ACRL College & Research Libraries News

College & Research Libraries News

RTSD preservation microfilming institute at Yale University

For two and a half days, April 21-23,1988, over 110 librarians and archivists met at Yale University for a program entitled “Preservation Microfilming: Planning & Production,” a regional institute sponsored by the ALA Resources and Technical Services Division’s Reproduction of Library Materials Section. The Institute was a follow-up to their earlier institute, “Preservation Microfilming: Administrative Issues,” held in March 1986. Both programs were planned in order to meet the training needs of libraries currently or prospectively involved in preservation microfilming. The recent institute was designed to provide practical information and training to those responsible for microfilming programs.

Following welcoming remarks by Yale University librarian Millicent Abell, Wesley Boomgaar- den, preservation officer at the Ohio State University Libraries, spoke on the elements in the preservation microfilming process and their interconnections to the library’s preservation activities and other operations, such as collection development and providing bibliographical control. Boomgaarden also discussed such “macro-issues” as the institutional planning process, cost control, technologies to consider, and the effect on the library users.

To ensure that microfilm will provide a permanent copy, libraries must meet many special standards and specifications in the preparation, production, duplication, and storage of the microfilm. Myron B. Chace, head of the Special Services Section, Photoduplication Service, at the Library of Congress, reviewed many of the standards and specifications in the filming process, providing some insights into their development.

A key part of the Institute was four preparation workshops, each focusing on a different type of material: monographs, serials, newspapers, and manuscripts and archives. Each of the workshop leaders described key steps in the preparation process: searching available records to determine the existence of other microform or hard copies; the physical examination and preparation of material; the physical preparation of the items to be filmed, including collation, targeting, and reel programming; film inspection and other post-filming procedures. The workshop leaders for these sessions were Sherry Byrne, preservation librarian, the University of Chicago Library (Monographs); Tamara Swora, assistant preservation microfilming officer, Preservation Microfilming Office, the Library of Congress (Serials); Ann Swartzell, associate librarian (Conservation), New York State Library (Newspapers); and Vanessa Piala, head of preservation services, Smithsonian Institution Libraries (Archives and Manuscripts).

Participants had the opportunity to see such preparation and filming in progress during several tours. In addition to a tour of the Yale University Library Microfilming Unit, the group viewed the facilities for contract filming at Micrographics Systems of Connecticut and the micropublishing plant of Research Publications, Inc.

The program concluded with the presentation of papers addressing key issues in moving the national preservation effort forward. Margaret Byrnes, head of the Preservation Section, National Library of Medicine, reviewed some of the factors to consider in making a decision between doing microfilming in-house and contracting for filming with a service bureau. Patricia McClung, associate director for program coordination, Research Libraries Group, Inc., discussed the process of identifying and monitoring the costs of microfilming, referring to the results of surveys of research libraries with active filming programs. After defining cooperation as “a dynamic state of institutions working to- gether for sufficient mutual benefit to outweigh the disadvantages,” Carolyn Harris, assistant director for preservation, Columbia University Libraries, analyzed the issues to be considered when establishing a cooperative program, using some existing programs as models. Gay Walker, head of the Preservation Department, Yale University Library, wrapped up the institute with visionary remarks. She looked forward to the day when a network of regional centers would ensure that the materials documenting our civilization are being preserved through microfilming. More importantly Walker saw the use of an older technology, microfilming, for permanent preservation, running simultaneously with the newer digitization technologies to provide open and comprehensive access to the content of the materials—regardless of the scarcity or condition of the original—to all library users.— Karen Muller, Executive Director, RTSD.

Man arrested as suspect in thefts of rare materials

Los Angeles police are investigating the activities of a man discovered in a closed stack area of the University of California-Riverside Library in connection with the thefts of more than $1 million in materials from university libraries on the West Coast. The man, identified as Mathew McGue, 40, was arrested April 18 after a custodian twice discovered him in the special collections area on the third floor of the library. Although no items were apparently missing from the UCR library, McGue was arrested and cited on suspicion of trespassing and possession of burglary tools (both misdemeanors) and released on his own recognizance.

At least three libraries have had large numbers of books and manuscripts stolen recently, including Claremont College (more than $1 million), the University of Oregon ($217,000), and Washington State University ($200,000). Materials from the 15th and 16th century have been the major targets, although the missing holdings from Oregon are primarily letters, diaries, railroad records, stock certificates, and Indian treaties documenting the state’s 19th-century history.

The thefts appear to have been carefully planned. In each case the stolen items were kept under lock and key in non-public areas. The thefts have also been exceptionally selective, indicating a high degree of familiarity with each of the collections.

The suspect was apparently representing himself to Riverside library staff as a University of Minnesota associate professor of psychology named Matthew McGue in order to gain access to special collections. He is a male Caucasian with thinning, grayish-brown hair and a slim build, 5 feet 8 inches tall.

Anyone with information regarding this person or his activities should contact Sheryl Davis, Assistant to the University Librarian, University of California-Riverside, P.O. Box 5900, Riverside, CA 92517; (714) 787-3221.

Intellectual Freedom Award

Nominations for the 1988 Robert B. Downs Intellectual Freedom Award are being accepted by the University of Illinois Graduate School of Library and Information Science. The award recognizes individuals or groups for their efforts to oppose censorship or to further intellectual freedom in libraries and information centers. It carries with it a $500 prize funded by Greenwood Press, of Westport, Connecticut.

Last year the honor went to Gene D. Lanier, director of graduate studies in the Department of Library and Information Studies at East Carolina University.

The award was established in 1968 to honor Downs, who is widely known as a crusader for intellectual freedom. A distinguished author, educator, and administrator, he served as director of the University of Illinois Library and Library School from 1943 to 1958, and dean of library administration from 1958 to 1971. He is now dean emeritus of library administration.

Letters of nomination, which will be considered until October 1, may be sent to: Leigh Estabrook, Dean, University of Illinois Graduate School of Library and Information Science, 410 David Kinley Hall, 1407 W. Gregory Drive, Urbana, IL 61801; (217)333-3280.