The preservation of microfilm materials in Japan and some suggestions for The Social Sciences...

The preservation of microfilm materials in Japan and some suggestions for The Social

Sciences Library in Vietnam

Nguyen Van ThinhInstitute of Social Sciences Information

A- ABOUT THE SOCIAL SCIENCES LIBRARY

B. MAIN CONTENT

I. GENERAL ISSUES ABOUT MICROFORM

II. OVERVIEW MICROFORM MATERIALS IN JAPAN

III. CURRENT STATUS OF PRESERVATION MICROFILM AT THE SOCIAL SCIENCES LIBRARY AND AND SUGGESTIONS

The Social Sciences Library

- Established 1968, but it has more than 100 years of history.

-The Social Sciences Library is the Library of Institute of Social Sciences Information

COLLECTION- About 400.000 books, 2000 magazines and newspapers in Vietnamese and foreign languages of different fields.

- 33.460 old books in Chinesese (before 1940)

- 10.466 old books in Japanese

- 36.767 old books in French, English ....

- Maps: more than 2500 units…


Sino Nom books collection - Gathered and stored by the EFEO from 1901 to 1958 - More than 160 volumes of stories of gods and genies from about 9000 Vietnamese villages (with a total of ~ 230.000 handwritten pages, printed in a Bibliography of Stories of the Gods and Genies, and Village Conventions) - 1225 books of village conventions were written in Han Nom ideogram, by brush on dó poonah paper, 50 of which were written during the 18th and 19th centuries - About 400 conferments under the Nguyen and old feudal reigns….

RARE COLLECTION


Sino Nom books collection

RARE COLLECTION


Microfilm collection

The microfilm collection of the Institue of Social Science

Information was taken originally by the EFEO and

Institute in the period 1940s to 1976. The majority of

these documents are Chinese writings, SinoNom

writings, books, journals and newspaper talking about

Vietnam and Indochina, all of which are highly valuable.

These materials stored at the Social Sciences Library.

But many Chinese writings and SinoNom writings were

moved to The Sino Nom Research Institute in 1979.

RARE COLLECTION


Microfilm collection

RARE COLLECTION


Due to: + Natural deterioration

+ Harsh climate and

+ Lack of proper preservation methods…

the above-mentioned collections are facing risks of

being damaged or even permanently ruined.

RARE COLLECTION


Getting to know about the material itself,

learning and adopting a suitable, scientific method

to preserve these collections in the long term is an

urgent task for the Social Sciences Library.

The preservation of microfilm materials in Japan and some suggestions for The Social

Sciences Library in Vietnam

1. Microform Classification

There are many different types of microform. The three

most common formats are:


Aperture cards- Microfilm (reels)Microfiche (flat sheets)



- Microfilm(reels):

+ Standard width: 16mm and 35mm.

+ Standard lengths: 100 feet for 35mm rolls, and 100 ft,

130 ft and 215 feet for 16mm rolls.

+ One roll of 35 mm film may carry 600 - 800 images.

16 mm film may carry 2,400 images of letter sized

images or 10,000 small documents.

Nowadays, Microfilms are most commonly used in

libraries, museums and archives.



- Aperture Cards: the cards into which a hole has been

cut. A 35 mm microfilm chip is mounted in the hole

inside of a clear plastic sleeve, or secured over the

aperture by an adhesive tape.

- Libraries usually choose Aperture Card as the method

to store documents such as design and technical

drawings.

- Nowadays, eventhough Aperture Cards can still be of

use in storing documents, its role is being gradually

replaced by modern, digital methods.



- Microfiche: Microfiche was used to store information

in miniature cards.

- With its small size and thinness, microfiche makes

storage convenient and save space.

- Moreover, its durability and longevity are

characteristics that make microfiche still viable today,

besides the digital storage devices.

2. Overview of Microfilm


2. Overview of Microfilm


2.1. Structure of Microfilm

- Film is made up of several microscopically-thin layers.

- Two major components: Base layer and Emulsion layer.

Moreover, backing layer is an important layer when deterioration of

microfilm is taken into account- Protective layer: gelatin

Emulsion layer (image layer): silver, gelatin

- Antihalation layer: gelatin

- Support (Base): polyester/ cellulose ester/ nitrocellulose

- Backing layer: gelatine

2. Overview of microfilm


- The emulsion layer: It is the layer that actually contains the image.

- The base layer is the transparent, supporting layer to which the emulsion layer is adhered with a binder. The base layers are likely to be of an acetate variety or polyester. It is unlikely but possible that you might encounter a very old microfilm with a nitrate base. The base side is noticeably glossier than the emulsion layer.

2.1. Structure of microfilm



- The backing layer: a layer, usually made of gelatin,

applied to the side of the film base opposite to that of

the emulsion layer, for the purpose of preventing curl.

2.1. Structure of microfilm



2.2.1. Sorting by film base

Through the years, microfilms have appeared

on various film bases, including:

+ Cellulose nitrate

+ Cellulose acetate

+ Polyester

2.2. Microfilm Classification




- Cellulose nitrate-based films, are highly

flammable, prone to releasing hazardous gases over

time, and subject to natural decomposition. By the

early 1950s, commercial production of all formats of

cellulose nitrate film had permanently ceased.





- Cellulose acetate-based film (TAC), touted as

safety base film and non-flammable, will still naturally

degrade over time. This degradation process is

accelerated when acetate film is not properly stored.

Although a great deal of acetate microfilm exists,

acetate film is not acceptable as a preservation

medium for microforms.





- Polyester-based film (PET), is the only film base

currently recommended for preservation microfilming.

Both stable and durable, black-and-white polyester

film has a life expectancy of 500+ years under proper

storage conditions.





- After 1990s, almost all of the film base is PET. But

before 1980s most of the film are TAC which cause

vinegar syndrome.




2.2.2. Sort by emulsion layer’s material

Currently there are three types of film are common in

microfilm collections:

+ Silver-gelatin

+ Diazo

+ Vesicular




- Modern silver-gelatin films are long-lived under appropriate

storage conditions and normal library use.

- Diazo film is reasonably stable but eventually fades, even in

the dark. Fading is accelerated by prolonged exposure to light

(as in a film reader).Diazo is not a media for long term use.

- Vesicular film may suffer damage at temperatures below

167°F (75oC)




Advantages:

- It enables libraries to greatly expand access to

collections without putting rare, fragile, or valuable items

at risk of theft or damage.

- It is compact, with far smaller storage costs than paper

documents. When compared to filing paper, microforms

can reduce space storage requirements by up to 95%.

2.3. Using Microfilm as a preservation medium



Advantages:

- It is cheaper to distribute than paper copy.


Media EquivalentUnit price monthly

Annual Storag

e

Filming/ Scannin

g

Total storage for 50 years

Grand Total

Microfilm 400 reels $.04/reel $192.00$42,379.50 $9,600.00

$51,979.50

Paper500 cubic feet $.198/cf

$1,188.00 none

$59,440.00

$59,440.00

Digital 1 50 gigabytes $24.00/GB$1,200.00

$87,000.00

$60,000.00

$147,000.00

Digital 21,000,000 images $.00064/each

$7,680.00

$87,000.00

$384,000.00

$471,000.00

Table: Cost Comparisons of 1,000,000 Images Kept for 50 Years

Microfilm Paper Digital 1 Digital 2 $0.00

$50,000.00

$100,000.00

$150,000.00

$200,000.00

$250,000.00

$300,000.00

$350,000.00

$400,000.00

$450,000.00

$500,000.00

$51,979.50

$59,440.00

$147,000.00

$471,000.00

Cost Comparisons of 1,000,000 Images Kept for 50 Years



Advantages:

- It is a stable archival form when properly processed

and stored. Preservation of standard microfilms uses

the silver halide process, creating silver images in

hard gelatin emulsion on a polyester base. With

appropriate storage conditions, this film has a life

expectancy of 500 years.




Advantages:

- Since it is analog (an actual image of the original data), it is

easy to view. Unlike digital media, the format requires no

software to decode the data stored thereon. It is instantly

comprehensible to persons literate in the language; the only

equipment that is needed is a simple magnifying glass. This

eliminates the problem of software obsolescence.

- It is virtually impossible to mutilate. Users cannot tear pages

from or deface microfilms.




Most documents stored in libraries and archive agencies around

the world are in paper form. And in the future, the documents

published in paper forms will keep growing in popularity

everywhere, because of the demand for social management, labor

service production and entertainment. Seen from the perspective of

preservation, paper documents covers much of the treasure

preserved. Meanwhile, small microfilm rolls can store hundreds or

thousands of images, save considerable storage space, gives

stability, longevity, not being dependent on technology and is easy

to digitalize... so microfilm is selected as a preservation medium in

many libraries. How do you estimate the digital media?




- Microfilm must be protected against:

1. Deterioration of the images.

2. Microscopic blemishes (indicated by tiny red or

yellow markings)

3. Abrasions or other physical damage.

4. Separation of the emulsion from the base.

5. Brittleness of the film

6. Mold.

2.4. Factors Contributing to Deterioration of Microfilm



- Three components, which determine a microform’s

permanence:

1. Its chemical composition

2. The quality of its processing

3. Preservation and storage conditions.




- Proper temperature is important. High temperatures can cause deterioration of microfilm. If too cold some types of microfilm can also be damaged.

- Humidity is also a problem. Microfilm should never be stored in over 60% RH. Silver-halide should not exceed 40% RH.




- Silver has the potential to oxidize if oxidizing gases are

present creating reddish faded spots and discoloration

(redox blemishes). Generally, it is the result of storage in

poor-quality cardboard that give off peroxides, but can

also come from other sources.




- Silver-halide types are especially vulnerable to air

pollutants that could cause abrasions

- Diazo microfilm is faded by light. Even normal use on a

reading device can cause fading over time.

- Vesicular microfilm can be damaged from heat over

167o F




- Silver-halide types are especially vulnerable to air

pollutants that could cause abrasions

- Diazo microfilm is faded by light. Even normal use on a

reading device can cause fading over time.

- Vesicular microfilm can be damaged from heat over

167o F



1. Microform production and consumption in Japan statistics (1950-2012)


According to the results of the “Fundamental research of

Microform storage as a cultural asset: Analysis of practical survey

results” conducted in 2012, showed that the year 2000 was the

peak year for production amount, while 2012’s production merely

reached 1/3 of that and a revenue of 1/7.

In 2012 – the year with the most recent statistics, the nation’s

total film production amount was 137.642 (103 m2).

In 2000, the amount of film for printing and business purpose

reached 128.426 (103 m2).

(Figure 1)

1. Microform production and consumption in Japan statistics (1950-2012)


Figure 1 Volatility of output and sale amount of black and white film (film for printing and for business).

2. Microform documents storage quantity (in university libraries)


Statistics on the amount of storage during the 25-

year period, from 1988 to 2012:

- Regarding documents of film rolls: the amount of

storage is still in an upward trend, but the growth rate

is slowing.

- Average annual growth is approximately 26000 title,

but since 2006, each year grew by approximately

8500 title, less than 1/3 of the previous period.

(Figure 2)



Figure 2: The number of title storing roll films in the university libraries of Japan



- Regarding Microfiche documents: the amount of

storage are as shown in Figure 3, in private universities’

libraries in 1991 and 1995. In national universities’

libraries, the number of titles in 2007 dropped

significantly (Figure 3).



Figure 3: Fluctuation of the amount of title stored in microfiche in Japanese universities’ libraries

3. Current situation of storage and preservation of Microform documents in Japan

According to the survey in libraries of provinces and

cities of Japan in 2012, made by researchers from the

University of Tokyo, Keio University and the Institute of

cultural property Tokyo:

- 52.3% of libraries implementing document retention

microform. However, nearly a half of them do not receive any

more.

- 98% of provincial and national libraries hold microform

(55/56 libraries) and 85.5% of them currently keep receiving

regularly microform documents.

3.1. The current status of storage microform



- 47.5% of libraries consider microform are long-term

storage medium. The percentage of provincial, national

libraries is 89.1%.

- 14.3% of libraries perform simultaneously both

microform and digitization. The percentage of provincial,

national libraries is 41.8%

3.1. The current status of storage microform



* About storage room, storage facilities:

- There are 39.2% of libraries are stored microform

documents and other form documents in the same place.

- The place is kept in a separate room for document types

such as micro micro storehouses, etc. accounted for 27.2%;

- 54.4% of libraries use air conditioners in microform storage

room, but only 31.6% of them use air conditioners in 24 hours

per day.

- 30.4% of libraries set temperature, 22.7% set humidity…

3.2. The current status of preservation microform



- Negatives film and positive film:

+ 8.0% of libraries have distinction between negative film and

positive film to use separate cabinets (The percentage of

provincial and national libraries is 40.0%), 64.1% did not

distinguish use and manage.



* Management and preservation based on the type of microform


- TAC film and PET film:

+ 4.4% of libraries distinguish between TAC film and PET film.

41.1% did not distinguish.

+ There is 19.6% of libraries did not understand the difference

between TAC and PET





- The distinction of emulsion layer’s material (photo sensitive

layer)

+ Only 0.8% of libraries distinguish between Silver-gelatin,

Diazo and Vesicular film.





+ 44.3% of libraries appear “vinegar syndrome”



* The real degradation of microform

4. The preservation and resolution degradation microfilm in Japan

- One of the most popular standards in Japan today JIS (JIS Z 6009: 1994)



- Many measures for preservation microfilming, limited, slow degradation and prevent the spread of the deterioration of microfilm were made:

- Separate warehouse system for microfilm, including regular monitoring of temperature, humidity, environmental conditions, in compliance with the JIS Z 6009: 1994.



Condition of relative humidity and temperature (JIS Z 6009: 1994)


Storage conditions

Relative humidity(%)

Temperature

( )℃

MaximumMinimum

MaximumCellulose

esterPolyeste

r

Conditions for medium storage1 60 15 30 25(3)

Conditions for permanent

storage240 15 30 21

http://www.ndl.go.jp/en/publication/ndl_newsletter/184/846.html

http://www.ndl.go.jp/en/publication/ndl_newsletter/184/846.html


Storage Temperature and Relative Humidity

(Storage and Preservation of Microfilms, D31 - Kodak)


Extended and Long Term Medium Term

Film Type Base Relative

Humidity

Temperature(Max.)

Relative

Humidity

Temperature

(Max.)

°C °F °C °F

Silver-GelatinCellulose

ester (Acetate)

20-50%

20-40%

20-30%

2

5

7

35.6

41.0

44.6

20-60% 25 77

Silver-Gelatin Polyester 30-40% 21 69.8 20-

60% 25 77

Thermally Processed Silver Polyester 15-30% 21 69.8 20-

60% 25 77

Diazo Polyester

20-50%

20-50%

20-50%

-10

-3

2

14

26.6

35.6

20-60% 25 77

Vesicular Polyester 15-50% 20 70 20-

60% 25 77

Electro-Photographic Polyester 15-50% 20 70 20-

60% 25 77

Photo-Plastic Polyester 15-50% 20 70 20-

60% 25 77

Color Cellulose ester

20-30% -10 14 20-

60% 25 77

(Acetate) 20-40% -3 26.6 20-

60% 25 77

Color Polyester 25-30% 2 35.6 20-

60% 25 77


One problem deteriorated microfilm is now the

most common is vinegar syndrome.

Vinegar syndrome occurs due to hydrolysis and

potentially spread. When progressive vinegar

syndrome, it's likely it will cause adverse impacts to any

other document or material micro format paper, and it

also impacts to air-conditioning equipment and human

body.



To curb and prevent this situation, the libraries

undertook various measures such as:

+ Remove the damaged film can not be used

+ Use of desiccant

+ Roll back microfilm (to drying and release acid

from movies)

+ Air-purifying ...


III. CURRENT STATUS OF PRESERVATION

MICROFILM AT THE SOCIAL SCIENCES LIBRARY

AND SUGGESTIONS

1. Current status of Microfilm Storage of Social Sciences Library

Microfilm collection of Social Sciences Library was

taken in the period 1940s to 1976

III. CURRENT STATUS OF PRESERVATION MICROFILM AT THE SOCIAL SCIENCES LIBRARY AND SUGGESTIONS

Boxes Rolls Title

4163 5776 About 4400

1.1. Quantity:The total length is about hundred thousand meters.



1.2. About Microfilm’s Content:

- Chinese and Sino Nom documents, and majority

of books, journals, newspapers about Vietnam,

Indochina, Ho Chi Minh president and other

political leaders....

-The vast majority of documents have historical

literature and politics themes.

- Culture, education, religion, archeology ...



1.3. Storage conditions

* About staff:

+ Microfilm Collection of Social Sciences Library was

managed by staffs of Readers Departerment.

+ Librarians has experience and expertise in preservation

microfilm.

+ The librarians do not have many opportunities to

exchange and enhance the experience for preservation

Microfilm.




* Systems of warehouse, storage conditions:

The microfilm documents are not stored in dedicated

warehouse, but in a about 500m2, along with other

furniture and items.

+ With Air conditioning system and dehumidifiers.

+ Temperature is maintained at 18oC

+ Humidity is 55%.




* Systems of warehouse, storage conditions:

However, the room is not designed for microfilm

document preservation, the air conditioning system and

dehumidifiers do not have separate electricity systems,

and have to reboot manually whenever power failure

occurs.

* Systems of warehouse, storage conditions:The Microfilms are protected in zinc or plastic box.And stored in steel cabinets.





1.4. QualityMost of the library's microfilm are silver gelatin films, cellulose acetate film (TAC), black and white negatives films.

1.4. Quality

Survey results (observation and examination with the

naked eye) in 2013 showed that:

+ About 50% of microfilm rolls are in good quality, clear

word, quite clean and little dust

+ 50% of the remaining microfilm rolls had mold, were

dusty, sticky, wet, had stain signs, or were damaged and

blurred overtime.

+ Many boxes are acidified so they are very sour and had

toxic gas.

1.4. Quality

Good Mold Moist Stickiness, wetBroken0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

44.52%

53.60%

0.75% 0.36% 0.77%

Microfilms Quality

1.4. Quality

1.4. Quality

1.4. Quality

1.4. Quality

2. Recommendations and conclusions


2.1. Developing standards for management, use and preservation of document formats Microfilm

- Currently preservation of Microfilm is done based on

limited experience.

The effective preservation is rare and there is rapid

deterioration of documents.

It is essential to develope standards for the

management, use and preservation of documents on

Microfilm.



2.2. Dissemination of knowledge, experience and raise

awareness regarding usage and preservation of

microfilm documents for library’s staffs



2.3. Developing a plan for creating copies of and transferring format of rare and valuable documents in order to simplify usage and preservation

+ For paper documents that must be kept, but is rarely

referenced (pulled from storage), leave it in paper for its

retention period.

+ For paper that is a vital record, copy or microfilm it to reduce

the risk of loss in an emergency or disaster.

+ For documents that are both vital and permanent and often

referenced, use both microfilm and digital imaging to protect,

preserve, and easily access.



2.3. Developing a plan for creating copies of and transferring format of rare and valuable documents in order to simplify usage and preservation

- Microfilm documents should have several copies:

+ The master negative for storage.

+ Duplicate negative (or Print-master nagetive), used

to create use copies (service copies)

+ Use copies (service copies) for readers.



2.4. Temporary solutions for the current degradation of microfilm collection

-List up all collections

- Distinguish between original (nega) and reproduction

(posi/nega), TAC base and PET base, silver films and

diazo films

- Estimate the value of the collection as microform from a

point of preservation needs



2.4. Temporary solutions for the current degradation of microfilm collection

- Storage Room

- Storage environment:

- Safety & security system

- Regarding mold, sour, stickiness, moist and rusted

conditions

Thank you for your attention!

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