National Library of Medicine Preservation & Collection Management Section INSPECTION AND QUALITY EVALUATION OF MICROFILM PO # 467-MZ-301298 Awarded May 14, 2003 S:\psd\pres\contracts\InspectMicroPO.doc Inspection and Quality Evaluation of Preservation Microfilm I. Background Information The National Library of Medicine is the library of record for medicine and the allied health sciences in the United States. The mission of the National Library of Medicine is to collect, preserve and disseminate biomedical information. For over four decades the Library has been engaged in microfilming, both to preserve the intellectual content of brittle materials and to provide access to filmed versions of rare materials. It is imperative to establish, through an ongoing program of inspection and quality evaluation, that film intended to preserve and extend the useful life of the Library’s deteriorating paper materials is of the highest quality. The Library has a requirement for the inspection and evaluation of two categories of microfilm. The first category - New Film - includes all of NLM’s currently-produced preservation microfilm. Brittle library materials are prepared for microfilming by an on-site contractor who reviews the material for completeness and legibility, notes defects and anomalies, and prepares bibliographic and “irregularities” targets that are filmed together with the books and journals. An off-site contractor supplies technical and other standard targets as needed, performs the camera work, and develops and duplicates the completed microfilm. The work of both contractors is to be performed according to the Library’s strict technical and bibliographic specifications, developed in conformity with national standards and recommended preservation practice. The second category - Old Film - consists of microfilm produced by or for the Library prior to 1986. Some of it was produced according to earlier contract specifications; some was produced in-house and is of varying quality. II. Objectives The objective of this contract is to carefully and accurately inspect two categories of microfilm, record on inspection forms information related to the physical condition, technical quality, bibliographic completeness, and evaluate the general viewing and printing quality of the film. The information will be used by the Library to determine if microfilm is of acceptable quality or needs to be replaced. III. Services to be Performed A. General Requirements 1. Independently, and not as an agent of the Government, the Contractor shall furnish all necessary labor, materials, supplies, equipment and services (except as otherwise specified herein) and perform the work set forth below. 2. All work done under this contract shall be monitored by the Project Officer or designated alternative. The Library reserves the right to visit the Contractor’s facility at any time without prior notice. B. Specific Requirements 1. Overview The Contractor shall inspect and evaluate reels of Old and New microfilm (as described in Section I, above). The inspection and quality evaluation process consists of carefully and accurately examining each reel of microfilm frame by frame for technical quality, bibliographic completeness, physical condition and viewing and printing quality, and accurately recording the results on inspection forms, as described below. 2. Equipment and supplies The microfilm, inspection forms and related paperwork and plastic spools (for respooling film from metal or defective spools) will be provided by the Library. The inspection and quality evaluation shall be performed off-site using the Contractor’s facilities, equipment, materials, personnel and transportation. The Contractor shall provide containers deemed by the Library to be suitable for transporting microfilm between the Library and the Contractor’s facility. The containers must be constructed of a rigid, sturdy non-damaging polymer material; be large enough to contain at least 100 reels of microfilm in paper boxes or metal containers; and close securely and tightly to protect the film from dust, accidental damage, and temperature and relative humidity fluctuations and extremes during transport. Inspection equipment will consist of (but not necessarily be limited to) the following: a. Light box or table with built-in light box modified as needed to reduce eye strain (e.g. surrounding surface covered with opaque black paper to reduce glare). b. Minimum 5X magnification eye loupe that is easy to bring into focus and free of distortion or out-of-focus areas and has been manufactured or modified to prevent the possibility of scratching or otherwise damaging the film. c. Hand-held monocular shop microscope capable of resolving a minimum of 120 line pairs per millimeter (for guidance see the latest edition of ANSI/AIIM MS23, Standard Recommended Practice -- Production, Inspection, and Quality Assurance of First-Generation, Silver Microforms of Documents (for a complete listing of reference materials related to this Statement of Work, see Appendix B). d. Properly calibrated digital read-out transmission densitometer with a 1mm aperture. Calibration shall conform with the manufacturer’s specifications and the latest published edition of SMPTE Recommended Practice RP15, Calibration of Densitometers used for Black-and-White Photographic Density Measurements (White Plains, NY: Society of Motion Picture and Television Engineers, 1997). Additionally, daily calibration shall be performed using a NIST (National Institute of Science & Technology) or a certified NIST-equivalent 21 step transparent calibration strip that meets with the Library’s approval. To perform the calibration, readings shall be taken only on the six (6) steps designated by NLM. The Library will have a calibration strip available for the Contractor’s use in the event the Contractor cannot obtain one. The Contractor shall keep a log of daily calibrations and make the log available for the Library to review upon request. e. Clean, well-maintained and properly operating 35mm microfilm reader that has been either manufactured or modified to prevent the possibility of scratching or damaging the Library’s film. All inspection viewing of NLM film is to be performed on this reader. Paper copies are to be made only as needed on a separate reader/printer (see following paragraph). The reader must be equipped with a film gate that opens when film is being transported through it. All Contractor staff using the reader to view NLM film must be instructed in the proper techniques for safe film loading, advance, viewing, rewinding and removal after viewing. NLM film shall be placed on the reader for routine inspection and evaluation purposes only. At no time shall NLM film be left unattended on the reader with the viewing lamp switched on. f. Clean, well-maintained and properly operating 35mm microfilm reader/printer that has been either manufactured or modified to prevent the possibility of scratching or damaging the Library’s film. The reader/printer must be equipped with a film gate that opens when film is being transported through it. All Contractor staff using the reader/printer to view NLM film shall be instructed in the proper techniques for safe film loading, advance, viewing, printing, rewinding and removal after use. The reader/printer shall be used only as needed to produce evidence (paper copies) of problems identified during the inspection process. Toner level and other controls and features shall be maintained at the manufacturer’s recommended settings to guarantee that the paper copies adequately represent the quality of microfilm images. At no time shall NLM film be left unattended on the reader/printer with the viewing lamp switched on. g. Manual rewinds with a cranking ratio (e.g. 4-to-1) suitable for light-box viewing of microfilm spooled onto 100 ft. open plastic reels. Rewinds designed as a component of a stand-alone film inspection table with built-in light box are preferred, though rewinds can also be mounted on a portable board (guidance is provided in ANSI/AIIM MS23). h. White, lint-free cotton gloves, or gloves made of other material (e.g. nylon) deemed to be suitable by NLM, are to be used at all times whenever handling NLM film. Gloves that are washed and re-used must be washed with detergent containing no additives that might leave a residue on the film (for guidance, see ANSI/AIIM MS23). Additionally, contractor inspection staff shall not use hand lotions, lubricants, moisturizers, creams or gels that might be transmitted through inspection gloves onto the microfilm. 3. Pickup, delivery and transport of materials The Contractor shall be responsible for transporting microfilm to and from the inspection facility. The microfilm shall be transported in containers of the type described in Section III.B.2. Containers carrying NLM film shall be transported in a clean, air-conditioned vehicle with a lockable storage area that provides stable, cool temperature and low relative humidity at all times. At no time shall NLM cargo be subjected to prolonged exposure to high temperature (above 70?F) and/or relative humidity (over 50%RH). The Contractor shall have in place a plan to provide for the safety of the Library’s microfilm in the event that the vehicle breaks down during transit. The Contractor shall pick up and deliver on a complete shipment-by-shipment basis. No partial shipments will be accepted. Pickup and delivery shall be made on a weekly basis between 9:00 a.m. and 4:30 p.m. on a day mutually agreed upon by the Library and the Contractor. The Contractor shall sign for each shipment at the time of pickup. Film must be deposited in the Contractor’s inspection facility within 4 (four) hours of pickup from the Library and deposited in the Library within 4 (four) hours of shipment from the Contractor’s facility. The Contractor shall contact the Project Officer or designated NLM personnel by phone (a) as soon as possible in the event of an emergency change or cancellation of a scheduled pickup or delivery; (b) as far in advance as possible regarding anticipated pickup or delivery schedule changes (e.g. during holidays). Library staff will prepare sequentially numbered shipments of microfilm and place them in the containers provided by the Contractor. Library staff will also provide a reel-specific shipping manifest listing each reel by category (see Section I), shipment number and other appropriate identifiers (film number for monographs; film number, title, year, volume, issues, etc. for serials). Upon deposit of the film in the inspection facility, the Contractor shall check the contents of the shipping container against the shipping manifest. Discrepancies shall be reported to the Project Officer (or designated alternate) by telephone within one (1) working day of receipt. 4. Insurance The Contractor shall provide a minimum of $10,000 in property liability insurance against loss or damage to NLM film while in the Contractor’s facility or in transit to or from the Library. As proof of compliance with this requirement, the Contractor shall furnish the Library with a certificate of insurance. The Contractor shall be liable for the cost of replacing any film that is lost or damaged while in the Contractor’s facility or in transit to or from the Library. The Contractor shall reimburse the Government for such replacement costs as the Library deems feasible within 120 work days after notification that damage or loss has occurred. Replacement costs shall include coverage for the assembly of materials needed for filming (including inter-library lending as needed to fill gaps in NLM holdings); the collation and physical preparation of the materials; preservation microfilming; processing, duplication and inspection of the completed film; and all related shipping and handling charges. If film cannot be replaced because NLM is unable to obtain the needed volumes, the Contractor shall reimburse the Library at a rate of $250.00 per reel. 5. Security and environmental conditions The Contractor’s facility shall be secured against theft, vandalism, fire, flood, rodent and insect infestation, and other environmental hazards. The environment within the Contractor’s facility where film is stored and handled for inspection shall be maintained at relatively cool and dry, constant and stable levels without extended periods of fluctuation or extreme temperature and/or relative humidity. Exposure of NLM film to conditions of extreme heat (over 70? Fahrenheit) and/or relative humidity (over 50% RH) is to be avoided at all times. The Contractor shall have on site a refrigeration unit or storage cabinet with environmental controls capable of providing cool and dry storage for all reels when not being inspected. A backup emergency generator is recommended. If storage conditions vary significantly between the refrigeration unit/storage cabinet and the area where inspection work is done, the Contractor shall observe moisture conditioning practices described in the latest edition of ANSI/PIMA IT9.11-1998, American National Standard for Imaging Materials, Processed Safety Photographic Films - Storage. In the event of a malfunction of the Contractor facility’s environmental control mechanisms that results in a major temperature or humidity shift in the area where film inspection work is being done, the Contractor shall put NLM’s film back into the refrigeration unit until normal environmental conditions can be restored. Under no circumstances shall any of NLM’s film be left in non-air-conditioned areas or otherwise subjected to extended periods of high temperature and relative humidity (over 70? Fahrenheit; over 50% RH) while in the Contractor’s facility or in transit to or from the Library. The Contractor shall have in place, in areas where NLM film is stored and inspected, a fire extinguishing system that conforms with local building code. The Contractor shall have in place, prior to beginning work on the contract, a plan for responding to fire, water or other emergencies that may put NLM film at risk. As part of the plan, the Contractor shall provide the name, address and phone number of a facility where NLM film will be shipped for dry-processing if it has gotten wet during an emergency. NLM will determine if the facility is acceptable for this purpose before contract work begins. For emergency contact numbers and special procedures in the event that NLM film is affected by a water-related emergency, see Appendix C, “NLM wet film response and handling procedures.” 6. Care and handling of NLM microfilm The Contractor shall provide inspection staff with training in the proper care and handling of NLM film. The Contractor’s inspection staff shall exercise the utmost care in handling all NLM microfilm and shall observe the following practices: a. No smoking, eating or drinking shall be permitted in the cargo area of the vehicle used to transport NLM film or in areas where film is being unpacked, stored, inspected or repacked for return to the Library. b. All work and storage areas where film is placed or handled shall be kept clean and dust-free. c. When handling film, lint-free, clean white cotton gloves or other gloves meeting with the Library’s approval shall be worn at all times. Contractor inspection staff shall not use hand creams or other skin care products that might leave a residue on the film (see also III.B.2.h., above). d. The Contractor shall remove Old Film from metal or defective plastic reels and respool them onto plastic reels provided by the Library for this purpose. e. All routine inspection and quality evaluation shall be done on a clean, well-maintained microfilm reader manufactured or modified as noted in III.B.2.e. Contractor staff using the reader to view NLM film must at all times employ proper techniques for careful and proper loading, advance, viewing, rewinding and removal. No reel of NLM film shall be left unattended on a microfilm reader. No frame of NLM film shall be exposed to the microfilm reader viewer lamp for longer than the time it takes to inspect the frame or review it for quality evaluation purposes. Reels of NLM film discovered to have broken splices (or to have other major physical damage) shall be immediately rewound and returned to the library. f. The Contractor’s microfilm reader/printer shall be used only as described herein to provide evidence of specific problems on the inspected film. The reader/printer shall not be used for viewing and performing routine inspection work. As noted above in III.B.2.f, the reader/printer shall be manufactured or modified to prevent damage to NLM film. All Contractor staff using the reader/printer to view NLM film must at all times employ proper techniques for careful and proper loading, advance, viewing, printing, rewinding and removal. No reel of NLM film shall be left unattended on a microfilm reader. No frame of NLM film shall be exposed to the microfilm reader/printer viewer lamp for longer than the time it takes to inspect the frame or review it for quality evaluation purposes. No reel of broken or damaged NLM film shall be placed on the reader/printer. g. Areas of film containing images must be held carefully at all times and only by the edges. Under no circumstances should any cloth, tissue, gloved hand or any other substance be applied directly to the flat, image-bearing surface of the film. h. Inspection areas and inspection equipment shall be cleaned daily. i. No rubber bands or plastic tabs may be placed on the film. No self-sticking note papers or other adhesives may be placed on the film or on film containers. j. Film shall be packed in sturdy containers of the type described in Section III.B.2. Additional packing materials that meet with the Library’s prior approval shall be used to prevent damage to the film from shifting inside the containers during transport. Shipping containers shall be waterproof and carried upright at all times. k. As a precaution against possible water damage, film stored in the Contractor’s facility shall be kept at least four (4) inches above floor level at all times. l. Other than when a leader has separated from the rest of the reel, the Contractor shall not load a torn or damaged reel onto a microfilm reader or reader/printer, or attempt to repair torn or otherwise damaged film. If a spliced-on leader has separated from the rest of the reel, the Contractor shall proceed to load the reel onto the reader as carefully as possible, inspect it and note the problem on the inspection form. Reels discovered to be otherwise torn or damaged shall be immediately rewound as carefully as possible and returned to the Library as is. m. The Contractor shall not attempt to splice portions of NLM film together. 7. NEW AND OLD FILM - Inspection Procedures The following general procedures apply to both categories of NLM film: a. Serials and Monographs. Two types of Film Numbers are assigned to NLM reels: Serial titles are assigned five-digit numbers preceded by an “S” (e.g. “Film S01234"), though on older film boxes zeroes may have been left off (e.g. “Film S1234"). Boxes containing portions of the same title have the same “S” number but are further distinguished by their specific contents (e.g. “S01234, v. 11, July-Dec 1901"). Generally, only one serial title (or portion of a serial title) is filmed on a given reel. The Contractor shall consider the entire reel of such film to be a complete inspection unit. Monographs are assigned numbers that are not preceded by an “S” (e.g. Film 1798). Generally, monograph reels contain several items (e.g. individual volumes, etc.). The Contractor shall consider each separate item (e.g. the entire contents of a single volume, pamphlet, etc.) on a reel of monograph titles to be a complete inspection unit. Each monograph is ordinarily preceded by an eye-legible bibliographic target. For descriptions and examples of targets, see: , “Preservation Microfilming,” Parts 1 and 2. b. Shipments and inspection forms. All NLM film shipments will be divided into two general categories: Old Film and New Film. Each category will be further sub-divided into serial reels and monograph reels. The Library will supply inspection forms that contain information identifying the contents of each reel of microfilm. Inspection forms appropriate for each of the four major categories of material will accompany each shipment. The specific forms are: New Film - Monograph New Film - Serial Old Film - Monograph Old Film - Serial. Examples of the inspection forms are provided in Appendix A. c. Making reader/printer copies to illustrate text legibility problems. The Library may need to see paper copy examples of certain types of film problems in order to determine if reels are of acceptable preservation quality. The Contractor shall use the reader/printer on a limited basis to produce paper copy examples only as specified in Section III.B.8.c.v. for New Film and Section III.B.9.b.iii for Old Film. 7.A. NEW AND OLD FILM - Inspection Procedures - Bibliographic Completeness. i. Serial reels. In most cases, the inspection forms for a reel containing a serial publication will include NLM vault storage (“S” prefix) number and as many of the following elements as are needed to identify the material: title (or meaningful portion of the title); year(s); volume(s); issue(s); number(s); part(s). A version of this information is printed on the film box and, in most cases, on one or more targets preceding the material on the reel. The Contractor shall compare the information contained on the inspection form to the film box label, targets appearing on the reel, and the material filmed and note any discrepancies on the inspection form. The Contractor shall identify problems related to specific items on any NLM serial reel by using an abbreviated form of the specific bibliographic unit (volume, issue, number, etc.) which contains the problem. For example, if a reel contained the “General Journal of Medicine,” volumes 5-7, 1854-1857, and volume 6, number 4, Spring, 1854, lacks pages 12 through 14, the annotation “v. 6 # 4 pp. 12-14" would be entered under “Pages missing” on the front of the inspection form. Because the ways in which serials are published, numbered and dated varies, no single formula can be applied. The Contractor shall make every effort to accurately and correctly identify where problems detected during inspection occur. ii. Monograph reels. For monographs, inspection forms will include the NLM film number (no prefix). The Contractor shall note, and record on the inspection form, discrepancies between film number targets and film boxes and inspection forms. When reel contents targets (targets listing authors, titles and years of publication) appear on the film, the Contractor shall identify, and note on the inspection form, any discrepancies between the targets and the material filmed. The Contractor shall identify problems related to specific bibliographic units on the reel by referring to their appearance on the reel in numerical order. For example, if the preface to the fourth item on a reel lacks pages xii-xv, the Contractor shall enter “Item 4 pp. xii-xv" under the “Pages missing” section on the first page of the inspection form. Generally, it will not be necessary for the Contractor to write down the title, author or any other more detailed bibliographic information when identifying items on monograph reels. However, because some monograph volumes may be divided into sections or parts, no single formula can be applied. The Contractor shall make every effort to accurately and correctly identify where problems detected during inspection occur. iii. All reels. The Contractor shall inspect each reel frame by frame to ensure the bibliographic integrity and completeness of the material that has been filmed. Except for advertisements, all pages, issues, volumes, illustrations, drawings, photographs, fold-outs, etc., should be present and in the correct order. The following textual irregularities shall be noted and recorded on the inspection forms unless targeting indicates that NLM was aware of them at the time the material was filmed: - missing pages, volumes, parts, numbers or issues - misnumbered pages, volumes, parts, numbers or issues - out-of-sequence pages, volumes, parts, numbers or issues - pages filmed upside-down. See also instructions regarding text loss problems (including gutter margin text loss) under: New Film (III.B.8) and Old Film (III.B.9). 7.B. NEW AND OLD FILM - Inspection Procedures - Technical Quality i. Resolution pattern targets. The Contractor shall indicate in the appropriate area of the inspection form: a. if there are resolution pattern targets at the beginnings and ends of reels; b. if a resolution pattern target is overexposed, blurred or out of focus; c. if, at the beginning of a reel, a splice occurs between a resolution target and the body of the film; d. if, at the end of a reel, a splice occurs between the body of the film and a resolution target; e. if the target containing the patterns has been photographed in a different orientation along the axis of the film from the rest of the filmed images. ii. Resolution pattern readings. Resolution will be measured wherever resolution targets appear on the reel of film. Resolution patterns shall be read as described in the latest edition of ANSI/AIIM MS23. Typically, on all New Film reels and on many Old Film reels, five resolution patterns (center and outer corner patterns) appearing in a resolution target shall be read. (See also specific instructions regarding Old Film, below). All resolution readings shall be taken with a microscope capable of resolving a minimum of 120 line pairs per millimeter. In light of the subjective nature of resolution pattern interpretation, the Contractor shall provide adequate instruction for all employees who take readings and review and compare readings on a periodic basis to assure consistency and accuracy in results reported to NLM. Instruction and guidance, as well as commentary on astigmatism and the use of corrective lenses, are provided in the latest edition of ANSI/AIIM MS23. Results of readings shall be recorded in the appropriate spaces on the inspection form, along with any comment the Contractor might wish to make regarding the camera system’s perceived ability to resolve fine detail in the filmed material. iii. Reduction ratio. The Contractor shall determine if a reduction ratio has been recorded on the film or if a scale (e.g. ruler marked with inches and/or millimeters) has been included. If the reduction ratio is stated on a target, the contractor shall enter the information in the appropriate space on the inspection form. If no reduction ratio is given but a scale has been included, the Contractor shall measure the scale using an eye loupe with an appropriate reticle, calculate the reduction ratio and enter it in the appropriate space on the inspection form. If no reduction ratio is given and no scale has been included, the Contractor shall so indicate by writing “NONE” across the space provided for recording this information. The Contractor shall record in the appropriate space on the inspection form any obvious (noticeable without measurement or magnification) reduction ratio changes on a given reel that have not been targeted. The location of reduction ratio changes on the reel shall be noted. Reduction ratio changes that have been appropriately targeted shall not be noted on the inspection form. iv.) Density. a. Calibration. The Contractor’s densitometer shall be calibrated as noted above in III.B.2.d. Additionally, upon the Library’s request, the Contractor’s densitometer shall be cross-calibrated with the Library’s densitometer, also using the method described in III.B.2.d. b. Clear base density. The Contractor shall take a reading of the clear base density at the beginning of each reel, on the clear inter-image area between the resolution target and the subsequent image. If no resolution target has been filmed, the reading shall be taken on the clear inter-image area immediately preceding the first page of text. c. Resolution target density. The Contractor shall take a reading of the background density (dMax) of all resolution targets and record them in the appropriate spaces on the inspection form. d. Image background density. Whenever possible, the Contractor shall take image background density readings (dMax) on the image of the page (right-hand page of a two-page image) in the center of the bottom margin (see illustration below). No readings shall be taken where there is insufficient bottom margin. If readings can only be taken other than in the preferred location, or in non-text areas other than text page margins, the Contractor shall indicate on the inspection form where readings were taken, using the following abbreviations: “UL” for upper left portion of the page; ‘UC” for upper center; “UR” for upper right; “CTR” for center of page; “LL” for lower left corner of page and “LR” for lower right corner. The illustration on the following page is used to indicate the preferred page location for taking density readings (“X”) and the suggested alternate locations for taking readings, Preferred (X) and suggested alternate [ ] locations for taking image background density readings: top of text page [UL = upper left] [UC = upper center] [UR = upper right] through medical books, learned to read a little German, dissected small animals and a tarantula, dabbled with chemistry, and meandered through poetry and literature. . . . George A. Otis, who was developing the museum, and Joseph J. Woodward, a pioneer in microphotography. The Civil War brought about a permanent enlargement of the Army and Medical Department. No longer could a handful of military physicians take care of the infantry, cavalry, and other troops as the had in the days of General Winfield Scott. 27 [LL = lower left] (X) [LR = lower right] bottom of text page If density readings cannot be taken in any of the indicated areas, the Contractor shall record on the inspection form the specific pages and indicate the locations on pages where readings were taken. Readings shall be taken as specified on text pages only (as opposed to covers, advertisements, illustrations, index pages, etc). The Contractor shall indicate on the inspection form if the only available spaces for taking readings were on pages that exhibit noticeably uneven tonality due to paper fading or discoloration of the original material. The Contractor shall avoid taking readings in areas which are noticeably lighter or darker than the rest of the page. Readings shall not be taken in frames obviously intentionally filmed a second time at a higher (or lower) exposure level to bring out characteristics of the material being filmed (pages containing photographic materials or illustrations are often refilmed at different exposures when using high contrast film). No text or exposed clear portion of the film shall be included in the area being measured for background density. For “S”-numbered serial reels (see Section III.B.7), the Contractor shall take at least eight (8) image background density readings, proportionally spaced across the length of the reel, and record the results in the appropriate spaces on the inspection form. For Monograph reels (reels whose numbers are not preceded by an “S” as described in Section III.B.7), the Contractor shall take three (3) density readings for each individual item (e.g. volume, pamphlet, etc.) on a monograph reel. Readings shall be proportionally spaced across the length of each filmed item and recorded in the appropriate spaces on the inspection form (e.g. readings for first item on reel in the spaces under “Item 1," etc.). Note that there are often as many as 6 to 9 monographs on a reel, and in some instances there may be more (e.g when reels contain pamphlet material). Densities shall be recorded to the hundredth place as taken from the reels. Readings shall not be averaged or rounded off. The NLM inspection form allows for background density readings to be taken on a total of twelve (12) items. If there are more items on a monograph reel, the Contractor shall attach a separate sheet of paper listing and consecutively numbering (“Item 13,” “Item 14,” etc.) each additional item together with density readings and indication on the pages the readings were taken (if not bottom right page margin center). 7.C. NEW AND OLD FILM: Inspection Procedures - Physical Quality i. Physical defects. The Contractor shall note and record all occurrences of scratches, gouges, pressure marks, static marks, dust, foreign matter, fingerprints, reticulation, water spots, rippled edges, nicked edges, mottle or other physical defects on the film, indicate where present on reel and note if the defect is minor (does not involve filmed text). The contract shall indicate on the back of the inspection form, in the spaces provided for “Quality Evaluation Notes,” if any of these defects involves filmed text. ii. Photographic defects. The Contractor shall note and record all occurrences of blank film, dark or light streaks, double exposure, edge fog, jamming, “washboard” effect, or “checkerboarding” (high/low density images throughout reel), indicate where present on reel and note if the defect is minor (does not involve any of the filmed text). iii. Splices. The Contractor shall indicate if more than six (6) splices are present on a reel, exclusive of splices that may have been needed for retakes of the opening or ending target sequences (i.e. a total of no more than eight (8) splices per reel). As noted in Section 7.A.i above, the Contractor shall also indicate if any splices occur between the body of the film and the technical targets filmed at the beginning and end of the reel. The Contractor shall note if any actual splices are present in a second-generation print master reel. (See also specific instructions for New Film and Old Film, below). iv. Inter-frame spacing and skew. The Contractor shall note the occurrence of any uneven inter-frame spacing. (See also specific instructions for New Film and Old Film, below). v. Inappropriate images. The Contractor shall note all occurrences of inappropriate images in frames (e.g. flyers or other materials that intrude on text; finger or hand images; brittle page fragments that obscure text, etc.). vi. Spooling; under-filled reels. The Contractor shall note any instance where a second-generation print master film has been wound on the plastic reel with the emulsion side facing outward (away from the core) or backwards, with the “END” target unwinding first. The Contractor shall note if either first-generation camera master or second-generation print master film has been otherwise incorrectly wound on the plastic reel. The Contractor shall indicate if a reel has been over-filled (i.e. distance from edge of wound film to outer rim of reel is less than 6 mm or approx. 0.24"). vii. Box labels. The Contractor shall note if any of the information on microfilm box labels does not coincide with the contents of the reel and briefly explain the discrepancy, clearly identifying and specifying any difference(s) between the label and the reel, so that the Library can make corrections. viii. Retakes: frames before and after. The Contractor shall note the location on the reel of any retakes which do not include 2 repeated frames before and after the problem frame(s). ix. Miscellaneous. The Contractor shall use the inspection form or additional blank sheets of paper to describe any other problems related to the physical condition, duplication quality and reader/printer copying quality of the film. 8. NEW FILM: Specific Inspection Procedures The following procedures apply specifically to New Film (current contractor-produced preservation microfilm) only, and are to be followed in addition to procedures for both New and Old reels described in III.B.7, III.B.7.A and III.B.7.B. a. Specifications, standards & recommended practice. The Contractor shall become familiar with NLM’s current specifications for targeting, density, resolution and other related aspects of preservation microfilming described in (, “Preservation Microfilming,” Parts 1 and 2), and the materials listed in Appendix B of this Statement of Work. b. Inspection shipments. The Library shall supply inspection shipments of second-generation print master serial and monograph film (in boxes labeled “PRINT MASTER” listing producer shipment numbers, e.g. “P300"); inspection forms; copies of microfilm contractor’s inspection forms; itemized shipping manifests; and signed and dated NLM property passes. Not all inspection shipments will contain reels of New Film. Inclusion of New Film reels in inspection shipments depends on the completion of filming work by the preservation microfilming contractor, delivery of producer shipments to the Library and preparation of reels for shipment to the Contractor. c. Bibliographic inspection. i. Bibliographic data. For New Film Serials and Monographs, in addition to descriptive data provided on the inspection forms (as noted in Section III.B.7.A), NLM will provide the Contractor with paper copies of the reel contents targets. ii. Targets-general. The Contractor shall be familiar with NLM targeting guidelines provided in: , “Preservation Microfilming,” Part 1. The Contractor shall determine if all the targets and blank frames required to be on each reel of New Film were actually photographed. The Contractor shall compare the volume as it appears on the reel of film with the filmed targets to determine if all bibliographic data and any problems related the to the identification, completeness or condition of the original material (identified during the inspection process) have been appropriately targeted. iii. Targets - typographical errors and placement. The Contractor shall record all instances where targets contain typographical errors, do not meet eye-legibility requirements, or are incomplete, incorrect, missing, inappropriate or out of sequence. The Contractor shall determine if words in foreign languages are correctly spelled on all targets, and that volume/year/month/issue/number targets have been filmed in the correct places and match the items filmed. iv. Targets - irregularities. Bibliographic problems must either be described on “Irregularities” targets or identified by means of individual targets filmed at the point where the problems occur. In general, a separate “Irregularities” target is required for each volume, part or issue which has its own page numbering sequence. If a volume, part or issue that has its own page numbering sequence does not have a specific “Irregularities” target, the single “Irregularities” target produced for the entire title or volume must specify part, issue and page numbering for each problem. For all New Film Serials and Monographs, NLM will provide the Contractor with paper copies of any “Irregularities” targets appearing on the reels. During the course of the frame by frame inspection process, the Contractor shall refer to these paper copies, which will be attached to the NLM inspection forms. Note that paper copies of “Irregularities” targets will be attached to the inspection forms only when they appear on the reel of film. None will be attached if none have been filmed. The Contractor shall note on the returned inspection forms if NLM failed to provide paper copies of any “Irregularities” targets appearing on the reels. The Contractor shall note the specific location on the reel (volume, issue, page, etc.) of any of the problems or features listed in the “Irregularities Target Contents” table (see following page) that have not been accounted for with an “Irregularities” target or with individual in-text targets. New Film “Irregularities” Target Contents Problem or Special Feature Individual “In-text” target required Note on “Irregularities” target required 1) Gaps in page, issue or volume numbering (1) Text page / issue / volume missing - NLM unable to obtain replacements (2) NLM unable to verify if text page / issue / volume is missing (3) Missing pages are advertisements (1) Yes (2) Yes (3) No 2) Irregularities in page, issue or volume numbering (1) Irregular pagination (2) Irregular issue numbering (3) Irregular volume numbering (1) Yes (2) Yes (3) Yes 3) Misnumbered pages No Required if frame does not contain at least one correct page number. 4) Pages or issues filmed out of sequence No Yes 5) Bleedthrough; poor print quality; poor contrast; shadows or distorted text in gutter No Required only if problem makes text very difficult to read. Print paper copy example. 6) Text loss and illegible text (other than in gutter) No Required only when all letters in a word are completely missing or indecipherable. Print paper copy example. 7) Text loss in gutter No Required only when one or more letters are completely missing or indecipherable along the entire inner margin. Print paper copy example. 8) Foldout Yes No v. Use of reader/printer. After inspection has been completed, if there are bibliographic discrepancies between the contents of a reel and the filmed targets, or if there are legibility or text loss problems that have not been accounted for on “Irregularities” targets or on other in-text targets, the Contractor shall rewind the print master reel, carefully load it on the reader/printer and produce copies as follows: - one paper copy of each title page containing the bibliographic information that is not consistent with the reel targets; - one paper copy of the reel target that contains the discrepancy, or of one of the targets if an error is repeated on several targets; - one paper copy of each individual page containing a unique text legibility problem (see items 5, 6 and 7 in preceding table); - one specimen paper copy of one of the pages where a text legibility problem repeats or is similar on consecutive pages (see items 5, 6 and 7 in the preceding table). Paper copies shall be stapled to the appropriate inspection forms and clearly annotated with sufficient volume/part/number/page information to identify where the problem occurs on the reel. d. Technical & Physical Inspection i. Resolution. New Film shall contain A&P International “PM-MGP Metric General Purpose” 12" X 17" technical (resolution) targets, or equivalent targets meeting with NLM’s approval. NLM specifications call for targets to be filmed at the beginnings and ends of reels, and immediately preceding and following retakes of entire volumes, as specified in (, “Preservation Microfilming,” Part 1). The targets shall be filmed so that resolution patterns can be read (camera system resolving power can be interpreted) as far toward the corners of exposed frames as filmed text reaches. NLM specifications for minimum patterns resolved in New Film print masters are as follows: Reduction ratio Minimum test pattern resolved 8:1 12.5 9:1 12.5 10:1 11.0 11:1 10.0 12:1 9.0 13:1 8.0 14:1 8.0 15:1 7.1 16:1 6.3 17:1 6.3 18:1 5.6. ii. Density. The Contractor shall indicate if minimum or maximum base, technical target or image background densities do not conform with the NLM specifications described in the Preservation Microfilming Statement of Work (, “Preservation Microfilming,” Part 2). As of the time of the preparation of this Statement of Work, second-generation print master New Film reels are duplicated using a relatively recent formulation of medium contrast, Kodak 2470 film. Acceptable density ranges are as follows: Resolution target background density (Dmax): 1.00 -1.50 Clear (base plus fog) density (Dmin): 0.15-0.20 unless material is of such low contrast that it warrants otherwise. Minimum densities are expected to fall within the range 0.15-0.20 unless the material being filmed exhibits especially low contrast characteristics. In such cases the Dmin may be lower, but no lower than 0.12. Image background density (Dmax): 1.00-1.50. The Library may also have print master reels duplicated using high contrast, Kodak 2468 film. Should this be the case, the Library will alert the Contractor to use the following density guidelines: Resolution target background density (Dmax): 1.00-1.35 Clear (base plus fog) density (Dmin): 0.15 or less Image background density (Dmax): 1.10-1.40 The Contractor shall note and record variations from these ranges in the appropriate spaces on the inspection form, including additional comment as necessary in the quality evaluation area on the back of the form. For example, NLM understands that there may be occasions where, due to the optical characteristics of the material being filmed, density may vary from NLM guidelines. In such instances, the Contractor shall indicate in the quality evaluation area that service copy quality should be evaluated. NLM will check the legibility and image quality of third-generation positives duplicated from the inspected print masters and, if necessary, compare the filmed images to the original volumes. Film manufacturers may change the composition of film stocks. As a result, the Library may need to adjust density specifications. The Library will notify the Contractor in the event that such changes are made and provide a listing of the revised acceptable density ranges. iii. Density variation, serial and monograph reels. The Contractor shall note if background density (Dmax) readings vary by more than 0.20 within a serial reel (“S-” prefixed film number); or by more than 0.20 within an individual volume on a monograph reel (no “S-” prefix). iv. Reduction Ratio. The reduction ratio shall be printed in eye-legible characters on the Technical Information target. New film is typically filmed at a reduction ratio of 12:1. The Contractor shall note if materials targeted at a specific reduction ratio (e.g. 12:1) appear to have been filmed at higher or lower reduction ratios. The Contractor shall measure and record the out-of-specification ratio on the inspection form. v. Noncompliance with NLM Specifications. The Contractor shall highlight any resolution or density readings that are not within the specified NLM ranges. The Contractor shall also use the space provided for “Quality Evaluation Notes” on the backs of inspection forms to record and further explain any other instances of perceived noncompliance. vi. Inter-frame spacing. The Contractor shall note where inter-frame spacing exceeds 50% of the average frame-to-frame distance. vii. Image skew. The Contractor shall note if images are skewed (tilted) more than 10% (approx. 9?) from parallel with the longitudinal axis of the film. viii. Splices and retakes. The Contractor shall note if any splices occur between the first or last item on a reel and the beginning or ending resolution (technical) target, except when the entire first or last volume on the reel has been refilmed in its entirety. The Contractor shall check to make sure that two frames have been filmed before and after any retakes of pages or targets (i.e. pages or targets refilmed because omitted or improperly filmed), and determine if the refilmed images appear other than in the exact location on the reel where the defect originally occurred. The Contractor shall note if the distance between any two splices is less than six (6) inches. The Contractor shall note if any splice has not been made using an ultrasonic welder. ix. Leader/Trailer. The Contractor shall note if a leader or trailer is fogged, is not the same thickness as the remainder of the film, is less than 20 inches in length, or is greater than 40 inches in length. x. Backing. The Contractor shall note the location on the film (volume/ year/issue/page) of any frames where failure to use a backing sheet has resulted in an image where the text on a page below the page being photographed shows through. xi. Intentional duplicate exposures. The Contractor shall note the location on the reel of any instance where the camera operator may have failed to photograph an intentional duplicate exposure needed to compensate for obvious contrast problems on text pages, or to enhance illustrations for viewing and printing purposes. The Contractor shall also note the occurrence of unwarranted duplicate exposures. xii. Box labels. The Contractor shall note if any microfilm box labels are placed on the wrong sides of boxes or do not conform with NLM specifications. xiii. Button and string ties. The Contractor shall note the absence of the button and string ties and provide them as needed when missing. xiv. Physical defects - print master only or camera master. The Contractor shall specify if physical defects on New Film print masts are present on the reels themselves or appear to have been duplicated from camera masters. If necessary, the Library will check the camera masters. 9. OLD FILM - Specific Inspection Procedures. Inspection forms for old NLM film and pre-1986 contractor-produced film shall be supplied by the Library. The majority of this film will be second-generation negatives, though first-generation camera masters may also be included in inspection shipments. The Contractor shall make certain that camera negative film is handled with special care. a. Specifications, standards & recommended practice. Most pre-1986 contractor produced film was created using the Library’s specifications and whatever standards or recommended practices might have been available at the time. The Library’s specifications for resolution, density, reduction ratios, image orientation, etc. have remained somewhat consistent over the years, but targeting standards have not. Most reels will contain technical (resolution) targets, list the reduction ratio and include a scale for reduction ratio measurement and verification. Older NLM reels, produced in-house, were not created according to standards as stringent as those currently enforced by the Library. In some cases, historically valuable items were microfilmed with an emphasis on creating an access copy to reduce the risk of damaging the original material, rather than on producing film as complete as possible and containing images of the best possible quality. As a result, there is a greater likelihood that material will be missing and that the film will include text pages distorted along gutters and pages with bleedthrough, showthrough or other problems affecting legibility. Much of this film has been in relatively stable but less than ideal storage for many years. b. Bibliographic Inspection i. Serial reels. Old Film serial reel inspection forms will typically contain sufficient bibliographic data to identify what is on each reel, but (unlike New Film) will not come with accompanying paper copies of reel contents targets or “irregularities” targets. The Contractor shall determine during the course of the frame-by-frame inspection of each reel whether or not the contents of the reel corresponds to the information on the inspection form and the box label. Any discrepancies shall be noted on the reverse of the inspection form (under the heading “TARGETS/BOX LABELS”). ii. Monograph reels. Old Film monograph reels will be identified only by the (un-prefixed) NLM film numbers. Some film numbers may be “hyphenated” (e.g. “76-16"). Inspection forms will not have any paper copies of reel contents targets or “irregularities” targets to use as guides. As part of the frame-by-frame inspection process, the Contractor shall identify, and record on the inspection form, any discrepancies between targets preceding monograph items and the material filmed. iii. Use of the reader/printer to illustrate problems. For some Old Film monograph reels, NLM may require that the Contractor produce reader/printer (paper) copies of bibliographic targets preceding each of the items, as well as the title pages of the items. By “title page” is meant the page at the beginning of a volume that typically contains the title, author, publisher and publication date of the work. If these elements appear on two separate pages, paper copies of both pages shall be printed. NLM will specify that the bibliographic targets and title pages need copying on the paperwork accompanying the shipment. In some instances, and on a limited basis, paper copy examples may also be needed to illustrate problems detected on the Old Reels (Old Film reels lack Irregularities” targets and may not have been subjected to quality control at the time they were produced). The Contractor’s primary objective shall always be to note and record all bibliographic problems and discrepancies, physical defects and photographic problems in the appropriate spaces on the inspection forms. Once the inspection work has been done, upon reviewing the completed inspection forms, the Contractor shall use the following guidelines to determine if paper copy examples should be printed and attached to the inspection forms. Old Film - When to make paper copy examples. Inspection result (entire reel): Make paper copy examples of any other problems on reel? Missing pages / numbers / issues No Film emulsion containing text areas scratched No Film density is extremely low, high or both (density “checkerboarding”) No Reel contains photographic defects that affect text areas (fog; light or dark streaks; double exposures, etc.) No Material on reel does not correspond with bibliographic data on inspection form and box label Yes (Copy pages of serials that contain title/volume/issue/year information; title pages of monographs.) Paper copies shall be produced only after the inspection process has been completed, and only as needed to illustrate the severity of specific problems that affect the legibility of the text, as follows: Old Film - paper copy examples. Problem Reader/Printer Copies Blurred or out-of-focus text 1 paper copy example (max. 3 per reel) Text obscured / unreadable (entire phrases / sentences). 1 paper copy example (max. 3 per reel) Gutter margin text loss (entire words lost along entire length of inner margins) 1 paper copy example (1 per reel) Poor copy quality (faint or unevenly printed text) 1 paper copy example (1 per reel) Severe bleedthrough / show through 1 paper copy example (max. 3 per reel) In all instances where the same problem affects text on a span of consecutive pages or repeatedly throughout a given reel, the Contractor shall make only one paper copy example to show how severe the problems is. c. Technical & Physical Inspection i. Replacement of reels. As noted in Section II.7.d., the Contractor shall replace metal or defective plastic reels with the new plastic reels provided by the Library on an “as needed” basis for this purpose. The Contractor shall make certain that all respooled film is correctly oriented and positioned on the new reels. ii. Resolution. Many reels of Old Film were photographed without resolution patterns. Where patterns are present on reels, a general performance expectation is that the 10.0 pattern should be resolved in the camera master for material filmed at a 12:1 reduction ratio. Likewise, at a 12:1 reduction ratio, the general expectation is that the 10.0 or 9.0 pattern should be resolved in the print master. iii. Resolution pattern placement. If technical (resolution) pattern targets are present on a reel of Old Film, readings shall be taken and entered on the inspection form as follows: (a) if patterns are filmed in an area of the frame which corresponds to where text has been filmed, read the patterns and enter the results on the inspection form; (b) if text extends beyond the corresponding area of the frame where patterns have been filmed, indicated “text beyond reso,” read the patterns and enter the results on the inspection form; (c) if the patterns extend into an area of the frame corresponding to an area in which no text has been filmed, enter “reso beyond text,” read the center pattern only and enter the result on the inspection. Reading patterns in areas where no text appears does not convey any meaningful information. The Contractor shall also indicate if outer corner resolution patterns have been only partially filmed (i.e. are cut off at edge of film). iv. Image skew. The Contractor shall note if more than an occasional image is skewed (tilted) more than 10% (approx. 9 degrees) from parallel with the longitudinal axis of the film. Occasional skew shall not be noted. v. Inter-frame spacing. The Contractor shall note if spacing between images is irregular throughout the reel. Occasional irregular spacing shall not be noted. vi. Splices. The Contractor shall note and record the number and type (e.g. heat weld, tape splice) of splices on all Old Film reels and indicate if the splices are damaged. The Contractor shall not attempt to repair or replace splices. vii. Leaders and trailers. The Contractor shall note all instances where leaders and/or trailers are less than 20 inches in length, greater than 40 inches in length, or missing from the reel. The Contractor shall not add leaders or trailers to reels. viii. Physical deterioration. In addition to the physical defects noted in Section II.B.7.B, the Contractor shall note, for Old Film, all instances of physical deterioration including, but not limited to: redox, image silvering (“mirroring”), mold, fungus, vinegar odor, discoloration, powdering, brittleness, adhesion problems (emulsion sticking to separating from base), curl, etc. 10. NEW AND OLD FILM - Quality Evaluation Upon completion of the inspection process, the Contractor shall review completed inspection forms (and any reader/printer paper copy examples that have been attached to the forms), evaluate the results and indicate on the reverse of the inspection form one of the following: a. The reel is of acceptable preservation quality. The results of the technical and bibliographic evaluation indicate that density and resolution values fall within acceptable NLM ranges, no physical defects affect image areas, no deterioration is evident, and the filmed images of the volumes appear to be complete and in order. When duplicated in the future, text and illustrations are likely to remain clear and legible on the film copy and likewise on paper copies created using reader/printers (no reader/printer copies are required to illustrate acceptable film quality). b. The reel is not of acceptable preservation quality but a legible film duplicate can be made. The results of the technical and bibliographic evaluation indicate that density and resolution values may vary slightly from acceptable NLM ranges, but not to the extent that there would be a significant drop in text legibility if the film was duplicated. The Contractor shall indicate if the technical quality is marginal and note if NLM should check the legibility and image quality of a third-generation duplicate before accepting or rejecting the film. There may be evidence of redox blemishes or “vinegar” syndrome, but not to the extent that the film cannot be duplicated to produce a legible copy. The filmed images of the volumes appear to be complete and in order. Paper copies made in the future from a third-generation duplicate would vary somewhat in quality. Only such paper copies as are needed to provide examples of text legibility problems, as specified in Section III.B.7.a.iii, shall be provided. No additional paper copies are required unless the Contractor, after reviewing a completed inspection form, determines there is a particular quality issue that requires illustration. c. The reel is not of acceptable preservation quality and the legibility of any duplicates and reader/printer copies cannot be guaranteed. The results of the technical and bibliographic evaluation indicate the presence of one or more of the following problems: density is clearly too high or too low throughout the reel; there is density “checkerboarding” including extremes of high and low density throughout the reel; resolution patterns photographed in areas of frames corresponding with where text has been filmed indicate poor camera system resolving power -- or no patterns were filmed at all; pages are missing or blurred; text is missing or illegible; entire portions of volumes (issues, numbers, sections, chapters, etc.) are missing; physical defects affect text areas; text is obscured by redox blemishes to the point where it is unreadable; physical deterioration has reached the extent where the film cannot be duplicated. Only such paper copies as are needed to provide examples of text legibility problems, as specified in Section III.B.7.a.iii, shall be provided. No additional paper copies are required unless the Contractor, after reviewing a completed inspection form, determines there is a particular quality issue that requires illustration. d. The original paper versions of the material filmed need to be examined and compared to the film in order to adequately determine the quality of the filmed images. A quality evaluation cannot be made. It cannot be determined by looking at the film or by paper copy examples of pages whether legibility problems are related to microphotographic processes or to optical characteristics of the filmed volumes. The Library will need to compare the filmed images to the original volumes to determine the quality of the reel. No additional paper copies shall be made. 11. Standards of Performance The Contractor shall maintain a level of quality control which will ensure compliance with the standards of performance listed below. The Project Officer or other designated Library staff members will review all completed inspection forms and, on a regular basis, compare the Contractor’s inspection results to the reels. Where inspection results are found not to be in compliance, the Contractor shall re-inspect the reels in question, at no extra cost to the Government, within a period of ten (10) working days. After an initial contract start-up period of one month, all the following requirements shall be met: a. On a weekly basis, using only the containers specified herein, the Contractor shall pick up shipments from the Library and return inspected shipments to the Library complete and on time. b. The Contractor shall carefully, thoroughly and accurately inspect every reel of microfilm to ensure compliance with the specifications for resolution and density, bibliographic completeness, and freedom from defects, that are described in the Statement of Work. Completed inspection forms for reels of New Film shall demonstrate that Contractor inspection staff have a working familiarity with the NLM preservation microfilming targeting, density, resolution and other relevant guidelines as described in , “Preservation Microfilming,” Parts 1 and 2. c. The Contractor shall provide the Library with an evaluation, based on a review of the inspection results, of the potential preservation quality of both New and Old NLM film. d. The Contractor shall thoroughly and accurately complete the microfilm inspection forms supplied by the Library for each reel of film submitted for inspection. e. The Contractor shall wear clean, white, lint-free cotton gloves (or gloves made of other material that meet with NLM’s approval) at all times when handling NLM film. f. At no time shall any reel of NLM film be subjected to potential damage resulting from the Contractor’s poor handling or shipping practices; from defective, dirty or poorly maintained inspection and copying equipment; or from exposure to food, drink or tobacco smoke or other airborne pollutants in the Contractor’s work or storage areas; or from exposure to extremes of temperature and/or relative humidity in the Contractor’s pickup & delivery vehicles, inspection areas or storage areas. The Contractor shall use a reader/printer to print paper copies of microfilmed pages only as needed to illustrate text legibility problems, as specified in the Statement of Work. g. The Contractor shall have in place a plan for responding to fire, water or other emergencies that may put NLM film at risk, as well as the name, address and phone number of a facility (to be approved by the Library in advance of performing the work) where wet NLM film will be sent for drying. Additionally, the Contractor shall be familiar with and make available to inspection staff the information contained in Appendix C, “NLM wet film response and handling procedures.” h. Inaccuracies greater than 2% in identifying and recording important technical, bibliographic or physical defects will be considered unacceptable and shipments submitted to the Library with this inaccuracy rate may be returned to the Contractor for re-inspection. 12. List of Appendices Appendix A: Sample Inspection Forms 1. NLM OLD FILM SERIAL MICROFILM INSPECTION FORM (p. 1-2) 2. NLM NEW FILM SERIAL MICROFILM INSPECTION FORM (p. 1-2) 3. NLM OLD FILM MONOGRAPH MICROFILM INSPECTION FORM (p. 1-2) 4. NLM NEW FILM MONOGRAPH MICROFILM INSPECTION FORM (p. 1-2) Appendix B: Reference Materials Appendix C: NLM Wet Film Response and Handling Procedures Appendix A. Sample Inspection Forms NLM OLD FILM SERIAL MICROFILM INSPECTION FORM (p. 1 of 2) Film No. S Inspector Shipment _________________ Title Reduction Ratio: :1 Volumes Producer Generation: Print Master Years Parts/Sections (etc). _______________________________ Reduction Ratio changes? (note where on reel; indicate if measurement is taken): ______________ ________________________________________________________________________________ Resolution Patterns: None on reel Filmed Correctly Wrong orientation ______________ Outer patterns beyond text area of pages (outer patterns not read) Other problems? (describe irregularity): _______________________________________________________ Resolution Pattern Readings (as applicable): 1. START 2. RETAKE 3. RETAKE 4. RETAKE 5. END (UL) (UR) (UL) (UR) (UL) (UR) (UL) (UR) (UL) (UR) _____ (CTR) (CTR) (CTR) (CTR) _ (CTR) ____ (LL) (LR) (LL) (LR) (LL) (LR) (LL) (LR) (LL) (LR) _____ Resolution Target Background Density (Dmax - as applicable): 1. 2. 3. 4. 5. _____ Clear Base (base plus fog) Density: __________________ Image Background Density (Dmax) - do NOT take readings on covers or advertisements: 1. Page/area taken 5. Page/area taken _________ ____ 2. Page/area taken 6. Page/area taken ___________ __ 3. Page/area taken 7. Page/area taken ___ ________ _ 4. Page/area taken 8. Page/area taken __________ ___ Problems taking density readings? List reason: _______________________________________ Filming Problems: Blurred ( ) out-of-focus ( ) text (specify vol. / issue / pages): ___________________________________ _______________________________________________________________________________________ Vol(s) Part(s) Issue(s) missing or out of sequence (attach copies of pp. before & after gap): _______________________________________________________________________________________ Pages missing or out of sequence (attach copies of pp. before & after gap): ___________________________ _______________________________________________________________________________________ Pages misnumbered (list sequence, e.g. “230, 232, 233, 231"): _____________________________________ _______________________________________________________________________________________ Vol(s) Part(s) Issue(s) misnumbered: ______________________________________________ _______________________________________________________________________________________ Text Obscured or Unreadable (specify if along gutter; attach specimen copies of pages): ________________ _______________________________________________________________________________________ _______________________________________________________________________________________ NLM OLD FILM SERIAL MICROFILM INSPECTION FORM (p. 2 of 2) Bleedthrough/Showthrough: __________________________________________________________ ___________________________________________________________________________________ Poor copy quality (original text): _______________________________________________________ ___________________________________________________________________________________ Poor duplication quality (filmed image): _________________________________________________ ___________________________________________________________________________________ Images Skewed ; Irregular Spacing ; Overlap _________ ___________________________________________________________________________________ Lacking 2 frames before & after retake (specify location on reel): _____________________________ ___________________________________________________________________________________ Other (include specimen print-out copies as needed): ______________________________________ ____________________________________________________________________________________ TARGETS / BOX LABELS: Do reel contents correspond with information on targets and box labels? If not, indicate discrepancy: ____________ ___________________________________________________________________________________________ Attach print-outs of pages of the filmed material that clearly indicate the title, volume(s), issue(s), number(s) and year(s) included on reel. PHYSICAL DEFECTS Specify problem; note if major or minor; indicate where located on reel: Redox Image silvering Mold/Fungus Vinegar odor Discoloration __________ Scratches Gouges Pressure marks Static marks Dust Foreign matter ______ Fingerprints Reticulation Water spots Rippled edges Nicked edges _________ Mottle (cloudy, blotchy appearance) Brittleness Adhesion Curl _______________ Other / Describe problem: ____________________________________________________________________ Where on reel? _____________________________________________________________________________ Major? (affects text area of film) Minor? (does not involve any text areas) _____________ PHOTOGRAPHIC DEFECTS Specify problem; note if major or minor; indicate where located on reel: Blank film Dark streaks Dark streaks Double exposure Edge fog Jam ______ Washboard Checkerboarding (high/low density images throughout) Foreign matter _______ Where on reel? ___________________________________________________________________________ Major? (affects text area of film) Minor? (does not involve any text areas) __________ ________________________________________________________________________________________ OTHER: SPLICES: Leader: short [ ] long [ ] [ ] Less than 6" apart [ ] defective [ ] in Print Master Trailer: short [ ] long [ ] NUMBER OF SPLICES IN REEL: Acid-free tie missing? [ ] Unnecessary duplicate exposures (stop at 10) _______________ NLM NEW FILM SERIAL MICROFILM INSPECTION FORM (p. 1 of 2) Film No. S Inspector Shipment _________________ Title Reduction Ratio: :1 Volumes Producer Generation: Print Master Years Parts/Sections (etc). _______________________________ Resolution Pattern Readings: 1. START 2. END (UL) (UR) Background (UL) (UR) Background (CTR) Density (Dmax): (CTR) Density (Dmax): (LL) (LR) (LL) (LR) _____ _____________ Clear Base (base plus fog) Density : __________ Image Background Density (Dmax) - do NOT take readings on covers or advertisements: 1. Page/area taken 5. Page/area taken ____________ 2. Page/area taken 6. Page/area taken ____________ 3. Page/area taken 7. Page/area taken ___________ 4. Page/area taken 8. Page/area taken ___________ Filming Problems NOT noted on “Irregularities” or other Targets filmed with the text: Note: Make copies as needed to illustrate problem, but place reel on reader/printer only if necessary for this purpose. Blurred ( ) out-of-focus ( ) text (specify vol. / issue / pages: ___________________________________ ______________________________________________________________________________________ Vol(s) Part(s) Issue(s) missing or out of sequence (specify): ___________________________ ______________________________________________________________________________________ Pages missing (attach copies of pp. before & after gap): __________________________________________ ______________________________________________________________________________________ Pages out of sequence (list sequence, e.g. “230, 232, 233, 231" but text reads in correct order): ___________ ______________________________________________________________________________________ Pages misnumbered (e.g. “pp. 241-245 numbered 341-345" but text reads in correct order): _____________ ______________________________________________________________________________________ Vol(s) Part(s) Issue(s) misnumbered: _____________________________________________ ______________________________________________________________________________________ Text Obscured or Unreadable (specify if along gutter): _________________________________________ ______________________________________________________________________________________ NLM NEW FILM SERIAL MICROFILM INSPECTION FORM (p. 2 of 2) Filming Problems NOT noted on “Irregularities” or other Targets filmed with the text(cont.): Bleedthrough/Showthrough: ______________________________________________________________ Poor copy quality (original text): ___________________________________________________________ Poor duplication quality (filmed image): _____________________________________________________ Images Skewed ; Irregular Spacing ; Overlap _______________ Lacking 2 frames before & after retake (specify location on reel) __________________________________ Frame(s) not properly masked ; Backing sheet not used ____________________ Other (include specimen print-out copies as needed): ___________________________________________ _______________________________________________________________________________________ TARGETS missing, in wrong order, misspelled (specify below): SINGLE REPEATING (specify location) START Eye-Legible Bib for individual vol(s)/ part(s): Filming Contractor __________________________________ Film Number (start) _________________ Foldout: ___________________________ Reel Contents (start) Reel Contents Target does not match: Technical Information [ ] Box Label [ ] Title Page(s) [ ] Full Bib [ ] Order of vols on film [ ] Eye-legible Bib OTHER (specify problem and where located on reel): ______________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ PHYSICAL DEFECTS Specify problem; note if major or minor; indicate where located on reel: Scratches Gouges Pressure marks Static marks Dust Foreign matter Fingerprints Reticulation Water spots Rippled edges Nicked edges ______ Mottle (cloudy, blotchy appearance) _____________________________________________________ Where on reel? ______________________________________________________________________ Minor? (does not involve text) __________________ PHOTOGRAPHIC DEFECTS Specify problem; note if major or minor; indicate where located on reel: Blank film Dark streaks Dark streaks Double exposure Edge fog _ Jam _____ Washboard Checkerboarding (high/low density images throughout) Foreign matter _______ Where on reel? ___________________________________________________________________________ Minor? (does not involve text) __________________ OTHER: SPLICES: Overfilled reel? [ ] [ ] Less than 6" apart [ ] defective [ ] in Print Master Acid-free tie missing? [ ] NOTES: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ NLM OLD FILM MONOGRAPH MICROFILM INSPECTION FORM [ ] NLM [ ] 3rd PARTY SALE (p. 1 of 2) FILM NO. ________________________ INSPECTOR ______________ SHIPMENT __________ VOLS/EDS/PARTS ________________ PRODUCER ______________ EDUCTION RATIO : 1 YEARS __________________________ DATE PRODUCED _________ GENERATION [ ] CMN [ ] PM [ ] SC [ ] POSITIVE FILM [ ] REDUC. RATIO CHANGES (note ratio and location):__________________________________________________ RESOLUTION READING START RETAKE END (UL)_____(UR)_____ (UL)_____(UR)_____ (UL)_____(UR)_____ (CTR)_____ (CTR)_____ (CTR)_____ (LL)_____(LR)_____ (LL)_____(LR)_____ (LL)_____(LR)_____ RESO TARGET DENSITY ____________ ____________ ____________ CLEAR BASE DENSITY __________ IMAGE BKGD DENSITY (Numbers 1 - 16 refer to the sequential volumes on the reel) 1 2 3 4 5 6 7 8 1.______ 1.______ 1.______ 1.______ 1.______ 1.______ 1.______ 1.______ 2.______ 2.______ 2.______ 2.______ 2.______ 2.______ 2.______ 2.______ 3.______ 3.______ 3.______ 3.______ 3.______ 3.______ 3.______ 3.______ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ 9 10 11 12 13 14 15 16 1._______ 1.______ 1.______ 1.______ 1.______ 1.______ 1.______ 1.______ 2._______ 2.______ 2.______ 2.______ 2.______ 2.______ 2.______ 2.______ 3._______ 3.______ 3.______ 3.______ 3.______ 3.______ 3.______ 3.______ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ Record image densities to two decimal places. Round averages to one decimal place. Round .05 upward. NLM OLD FILM MONOGRAPH MICROFILM INSPECTION FORM [ ] NLM [ ] 3rd PARTY SALE (p. 2 of 2) Compare the following (when present) and note discrepancies. (Check words and numbers, but not spelling) Box Label _____________________________________________________________________________________ Film Number Target ____________________________________________________________________________ Reel Contents Target ___________________________________________________________________________ Full Bib Target _________________________________________________________________________________ Eye-legible Bib Target ___________________________________________________________________________ Title Pages ____________________________________________________________________________________ Order of volumes on reel ________________________________________________________________________ Problems NOT noted on In-text or Irregularities Target (Describe and note location) Vol/pt/issue missing, out of sequence ___________________________________________________________________ Pages missing, out of sequence _______________________________________________________________________ _________________________________________________________________________________________________ Vol/pt/issue/page misnumbered or numbered irregularly ____________________________________________________ _________________________________________________________________________________________________ Text obscured (1 entire word or more difficult to read/illegible/missing) _________________________________________ _________________________________________________________________________________________________ Bleedthrough, poor print quality, poor contrast (if severe) ____________________________________________________ Other ____________________________________________________________________________________________ _________________________________________________________________________________________________ _________________________________________________________________________________________________ Physical Defects (Circle problem and note location) All tears; nicks; reticulated emulsion; redox on leader or elsewhere; image silvering; mold; fungus; curl; odor; discoloration; excessive brittleness; adhesion ________________________________________________________________________ _________________________________________________________________________________________________ Defects that obscure 1 full word of text or one full letter/number in table or graph OR penetrate image layer or emulsion (scratches, gouges, streaks, fingerprints, fog, pressure marks, etc.) __________________________________ _________________________________________________________________________________________________ Splices: [ ] Damaged [ ] Tape used [ ] Between Start / End (circle one) [ ] Reso Tgt and adjacent 10 pages [ ] In: PM / SC (circle one) Container: [ ] Damaged [ ] Brittle [ ] Replaced by MicroMedia Label: [ ] Loose or damaged Reel: [ ] Metal [ ] Plastic reel bent or split [ ] Replaced by MicroMedia Film: [ ] Miswound [ ] Miswind corrected by MicroMedia [ ] Leader / Trailer less than 18" (circle one) [ ] Reel overfilled [ ] Sprocketed film [ ] B&S Tie missing NLM NEW FILM MONOGRAPH MICROFILM INSPECTION FORM (p. 1 of 2) FILM NO. _______________________ INSPECTOR ______________ SHIPMENT _______________ VOLS/EDS/PARTS _______________ PRODUCER Pres Res REDUCTION RATIO : 1 YEARS ________________________ [ ] REDUC. RATIO CHANGES GENERATION Print Master FRAME COUNT ____________ RESOLUTION READINGS: START RETAKE RETAKE RETAKE END (UL)_____(UR)_____ (UL)_____(UR)_____ (UL)_____(UR)_____ (UL)____(UR)_____ (UL)_____(UR)_____ (CTR)_____ (CTR)_____ (CTR)_____ (CTR)_____ (CTR)_____ (LL)_____(LR)_____ (LL)_____(UR)_____ (LL)_____(LR)_____ (LL)_____(LR)_____ (LL)_____(LR)_____ RESO TARGET DENSITY ____________ ____________ ____________ ____________ ____________ CENTERING MARK DENSITY First __________ Last __________ CLEAR BASE DENSITY __________ IMAGE BKGD DENSITY (Numbers 1 - 16 refer to the sequential volumes on the reel) 1 2 3 4 5 6 7 8 1.______ 1.______ 1.______ 1.______ 1.______ 1.______ 1.______ 1.______ 2.______ 2.______ 2.______ 2.______ 2.______ 2.______ 2.______ 2.______ 3.______ 3.______ 3.______ 3.______ 3.______ 3.______ 3.______ 3.______ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ 9 10 11 12 13 14 15 16 1._______ 1.______ 1.______ 1.______ 1.______ 1.______ 1.______ 1.______ 2._______ 2.______ 2.______ 2.______ 2.______ 2.______ 2.______ 2.______ 3._______ 3.______ 3.______ 3.______ 3.______ 3.______ 3.______ 3.______ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ AVG_____ Record image densities to two decimal places. Round averages to one decimal place. Round .05 upward. NLM NEW FILM MONOGRAPH MICROFILM INSPECTION FORM (p. 2 of 2) TARGETS missing, in wrong order, misspelled (specify problem) _________________________________________________________________________________________________Start ____________________________ Filming Contractor_________________ Film Number (start) ________________ Copyright ________________________ Reel Contents (start) _______________ Borrowed From ___________________ Technical Information ______________ Resolution (start) __________________ Resolution (end) __________________ Reel Contents (end) _______________ Film Number (end) ________________ End of Reel, Please Rewind _________ Repeating (give location) Full Bib _____________________________________________________ Eye-legible Bib for individual vols/parts ____________________________________________________________ Two blank frames _____________________________________________ Foldout______________________________________________________ Resolution (retakes of entire volume/title) __________________________ Reel Contents Target does not match: [ ] Box Label _________________ [ ] Title Pages ______________ [ ] Full Bib ___________________ [ ] Order of volumes on film [ ] Eye-legible Bib _____________ _______________________ FILMING PROBLEMS not noted on In-text or Irregularities Target Vol/pt/issue missing, out of sequence ___________________________________________________________________ Pages missing, out of sequence _______________________________________________________________________ _________________________________________________________________________________________________ Vol/pt//issue numbering irregular _______________________________________________________________________ Page numbering irregular ____________________________________________________________________________ Vol/pt/issue misnumbered ____________________________________________________________________________ Pages misnumbered (if frame contains no correct page number) ______________________________________________ Text obscured in gutter (partial or entire words difficult to read/illegible/missing)__________________________________ _________________________________________________________________________________________________ Text obscured not in gutter (1 entire word or more difficult to read/illegible/missing) ______________________________ _________________________________________________________________________________________________ Bleedthrough, poor print quality, poor contrast (if severe) ____________________________________________________ Required dup exposures missing _______________________________________________________________________ Images skewed, irregularly spaced, overlapping; blips missing or incorrectly placed; 2 frames before and after retakes omitted; distracting images; frames not properly masked; backing sheet not used; etc. ____________________________ _________________________________________________________________________________________________ Other ____________________________________________________________________________________________ PHYSICAL DEFECTS if in text area or if emulsion penetrated Scratches, gouges, pressure marks, streaks, static marks, fog, dust, foreign matter, fingerprints, emulsion reticulated, waterspots, deposits, etc. ____________________________________________________________________________ OTHER Leader [ ] Short [ ] Long Trailer [ ] Short [ ] Long Film [ ] Miswound [ ] Overfilled [ ] B&S Tie missing _________________ Unnecessary dup exp stop at 10 count _____________ Splices [ ] Before AND after vol, retake Reso Tgt absent: [ ] Less than 6" apart [ ] Faulty [ ] In print masterCount excl l/t ________________ Appendix B. Reference Materials. 1. Microfilming standards and recommended practice (note: latest published revisions apply in all instances) ANSI/AIIM MS14, Information and Image Management -- Specifications for 16mm and 35mm Roll Microfilm. ANSI/AIIM MS18, Information and Image Management -- Splices for Imaged Film - Dimensions and Operational Constraints. ANSI/AIIM MS23, Standard Recommended Practice -- Production, Inspection, and Quality Assurance of First-Generation, Silver Microforms of Documents. ANSI/AIIM MS43, Standard Recommended Practice -- Operational Procedures -- Inspection and Quality Control of Duplicate Microforms of Documents and from COM. ISO18911, Imaging Materials -- Processed Safety Photographic Films – Storage Practices. ISO18902, Imaging Materials -- Photographic Processed Films, Plates and Papers -- Filing Enclosures and Storage Containers. SMPTE (Society of Motion Picture and Television Engineers) Recommended Practice RP15, Calibration of Densitometers used for Black-and-White Photographic Density Measurements. 2. Sources Association for Information and Image Management International (AIIM) 1100 Wayne Avenue, Suite 1100 Silver Spring, MD 20910 phone: 301-587-8202; web: http://www.aiim.org American National Standards Institute (ANSI) 11 West 42nd Street New York, NY 10036 phone: 212-642-4900; web: http://web.ansi.org National Institute of Standards and Technology (NIST) Public Inquiries Unit, A903 Gaithersburg, MD 20899-0001 phone: 301-975-6478; web: http://www.nist.gov Photographic & Imaging Manufacturers Association (PIMA) 550 Mamaroneck Ave., Suite 307 Harrison, NY 10528-1612 phone: 914-698-7603; email: natlstds@pima.net Appendix C. NLM Wet Film Response and Handling Procedures. The Contractor shall review the following NLM film emergency response and handling plan, inform Contractor staff that these procedures are available, and have a copy posted in an area accessible to all Contractor staff. 1. Emergency Procedures Phone contact list: If leakage or flooding occurs in the Contractor’s facility to the extent that NLM’s stored materials get wet, or if a fire has been extinguished resulting in NLM’s stored materials getting wet, the contractor shall notify one of the following, listed in priority order: NLM Microfilm - Fire/Water Emergency Contact List HOME WORK Walter Cybulski 301-570-3363 301-496-2690 Karen Sinkule 301-986-4740 301-435-7117 Vic Clunet 301-625-2954 301-402-1345 Lida Taghinia 301-217-0996 301-435-7118 Margaret Byrnes 301-493-8346 301-435-7110 Mary Kate Dugan 301-581-0109 301-435-7113 or 202-686-1277 If none of the above are available, contact (in order of preference): (1) Preservation and Collection Management Office 301-496-8124 (2) Main Office, Public Services Division 301-496-5501 The home phone numbers of individuals listed above are provided solely for the specified purpose described above and are not to be made available outside of this contract. If flooding or leakage is restricted to the floor level below storage shelving, does not come into contact with any of NLM’s stored materials and can be readily controlled and cleaned up; and if temperature and humidity can be brought under control within a 4 hour period, the contractor shall notify one of the following (listed in priority order) during normal Library business hours: Walter Cybulski 301-496-2690 Karen Sinkule 301-435-7117 Vic Clunet 301-402-1345 Lida Taghinia 301-435-7118 The contractor shall fax (301-496-2864), within 24 hours of occurrence, a detailed report regarding the water emergency, actions taken, and confirmation that temperature and humidity conditions were stabilized within a four hour period. 2. Basic water emergency steps. The contractor shall take the following steps in the event of a water emergency that results in NLM materials getting wet: Control of water problem. Stop water from coming into areas where NLM material is stored. The Contractor shall have available for this purpose a supply of sturdy (5 mil) inert plastic sheeting. Once the problem has been corrected and it has been determined that there is no electrical /water hazard, use a portable dehumidifier and large portable fans as needed to circulate and dry the air. Protection of NLM materials. When the water problem has been brought under control and it has been determined that the affected area(s) of the facility can be safely entered and worked in, the Contractor shall identify the extent to which water has affected NLM microfilm and protect remaining dry NLM materials by placing them in the plastic storage containers used for shipping the reels. Under no circumstances shall the Contractor place wet materials (film, film boxes or inspection-related paperwork) together with dry reels and related paperwork in the same container. Procedures for dealing with wet materials are described below. If necessary, drape the containers with plastic sheeting to further reduce the risk of moisture penetration until the containers can be safely removed from the area. Seriousness of water problem. In the event that the water problem is not likely to be immediately controlled, if no NLM film has gotten wet, using the plastic shipping containers, the Contractor shall remove NLM film from the area affected by the water problem and make arrangements to have NLM’s materials removed from the contractor’s facility and safely returned to the Library. 3. Recovery procedures. Drying wet microfilm. The Contractor shall assume responsibility for drying wet NLM microfilm reels within 48 hours. Wet film can be dried (a) by the Contractor, provided the Contractor has film processing equipment that can be used for this purpose and meets with NLM’s approval; or (b) by experienced film technicians at a film processing laboratory approved by NLM prior to the beginning of the project. Should it become likely that the Contractor will not be able to have NLM film dried within 48 hours, the contractor shall immediately contact, in the order listed, one of the individuals or offices included in the “NLM Microfilm - Fire/Water Emergency Contact List” (see above). Salvage of materials. The Contractor shall use the following procedures in the event wet film has to be salvaged and either dried in the Contractor’s facility or shipped to a facility pre-approved by NLM for drying: Procedures for the Salvage of Wet Containers. Wearing plastic gloves at all times, the Contractor shall carefully remove microfilm reels from any boxes that have gotten entirely or partially wet. The Contractor shall not unspool NLM film from wet reels or wipe any film surface dry. If NO water has come into contact with the microfilm itself, the Contractor shall carefully dry the plastic spool with a clean lint-free cloth, secure the film with a new acid-free string tie, and place the film in a new acid-free box. Immediately, using pencil only, the Contractor shall transcribe the film number, title, year, volume, edition, part and any other label data onto the new microfilm box. NLM will re-label the boxes after they are returned to the Library. Procedures for the Salvage of Wet Microfilm. If microfilm is wet, wearing plastic gloves at all times, the Contractor shall remove the film as wound on its plastic reel from the wet box and copy the film number, title, year, volume, edition, part and any other label data onto an inventory sheet. The Contractor shall not unspool wet NLM film from reels or wipe any film surface dry. The Contractor shall remove the wet paper string tie; secure the film on the plastic spool with a rubber band; and completely submerge the rubber-banded reel of film in a lidded, dark container and cover completely with cool (below 65?F at all times), clean water. The Contractor shall not attempt to “air dry” any reels of NLM film that have gotten wet. Containers used for the immersion and transport of wet film shall be: made of materials that will in no way affect the film; not used for any other purpose; wiped clean before being used for film salvage; sturdy enough to support the combined weight of the film and water placed inside them; and capable of being closed securely so that film will not be spilled out during transport to a film processing facility that meets with NLM’s approval. A heavy duty wheeled plastic garbage cans with screw-lock lid is recommended to facilitate transport. Water shall be kept cool and completely cover all the film at all times in any container used for this purpose. Containers shall be filled only to a level that makes it feasible to move them without risk of breakage, collapse, spillage or injury to the contractor’s staff. Containers used for this purpose shall not permit the entry of light when covers are securely in place. Containers shall be tightly closed immediately after filling and not opened except at the film processing agency for drying. A copy of the microfilm number/title/contents list matching the contents of the container shall be secured to the container using heavy duty packing tape. Copies shall be faxed to the Project Officer (301-496-2864) as soon as possible during regular Library business hours. Wet film boxes, ties and related paperwork. The Contractor shall place wet film boxes, ties and any related paperwork in a separate container and at no time allow them to be placed in an enclosed area or container together with salvaged NLM microfilm. 1