Photocopying guidelines

About 2 months ago I wrote to the list asking if any library had written
procedures for photocopying because we were having a problem with
differences of opinion between preservation and ILL staff re. what and
how things should be photocopied. I received a couple of replies along
the lines of "let staff use their own judgement."  I did receive from
Pat Palmer at VCU (pepalmer@vcuvax) a photoduplication policy they had
used at the Humanities Research Center at the U of Texas at Austin, and
these were helpful. As the letting staff use their own judgement
approach just was not working, I decided to try to write my own
guidelines which we could use as a basis for discussion.  Here they are,
and I welcome any comments.  We have not discussed them internally yet.

                Photocopying guidelines

     In library service, use of materials must be weighed against
preservation concerns.  It serves no purpose for a library to have
materials but not allow them to be used. However, care must be exercised
in the use of all materials to ensure continued availability.  The
economics of getting work done quickly must be weighed against the
economics of damaging materials.

     Photocopying is one area of use of materials which must be looked
at in terms of both service and preservation.  These factors must be
taken into consideration:

         1. The library's primary mission is service to our own patrons.

         2. Since we cannot regulate methods of photocopying at public
            copiers, these guidelines can apply only to copying done on
            the Xerox copier located Technical Services, most of which
            is done for Interlibrary Loan purposes.

         3. Our collection is not primarily a research collection, but
            we do consider most of our bound journal collection to be
            for permanent retention.

         4. The physical condition of library materials to be
            photocopied is of primary concern.

These guidelines cover photocopying journals two pages at a time, one
page at a time, and not to be copied at all. In no case should a volume
be damaged in the process of photocopying. If in doubt, consult with the
Preservation Assistant.

   A.  Copying two pages at a time (journal flat on glass):

          1. Single issues of journals
          2. Bound volumes which do not exceed 2 inches in 
              thickness
          3. Bound volumes which do not exceed 11 inches in height
          4. Bound volumes not over 15 years old
          5. Bound volumes with inner margin no less than 1/2 inch.

       If pressure must be applied to a journal, it should be copied one
       page at a time.

   B.  Copying one page at a time:
           This should be done for all others, including tightly 
           bound volumes, unless their condition warrants not be 
           copied at all.

   C.  Not to be copied at all:
           Over 4.5 inches thick
           Loose, torn, or brittle pages
           Weak, fragile, or broken binding

     Photocopying of materials in good condition for interlibrary loan
will be done by ILL staff following the above guidelines.  If ILL staff
feel material is of questionable condition, needs special care in
copying, or the request is too long to allow them to copy one page at a
time under these guidelines, they will pass it along to the Preservation
Assistant for copying.

     Photocopying of Special Collections and WPI Archival materials will
be done at the discretion of the Special Collections Librarian.

Thanks for your comments,

Lora Brueck, WPI (lbrueck [at] wpi__wpi__edu)

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                  Conservation DistList Instance 4:35
                 Distributed: Friday, December 28, 1990
                        Message Id: cdl-4-35-001
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