generation film (positive or negative service copy) is suitable for document recording and have published life expectancy (L.E.) ratings under specified manufacturing, processing, and storage conditions.
3.1.1	Silver-gelatin film used for third generation positives is extremely fine grain, medium contrast, blue sensitive, coated on polyester base, and manufactured and processed as described in ANSI IT9.1-1989. A suitable type is Kodak Duplicating Microfilm Type 2462.
3.2	All raw film is undamaged and known to be fully effective, based on the manufacturer’s expiration date.
3.3	Processed film will be delivered wound with the START target at the outer end, in accordance with ANSI/AIIM MS23-1991, on storage reels that shall be chemically inert (as specified in ANSI IT9.2-1991 and PH1.43-1985). Storage reels are sturdy, with dimensions conforming to ANSI/AIIM MS34-1990, and are free of mold-release agents. No film shall extend closer than 6mm (.24") from the outer edge of the reel. 3.4 All processed film is confined on reels and all components of fasteners (e.g. paper bands with ties) conform to ANSI IT9.1-1989 and ANSI PH1.43-1985.
3.4.1	No labels are attached to the fasteners or ties.
3.5	First and second generation film are stored on reels in containers made of acid- and lignin-free buffered board, no larger than 4" x 1 5/8" x 3 15/16", with metal grommets to secure corners, in accordance with ANSI IT9.2-1991 and ANSI PH1.43-1985. on reels in containers made of acid-free and lignin-free buffered paper or board, no larger than 1 5/8" x 4" x 4", in accordance with ANSI IT9.2-1991 and ANSI PH1.43-1985.
3.6	Boxes for first, second, and third generation film will be labeled to identify title, reel number, and generation. back to top
4.0	Filming Procedures
4.1	Reduction Ratio The libraries shall select the reduction ratio to be used, in relation to the image orientation. Acceptable reduction ratios range between 8X and 14X, with the goal being to film to the lowest reduction possible. If no reduction ratio is indicated, 14X will be the default for newspapers, and 10X will be the default reduction ratio for all other materials.
4.1.1	Changes in Reduction Ratio The filmer will avoid changing reduction ratios if at all possible. All changes in reduction ratio will be preceded by a resolution target on which the reduction ratio is indicated.
4.2	Sectional Filming The libraries shall indicate when sectional filming of items is desired. If no instruction is provided, an item (foldout or map) that can be filmed in its entirety at 16X or lower, will not be filmed in sections. If an item cannot be filmed in its entirety at 16X or lower, the item will first be filmed in its entirety at the higher reduction ratio, and then filmed in sections at the lower reduction ratio.
4.3	Frame Size/Image Orientation The frame size will be adjusted in order to accommodate the item being filmed. An image orientation of IIB (comic) is preferred. Illustration of Film Placement and Image Orientation
4.4	Copy Board Color A black copyboard is preferred. White backing shall be inserted behind items whenever technically necessary (e.g., presence of excessive paper dust and paper fragments).
4.5	Interframe Spacing Interframe spacing is the amount of blank space on the reel of film between each camera exposure. Spacing shall be consistent, with variations not to exceed 50% of the average frame-to-frame distance. Separation between titles (when more than one title is contained on a single reel) shall not be less than four (4) inches.
4.6	Frame Numbers Frame numbers, or counters, may be included to provide numbering sequences for materials that do not have page numbers (such as manuscripts and archival collections). Libraries may wish to add the numbering sequences that correlate filmed materials with external finding aids for example. However, frame numbers might become out of sequence if retakes are necessary and later spliced into the reel. Frame numbers will be added only upon the request of the library.
4.7	Arrangement of the Materials to be Filmed Materials will be filmed as prepared by the library. The library will be contacted if questions of arrangement arise.
4.8	Damage to Materials The library shall be notified immediately of the possibility of damage to the original material, as well as whenever damage occurs during filming. back to top|
5.0	Master Negative Quality Requirements
5.1	Master Negative Resolution Requirement   The technical target (ISO Resolution Test Chart No. 2) shall be filmed in proper location for every title - or, in the case of titles running over one reel in length, for every reel - reformatted. Using test patterns shall be in accordance with ISO 3334:1989. Test charts must be certified as conforming to ISO 3334:1989. Every roll of first generation film shall be evaluated for resolution using the Quality Index method, either roll by roll or title by title, whichever is stricter. Quality Index (QI) method is to be used for materials in which there is a lower case printed "e". For other materials, an "e" size of 1.0mm will be assumed for purposes of applying QI.
5.2	Uniform Density Requirement The SRLF filmer shall apply the American National Standard for Determining Illumination Uniformity (ANSI/AIIM MS26-1990) to ensure appropriate density to all ares of the filming surface. Uniform density targets specified by ANSI/AIIM MS26-1990 shall be filmed immediately preceding the initial technical resolution target on each reel of film.
5.2.1	Ideally, uniform density targets should be filmed with all reduction variations. At a minimum, the filming agent shall film this target once at the highest reduction to be used on that reel and once at the lowest reduction to be used.
5.2.2	Evaluation, using a densitometer as specified in ANSI/AIIM MS26-1990, shall be made for every test frame and results recorded on the Quality Control Report Form. Density of each test element with the test frame must lie between the values of 0.90 and 1.30. Density of any two test elements must not differ by more than 0.10 density units.
5.3	Master Negative Background Density Every roll of first generation film shall have density readings taken, either roll by roll or title by title, whichever is stricter. There shall be no fewer than eight (8) readings of each roll, nor fewer than three (3) per title unless the title is under 50 pages in length, in which case there shall be at least two (2) readings per title. The densitometer used shall be a transmission densitometer with a reading aperture of 1mm. To ensure accuracy of the readings, the densitometer should be calibrated each time that it is turned on. The calibration patch should be compared routinely with a calibrated step tablet from the National Institute for Standards and Technology (NIST).
5.4	The results of the density readings shall be averaged and recorded on the Quality Control Report Form. The reel average must fall within the required density range for the type and condition of material filmed. Density readings shall not vary by more than 0.20 with a title, nor may the average densities of titles on the same reel vary by more than 0.20.
5.4.1	The minimum density of master negative films should not be higher than 0.10. At least one density reading per roll shall be taken of the minimum density.
5.4.2	Density readings shall be taken on background areas of the image representative of the background on which the text appears. Care should be taken that no text or clear part of the film is included in the area being read. Density readings should not be taken on darkened or browned margins, if the margins are darker than the rest of the page. For high contrast material, the density range is 1.00 - 1.30. For medium contrast material, the density range is 0.90 - 1.10. For low contrast materials, the density range allowance is 0.80 - 1.00.
5.5	Frame By Frame Inspection of Master Negatives Masters will be inspected frame by frame on a light box or on a meticulously cleaned and maintained reader for technical flaws and completeness (e.g. scratches, missing pages, duplicate exposures).
5.6	Splices Six splices per reel are permissible. If, following the quality control checks, it is determined that more than six splices are required for corrections, the filmer will contact the library for a decision on exception to the allowance, or a re-shoot of the entire reel.
5.6.1	Duplicate exposures shall not be spliced out, but shall be reported as second exposures on the Quality Control Report Form.
5.7	Leader and Trailer First and second-generation leaders and trailers shall be the length dictated by the equipment being used; they shall also always be the same base material as the remainder of the film. Service copy leaders and trailers shall be no less than twenty (20) inches (500 cm) in length, as prescribed in ANSI/AIIM MS23-1991.
5.8	Methylene Blue Testing Every day that first generation film is processed, a sample of film shall be tested for residual thiosulfate and other chemicals (including silver) in accordance with ANSI PH4.8-1985 and ANSI IT9.1-1989. This test is commonly known as the methylene blue test. This test will be conducted in-house at the SRLF, and third-party testing and verification will be provided monthly by the independent laboratory at MicroD International. back to top
6.0	Print Master Quality Requirements
6.1	Print Master Resolution Requirement RLG does not specify acceptable numbers for the print master, but the guidelines imply that QI be used. There shall be a loss in resolution of not more than one (1) pattern on the resolution target from master to print master. The rating must be recorded on the Quality Control Report Form. Example: if the QI rating on the master negative is 10, then the print master QI shall not be less than 9.
6.2	Print Master Minimum Density The minimum density of duplicate negative film (second generation) should meet the film manufacturer’s recommendation (verified by reading the appropriate film specification sheet). At least one density reading per reel shall be taken of the minimum density and recorded on the Quality Control Report Form. Kodak Direct Duplicating Microfilm 2468: generally, the Dmin of the master should be printed to a density between 0.10 and 0.15 on the printing negative to achieve good tonal reproductions. Kodak Direct Duplicating Intermediate Microfilm 2470: for direct-image films, it is necessary to control exposure by image appearances rather than background density. Generally, the Dmin in the master should be printed to a density between 0.15 and 0.25 on the printing negative to achieve good tonal reproductions.
6.3	Light Box Inspection of Print Master Every roll of second generation film (printing negative) must be inspected over a light box to ensure legibility and freedom from defects.
6.4	Splices There shall be no splices in the print master.
6.5	Leader and Trailer Second generation leaders and trailers shall be the length dictated by the equipment being used, but not less than eighteen (18) inches in length. The leader and trailer shall always be the same base material as the remainder of the film. back to top
7.0	Service Copy Quality Requirements
7.1	Service Copy Resolution Requirement A quality index rating of not less than 8.0 for the third generation (service copy) print, using the line count threshold, is required. The rating must be recorded on the Quality Control Report Form.
7.2	Service Copy Minimum Density The minimum density of duplicate positive film should be less than 0.15. At least one density reading per roll shall be taken of the minimum density and recorded on the Quality Control Report Form.
7.3	Service Copy Maximum Density The maximum density of positive appearing images is the line density. Line density is the density of the characters or text on a page or document. Line density cannot be measured with a standard densitometer. Density readings on black leader or black spaces between frames are not necessarily representative of line density; however, density readings of 1.20 to 1.60 on these areas usually indicate an appropriate level of contrast. The ultimate criteria for quality of positive duplicate film is not density readings; rather, the film should be legible with sufficient contrast for its intended use.
7.4	Light Box Inspection of Service Copies Every roll of third generation film (service copy) must be inspected over a light box to ensure legibility and freedom from defects.
7.5	Splices There shall be no splices on the third generation film (service copy).
7.6	Leader and Trailer Service copy leaders and trailers shall be no less than twenty (20) inches (500 cm) in length. If the reel contains more than one item or title that will later be cut apart after filming and duplication, then sufficient separation must be provided between items to allow for twenty inches of leader and trailer on the resulting new reels. back to top|
8.0	Quality Control Report Forms SRLF’s Quality Assurance Report Form is modeled from the RLG Quality Control Report Form. A Quality Assurance Report Form will accompany each reel (or generation set).
8.1	Quality Summary Information Quality summary information will be printed on the back of the Quality Assurance Report Form. back to top
9.0	Storage of Master Negatives and Print Masters For the southern UC campus libraries, master negatives will be stored at the Northern Regional Library Facility and the print masters will be stored at the Southern Regional Library Facility. However, is cases where there presently exist only the master negative and service copy, the master negative will be stored at the SRLF. At the SRLF, master negatives and print masters are stored in preservation vaults where the temperature is maintained at 45o F and the relative humidity is at 40%. Retrieval of microfilm from these vaults is at the request of Preservation Officers or their designated staff only. back to top

Rev. 12/15/03