GOALS OF THE PRESERVATION DEPARTMENT
Fiscal Year 1997/1998

REPROGRAPHIC TREATMENTS

GOALS:

• GENERAL REPROGRAPHIC TREATMENT

  1. Investigate Barbados Advocate microfilming & digitization.
  2. Revise and submit LC/Ameritec Florida Travel & Tourism ephemera digitization proposal.

  BRITTLE BOOKS & DETERIORATED MATERIALS

  3. Implement the Eric Williams Project microfilming component.
  4. Complete planned SOLINET CPMP4/Theology Project.
  5. Review (web-based) brittle books policy & procedure.

  ELECTRONIC IMAGING

  6. Investigate digitization of the Holy Lands map collection.
  7. Complete the Eric Gill Graven Images Project.
  8. Continue Florida Geological Survey Project.
  9. Continue Eric William/Trinidad Guardian Reporting Project.
  10. Provide electronic imaging policy and procedure as web-based documentation.
  11. Investigate conversion of Indexs to the British Parliamentary Debates [Hansards].

  MICROGRAPHICS

  12. Complete planned USNP-Florida newspaper filming.
  13. Complete microfilm regeneration project.
  14. Evaluate microfilm storage facilities.
  15. Provided micrographic policy & procedure as web-based documentation.

That we plan to continue normal business goes without saying. But, it bears repeating that we endeavor to find more efficient ways of doing the same old thing. Find out how we propose to develop efficiency in continuing business.

Associated Library Goal:

 

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu) [initial contacts]

Performance Measure:

• NOTE: requires funding assistance from the Barbados Advocate, LAMP, or a private foundation.
  
• Establish contact with editor or the Barbados Advocate and investigate the following.
• If negotiable, develop workable plan to microfilm issues not on preservation quality microfilm, including: filming and archiving, costs, funding sources, and time table.
• If negotiable, plan to digitize newspaper microfilms, including: scanning and archiving, costs, funding sources, and time table.
• If negotiable, plan to digitize photographic archives, including: scanning and archiving, costs, funding sources, and time table.

Progress:

• 1997 July 09.   Initial contact made with editor, who is considering initial U.F. proposal. Further work pending secondary contact from the newspaper's librarian.

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Associated Library Goal:

 

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu) [proposal]
in collaboration with
John Ingram, Department of Special Collections, and
Stacey Carr, Development Officer.

Performance Measure:

• Revise extant demonstration texts, incorporating use of Dublin Core Meta-data.
• Provide additional demonstration texts specific to Florida Travel and Tourism.
• Review and revise previous fiscal year's plan, and resubmit for consideration by deadline.
• Develop a "road-show" which can be demonstrated at Gator Club meeting for use as a fund-raising tool.
• Investigate "preview" during Gator Growl, using archives photo-collection and AFA Florida post-card collection.

Progress:

• 1997 July 07.   St. Augusting hotelier's brochure (1890/1891) scanned and images processed, pending formulation into template.
• 1997 July 15.   Pamphlets concerning foundation of the Florida railroads and the preparation of Cumberland Sound scanned, OCRed, pending formulation into template.
• 1997 July 17.   Web-server full, formulation into template and migration of both text- and image-versions pending server up-grades scheduled for August.
• 1997 Aug 1.   TROPICAL FLORIDA: A Trip Down the St. Johns (1890) scanned and images processed. Moved to OSTRACON.

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Associated Library Goal:

 

Primary Contact:

Nelda Schwartz (neldas@mail.uflib.ufl.edu) [bibliography/survey]

Performance Measure:

• Up-date web-based bibliography of Eric Williams texts.
• Identify U.F. holdings using bibliography, prepare them for microfilming, and microfilm.
• Develop proposal for additional filming of texts by, about or related to Eric Williams and submit to LAMP or NEH for funding.

Progress:

• 1997 Aug 1.   SUS listings being compared/noted for additions to web-based bibliography.
• 1997 December.   Completed web-based bibliographies of Eric Williams materials. Invited viewers to send corrections/additions, none received.
• 1997 December.   Completed review of titles, retrieved volumes from UF circulating collections. (A few were missing from shelves, and periodic followup has failed to (so far find them.)
• 1998 February.   Awaiting filming agreement with Erica Williams and sequencing decision of Preservation officer.

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Associated Library Goal:

 

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu) [P.I.]
Nelda Schwartz (neldas@mail.uflib.ufl.edu) [daily operations]

Performance Measure:

• Maintain schedule as submitted in SOLINET/NEH grant proposal.
• In collaboration with SOLINET, develop continuation proposal.

Progress:

• 1997 July 10.   Shipments on schedule.
• 1997 July 13.   Information provided to SOLINET for preparation of continuation proposal.
• 1997 Aug 1.   Proposal officially accepted.
• 1997 Aug 1.   Semi-monthly shipments on schedule.
• 1997 Sep 1   Project Managers meeting attended in Atlanta for discussion and procedures involving grant.
• 1998 March 12.   Last scheduled shipment of first phase sent on schedule.
• 1998 May 25.   Continue to receive microfilmed materials and paperwork from SOLINET. Local updating of NOTIS begun.
• 1998 June 4.   Official notification of award and shipping schedule for phase two of Theology Project, which will film (UF) 1823 volumes in 24 months.

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Associated Library Goal:

 

Primary Contact:

Nelda Schwartz (neldas@mail.uflib.ufl.edu) [draft]

Performance Measure:

• Provide web-based access to drafts of all documents listed in Table of Contents; review and revise 25 percent.
• Request appropriate Collection Management and Access Services review.

Progress:

• 1997 July 10.   97 percent of documents available in draft.
• 1997 Aug 1.   25 percent of draft documents reviewed by Unit Head. Revisions completed on-line.
• 1997 Sep 1.   50 percent of draft documents reviewed by Unit Head. Revisions completed on-line.
• 1998 Jan 15.   Documents continue to be revised (procedural changes) and edited (review by Interim Unit Head).
• 1998 Feb 9. Invited review of documents by other (appropriate) Departments and Units. No input received.
• 1998 March 16.   Ceased work on Brittle Books documents; redirected effort to revising and updating Thesis and Dissertations Manual, redesigning a more efficient and effective, productive workflow in cooperation with Resource Services.

Associated Library Goal:

 

Associated Conservation Goal:

Prepare the Holy Land maps for digitization.

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu) [planning]

Performance Measure:

• Propose an internal plan for digitization, including discussion of image quality, cataloging, shipping, archiving, and access & indexing issues, together with costs and time table.
• Draft service specifications and list potential vendors.

Progress:

• 1997 July 10.   Proposal in draft (incomplete).
• 1997 August 1   General description of materials received from Map Library. More detailed information to follow.

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Associated Library Goal:

 

Primary Contact:

Marcelo Canelas (canelas@mail.uflib.ufl.edu)

Performance Measure:

• Complete the project and provide CD-ROM access (and web access if possible or desirable).
• Investigate marketing of CD-ROM.
• Add CD-ROM sales to Preservation auxiliary
• Rescan images.

Progress:

• 1997 July 10.   HTML tables/indexes completed. Descriptive summary outstanding. Preliminary images to be rescanned pending move back into renovated Preservation space and installation of new scanners.

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Associated Library Goal:

 

Primary Contact:

Thom Bruner (tbruner@mail.uflib.ufl.edu) [daily operations]

Performance Measure:

• [***PUT Mark-up target HERE***] and mount texts on the web server.
• Conclude agreement with a vendor for scanning of all remaining bibliographic items, excluding maps.
• In collaboration with the SUS Digitization Discussion Group, investigate migration of texts to the Florida Center for Library Automation's server.

Progress:

• 1997 July 01.   Four bibliographic items mounted on OSTRACON.
• 1997 July 10.   Two additional larger items in preparation, including Springs of Florida. Agreement for completion of scanning pending completion of review of vendor's product received at end of last fiscal year.
• 1997 Sep 12.   Decision made to add PDF files to project web site. Formulation of committee for TEI inclusion has been completed.

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Associated Library Goal:

 

Primary Contact:

Thom Bruner (tbruner@mail.uflib.ufl.edu)

Performance Measure:

• Outline a plan for continuation of the Project, detailing the extent of work remaining, OPS need/costs, hardware and software needs/costs, etc.

Progress:

• 1997 July 10.   Article scanning continues. OCR/conversion pending. Project is secondary to Florida Geological Survey.

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Associated Library Goal:

Electronic Resource Creation Focus Group.

Primary Contact:

Thom Bruner (tbruner@mail.uflib.ufl.edu) [documentation]

Performance Measure:

• Establish a Table of Contents and establish a web-based Electronic-Imaging Policy and Procedure Manual.
• Collaborat with other library staff to document standard uses for particular SGML DTDs (i.e., EAD, HTML, and TEI).
• Provide templates for electronic texts which include meta-data compliant with Dublin Core.
• Document procedure for archive, refresh, etc. of electronic resources in collaboration with Systems Department, Florida Center for Library Automation and the SUS Digitization Discussion Group.
• Provide web-based access to draft documentation for a minimum of 20 web-pages listed in the Table of Contents.

Progress:

• 1997 July 09.   Copyright statements used with electronic texts referred to SUS Digitization Discussion Group for consideration.
• 1997 July 17.   Second draft completed, minor corrections agreed to. Final product due in one week.
• 1997 Sep 15.   Templates available at http://karamelik.uflib.ufl.edu/repro/digimage/index.html.

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Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu) [planning]
in collaboration with:
Mary Gay Anderson (Government Documents Department).

Performance Measure:

• Test scan index pages and tables of contents from select volumes; determine scanning and conversion issues.
• Identify index data-elements from volumes.
• Author a report which details scanning, conversion and indexing issues, together with cost estimates, funding sources, and time table.

Progress:

• 1997 July 17.   U.F. holdings of Hansards completed, ready for test scanning.

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Associated Library Goal:

 

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu) [project management]
Gus Clifton (gusclif@mail.uflib.ufl.edu) [daily operations]

Performance Measure:

• Complete USNP-Florida newspaper microfilming as scheduled by NEH-awarded continuation project.

Progress:

• 1997 July 01.   Project continuation granted by NEH. Work pending receipt of fund disbursements & vendor agreements.
• 1998 Jan 01.   Collection of original documents from around the state continuing as scheduled.
• 1998 Apr 01.   Filming and duplication of all documents proceeding as scheduled.
• 1998 May 15.   Brown bag open lunch attended by Gus Clifton, Erich Kesse and others, for library-wide discussion of USNP progress and future.

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Associated Library Goal:

 

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu)

Performance Measure:

• Regenerate and archive all known remaining microfilm negatives selected for regeneration (500 reels).

Progress:

• 1997 July 09.   Storage blankets opened for the fiscal yar and extended to accommodate additional regenerated film together with additional annual master microfilm production.
• 1997 July 10.   Vendor's agreement/sole source let. Vendor contacted to pick up film for regeneration.
• 1997 Sep 10.   Decision made to retain film in Reprographics Unit and ship 50 reels per month for regeneration.
• 1998 Jan 01.   Shipping 50 reels per month as scheduled.
• 1998 Jun 15.   The long-standing Regeneration Project achives substantial completion with this shipment.

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Associated Library Goal:

 

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu)

Performance Measure:

• NOTE: Contingent upon travel funding; partial funding extant in UMI royalty account.
  
• Author a report based on on-site examination of contracted microfilm storage facilities (i.e., National Underground Storage [Boyers, PA]; Preservation Resources [Bethlehem, PA]; and UMI/Bell & Howell Newspaper Microfilm Storage Facility [Wooster, OH]) and compliance with U.F. storage specifications.

Progress:

• To date.   Report not available.

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Associated Library Goal:

 

Primary Contact:

Erich Kesse(erich@mail.uflib.ufl.edu) [review]
Gus Clifton (gusclif@mail.uflib.ufl.edu) [documentation]

Performance Measure:

• Establish a Table of Contents
• Provide drafts for all documents listed and complete review 50 percent of all drafts.

Progress:

• 1997 July 07.   Table of Contents converted to HTML.
• 1997 July 10.   20 percent of documents available in draft.
• 1997 Aug 1.   35 percent of available drafts reviewed, revised and put on-line.
• 1998 Feb 02.   55 percent of revised drafts put on-line.

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