Solicitation LCLSP14R0002

8/11/2019 Solicitation LCLSP14R0002

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SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMSOFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBERLSP20140004

5. SOLICITATION NUMBERLCLSP14R0002

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUEDATE01/07/2014

7. FOR SOLICITATION INFORMATIONCALL:

a. NAMEJaime Somers

b. TELEPHONE NUMBER (No collect calls)202-707-0589

8. OFFER DUE DATE / LOCALTIME03/07/2014

12:00:00

CODE 9411Office of Contracts Management

Library of Congress

101 Independence Av SE LA 325

Washington, DC 20540-9411

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALLBUSINESSSERVICE-DISABLEDVETERAN-OWNEDSMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)ELIGIBLE UNDER THE WOMEN-OWNEDSMALL BUSINESS PROGRAM

ECONOMICALLY DISADVANTAGEWOMEN-OWNED SMALL BUSINESS(EDWOSB)

8(A)

NAICS:

SIZE STANDARD:

10. THE ACQUISITION IS

SEESCHEDULE

11. DELIVERY FOR FOB DESTINATIONUNLESS BLOCK IS MARKED 0 Days: 0.00 %

0 Days: 0.00 %

0 Days: 0.00 %

0 Days: 0.00 %

12. DISCOUNT TERMS

13a. THIS CONTRACT ISRATED ORDER UNDER DPAS

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

CODE15. DELIVER TOLibrary of CongressPreservation Reformatting DivisionLogistics Services1701 Brightseat RoadLandover, MD 20785-3767

CODE 941116. ADMINISTERED BYOffice of Contracts ManagementLibrary of Congress101 Independence Av SE LA 325Washington, DC 20540-9411

FACILITY

CODE

CODE

Telephone No.

17a. CONTRACTOR/

OFFEROR

CODE18a. PAYMENT WILL BE MADE BY

[email protected] Library requires invoices to be emailedWashington, DC 20540

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS INOFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Lines

25. ACCOUNTING AND APPROPRIATION DATALOC-2014-0101AD-C0111-014400-4040000000000000-3115-ZZZ-L5DJ997-2014-01440031150002

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4, FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4, 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TOISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THETERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFERDATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 3 0c . D AT E S IG NED 3 1b . N AM E OF T HE C ON TR AC TI NG OF FI CE R (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTIONPREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 5/2011Prescribed by GSA - FAR (48 CFR) 53.212

Document Type: QS Document Number: LCLSP14R0002 Page1 of 48


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19.ITEM NO.

20.SCHEDULE OF SUPPLIES/SERVICES

21.QUANTITY

22.UNIT

23.UNIT PRICE

24.AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENTREPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENTREPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENTREPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIEDCORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY(Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT(Location)

42c. DATE REC'D(YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 5/2011) BACK



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Table of Contents

Section Description Page Number

CS Continuation Sheet..........................................................................................................................................4B Supplies or Services and Prices .............................................................................................................4C Descriptions and Specifications.............................................................................................................6D Packaging and Marking.......................................................................................................................25E Inspection and Acceptance ..................................................................................................................26F Deliveries or Performance....................................................................................................................27

G Contract Administration Data..............................................................................................................29H Special Contract Requirements ............ ............... .............. .............. .............. .............. .............. .......... 31I Contract Clauses ...................................................................................................................................32J List of Documents, Exhibits and Other Attachments ............. ............... .............. .............. .............. ..... 37K Representations, Certifications and Other Statements of Offerors .....................................................37L Instructions, Conditions and Notices to Bidders .................................................................................44M Evaluation Factors for Award.............................................................................................................47



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Section B - Continuation Sheet

Item No. Supplies or Services Quantity Unit Unit Price Amount

1 Base Year 0.000000 NA

Period of Performance:09/30/2014 - 09/29/2015

Reference Line:RQ - LSP20140004 - 1

2 Option Year I 0.000000 NA



3 Option Year II 0.000000 NA



4 Option Year III 0.000000 NA



5 Option Year IV 0.000000 NA



B Supplies or Services and Prices

SECTION B - SUPPLIES/SERVICES AND PRICES/COSTS

B.1 General

B.1.1The Contractor shall provide all supplies and/or perform the services described in Section C (Statement of Work) at the contract-or's facilities in accordance with the requirements of this Solicitation.

B.1.2The title for this Solicitation is Preservation Microform

B.2 Contract Type

This award will be made as a Single Award IDIQ Contract. Individual orders may be placed for specific items on individual task orders on a firm fixed price basis up to the total ceiling price amount.

B.3 Prices/CostsMin: $50,000.00Max: $10,500,000.00

Unit prices should be provided for a base year and for each of the four possible additional option years. The Government shall identi-fy the units and quantities required depending on unit price and funding availability when it places each order. Prices shall be effectiveas of the date an order is placed regardless of when items are delivered.

Base Year (September 30, 2014 - September 29, 2015)

Item Unit Price Estimated Quantity* Total Price



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Continuous Tone Per Frame $ 12,000 $

High Contrast Per Frame $ 1,300,000 $

Microfiche Digitization -Low

Per Item $ 1,000 $

Microfiche Digitization -Medium

Per Item $ 1,000 $

Microfiche Digitization -High

Per Item $ 1,000 $

Microfilm Digitization Per Item $ 1,000 $

Dup Negatives Per Item $ 1,000 $16mm Duplicates Per Item $ 2,000 $

Microfiche Duplication Per Item $ 8,000 $

Base Year Total Price$

Option Year I (September 30, 2015 - September 29, 2016)





Per Item $ 1,000 $


Per Item $ 1,000 $

Microfiche Digitization -High Per Item $ 1,000 $


Dup Negatives Per Item $ 1,000 $

16mm Duplicates Per Item $ 2,000 $


Option Year I Total Price $

Option Year II (September 30, 2016 - September 29, 2017)




Microfiche Digitization -

Low

Per Item $ 1,000 $


Per Item $ 1,000 $


Per Item $ 1,000 $





Option Year II Total Price $

Option Year III (September 30, 2017 - September 29, 2018)


Continuous Tone Per Frame $ 12,000 $High Contrast Per Frame $ 1,300,000 $


Per Item $ 1,000 $


Per Item $ 1,000 $


Per Item $ 1,000 $







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Option Year III Total Price$

Option Year IV (September 30, 2018 - September 29, 2019)





Per Item $ 1,000 $

Microfiche Digitization -

Medium

Per Item $ 1,000 $


Per Item $ 1,000 $





Option Year IV Total Price $

Grand Total (Base Year plus 4 Option Years): $_________________

*PLEASE NOTE:The quantities listed above are ESTIMATES for evaluation purposes and do not obligate the Government to pur-chase the quantities shown.

Section C - Continuation Sheet

C Descriptions and Specifications

Section C

Preservation Microform

C.1. BACKGROUND

The Library of Congress has monographs, serials and other printed works in need of preparation for preservation reformatting(microfilming, microfiche, and/or digital imaging). Many of these materials are in foreign languages and could be in any script, in-cluding Arabic, Asian, and Cyrillic language scripts. Many volumes or issues may be brittle or deteriorated, with physical damage,such as, torn pages or loose bindings. Many volumes or issues are in soft bindings or are not bound. Volumes may vary in length froma few pages to hundreds of pages. Items may range in size from a few inches in both dimensions to large posters, maps, folios andnewspapers. The serials include periodicals and official government publications, both bound and unbound, and newspapers. Somematerials may be recently produced or published.

C.2 SCOPE

The Contractor shall perform all preparation for all microfilming and digitization at the Contractor's facility. The Contractor shall col-lect and pack materials from the Library's storage areas, transport the volumes to the Madison Building loading dock where they shallbe loaded on the Contractor's vehicle for transport to the Contractor's site. The deliverables shall include an archival master micro-

form, a duplicate negative, and a microform positive service copy, in 35 millimeter open-reel microfilm or 105 millimeter microfichein accordance with industry technical, editorial, and bibliographic standards For some material only a digital surrogate may be pro-duced; a digital file from scanned or digitized microform images may also be requested. Upon request both a microform and digitalsurrogate may be produced for the same material. The Library notes that one key purpose for preservation imaging is to create anarchival copy; distribution of these copies will follow a careful determination of their copyright status. The Library will not require theContractor to perform work if, by doing so, the Contractor will infringe upon third-party rights under the Copyright Law of the UnitedStates.

Under this contract, no work (microform or digital) may be subcontracted to another vendor.

C.3 CONTRACTOR REQUIREMENTS

In order to perform effectively on this contract, the Contractor staff shall have experience in preservation microfilming, microfiche



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production, and digital imaging of English and foreign language materials in any script, including Arabic, Asian, and Cyrillic languagescripts. This experience includes collation, preparation of targets, programming microfilm reels and microfiche sheets, disbanding, mi-crofilming and digital scanning which meets the following nationally recognized standards and guidelines. The Contractor shall usethe latest versions of and supplements to these guidelines and standards in performing the work of the contract. Should new nationallyaccepted standards or guidelines be promulgated during the contract period(s), the Contractor shall immediately comply with the newstandards and guidelines unless otherwise directed by the Library.

C.3.1 Copies of the following American National Standards Institute (ANSI) may be purchased from American NationalStandards Institute, Attn: Customer Service, 11 West 42nd Street, New York MY 10036. The ANSI telephone number is (212)642-4900; their fax number is (212) 302-1286. Web page: http://webstore.ansi.org

C.3.1.1 ANSI/AIIM MS14-1996, American National Standard for Information and Image Management-Specifications for 16mmand 35 mm Roll Microfilm.

C.3.1.2 ANSI/AIIM MS18-1992, American National Standard for Information and Image Management-Splices for Imaged Micro-filmDimensions and Operational Constraints.

C.3.1.3 ANSI/AIIM MS23-2004, American National Standard for Information and Image Management-Practice of Operation Pro-cedures/Inspection and Quality Control of First-Generation, Silver Microfilm of Documents.

C.3.1.4 ANSI/AIIM MS34-1990, American National Standard Dimensions for 100-foot Reels Used for Conventionally ThreadedProcessed 16mm and 35mm Microfilm.

C.3.1.5 ANSI/AIIM MS48-1999, American National Standard for Information and Image Management - Recommended Practice

for Microfilming Public Records on Silver-Halide Film.

C.3.1.6 ANSI/AIIM MS51 -1991, ANSI/ISO 3334-1991, American National Standard for Microcopying - ISO Test Chart No. 2 -Description and Use in Photographic Documentary Reproduction.

C.3.1.7 ANSI/AIIM MSI 11-1994, American National Standard for Information and Image Management - Recommended Practicefor Microfilming Printed Newspapers on 35mm Roll Microfilm.

C.3.1.8 ANSI/NAPM IT9.1 -1996, American National Standard for Imaging Media (Film) - Silver-gelatin Type - Specificationsfor Stability.

C.3.1.9 Imaging materials Processed photographic films, plates and papers Filing enclosures and storage conditions. ISO18902:2001 (formerly ANSI/PIMA IT9.2-1998).

C.3.1.10 Imaging materials Processed safety photographic films Storage practices. ISO 18911:2000 (formerly ANSI/PIMAIT9.11-1998).

C.3.1.11 ANSI/NAPM IT9.15-1993, American National Standard for Imaging Media (Photography) - The effectiveness of Chemic-al Conversion of Silver Images Against Oxidation - Methods for Measuring.

C.3.1.12 Photography - Processed photographic materials - Photographic activity test for enclosure materials. ISO 14523:1999(formerly ANSI/NAPM IT9.16-1994).

C.3.1.13 ANSI/NISO Z39.62-2000, American National Standard for Eye-Legible Information on Microfilm Leaders and Trailersand on Containers of Processed Microfilm on Open Reels.

C.3.1.14 ANSI/PH1.51 -1990, American Standard for Photography (Film) -- Micrographic Sheet and Roll Film Dimensions.

C.3.1.15 CONSER Cataloging Manual, Module 3, "Chief Sources and other Sources of Information," and Module 32, "MicroformSerials;" may be obtained from the Library of Congress: Cataloging Distribution Service, Customer Services Section/ Dept. W, Wash-ington, DC 20540-4912. Internet E-mail address: [email protected]. Please include "Web" in your subject line. Call toll-free inU.S.:1-800-255-3666. Or Fax: (202) 707-1334. Other dealers are listed on at the Website: http://lcweb.loc.gov/CDs/contact.html.

C.3.1.16 Information about acquiring a copy of the RLG Preservation Microfilming Handbook, Research Libraries Group, Inc;Mountain View, California: March 1992 and RLG Archives Microfilming Manual, Mountain View California: Research LibrariesGroup, Inc., April 1994 may be obtained by calling 1-800-537-7546.

C.3.1.17 Fox, Lisa L., ed., Preservation Microfilming, a Guide for Librarians and Archivists, American Library Association, 1996,may be purchased from the American Library Association, 155 N. Wacker Drive, Chicago IL 60606, telephone 1-800-545-2433 andpress 7 to reach a customer representative.



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C.3.1.18 ANSI/AIIM MS5-1998. American National Standard for Information and Image Management - Microfiche.

C.3.1.19 ANSI/AIIM MS45-1990. American National Standard for Information and Image Management Recommended Practicefor Inspection of Stored Silver-Gelatin Microforms for Evidence of Deterioration.

C.3.1.20 ANSI/AIIM MS43-1998. American National Standard for Information and Image Management Recommended Practicesfor Operational Procedures/Inspection and Quality Control of Duplicate Microforms of Documents and From COM.

C.3.1.21 Imaging materials Photographic films Specifications for safety film. ISO 18906:2000 (formerly ANSI/NAPMIT9.6-1991).

C.3.1.22 ISO 18917:1999, International Standard for Photography - Determination of Residual Thiosulfate and Other RelatedChemicals in Processed Photographic Materials - Methods Using Iodine-amylose, Methylene Blue and Silver Sulfide. Geneva,Switzerland: International Organization for Standards, 1999.

C.3.2The Contractor shall provide a master microfilm, printing negative and microfilm positive service copy, all in 35 millimeteropen reel microfilm, which meets Library of Congress and national technical, editorial, and bibliographic standards.

C.3.2.1 The Contractor shall provide a master microfiche, printing microfiche and microfiche positive service copy, all in 105 mil-limeter microfiche sheets, when so specified by the Library. This microfiche will meet the requirements of the Library for header andtarget information, technical, editorial, and bibliographic information, and of the ANSI/AIIM standard for microfiche, ANSI/AIIMMS5-1998.

C.3.2.2 The Contractor shall provide master, printing and service negatives of microfiche, all with negative polarity in 105 milli-

meter microfiche sheets, when so specified by the Library. This microfiche will meet the requirements of the Library for header andtarget information, technical, editorial, and bibliographic information, and of the ANSI/AIIM standard for microfiche, AN-SI/AIIMMS5-1998.

C.3.2.3 The Contractor shall assure that all Library materials are secure at all times they are in the Contractor's custody. The Con-tractor must comply with all the Library's security regulations and procedures. The Contractor must comply with any special securityprocedures in Library areas with materials which shall be microfilmed by the Contractor.

C.3.2.4 At any time Library materials are in the custody of the Contractor, the Contractor shall provide by the next business day,preferably by telefacsimile, copies of pages, or entire issues or entire volumes in response to official requests.

C.4 OTHER REQUIREMENTS

C.4.1 MATERIALS PACKING AND TRANSPORT

C.4.1.1 The Contractor shall be assigned a list of titles (with starting and ending dates or volumes for serials and multi-volumemonographs) or titles of collections (with estimated numbers of items in each collection) at the time of each scheduled pick up of ma-terial for preparation and preservation imaging.

C.4.1.2 The Contractor shall be notified by the Contracting Officer's Technical Representative (COR) at least 7 working days inadvance of pick up date of the type of material and divisions from which material will be retrieved for imaging.

C.4.1.3 In the case of items such as pamphlets with single pages or few pages, these items shall be grouped together and given aname. These are called collections in this statement. These may also consist of a variety of printed material, re-gardless of length,which the Library wishes to treat and have microfilmed as a whole. Collections shall have collection-level cata-loging of the newlymicrofilmed version.

C.4.1.4 In some cases, groups of monographs of less than 100 pages shall be microfilmed on a single reel. These are called groups

in this statement. Each item may be cataloged separately, and may be assigned separate microfilm control numbers.[See C.4.8 PRO-GRAMMING REELS]. The list of titles for pickup shall identify those that should be treated as a group.

C.4.1.5 The Contractor shall collect and pack issues and volumes from the Library's storage areas and transport them to the Con-tractor's site. The Contractor shall supply at its expense all boxes/packing materials needed to pack Library materials.

C.4.1.6 The Contractor shall pick up all issues or volumes of a title unless instructed to break up a run due to size or length of therun to be microfilmed. Groups and collections shall be kept together for subsequent work by the Contractor.

C.4.1.7 The custodial division holding the material and the volumes and issues to be picked up shall be identified by the Library'sCOR or his/her representative.

C.4.1.8 The Contractor shall pack the issues in such a way as to prevent damage to the material during handling and transit and un-



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packing. Bound volumes shall be packed spine down. Materials may require wrapping in paper and/or securing with string.

C.4.1.9 The Contractor shall assure that other materials in stack areas are not damaged and are in their original location after the is-sues or volumes to be microfilmed are collected, packed and removed. The Contractor shall take measures to assure that Library ma-terials are not damaged at any time that they are in the Contractor's custody.

C.4.1.10 The Library may supply pages, issues or parts of a title or collection after the pick-up. Should the additional material beneeded for collation before the next pick-up by the Contractor, the Library will ship the material to the Contractor's site at the Library'sexpense.

C.4.1.11 All Library materials remain the property of the Library and shall not be used or disposed of without authorization of theLibrary. The COR will communicate the Library's determinations on disposal or retention/return to the contractor. Risk of loss ordamage shall be borne by the Contractor during the period of packing, transport, preparation, microfilming and return shipment to theLibrary.

C. 4. 2 PRELIMINARIES TO PREPARATION FOR MICROFILMING

C.4.2.1 The Contractor shall have all necessary materials on hand and ensure that work areas are clean and in order. Eating, drink-ing, or smoking must not be allowed in work areas where the Library's materials are located.

C.4.2.2 The Contractor shall consult with the COR after determining all the priority handling needs, irregularities, or special hand-ling of illustrated material for a title, which may require special filming instructions, priority handling, and special post-filming hand-ling. Some illustrated and print material will be retained in the Library's permanent holdings and will be returned at the Contractor'sexpense to the Library after quality review of the microfilm is completed and the microfilm has been accepted.

C.4.2.3 The Contractor shall consult with the COR about flagging or otherwise identifying material to be returned to the Library atthe Contractor's expense.

C. 4. 3 COLLATION FOR MATERIALS THAT ARE NOT CAMERA READY

C.4.3.1 All collation of materials for microfilming shall be performed at the Contractor's site.

C.4.3.2 The Contractor shall provide a sample Collation Sheet [See Appendix J. 48] at the start of the contract or when a newformat is introduced that requires different information and procedures. The Collation Sheet will provide all information necessary tomeet the requirements of the contract and will be used by the Library and/or the Quality Review Contractor to perform quality reviewinspections of the product.

C.4.3.3 All years, volumes, issues or parts of a title, or groups of titles to be processed shall be assembled at the work station. All

serial years of issues or volumes shall be put in order starting with the earliest date or number and working through to the last date ornumber in the run. For collections and groups, the Library's COR will provide directions for organizing items within the collection ortitles within the group.

C.4.3.4 The Contractor shall complete a page-by-page inspection (collation) of all volumes and issues. All pages shall be arrangedin sequential order prior to filming. Information from the collation shall be recorded on the Collation Sheet, and ap-propriate targetsshall be added to the material to be microfilmed.

C.4.3.5 The Contractor shall remove any duplicate pages, issues, or volumes.In the case of duplicate volumes or issues or pages,the Contractor shall use the best copy which is the most complete and in the best condition. Material from duplicates may be incorpor-ated to achieve the most complete microfilm version. Duplicates shall be returned to the Library, unless the COR authorizes disposalof materials at the Contractor's site. The Contractor shall obtain approval for the method of disposal from the Library's COR. The Con-tractor shall destroy materials authorized for disposal; government materials shall not be sold or otherwise redistributed by the Con-tractor.

C.4.3.6 Serial indexes shall be placed immediately in front of the material they index.

C.4.3.7 Indexes for monographs, including multi-volume monographs, shall be placed as they appear in the published work.

C.4.3.8 The Contractor shall insert an "ISSUE(S) MISSING NOT AVAILABLE" target [See Appendix J. 1], "VOLUME(S)MISSING NOT AVAILABLE" target [See Appendix J.2] or "COVER MISSING" target [See Appendix J.3] wherever issue(s),volume(s), or cover(s) are missing.

C.4.3.9 Some serials, including newspapers, have an issue number and/or date in each issue. If any inconsistencies are found, a"Special Attention" form or sheet shall be inserted in the issues for future reference to help in preparing the Collation Sheets and tar-gets. The "Special Attention " form will not be filmed.



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C.4.3.10 The Contractor shall notify the Library's COR when a run of issues are missing for two weeks or more for newspapers andperiodicals published at least 5 days or more a week.

C.4.3.11 The Library may decide to search for and send found missing issues to the Contractor. The Library will notify the Contractor of located missing material within 5 working days of receipt of the notification for delivery within 20 working days. The Librarywill accept microfilm reels with the found issues 30 days later than the deadlines for delivery specified in the contract.

C.4.3.12 The Contractor shall obtain approval from the Library's COR for the Collation Sheet(s) which shall be used by the Con-tractor [See Appendix J.48]. All modifications of the Collation Sheet(s) must be approved by the COR before work begins. The Colla-tion Sheet(s) shall provide all information necessary for the Contractor to meet the requirements of the Contract and for the Library to

perform quality review inspections of the Contractor-produced microfilm. The Contractor may modify the Collation Sheet(s) to obtaindesired results. The modification must be approved by the Library COR.

C.4.3.13 The Contractor shall indicate on the Collation Sheet author (if appropriate), the title, the place of publication (Country orState and City), the Library's microform control number, Library of Congress Catalog Number (LCCN) or OCLC Number or ISSN.

C.4.3.14 For serials, including newspapers, the Contractor shall provide the ISSN, the year, month, date, volume number and issuenumbers, frequency, and span of dates, volumes or numbers for issues recorded on the Colla-tion Sheet.

C.4.3.15 The Contractor shall take particular care to note country, state, city for newspapers and government publications.

C.4.3.16 The Contractor shall note the language if other than the official language of the county.

C.4.3.17 For monographs, the Contractor shall provide the name of the publisher, year of publication, and edition and volume num-

bers for multi-volume monographs.

C.4.3.18 For monographic series, the Contractor shall provide the name of the series and the title of the volume, number of thevolume/title, name of the publisher, year of publication.

C.4.3.19 The collator's name and date of collation shall be recorded on the Collation Sheet. The Contractor shall record the totalnumber of issues, volumes and pages collated.

C.4.3.20 The Contractor shall record missing pages, covers, sections, issues, volumes, years on the Collation Sheet. The collatorshall record other missing material such as plates, maps, pocket material, etc., which is identified in the text in the volume.

C.4.3.21 Changes in bibliographic information, especially for serials, including newspapers, and monographic series, e.g., change intitle, publisher, frequency, etc., shall be noted on the Collation Sheet.

C.4.3.22 Title changes for serials, including newspapers, shall require the treatment of the issues with the changed title as a newtitle. The Contractor shall notify the Library COR of a title change and obtain directions on treatment of issues with a different title.(See C.4.3.32)

C.4.3.23 The Contractor shall note supplements (both regularly published and occasionally published), combined issues or com-bined issue numbers, expected issues not published, and periods of suspended publication on the Collation Sheet.

C.4.3.24 The Contractor shall note indexes.

C.4.3.25 The Collation Sheet should allow for comments by the collator, especially information about the condition of the originalmaterial and targets that instruct how the material should be cut and microfilmed.

C.4.3.26 The Contractor shall mark material needing special attention by the cutters and camera operators. The Contractor shall noteon the Collation Sheet these special instructions. (C.4.3.9)

C.4.3.27 Any irregularities in bibliographic information, inserts, publisher's errors, missing information, page number errors, issuenumber or other printing errors, etc., shall be noted. If an error is easily corrected, the contractor shall cross through the error andmake the correction in pencil. [See Appendix J.4].

C.4.3.28 The Contractor shall insert separately published volume or year title pages, when they are present, in the front of thevolume.

C.4.3.29 If separately paginated, additional pages should be collated and placed immediately following the last page of the regularissue, in the following order: (1) Parts; (2) Supplemental pages; (3) Supplements; (4) Magazines; (5) Comics; (6) Advertising Sec-tions. (This happens most often with newspapers, although periodical issues shall occasionally have supplements. If a periodical sup-plement is general and undated and/or unnumbered, it shall be placed at the end of the year or volume). Should separately paginatedsupplemental material appear within an issue, incorporated into that issues's total pagination or designated parts, the Con-tractor shall



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get directions from the Library's COR or the alternate before completing the collation of the issues.

C.4.3.30 The Contractor shall place targets such as "PAGE(S) MISSING NOT AVAILABLE" [See Appendix J.5] and "PAGINA-TION INCORRECT" [See Appendix J.6] as necessary while collating.

C.4.3.31 The Library will provide the Contractor a catalog record for each cataloged title to be collated. Most but not all titles willbe cataloged prior to Contractor pick up. The catalog record helps the collator in establishing the: (a) title proper; (b) known variationsin title; (c) known first place of publication(s); (d) known frequency of publication; (e) language; (f) known suspen-sions; (g) years ofpublication; (h) main entry; (i) author; (j) microfilm control number.

C.4.3.32 After collation, if changes in bibliographic data occur during the run of issues for a serial or newspaper, the Contractorshall notify the Library's COR. The Library's COR will advise the Contractor if the Library shall require information described in theCONSER Cataloging Manual, Module 3, "Chief Sources and other Sources of Information," and Module 32, "Microform Serials."The Contractor must notify the Library's COR if any of the following changes are discovered during collation:

C.4.3.32aIssues collated are published earlier than the issues used as a basis for description in the catalog record.

C.4.3.32bChange in the title proper.

C.4.3.32cIssuing body changes or name of issuing body changes.

C.4.3.32dEnumeration or chronology changes.

C.4.3.32eFor serials (but not newspapers) if numbering starts over, the title is considered to have "changed" and a new record may

have to be created.

C.4.3.32f Edition information changes or is added.

C.4.3.32gVariant titles are added or cease being used; titles in other languages are added or are dropped, graphic representation of atitle is altered in such a way that may cause a title change requiring a new record or record change.

C.4.3.32hSeries information is added or changed or is dropped.

C.4.3.32i Supplements are added or cease.

C.4.3.32j Other titles are absorbed.

C.4.3.32kCumulative indexes are included in the publication.

C.4.3.33 The COR may request a copy of the Collation Sheet for uncataloged materials, masthead and other bibliographic informa-tion appearing in the material so that the Library can prepare a catalog record based on the collation records.

C.4.3.34 If requested by the Library, the Contractor will provide copies of the Collation Sheets and other bibliographic informationby fax to expedite cataloging of the material.

C.4.3.35 When a year or volume is completed, enter the last issue collated on the Collation Record (indicating the date, issue num-ber, and, for a daily, day of the week). The collator shall indicate the total number of issues and pages accounted for in that year orvolume.

C.4.4 MUTILATIONS AND CREASES

C.4.4.1 If any or all of the pages of an issue or volume are mutilated or creased, they are to be repaired or flattened if possible. Ma-

jor tears within the text need to be mended with transparent tape, and creases within the text need to be flattened out with a press oriron. White opaque paper or black paper (choosing between white or black should be based on which type creates a better image forreader use) shall be used as a backing for a hole in the text so that printed matter does not show through to the page with the hole.

C.4.4.2 Covers, illustrated material and other items selected and identified for permanent retention by the Library will not be re-paired by the Contractor, unless directed to do so by the Library's COR.

C.4.5 PREPARING TARGETS FOR MICROFILM AND MICROFICHE

C.4.5.1 Targets preceding the items to be microfilmed may include any of the following information. They must be filmed in thelisted sequence and should be uniform in format (font face, and style) and position (landscape or portrait). Mandatory targets are indic-ated.



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C.4.5.2 START [See Appendix J.7] target shall be eye-legible without magnification (see ANSI/AIIM MS23-1998) at the begin-ning of each reel. (Mandatory)

C.4.5.3 Reel Number Target [See Appendix J.8] eye-legible without magnification, for a collection which shall take more than onereel.

C.4.5.4 Title targets shall be eye-legible without magnification on each reel. A title target shall be placed at the beginning of eachtitle microfilmed. (Mandatory)

C.4.5.5 Newspaper title targets [See Appendix J.9] shall contain in this order: name of country (use MARC tag 752 subfield a), fol-

lowed by a period; name of state (in the case of U.S. imprints) (use MARC tag 752 subfield b), followed by a period; name of city(use MARC tag 752 subfield d) of publication, followed by a period; the title in uppercase letters and underlined; reel contents withthe range of dates (months, days, years) contained on the reel; and the master negative number (Np number).

C.4.5.6 Official government publications title targets shall contain in this order: name of country or state (in the case of U.S. im-prints) or corporate body (use name from MARC tag 110) issuing the gazette, followed by a period; the name of the city (use place ofpublication from MARC tag 260); the title (use title from MARC tag 245) in uppercase let-ters; the reel contents with the parts or sec-tions information, the range of dates (months, days years) appearing on the reel followed by the range of volume and issue numbers;and the microfilm number [See Appendix J.10].

C.4.5.7 Other serials, including periodicals must have: the title (use MARC tag 245) in uppercase letters, followed by the name ofthe city (use MARC tag 260), followed by name of the state, if of U.S. origin, followed by the name of country, if not of U.S. origin;followed by range of dates on the reel (if daily, then month, day and year range; if monthly, then month and year range), and range ofvolume numbers, or for partial volumes, the volume number and range of issue numbers, and author (if appropriate), and the micro-

film control number [See Appendix J.11].

C.4.5.8 The Library will provide the title for targets for reels with more than one monograph [See Appendix J. 12], or for anyunique collection of items that will be filmed on one reel, e.g., a group of pamphlets or booklets on a reel.

C.4.6 LIBRARY OF CONGRESS PRESERVATION REFORMATTING DIVISION MISCELLANEOUS MONO-GRAPHS & PAMPHLETS

C.4.6.1 The target should have either one microfilm control number, or range of microfilm control numbers.

C.4.6.2 Title Targets for a single monograph or collection filmed on one or more reels will contain the author's name, title, place ofpublication, imprint date (or copyright date), and microfilm control number [See Appendix J.13]

C.4.6.3 This Title Target may also filmed directly before each monograph when more than one monograph is on a single reel.

C.4.6.4 Identification Target [See Appendix J. 14] consists of the following in capital letters, on separate line and is Mandatory:

C.4.6.4a MICROFILMED FOR THE LIBRARY OF CONGRESS

C.4.6.4b PRESERVATION MICROFILMING PROGRAM

C.4.6.4c [Contractor's name]

C.4.6.4d [year microfilmed]

C.4.6.4e [Information regarding the source(s) of the material to be microfilmed]

C.4.6.4f [The Contractor should assume that all or most of the material is from the Library's collections and use this target state-

ment:]

C.4.6.4g THE MATERIAL WHICH FOLLOWS IS FROM THE COLLECTIONS OF THE LIBRARY OF CONGRESS.

C.4.6.4h IT WAS PREPARED AND MICROFILMED TO LIBRARY OF CONGRESS SPECIFICATIONS.

C.4.6.4i COPIES ARE AVAILABLE FROM: THE LIBRARY OF CONGRESS PHOTODUPLICATION SERVICE WASHING-TON, D.C., 20540-4570

C.4.6.4j [When material on the reel is from another institution, the Library will provide the text for an additional credit target.] [SeeAppendix J. 15]

C.4.6.4k FILMED IN PART FROM A COPY BORROWED FROM



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reel with its identifier (number, alphabetic range, etc.). Mandatory for 2 or more reels

C.4.7.2 The "GUIDE TO CONTENTS TARGET" will appear only on the firstreel.

C.4.7.3 A "GUIDE TO CONTENTS FILMED ONLY ON FIRST REEL" TARGET [See Appendix J.20] will be filmed on all reelafter the first reel.

C.4.7.4 It repeats TITLE TARGET information and includes the actual run of volumes, issues, and parts of the title as they are rep-resented on each reel.

C.4.7.5 It will include bibliographic irregularities, missing volumes, issues or parts, supplements, indexes and any other informa-tion about the title found during collation and noted on the COLLATION SHEET.

C.4.7.6 If many volumes, issues, or parts are missing, a list of the filmed material may be used instead, resulting in a briefer andclearer description of the contents of the film.

C.4.7.7 REEL CONTENTS TARGET is required at the beginning of each reel for newspapers [See Appendix J.21], U.S. Tele-phone Directories [See Appendix J.22] and other formats as specified by the Library [See Appendix J.49 for example of a periodicalreel contents target]. (Mandatory)

C.4.7.8 It repeats Title Target information, and includes the actual run of issues on the reel in eye-legible type, including parts andsections, if any.

C.4.7.9 If all newspaper issues published are present, this target should state: ALL PUBLISHED ISSUES ARE PRESENT.

C.4.7.10 If there are bibliographic irregularities or consistent irregularities based on the information recorded on the COLLATIONSHEET the "REEL CONTENTS" shall include (but not be limited to) missing issues and/or pages, publisher's errors, supplements,frequency changes, etc. If many issues are missing, a list of the issues filmed may be used instead, if it shall result in a briefer andclearer description of the contents of the film.

C.4.7.11 Title changes for newspapers shall be noted on the "REEL CONTENTS TARGET."

C.4.7.12 Title changes to periodicals shall be treated as a new title. (See Collation C.4.3.22 and C.4.3.32 above.)

C.4.7.13 COPYRIGHT STATEMENT TARGET [See Appendix J.23] with the text "COPYRIGHT MATERIAL [skip a line andadd] "NOT TO BE FURTHER REPRODUCED WITHOUT PERMISSION OF THE COPYRIGHT OWNER. THE UNITEDSTATES EXTENDS PROTECTION TO FOREIGN WORKS BY MEANS OF VARIOUS INTERNATIONAL CON-VENTIONS,

BILATERAL AGREEMENTS, AND PROCLAMATIONS" at the beginning of each reel in large type. (Mandatory)

C.4.7.14 DISCLAIMER TARGETS. Insert any pertinent disclaimer targets.

C.4.7.15 MATERIALS LISTED AS MISSING, IF LOCATED AT A LATER TIME... [SeeAppendix J.24] filmed at the beginning of each reel for all incomplete runs of materials except The U.S. Telephone directory Col-lec-tion.

C.4.7.16 When the Contractor has identified mutilated or damaged pages or defects which result in lost information or contentwhich may be difficult to interpret, the Contractor must include the "THERE WERE IN THE ORI-GINAL FILE SOME PAGESCONTAINING MUTILATIONS AND OTHER DEFECTS..." target. [See Appendix J.25].

C.4.7.17 Volumes with publisher's and printing errors shall have a disclaimer target whichreads "BEST COPY FILMED AS PUBLISHED." [See Appendix J.26] (Mandatory)

C.4.7.18 For newspapers and periodicals with a frequency of at least five times a week, eye-legible targetswith month name must be placed at the beginning of each month [See Appendix J.27].

C.4.7.19 TECHNICAL TARGET is a set of five resolution test charts from ISO Resolution Test Charts No. 2, in ANSI/AIIMMS51-1991, ANSI/ISO 3334-1989, and which meet the specifications of ANSI/AIIM MS23-1998. Two technical tar-gets shall befilmed on each reel: one following the Reel Contents Target and one immediately following the last page (or back cover) of thevolume or issue being filmed on the reel. (Mandatory)

C.4.7.20 The Contractor shall arrange the Technical Targets for newspapers according to instructions and illustrations in ANSI/AIIM MS 111-1994 placed at the beginning and end of each reel. (Mandatory)

C.4.7.21 These are preceded by two blank frames and followed by two blank frames.



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C.4.7.22 A Technical Documentation Target shall be filmed before the Technical target sequence. In regular type, the Contractorshall supply the following information on this target: Film type and manufacture, Reduction Ratio, Image Orientation, Number of im-ages per frame and number of frames per roll, Film resolution, Polarity, Document size range, Average density level, and Densityrange. The Library may request changes in information on this target as nationally recognized standards and guidelines and the Lib-rary's requirements change when converting microfilm to digitized images. Contractor must consult with the COR to determine stepsto add requested post-filming information to the Technical Documentation Target and adding the Documentation Target to the Tech-nical target sequence.

C.4.7.23 The Contractor shall insert the following targets, based on Collation Sheet information, with the issues to be microfilmed:

C.4.7.24 Title with multiple volumes, issues, parts:

C.4.7.25 Unless directed otherwise by the COR, the Contractor shall insert eye-legible targets with month name at the beginning ofeach month for newspapers and periodicals.

C.4.7.26 The Contractor shall insert eye-legible targets showing the date and/or volume number and/or letter(s) whenever the year orvolume changes for serials and monographic series [See Appendix J.28]

C.4.7.27 When more than one monograph (of less than 100 pages) is on a reel, the Contractor shall insert eye-legible Title targets(with author and title)[See Appendix J. 13] and a BIBLIOGRAPHIC RECORD target before each new title on the reel. (CAS. 1.3.5)

C.4.7.28 The Library's COR will provide instruction on internal targets for collections of material.

C.4.7.29 The Contractor shall insert VOLUME(S) MISSING TARGET as appropriate in addition to cumulated informationprovided about missing or damaged issues or entire volumes as described in the GUIDE TO CONTENTS TARGET or REEL CON-TENTS TARGET. These are eye-legible targets and are preceded by two blank frames and followed by two blank frames.

C.4.7.30 The Contractor shall insert ISSUE(S) MISSING TARGET as appropriate in addition to cumulated information providedabout missing or damaged issues as described in the GUIDE TO CONTENTS TARGET or REEL CONTENTS TARGET. These areeye-legible targets and are preceded by two blank frames and followed by two blank frames.

C.4.7.31 PAGE(S) MISSING NOT AVAILABLE TARGET is inserted in addition to cumulated informationprovided about missing or damaged pages as listed on the COLLATION SHEET or described on the REEL CONTENTS TARGET,and is preceded by two blank frames and followed by two blank frames.

C.4.7.32 For serials, including newspapers, the Contractor shall insert a TITLE CHANGE target where masthead minor variationsand changes appear in issues of the title, as noted in the REEL CONTENTS TARGET. (See C.4.3.22 and C.4.3.32) regarding signific-

ant title changes.

C.4.7.33 The Contractor shall insert a PAGINATION INCORRECT target when publisher's errors in pagination cannot be correctedin pencil (See C.4.3.27 and C.4.3.30).

C.4.7.34 After the last issue or volume programmed for a reel, the Contractor shall place the following targets, as appropriate, in thissequence:

C.4.7.35 TECHNICAL TARGET is placed at the end of the reel. This target is preceded by two blank frames and followed by twoblank frames. (Mandatory)

C.4.7.36 As appropriate, CONTINUED ON NEXT REEL [See Appendix J.29] target is eye-legible without magnification and usedwhen a title is filmed on more than one reel.

C.4.7.37 Reel number target (same as at the beginning of the reel). [See Appendix J.8]

C.4.7.38 Title Target (same as at the beginning of the reel). (Mandatory)

C.4.7.39 END OF REEL/PLEASE REWIND target is eye-legible without magnification and is the last target on every reel. [SeeAppendix J.30]. No text should be filmed or spliced following this target. (Mandatory)

C.4.7.40 There may be exceptions to the general rules for preparing and targeting materials for microfilming, especially for collec-tions such as The U.S. Telephone Directories Collection and "Brazil's Popular Groups" (ongoing Library projects) and others. Specialinstructions for such exceptions shall be given by the Library's COR, in many cases on a SPECIAL INSTRUCTIONS SHEET [SeeAppendix J.31] which shall accompany the material to be microfilmed. The Contractor shall add additional items to the SPECIAL IN-STRUCTIONS SHEET in the Contractor's offer, during the start-up period and during the contract as needed to perform the work ofthe contract. Revised INSTRUCTION SHEETS shall be submitted for review and approval by the Library's COR.



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C.4.7.41 Special instructions for preparation and microfilming the Library's U.S. Telephone Directory Collection.

C.4.7.42 The Contractor will be assigned a list of Telephone directory states and their cities or areas by the Library's COR. Tele-phone directories shall be arranged in sequence according to the inventory list. [See Appendix J.41] The inventory list shall specifythe total number of volumes for a state and identify the main cities within the state.

C.4.7.43 The Contractor shall pick up all issues of a Telephone directory city at one time, unless instructed to break up a run of is-sues due to size or length of the run to be microfilmed.

C.4.7.44 The Library may supply issues or parts of a Telephone directory run after the pick-up. Should the additional material be re-quired for collation before the next pick-up by the Contractor, the Library will ship the material to the Contractor's site at the Library'sexpense.

C.4.7.45 All years or volumes of a Telephone directory city to be processed shall be assembled at the work station. The filming se-quence will be determined by the main cities, towns, counties or localities. All volumes shall be arranged and filmed in alphabeticalorder and then in chronological order by year, starting with the earliest date and working through to the last date in the run.

C.4.7.46 The Contractor shall sort Telephone directories with white page volumes first, followed by yellow page (classified)volumes for years in which white pages and yellow were published in separate volumes.

C.4.7.47 The Contractor shall take particular care to have an approved COLLATION SHEET which records information peculiar toTelephone directories. [See Appendix Section J.34]. The Contractor may choose to create and use a separate, approved Telephone Dir-ectory Collation Sheet. In addition to the COLLATION SHEET information specified above, Telephone directory COLLATION

SHEETS require the following information:

C.4.7.47aMissing pages, covers, sections (white pages or yellow pages), volumes, and years shall be noted on the COLLATIONSHEET. For Telephone directories, the Contractor shall indicate if front and/ or back cover(s) are missing.

C.4.7.47bThe Contractor shall include all cities in white pages and yellow pages (classified) sections and their years for each Tele-phone directory volume collated.

C.4.7.47cThe Contractor shall note the page count for the white pages and for the yellow (classified) pages in each volume.

C.4.7.47dThe name of the area of the Telephone directory, which may be a city, metropolitan area, county or some other designationof a place.

C.4.7.48 The Contractor shall note each city, town, county or locality within each physical volume for the white pages and for the

yellow (classified) pages and the year or month and year. The Contractor may photocopy the page from the original Telephone Direct-ory on the back of the Collation Sheet [See Appendix J.35] instead of writing all the place names of the locality when it is impracticalto list them and when they are contained in a listing that is not paginated separately for each town.

C.4.7.49 The Contractor shall also note the state if the Telephone directory is being microfilmed with listings from a different state(this happens when a metropolitan area directory covers more than one state). This information shall be used in creating the "INDEXOF LOCALITIES" [See Appendix J.37 [J.37A-J.37P]] for each telephone directory micro-film reel.

C.4.7.50 The Contractor shall program Telephone directory reel breaks by white pages and yellow pages or by unique section name(e.g. residential section).

C.4.7.51 The Contractor shall number each reel sequentially for each state and the COLLATION SHEET shall show reel beginningsand total page counts for each reel.

C.4.7.52 Covers of Telephone books shall not be repaired by the Contractor. Some may be selected for permanent retention by theLibrary and if so, repairs will be done by the Library staff.

C.4.7.53 Target sequence for the U.S. Telephone Directory collection.

C.4.7.54 START target (C.4.5.2) [See Appendix J.7]

C.4.7.55 REEL NUMBER target as directed by the Library's COR. [See Appendix J.8]

C.4.7.56 IDENTIFICATION target (Mandatory) [See Appendix J. 14]

C.4.7.57 TELEPHONE DIRECTORY TITLE target (Mandatory) [See Appendix J.36]



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C.4.7.58 A Telephone directory Title target shall identify the collection: "Library of Congress United States Telephone DirectoryCollection, Preservation Microfilming Project."

C.4.7.59 REEL CONTENTS target (Mandatory) [See Appendix J.22]

C.4.7.60 It repeats Title Target information, and includes the entire run of the issues collated on the reel in eye-legible type, includ-ing parts and sections, if any.

C.4.7.61 The Reel Contents targets for Telephone directories shall include:

C.4.7.62 The statement "U.S. TELEPHONE DIRECTORY [new line] COLLECTION:REEL CONTENTS" followed by the name of the state of the directory on a new line. All this text shall be in capitals, eye legible, andcentered.

C.4.7.63 The next line shall be placed after a skipped blank line on the target, centered and shall state in capital letters "MICRO-FILM NUMBER (o) 90/[number for the state] MicRR"

C.4.7.64 The next line shall be in capital and lower case and describe white and or yellow pages present on the reel, i.e., "WhitePages and Yellow Pages for:"

C.4.7.65 The next lines shall be centered and describe the directory place, as it appears on the first directory on the reel. The mainplace name shall be in all capital letters. The date (month and/or year) of the directory shall follow the place information.

C.4.7.66 If necessary, the letters of names covered in the directory (e.g. A through ORRE), shall follow the date. [See Appendix

J.42]

C.4.7.67 Following a blank line, the next line shall be centered, in capital letters and shall state "THROUGH."

C.4.7.68 Following a blank line, the next line shall be centered and describe the directory place, as it appears on the last directory onthe reel. The main place name shall be in capital letters. The date (month and/or year) of the last directory shall follow the place in-formation.

C.4.7.69 If necessary, the letters of names covered in the directory, e.g. ORRI through Z. shall follow the date. [See Appendix J.42]

C.4.7.70 Following a blank line, the last line shall consist of this statement: "Note: See Index of Localities for the full list of citiescovered on this reel."

C.4.7.71 BIBLIOGRAPHIC RECORD target (Mandatory) [See Appendix J.43]

C.4.7.72 The total number of reels will not be entered into the BIBLIOGRAPHIC RECORD until the entire state has been collatedand programmed. Upon completion of collation and programming the Contractor will contact the Library to report the total number ofreels so the record can be updated.

C.4.7.73 The Contractor shall create an INDEX OF LOCALITIES target [See Appendix J.37]in regular type for all Telephone dSxzc\ones.(Mandatory) This target shall include the following information:

C.4.7.74 "INDEX OF LOCALITIES" appears at the top of each and every target of the index.

C.4.7.75 Major City on this reel with other localities: [name of city]. This appears at the top of each and every target of the index.

C.4.7.76 YEAR(S) REPRESENTED ON THIS REEL: [year(s)] This appears at the top of each and every target of the index.

C.4.7.77 White Pages/Yellow Pages shall be included unless otherwise indicated. This statement appears at the top of each andevery target of the index.

C.4.7.78 The list of place names included in the directory shall be in alphabetical order. When duplicate place names appear, thecounty or state shall be added in parentheses after the appropriate place name. A space shall be left when the initial letter of the placenames changes. The names shall be in all capital letters and shall be listed in three columns.

C.4.7.79 COPYRIGHT STATEMENT TARGET with the text "COPYRIGHT MATERIAL [skip a line and add] "NOT TO BEFURTHER REPRODUCED WITHOUT PERMISSION OF THE COPYRIGHT OWNER. THE UNITED STATES EXTENDS PRO-TECTION TO FOREIGN WORKS BY MEANS OF VARIOUS INTERNATIONAL CONVENTIONS, BILATERAL AGREE-MENTS, AND PROCLAMATIONS" shall be placed at the beginning of each reel in large type. (Mandatory, except for reels for Tele-phone directories which include only white page) [See Appendix J.23]



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C.4.7.80 Telephone directories shall have a disclaimer target which reads "BEST COPY FILMED AS PUBLISHED." [See Ap-pendix J.26.] (Mandatory)

C.4.7.81 TECHNICAL TARGET (Mandatory) (C.4.7.19)

C.4.7.82 The Contractor shall place a WHITE PAGES [See Appendix J.38] or WHITE and YELLOW PAGES [See Appendix J.44]or YELLOW PAGES [See Appendix J.39] in eye-legible type before the beginning of each of those sections in Telephone directories.(Mandatory)

C.4.7.83 The Contractor shall use the exact form as follows for Telephone directory microfilm box labels [See also Appendix J.40.]

C.4.7.84 The Contractor shall be required to ship or return at the Contractor's expense front and back covers of Telephone director-ies upon acceptance of microfilm by the Library.

C.4.7.85 The Contractor shall request directions for and follow special instructions when the directions in the contract or the SpecialInstructions Sheet do not cover the problem presented by the material at hand.

C.4.8 PROGRAMMING REELS

C.4.8.1 Each title whose length or bibliographic division requires the use of more than one reel of microfilm shall be pro-grammed. The Contractor shall determine image placement and the reduction ratio and the approximate number of pages that can beaccommodated on a reel.

C.4.8.2 The Contractor shall determine the pages per reel and page position.

C.4.8.3 The number of pages which will fit on a reel shall be determined by measuring the issue height in inches. Throughout thecalculations it is better to overestimate than underestimate

C.4.8.4 Measure the width of the largest issue across two pages and, using the Reduction Table [See Appendix J.32] determine ifthe width falls within the range assigned for 14x reduction and 2A or 2B position or 19X reduction and 2A or 2B position. The Qual-ity Index, described in ANSI/AIIM MS23-1998 and section 9.3 of MS 111-1994, should result in a minimum quality level of 5.0 forthe serials microfilmed by the Contractor.

C.4.8.5 The Contractor shall determine the position of the pages on the roll film. Generally the Library does not want to exceed a19X reduction, and material should be positioned accordingly.

C.4.8.6 The Contractor shall place pages in position: 2 pages in the A (cine, vertical or portrait) or 2 pages in the B (comic, hori-zontal or landscape) only. These 2A and 2B image positions are described and illustrated in the RLG Preservation Microfilming Hand-

book and the Preservation Microfilming, a Guide for Librarians and Archivists.

C.4.8.7 Material shall be filmed in 2A or 2B, according to the dimensions of the material.

C.4.8.8 For newspapers, generally, a tabloid size paper may be positioned in 2A but a broadside paper shall need to be positionedin 2B to achieve 19X or less reduction. 2A is preferred since it uses the least amount of film.

C.4.8.9 Posters shall be microfilmed in 1A style when an entire reel shall consist of posters.

C.4.8.10 The Contractor shall notify the COR when preparation determines that the recommended reduction ratio exceeds 19:1 inthe 2B position unless reduction ratio and filming position have been previously established by the Contractor with the agreement ofthe COR for the title being prepared.

C.4.8.11 The Contractor shall calculate the number of pages on a reel.

C.4.8.12 After a decision on the reduction and dimensions have been made, the tables appearing in RLG Preservation MicrofilmingHandbook (which applies to 100' foot reels) and the Preservation Microfilming, a Guide for Librarians and Archivists (which appliesto 40 meter reels) provide the number of exposures which will fit on 90 feet (of a 100' roll) of film or 36 meters (of a 40 meter roll) offilm, the maximum amount to be loaded on one reel.

C.4.8.13 If a serial must be filmed in "B" position, the width across 2 pages is substituted for the height in the Exposure Table. The"document length" is the height of the issue in the A position or the total 2-page width for position 2B.

C.4.8.14 The Contractor shall note that if there is no indication on the table of the number of exposures for a given height and reduc-tion, this means that an adjacent higher reduction must be used.

C.4.8.15 Monographs less than 100 pages in length can be microfilmed on the same reel if there are other titles of less than 100



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pages. The Library will group titles for pickup that it expects can be microfilmed on one reel.

C.4.8.16 Titles with 100 pages or more shall be filmed on one or, if necessary, more reels. If more than one reel is necessary, no oth-er title shall be microfilmed with the first title.

C.4.8.17 When it is necessary to program a title on more than one reel, the reel breaks must occur at the end of a year, month, weekor day. An issue, with all its parts, must be programmed completely on one reel. A monograph must be programmed to stop at a natur-al break: a volume, chapter or section break or at the end of a sentence.

C.4.8.18 The contractor shall submit a COLLATION RECORD with each positive roll of microfilm. This report shall include the

following bibliographic integrity factors:

C.4.8.19 No more than one title on a roll of film, with the above mentioned exceptions of short monographs or collections. Thelabeled reel box and the target with bibliographic and microfilm control number information must match. Targets re-port title and oth-er bibliographic changes.

C.4.8.20 Titles with volumes or issues on more than one reel have targets indicating continuation and reels are programmed for lo-gical breaks between reels.

C.4.8.21 The dates of issues on the reel must match target and box label information. The report includes a check to determine thatall targets were accurately placed and filmed and that pages, volumes, illustrations, supplements, parts, or oth-er bibliographic matterare present and in the correct order.

C.4.8.22 All dates and/or numbers of issues are filmed in chronological or numerical sequence. All pages are in numerical sequence

Targets announcing enumeration and chronological irregularities or publisher's errors are properly located.

C.4.9 DISBINDING VOLUMES

C.4.9.1 The Contractor shall disbind bound volumes in preparation for microfilming unless directed otherwise by the Library'sCOR.

C.4.9.2 Text or other information shall not be trimmed from any page as a result of disbinding. The Contractor shall discuss prob-lems anticipated in meeting this requirement with the Library's COR and shall follow the directions provided.

C.4.9.3 Foldouts will be removed manually to insure thatno text or any part of the information is lost.

C.4.9.4 The Library will provide special instructions when certain unbound material must not be cut. [See Appendix J.31A-B, Spe-cial Instructions Sheets].

C.4.10 FILMING/IMAGING PROCEDURES

C.4.10.1 The Contractor shall prepare issues by earliest date Library material was picked up and then microfilm to provide anarchival master negative, print master and service positive copy of each roll of film within 150 days after the original issues werepicked up by the Contractor. Material designated by the COR at the time of pick up as PRIORITYshall be completed within 90 daysafter the originals were picked up by the Contractor. Delays due to the Library's errors or time in responding to queries will not be in-cluded.

C.4.10.2 Microfilm (master negative, print master and service positive) for camera ready material will be completed in ninety (90)days.

C.4.10.3 Titles containing borrowed materials shall be completed and returned to the Library within ninety (90) days after the ori-ginal pick up date.

C.4.10.4 Remakes will be completed on a priority basis, sixty (60) days after notification of the error.

C.4.10.5 The Contractor shall utilize only a trained camera operator to perform the actual filming of library material. A "trained op-erator" shall know the standards for preservation microfilm, shall have had at least 6 months experience and shall follow practices de-scribed in the RLG Preservation Microfilming Handbook and the Preservation Microfilming, a Guide for Librarians and Archivists.

C.4.10.6 The Contractor shall follow all nationally recognized standards and specifications for materials, processing, and pro-cedures and guidelines as described in the RLG Preservation Microfilming Handbook and Preservation Microfilming, a Guide for Lib-rarians and Archivists. Attention shall be paid to resolving problems such as "bleed-through," "show-through," poor or chan-ging con-trast and other problems requiring special handling or care.

C.4.10.7 Filming will be done using continuous tone processing for titles specified by the COR to insure best capture of illustrated



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materials with halftones.

C.4.11 Filming camera ready materials

C.4.11.1 Library will collate volumes and issues and will insert DUMMY TARGETS [See Appendix J.45] or flags (usually coloredpaper) in the pagination sequence when pages, issues and volumes are wanting. Dummy Targets contain the same information as theprepared targets for filming and have a cross (X) through the text.

C.4.11.2 DUMMY TARGETS or flags should not be filmed. They are indicators that prepared targets should be filmed in the se-quence of pages where the DUMMY TARGETS or flags are located.

C.4.11.3 The Library will prepare all targets for filming and will indicate the target sequence when it is unique to the title. The tar-gets that will be filmed will be included with the material for pick up by the Contractor.

C.4.11.4 The targets will be included in the box with the material and will be placed in individual folders or clipped together. Theywill be grouped together by reel, in the order they will be filmed.

C.4.11.5 The Library will indicate reel breaks with DUMMY TARGETS or flags.

C.4.11.6 The Library will include all special instructions for filming, such as reduction, filming position, and any other informationas needed with the targets.

C.4.11.7 When more than one volume, issue, or item is to be filmed on a reel, the Library will include numbered item slips or flags,showing the correct sequence. Items that are not flagged will be bundled in the correct sequence with the targets, with one bundle per

reel.

C.4.11.8 The Library may prepare borrowed items for filming. Special instructions will be included for disbinding and retention pur-poses. A credit target [See Appendix J.15] will be filmed in the beginning of the reel or before the borrowed item to identify the lend-ing institution. These items will be filmed on a priority basis.

C.4.11.9 The Library will disbind materials for filming or will provide instructions for disbinding and any other preparation neces-sary to provide the best capture of materials, e.g., flattening, ironing, etc.

C.4.11.10For extremely brittle materials the Library may enclose individual leaves of pages in Mylar sleeves. The Contractor willfilm the material through the Mylar and will not remove the material from the Mylar enclosure. The Mylar will not be returned to theLibrary unless specified by the COR.

C.4.11.11The Contractor will contact the COR or the Library's Project Manager if there are any questions during filming. The ques-

tions will be resolved by the Library before the Contractor resumes filming.

C.4.11.12The Contractor will notify the Library electronically and describe the problem. The Library will respond electronicallywithin the next business day.

C.4.11.13If the problem requires new targets to be generated, the Library will send the corrected targets electronically within the next(two) 2 business days.

C.4.11.14General targets, e.g. PAGE(S) MISSING NOT AVAILABLE, that are omitted by the Library during preparation can be in-serted and filmed by the Contractor after contacting the COR or the Library's Project manager and verifying the problem.

C.4.11.15The Contractor will retain all prepared targets and material until microfilm or microfiche is accepted. The Contractor willdiscard the targets and material unless otherwise instructed by the COR.

C.4.11.16Item slips, flags and DUMMY TARGETS will remain in the material where found until the film or microfiche is accepted.

C.4.11.17A wide variety of illustrated and textual paper-based materials may be converted to digital form. In some instances thissame material may also need to be microfilmed. Material may be bound or unbound. Most material will be in good condition and notrequire special handling during the capture process. A percentage may be in brittle condition and require some additional care in hand-ling. Special instructions form detailing the size of the original material, the number of pages/items to be scanned, and the imaging re-quirements (i.e., bit-depth, resolution, derivatives, media, etc.) shall accompany the material at time of pick up.

C.4.11.18The Library will disbind materials for digitization or will provide instructions for disbinding and any other preparation ne-cessary (e.g., flattening, ironing, etc.) to provide the best capture of materials. Trained staff will perform these tasks.

C.4.11.19Smaller items in good condition may be scanned with an automatic document feeder, provided that the process does notdamage the original material. Large or oversized material shall be imaged with an overhead scan-ner.



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C.4.11.20All items shall be imaged in correct reading order. Special instructions will be provided for items that lack natural page se-quence.

C.4.11.21Digital capture instructions specifying the bit depth and optical resolution will be provided at the time of pick up. Coloritems will normally be imaged as 24-bit with an optical resolution of 300 dpi if material size allows. Grayscale items will normally beimaged as 8-bit with an optical resolution of 400 dpi if material size allows. Bi-tonal items will normally be imaged as 1-bit with anoptical resolution of 600 dpi. Initial-capture shall include dynamic thresholding, or a similar feature, in order to capture both dark-imprint typing and light-imprint penciled handwriting.

C.4.11.22 All images shall be in TIFF image file format. ITU Group IV compression shall be used for bi-tonal image files. All colorand grayscale image files shall be delivered as uncompressed TIFF's.

C.4.11.23TIFF files shall contain exported data for standard TIFF files. The Contractor may be required to provide additional TIFFtags containing unique project specific data, such as document name (tag 260, filename and path), artist (tag 315, contractor name) anddate/time (tag 306, date and time scanned, yyyy:mm:dd:hh:mm:ss).

C.4.11.24A directory structure shall organize the TIFF and any requested derivative file images in a simple manner that identifies thefiles. Unless otherwise specified with special instructions, file naming shall reflect correct page sequencing of the original material(i.e. \0001.tif).

C.4.11.25All images shall be cropped to the edge of the original material.

C.4.11.26All images shall be de-skewed such that delivered images have a skew no more than one-half degree.

C.4.11.27The Contractor shall be capable of producing several different derivative file formats, such as JPEG, JPEG 2000 and PDF(either with or without hidden text). The COR will provide special instructions at the time of pick up con-cerning derivative files.

C.4.11.28The Contractor will contact the COR or the Library's Project Manager if there are any questions during scanning. The ques-tions will be resolved by the Library and the Contractor before the Contractor resumes scanning.

C.4.11.29The Contractor will notify the Library electronically and describe the problem. The Library will respond electronicallywithin the next business day.

C.4.12 For all digital images scanned from microfilm the following specifications apply:

C.4.12a Irrespective of the polarity of the film that is provided for scanning, all delivered images shall reproduce the positive polar-ity of the original item - paper is white and ink is black.

C.4.12b The Contractor will have the capability to crop individual pages from a single microfilm frame that contains a pair of pages("two up") filmed in a 2A or 2B position and produce from that frame single-page images at the specified resolution. NOTE: Not ac-ceptable is simply scanning the two-page pair, cutting the image in half and then enlarging the resulting image.

C.4.12c During microfilming operations, pages can be filmed repeatedly either by accident or intentionally with different settings inorder to optimize filming for different aspects of content. Unless directed otherwise by the COR, the Contractor shall capture all im-ages on a reel including repeated pages, select the best image during Digital Quality Assur-ance, and then delete other representationsof the page.

C.4.12d When materials such as foldouts and maps are filmed in segments, an overlap is filmed between the adjacent sections to fa-cilitate associating and aligning the frames. A target may be filmed preceding a sequence of segmented frames to alert the user that theitem has been filmed in segments. Each segment shall be scanned separately, and proper sequencing shall be maintained in the result-ing scanned images.

C.4.12e The COR will specify at the time of pick up the type of delivery media required for the digital files. This refers to the Con-tractor's initial pick-up of the materials prior to any work being performed.

C.4.12f The Contractor shall digitally image and prepare requested derivative files of items designated for scanning within 120days after original issues were picked up by the Contractor. Material designated by the COR at the time of pick up as PRIORITYshall be completed within 60 days after originals were picked up by the Contractor. Delays due to the Lib-rary's errors or time in re-sponding to queries will not be included

C.4.13 BOXING, LABELING AND TRANSPORT OF COMPLETED MICROFILM AND MICROFICHE AND ORIGINALMATERIALS TO THE LIBRARY OF CONGRESS

C.4.13.1 The Contractor shall load microfilm on reels as described above and fastened with string and button which conform to



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ANSI IT9.1-1992 and ANSI/NAPM IT9.2-1991. Microfilm shall not extend closer than 6mm (.24") from the outer edge of the reel.

C.4.13.2 Each reel of microfilm shall be boxed in a reel box no larger than 4" x 1 5/8" x 3 15/16", in accordance with ANSIIT9.2-1991. The box must be constructed using adhesives which meet the test described in ANSI/NAPM IT9.16-1994.

C.4.13.2.1 The contractor shall provide samples of all boxes, labels, fasteners used for microfilm for the quality assurance test.

C.4.13.3 The title, control number, and date range found on the master negative box label must be legibly recorded in pencil (2.5 orhigher) on the string and button strip (or "button-and-tie" strip) wrapped on each reel of each generation of mi-crofilm produced.

C.4.13.4 All reel box labels must comply with ANSI/NAPM IT9.16-1994, contain all information in English, and contain the information in Appendix J.33 [J.33A-J.33C], Newspaper Reel example and Periodical Reel example in this order:

C.4.13.4a Microfilm control number

C.4.13.4bFor reels with more than one monograph on a reel use the range of microfilm control numbers if they are sequential, or listof microfilm control numbers if they are not sequential. [See Appendix J. 12]

C.4.13.4c Next lines for newspapers

C.4.13.4dName of country (use MARC tag 752 subfield a), if not U.S., followed by a period and name of City (use MARC tag 752subfield d) followed by a period

C.4.13.4eName of State (use MARC tag 752 subfield b), if U.S., followed by a period and Name of City (use MARC tag 752 subfield

d) followed by a period.

C.4.13.4fTitle (use MARC tag 246) in uppercase, underlined.

C.4.13.4gMonth, day and year range of issues on the microfilm. The Contractor shall use date ranges in same style as in the REELCONTENTS target (C.4.7.7) [See Appendix J.21].

C.4.13.4h Next lines for periodicals and other serials.

C.4.13.4i Title (use MARC tag 245) of periodical in uppercase (not underlined).

C.4.13.4j The name of the city (use MARC tag 260) appearing underneath.

C.4.13.4k If U.S. origin, followed by the state.

C.4.13.4l If not U.S. origin, followed by the country.

C.4.13.4mRange of volume numbers, or for partial volumes, the volume number and range of issues.

C.4.13.4n Range of dates on the reel: if daily, month, day and year range; if monthly, month and year range; if annual, the range inyears. The Contractor shall use date ranges in same style as in the reel contents target (C.4.7.7) [See Appendix J.21]

C.4.13.4o Next lines for official government publications.

C.4.13.4p Name of country or corporate body issuing the official publication (use the corporate body, if given, exactly as in MARCtag 110).

C.4.13.4q Title appearing underneath, in uppercase letters (use title from MARC tag 245).

C.4.13.4r The name of the city (use place of publication from MARC tag 260).

C.4.13.4s If not U.S. origin, followed by the country.

C.4.13.4t The range of months, dates and years appearing on the reel followed by the range of volume and issue numbers. For partialvolumes, the volume number and range of issue numbers. All information in English.

C.4.13.4u Last line shall indicate copy of microfilm in uppercase letters: "ARCHIVAL" or "PRINT MASTER" or "SERVICECOPY."

C.4.13.5 Each reel box shall be labeled with the number of microfilm feet and the number of exposures on the reel, in the lowerright hand comer of the label.



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C.4.13.6The Contractor shall use yellow labels for boxes containing master negatives (archival copies), pink labels for boxes contain-ing printing negatives and white labels for boxes containing positive service copies of microfilm.

C.4.13.7 The label shall be affixed on one of the two short sides without a flap of the reel box.

C.4.13.8 The Contractor shall ship the master negative reels and master negative microfiche separately from the printing negativeand service copy (positive/negative) reels and microfiche. All reels and microfiche shall be shipped at the Contractor's expense. Indi-vidual shipping containers and their contents should not exceed more than fifteen (15) pounds in weight.

C.4.13.9 The microfilm and microfiche shall be shipped to Attention: Mr. Melvin A. Mumford Jr., Preservation Microfilming COR Preservation Reformatting Division, Library of Congress, Logistics Services, 1701 Brightseat Road, Landover, MD 20785.

C.4.13.10Print copies of Quality Inspection Reports shall be shipped with the master negative microfilm reels and microfiche. TheMS ACCESS version [compatible with the Library's version to meet current Library system(s) standards] of the Quality InspectionReport shall be forwarded via email to the COR at the time microfilm or microfiche is shipped.

C.4.13.11Collation Records shall be shipped with positive service copy microfilm reels and microfiche.

C.4.13.12 Each shipment group shall be numbered sequentially. The master negative and copies shall have the same shipment num-ber, although the Contractor may distinguish with additional number or letters a box of master negative reels from their copies. Theshipment number shall appear on the invoice identifying work completed and billed.

C.4.13.13 The Contractor shall send a notice in writing (by e-mail, FAX or letter) to the Library's COR that the Contractor made a

shipment within one day of the shipment date.

C.4.13.14The Contractor shall retain the material until inspection of the film is completed, unless directed in advance to return theoriginal materials to the Library at the same time microfilm or microfiche is shipped.

C.4.13.15Each shipment shall contain a shipping list [See Appendix J.46] detailing at the reel level the contents of the shipment. In-formation provided shall include the contract number, shipment number, title as found on reel label, control number, place of publica-tion information as found on reel label, reel number, contents (enumeration and/or chronology), number of issues on the reel, numberof pages on the reel, number of frames on the reel, and the type of material on the reel. The number of reels, issues, pages and framesof each title should be totaled. Totals for each title should be combined for a shipment grand total.

C.4.13.16The shipping list shall be provided to the COR in both printed and MS ACCESS compatible form. The printed shipping listshall accompany the material. The MS ACCESS compatible shipping list will be forwarded via email to the COR at the time the ma-terial is shipped.

C.5 TESTING AND QUALITY ASSURANCE

C.5.1.Quality review by the Contractor of microfilmed material shall be documented with a QUALITY REVIEW INSPECTION RE-PORT [See Appendix J.47] for each reel and shall be delivered to the COR in both printed and MS ACCESS com-patible forms.

C.5.2 This report form shall include the following data elements: title, date range on reel, volume/issue range on reel (if applicable),control number, reel number, date of inspection, inspector's initials, image orientation, western or Asian reading order, reduction ratio,resolution of the beginning and ending resolution targets, maximum density of the beginning and ending resolution targets, individualimage background maximum density readings, image background density averages for titles/reels, minimum density, resolution read-ings, information and number of exposures, number of exposures to be billed (excludes uninten-tional second exposures) and othertechnical factors and comments.

C.5.2a Date microfilm was processed and date the film was tested for residual thiosulfate (using the methylene blue test) and other

chemicals. Results of the tests.

C.5.2b Minimum density of master negative film shall not be higher than 0.10. Report results of two readings per roll test using adensitometer which is calibrated before every use.

C.5.2c Minimum density for the second negative shall meet the film manufacturer's recommendation. Results of one reading per rollC.5.2d Minimum density for the microfilm positive film shall be less than 0.15. Results of one reading per roll.

C.5.2e Two maximum density readings shall be taken of background areas of the image representative of the background on whichthe text appears. No text or clear part of the film shall be included in the area being read. The maximum density for the master negat-ive should range between 0.90 and 1.30, based on the contrast of original materials. Readings on a reel shall not vary more than 0.20.The readings shall be r