The Preservation Program at the University of Buffalo Libraries depends upon the expertise and skills of a broad range of staff. Subject specialists and collection curators make decisions about reformatting or replacing material. Preservation staff utilize their expertise, skills, and awareness of national and international standards in order to reformat or repair material. The University Libraries participate with the other ten comprehensive research libraries in New York State in a coordinated effort to preserve the largest academic research collections in the state.

Microforms Produced by the University Libraries

The University Libraries have a modest program to reformat paper items to microform. The types of material which have been reformatted include multi-part works published in the late 19th or early 20th centuries, an oversized Erie County, NY newspaper, a collection of political pamphlets, University and student publications, and archival Music material.

The University Libraries' microform reformatting program has several objectives. One is to provide access to extremely brittle multi-part works in a more durable and usable format; using microform as a replacement for the original is considered an appropriate means of providing this access. After the microform is produced, the original print item is discarded. As of January 2001 a total of 725 print volumes had been reformatted to microform. A current list of titles or collections which have been reformatted to microform can be found by searching as a title "Preservation microform University at Buffalo" in the Libraries' catalog.

Another objective is to use microform as an additional format for selected archival holdings. Although the original material is still available, use of the microform is encouraged in order to protect the original. As of January 2001 in excess of 300 archival titles had been converted to microform. This material consists of programs, reviews, and associated documentation of concerts, recitals, lectures and other performances sponsored by the University's Music Department between 1957 and1988 and 20th century university and student publications held in the collections of University Archives. Included among the titles held by University Archives are the official University and student newspapers. Microforms are created for these papers; the originals are also bound and retained permanently.

A third objective is to create a microform master which can be scanned in order to produce a digital version of all or significant portions of the title. In 2001 the University Libraries will undertake its first project of this sort. The original print item will be maintained.

The Research Libraries Group standards are following by staff preparing material for microfilming. All material is collated prior to filming, and, for published material, pages missing in part or in their entirety are replaced.

Currently, Preservation Resources in Bethlehem, PA. does the microfilming. These standards are followed.

• ANSI/AIIM MSI4-1988 (R1996) Specifications for 16 and 35 mm Roll Microfilm (Adopted as a Federal Information Processing Standard)

• ANSI/AIIM M523-1998 (revised) Practice for Operational Procedures/Inspection and Quality Control of First-Generation Silver-Gelatin Microfilm of Documents

• ANSI/AIIM M543-1998 (revised) Recommended Practice for Operational Procedures/Inspection and Quality Control of Duplicate Microforms of Documents and from COM

• ANSI Z39.32-1981 American National Standard for Information on Microfiche Headings. American National Standards Institute, Inc., New York, 1981.

• American National Standard for Micrographics -- Microfiche. Association for Information and Image Management, Silver Spring, Md., 1985.

• ANSI PH4.8-1985 American National Standard for Photography (Chemicals)- Residual Thiosulfate and Other Chemicals in Films, Plates, and Papers-- determination and Measurement. American National Standards Institute, New York, 1985.

• ANSI IT.1-1988 American National Standard for Imaging Media (Film)- Silver-Gelatin Type-- Specifications for Stability. American National Standards Institute, New York, 1988.

The University Libraries do not disbind material prior to filming. The contractor disbinds only if instructed to do so.

Upon receipt of the microform an inspection is done to ensure that no pages are missing and that all images are highly legible.

A new bibliographic record describing the three generations of microform is created for the Libraries' catalog and for OCLC WorldCat.

Commercial Microforms

Each year the University Libraries purchase microform from commercial sources as replacements for current print newspapers and general interest periodicals. Staffing restraints do not allow for any inspection of commercial microforms for quality or completeness. The original print material is discarded upon receipt of the microform.

Preservation Photocopies

The objectives of the University Libraries' preservation photocopy program is to replace brittle, single item circulating material with a photocopy made on acid-free paper or to provide a service copy for fragile manuscript material.

Currently, the University Libraries are using a Xerox DocuTech Publisher 135 to produce approximately 225,000 images each year. The average number of titles photocopied is 670 books and 10,800 unbound documents and manuscripts. Emphasis is placed on brittle material of a research level from the circulating collections of the University Libraries and on fragile music scores and manuscript materials.

Prior to photocopying the original is collated for missing pages or parts of pages. The missing material is replaced. Color illustrations or maps are reproduced in color by an outside agency. After the photocopy has been bound, the original item is discarded.

The University Libraries adhere to the "Guidelines for Preservation Photocopying," Subcommittee on Preservation Photocopying Guidelines, Reproduction of Library Materials Section Copying Committee, Association for Library Collections and Technical Services as published in the Library Resources & Technical Services , volume 38, number 3, July 1994, p.288-292.

Commercial and In-house Binding

Each year approximately 16,500 volumes are bound by a commercial binder through a contractual arrangement maintained with the University.

In order to qualify as a contract binder for the University the binder must adhere to the latest edition of the Library Binding Institute's Standard for Library Binding. These standards and other requirements imposed by the University Libraries include specifications that minimize damage and maximize the possibility of future rebinding.

Conservation Through Repair and Use of Enclosures

Annually about 8,000 items go through the University Libraries' conservation center. Procedures performed in the center include in-house pamphlet, spiral, and wire bindings; double fan adhesive binding; spine repair; endsheet replacement; rebacking and recasing with original or new boards.

Center staff also construct custom made preservation enclosures for fragile or special collections materials, documents, and manuscripts; and the encapsulation of flat materials.

A principle of reversibility is followed--it should be possible to undo any repair without damage to the item. In order not to compromise the historical integrity of the artifact, rare material is not subject to extensive in-house repairs or to rebinding. When extensive repair of rare material is required, the practice is to contract with a rare books conservator.

It is also the policy of the University Libraries to use non-damaging materials when repairing material.

Both circulating and special collection materials are handled in the center.

Replacement of Damaged Material

The University Libraries also replace brittle or damaged material from circulating collections with new editions or printings.

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