The preservation of microfilm materials in Japan and some
suggestions for The Social Sciences Library in Vietnam
Abstract:
The Social Sciences Library is one of the largest libraries in Vietnam. The library currently holds
many rare writings. There is a large collection of Southeast Asia and Oriental Studies books and papers
created around the end of the 19th and early 20th century. Currently the microfilm collections are at risk
of being damaged or completely lost due to several factors: the harsh humid climate of Vietnam; no
reasonable method of preservation; lack of experience in preservation by the library staff…
Meanwhile, the Japanese libraries and companies have had the experience of preserving Microfilm
documents for a long time now. They have a lot of technical and processing experience to prevent
deterioration of microfilm. This experience and technique can be applied in The Social Sciences Library
in Vietnam. This research will provide basic information about the document types of Microfilms, giving
an overview on the current use of and experience in document preservation of Microfilms in Japan.
Situation analysis of Microfilm repository of The Social Sciences Library (Vietnam), from the number,
type, content, and technical environment preservation perspective, then propose some suggestions to
resolve the situation and prevent degradation of materials in the Library’s current Microfilm collection.
A- ABOUT THE SOCIAL SCIENCES LIBRARY
The Social Sciences Library is the library of Institute of Social Sciences
Information, was established in 1968, but has more than 100 years of history. The Social
Sciences Library is known in the Vietnamese and foreign scientific communities as a
leading library of social sciences and a place that possesses rich, unique and rare
information resources about oriental studies in Southeast Asia, notably, the microfilm
collection, Latin books collection and Sino Nom collection.
Rare collections:
1- Sino Nom books collection
This collection was gathered and stored by the EFEO from 1901 to 1958, with
more than 160 volumes of stories about 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
1
- About 400 conferments under the Nguyen and old feudal reigns….
2-Latin books collection
This collection was transferred entirely from the EFEO library in 1957, with over
40000 books in English, French and other languages, ranging on subjects including the
economy, culture and society of far eastern countries in the early 19th century, especially
about the 5 French-colonized Indochina regions: Northern Vietnam, Central Vietnam,
Southern Vietnam, Laos and Cambodia with approximately 30 geographical sub-regions
and over 90 different categories.
3- 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.
However, due to natural deterioration, Vietnam’s harsh climate and the lack of
proper preservation methods, the above-mentioned collection are facing risks of being
damaged or even permanently ruined.
Therefore, 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.
Thus, I chose my research topic: The preservation of microfilm materials in
Japan and some suggestions for The Social Sciences Library in Vietnam
2
B. MAIN CONTENT
I. GENERAL ISSUES ABOUT MICROFORM
Microforms are photographic reproductions on film of a printed page or document
so reduced in size that they cannot be read without special equipment. Libraries use them
because they are take up less space than other formats. However, their primary advantage
is to provide access to sources that would otherwise be unavailable. Many sources such
as old newspapers, government documents, rare manuscripts, and books are no longer
available in the original. If the original exists, the deteriorated reproduction can be
discarded.
1. Microform Classification
There are many different types of microform. The three most common formats
are: microfilm (reels), aperture cards and microfiche (flat sheets). (Aperture cards can
still be found, but they are no longer the mainstay of data management)
- Microfilm(reels) 1 : with standard width of 16mm and 35mm, the standard
lengths for using roll film is 30.48 m (100 ft)for 35mm rolls, and 100 ft, 130 ft and 215
feet for 16mm rolls. One roll of 35 mm film may carry 600 images of large engineering
drawings or 800 images of broadsheet newspaper pages. 16 mm film may carry 2,400
images of letter sized images or 10,000 small documents, perhaps cheques or betting slips,
with both sides of the originals set side by side on the film. Nowadays, film rolls are most
commonly used in libraries, museums and archives.
Microfilm
- Aperture Cards: Aperture cards are 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
1
Information Sources, Services and Systems, Gurdev Singh, PHI Learning Pvt. Ltd., 2013, p 233.
3
over the aperture by an adhesive tape. They are used for engineering drawings, for all
engineering disciplines. 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.
Aperture Cards
- 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.
Microfiche
There are also some other formats like jacket, Micro card…
2. Overview of Microfilm
Libraries began using microfilm in the mid-20th century as a preservation strategy
for deteriorating newspaper collections. Books and newspapers that were deemed in
danger of decay could be preserved on film and thus access and use could be increased.
Microfilming was also a space-saving measure. In “The Scholar and the Future of the
Research Library” (1944) 1 , Fremont Rider calculated that research libraries were
doubling in space every sixteen years. His suggested solution was microfilming,
specifically with his invention, the microcard. Once items were put onto film, they could
1
Fremont Rider: The Scholar and the Future of the Research Library: A Problem and Its Solution, New York city,
Hadham press, 1944
4
be removed from circulation and additional shelf space would be made available for
rapidly expanding collections. The microcard was superseded by microfiche. By the
1960s, microfilming had become standard policy.
2.1. Structure of microfilm
Film is made up of several microscopically-thin layers, two major components, a base
layer and an emulsion layer. Moreover, backing layer is an important layer when
deterioration of microfilm is taken into account.
- 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.
- 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.
- Protective layer: gela
Emulsion layer (image
silver, gelatin
- Antihalation layer: ge
- Support (Base): poly
cellulose ester/ nitroce
- Backing layer: gelatin
2.2. Microfilm Classification
2.2.1. Sorting by film base
5
Through the years, microforms have appeared on various film bases, including
cellulose nitrate, cellulose acetate, and polyester.
- Cellulose nitrate-based film, 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 and appear “vinegar syndrome”. 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 arethree types of film are common in microfilm collections: silvergelatin, diazo, and vesicular.
- Silver-Gelatin (or Silver-Halide) Microfilms
These are based on the familiar technology of black-and-white photography and
are the only microform medium appropriate for archival purposes. The image is produced
by exposing light-sensitive silver compounds in a film emulsion to light. The resulting
image is chemically developed, but potentially harmful chemicals are washed out in
processing. The original (master) silver-gelatin microfilm is almost always a negative
image, but positive or negative duplicates can be made. Modern silver-gelatin films are
long-lived under appropriate storage conditions and normal library use.
- Diazo film
Diazo microfilm is diazonium salts in a coated layer combined with dye on a film
base. It is available in multiple colors and requires an acetate or polyester base. It is
sensitive to UV radiation, which breaks down ability of salts and dye to combine. Diazo
microfilm is mostly stable but fades quite easily when exposed to light. It is not up to
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archival standards and should not be used for master copies, but it could be used for user
copies.
-Vesicular Microfilms
Vesicular microfilms is diazonium salt between two base layers. Images are
produced using heat and light. Requires a polyester base due to the heat used in
processing. Heat (even from readers) can damage film after processing damaging film,
Vesicular film may suffer damage at temperatures below 167°F (75oC), so special care is
warranted when this film is used in a film reader.
2.3. Using Microfilm as a preservation medium
In the digital revolution, preservation of microfilm has confirmed its role.
Microfilm is still widely used and popular thanks to its high stability and durability and
Image of microfilm is much higher definition than digital image.
Microfilmhas numerous 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. Normally 98
document size pages fit on one fiche, reducing to about 0.25% original material. When
compared to filing paper, microforms can reduce space storage requirements by up to
95%.
- It is cheaper to distribute than paper copy. Most microfiche services get a bulk discount
on reproduction rights, and have lower reproduction and carriage costs than a comparable
amount of printed paper.
Media
Equivalent
Microfilm 400 reels
Unit price
monthly
$.04/reel
Annual
Storage
$192.00
Filming/ Total storage
Scanning for 50 years Grand Total
$42,379.50 $9,600.00
Paper
500 cubic feet $.198/cf
$1,188.00 none
Digital 1
50 gigabytes
$24.00/GB
$1,200.00 $87,000.00 $60,000.00
Digital 2
1,000,000
$.00064/each $7,680.00 $87,000.00 $384,000.00 $471,000.00
7
$59,440.00
$51,979.50
$59,440.00
$147,000.00
images
Table: Cost Comparisons of 1,000,000 Images Kept for 50 Years
These equivalents were calculated based on: 2,000 single-sided 8.5”x11” sheets per cubic foot; 2,500
images per microfilm reel (16mm -100’ – 24X); 2,000 pages = 100 megabytes; Microfilm storage box
= 3.75”x3.75”x1” = .003742 cubic feet each; 400 microfilm storage boxes = 1.5 cubic feet
Assumptions: Paper storage, microfilm storage, and microfilming with silver duplicate at State
Records Center prices; Digital 1 and Digital 2 is imaging only at $.087/each at 600 dpi (does not
include custom setup, indexing, document preparation, OCR, and other items that may be needed for
a full imaging project); Digital 1 storage on state contract (does not include backup copies, future
migration, media refresh); Digital 2 storage on state contract for image repository hosting
(Why Do We Still Need Microfilm? Jan Ferrari / Nanette Pfiester,Microform & Digitization Review. Volume 40,
Issue 2(Jun 2011), Pages 77–78.)
- 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.In tropical climates with high humidity, fungus eats the gelatin used to bind
the silver halide. Thus, diazo-based systems with lower archival lives (20 years) which
have polyester or epoxy surfaces are used.
- 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.
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2.4. Factors Contributing to Deterioration of Microfilm
- 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.
- 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. Silverhalide 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 poorquality 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 167oF
II. OVERVIEW MICROFORM MATERIALS IN JAPAN
1. Microform production and consumption in Japan statistics (1950-2012)1
According to the results of the “Fundamental research of Microform storage as a
cultural asset: Analysis of practical survey results” conducted in 2012, statistics
regarding production amount and revenue of black and white film from 1950 to 2012
1
小島浩之「統計からみた日本の図書館のマイクロフィルム」『東京大学経済学部資料室年報』5, pp.35-44, 2015.3
9
(counting both printing and business purposes) 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). We can see that ever since the beginning of
this century, the process of transferring from analog to digital has had a major impact on
the film industry – an industry that has passed its golden age and nowadays cannot
maintain its pace like in the past. (Figure 1)
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)
Here are 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)
10
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
3.1. The current status of storage microform
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According to the survey1 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.
- 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%
3.2. The current status of preservation microform
* About storage room, storage facilities:
- There are 39.2% of libraries are stored microform documents andother 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…
* Management and preservation based on the type of microform
- Negatives film and positive film:
+ 8.0% of libraries have distinctionbetween 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.
- TAC film and PET film:
1
安形麻理・小島浩之・上田修一・佐野千絵・矢野正隆「日本の図書館におけるマイクロフィルムの保存の現状 : 質問紙による大学
図書館と都道府県立図書館の悉皆調査から」『2013 年日本図書館情報学会春季研究集会発表論文集』 2013.5, pp. 13-16.
12
+ 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 (photosensitive layer)
+ Only 0.8% of libraries distinguish between Silver-gelatin, Diazo and Vesicular film.
* The real degradation of microform
+ 44.3% of libraries appear “vinegar syndrome”
4. The preservation and resolution degradation microfilm in Japan
The storage and preservation of documents in the form of micro Japan has been
concerned for a long time. The study of the physico-chemical properties of the film, on
the conditions and environment preservation, operation and use of all kinds of films are
made. The documentation preservation microfilm, handbooks, brochures manuals,
preservation microfilm published and widely disseminated. One of the most popular
standards in Japan today that the JIS (JIS Z 6009: 1994), in which the basic conditions of
storage temperature is 21 degrees C or less, relative humidity for 40% or less.
Some 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 Z6009:
1994.
In The Japanese Industrial Standard JIS symbol Z 6009-1994 title "Silver gelatin
film - treatment and storage" specified temperature and humidity for storage medium and
long term.
Condition of relative humidity and temperature
Relative humidity
(%)
Storage conditions
Maximum
Minimum
13
Temperature
(℃)
Maximum
Cellulose ester
Polyester
Conditions for medium
storage1
60
15
30
25(3)
Conditions for permanent
storage2
40
15
30
21
Note 3: Ideally, temperature must not be over a 25℃ for a long time and it should be under 20℃. The peak
temperature for a short time should not exceed 32℃.
Recital
1. The conditions of temperature and humidity shall be maintained 24 hours a day.
2. For permanent storage of cellulose ester base film and polyester base film in the same place, the
recommended relative humidity is 30%.
Table 3: Storage Temperature and Relative Humidity
(Storage and Preservation of Microfilms, D31 - Kodak)
Extended and Long Term
Film Type
Base
Relative
Temperature
Relative
Temperature
Humidity
(Max.)
Humidity
(Max.)
°C
Silver-Gelatin
Medium Term
°F
35.6
41.0
°C
°F
20-60%
25
77
Cellulose ester
(Acetate)
20-50%
2
20-40%
5
Silver-Gelatin
Polyester
20-30%
30-40%
7
21
69.8
20-60%
25
77
Thermally Processed Silver
Polyester
15-30%
21
69.8
20-60%
25
77
Diazo
Polyester
20-50%
-10
14
20-60%
25
77
20-50%
-3
26.6
2
20
35.6
70
20-60%
25
77
70
20-60%
25
77
70
20-60%
25
77
44.6
Vesicular
Polyester
20-50%
15-50%
Electro-Photographic
Polyester
15-50%
Photo-Plastic
Polyester
15-50%
Cellulose ester
20-30%
-10
14
20-60%
25
77
(Acetate)
20-40%
-3
26.6
20-60%
25
77
Polyester
25-30%
2
35.6
20-60%
25
77
Color
Color
14
20
20
NOTE: If the storage temperature is sufficiently low or if the air where the film is to be handled is quite moist, leave
the film in its closed container until it warms up to approximate room temperature. Otherwise, condensation of
moisture will occur on the cold film surfaces.
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 surveying, remove the damaged film can not be used, use of desiccant, roll film (to
drying and release acid from movies), air-purifying air ...
III. CURRENT STATUS OF PRESERVATION MICROFILM AT THE SOCIAL
SCIENCES LIBRARY AND SUGGESTIONS
1. Current status of Microfilm Storage of Social Sciences Library
Current Microfilm of Social Sciences Library was taken in the period 1940s to
1976. From the 1940s to the 1950s, EFEO library took thousands of documents and
copies today stored at EFEO library in Paris. In 1957, the EFEO library has handed over
the documents to the Ministry of Education, in 1959 the State Committee of Science
takeover these documents. In 1960 the Central Scientific Library was founded, then
continued shooting film materials until 1976.
1.1. Quantity:
Boxes
Rolls
Title
4163
5776
about 4400
The total length is about hundred thousand meters.
1.2. About Microfilm’s Content:
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In some works of foreign authors mentioned the microfilm collection of the EFEO.
GS. Maurice Durand (1914-1966) – whomEFEO transferred the responsibility of the
Library bookstore EFEO for Vietnam, had microfilmed valuable materials stored in
Hanoi and also microfilmed library notes system about patterns data stored here. In the
1940s and 1950s, the library had microfilmed EFEO several thousands titles. These
copies are currently stored in the EFEO Library in Paris. These documents which have
been microfilmed during this period also have microfilm copies stored in Hanoi. Most of
these documents are valuable Chinese documents.
From 1958 to 1976, using the facilities EFEO left, Central Scientific Library, then
the Institute of Social Communication continues to microfilm nearly 2,000 names of
documents, primarily from the warehouse of the EFEO, including: some Han 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.
There are also documents on culture, education, religion, archeology ...
1.3. Storage conditions
* About staff:
Microfilm Collection of Social Sciences Library was managed by staffs of
Readers Departerment. Most of them are young officers who are trained about
librarianship. However, none of the staff has experience and expertise in preservation
microfilm. The number of libraries storing microfilm documents in Vietnam is very
humble, only in some libraries and archive centers. Therefore, the librarians do not have
many opportunities to exchange and enhance the experience for Microfilm storage.
* Systems of warehouse, storage conditions:
Since 2012, the Institute of Social Sciences Information moved to new
headquarters at No. 1B, Lieu Giai Street, Hanoi. The microfilm documents are not stored
in dedicated warehouse, but in a about 500m2, along with other furniture and items. That
room has air conditioning system and dehumidifiers. The temperature is maintained at 18
degrees Celsius and the humidity is 55%. However, as 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.
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The Microfilms are protected in zinc or plastic box with descriptive information
on the box stickers. The film boxes are stored in steel cabinets.
Moreover, there is no temperature and humid measuring device in the room, the
microfilm store is wet, rusty, sticky… , the degradedmicrofilms have not been isolated.
1.4. Quality
Most of the library's microfilm are silver gelatin films, cellulose acetate film
(TAC), black and white negatives films.
Survey results (observation and examination with the naked eye) in 2013 showed
that almost 50% of microfilm rolls are in good quality, clear word, quite clean and little
dust, 50% of the remaining microfilm rollshad 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. Many former warehouses are crowded and lack climate and
technical conditions to preserve this document repository.
Microfilms quality
Status
Percentage
Good
44.52%
Mold
53.60%
Moist
0.75%
Stickiness, wet
0.36%
Broken
0.77%
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. There is
no one set of scientific standards and no detailed recommendation on preservation of
microfilm. Therefore, effective preservation is rare and there is rapid deterioration of
17
documents. That is why it is essential to develope standards for the management, use and
preservation of documents on Microfilm. The formulation of these standards must be
made on a scientific basis, based on the characteristics, physical and chemical properties
of these types of films, based on the condition, the nature of climate and environment
preservation in Vietnam. The set of standards and manuals to preserve, use of Japan
Microfilm references are especially useful in this case.
2.2. Dissemination of knowledge, experience and raise awareness regarding usage and
preservation of microfilm documents for library’s staffs
Preservation is not simply storing documents. Microfilm preservation and
document preservation in general require library staffs to possess adequate experience
and technical knowledge. Currently, preservation and restoration techniques around the
world have made significant progress and are perfectly applicable in Vietnam. Therefore,
it it essential to be concerned with training and enabling preservation staffs to learn and
to improve their knowledge and experience. From there, the staffs will have a higher
sense of responsibility towards their jobs.
2.3. Developing a plan for creating copies of and transferring format of rare and
valuable documents in order to simplify usage and preservation
The changing of preservation method is a common practice in libraries. However,
most are focused around digitizing documents while underestimating the significance of
microfilm storage. Digital documents possess the perks of having high-speed access and
simultaneous access. On the other hand, it also requires a significant investment in
technological infrastructure while having short life span and security risks. Filmcapturing documents as a preservation method needs to be suitably prioritized. There are
several options for this process:
+ 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.
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+ For documentsthat are both vital and permanent and often referenced, use both
microfilm and digital imaging to protect, preserve, and easily access.
- 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, conducting surveys (hiring professionals experienced in
microfilm) in order to determine precisely the status of the film collection prior to
deploying restoration or format transfer methods. Microfilms that are still in good
condition should have their rolls frequently changed to another core.
- Distinguish between original (nega) and reproduction (posi/nega), TAC base and PET
base, silver films and diazo films to make a better condition of storage environment.
- Estimate the value of the collection as microform from a point of preservation needs,
duplicate or discard.... in order of priority.
- Storage Room: The current film cabinets are placed within an overly large warehouse
together with many other items, creating difficulties for preservation. Hence, the library
needs to downsize the warehouse and divide the warehouse into multiple cells (The
innermost cell having microfilm cabinets, the middle holds the processing area while the
outermost area is for general use)
- Regarding storage environment: Base on guides for microfilm preservation, adjust
the temperature and moisture level suitable for each type of microfilm. Temperature and
moisture must be constantly maintained. If temperature and moisture level fluctuate, the
films will quickly degrade and become damaged. It is essential to use professional
temperature and moisture control devices to guarantee the safety of the films. In addition,
air circulation and dust filtering systems are required to keep the preserving environment
fresh and clean.
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- Regarding safety & security system: Fire fighting system must be suitable with the
nature of microfilm documents in order to avoid damage to the documents as well as to
human health.
- Regarding mold, sour, stickiness, moist and rusted conditions, categorization must
be performed to separate damaged, molded and foul-smelling containers in order to
prevent spreading of the conditions. Proceed with elimination of acetic acid by using
absorbing substances near diffusal sources or using air-filtering machine capable of
absorbing acetic acid.
The microfilm collection of the Library of Social Science is a precious collection
of high values. However, due to extended periods of non-usage and incorrect
preservation methods, many microfilms are showing signs of rapid degradation or even
ruined. The Library needs to quickly deploy countermeasures against this degradation,
else the situation will progress ever more severe. Such a condition would be extremely
regrettable.
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Reference:
1. 安形麻理・小島浩之・上田修一・佐野千絵・矢野正隆「日本の図書館におけるマイクロフィルムの保
存の現状 : 質問紙による大学図書館と都道府県立図書館の悉皆調査から」『2013 年日本図書館情報学会
春季研究集会発表論文集』 2013.5, pp. 13-16.
http://repository.dl.itc.u-tokyo.ac.jp/dspace/bitstream/2261/55047/1/H25_jslis_paper1.pdf
2. 小島浩之「統計からみた日本の図書館のマイクロフィルム」『東京大学経済学部資料室年報』5,
pp.35-44, 2015.3
http://www.lib.e.u-tokyo.ac.jp/kaken/24300094/wpcontent/uploads/2013/10/e088f993d1a55794d315425a209dc65d.pdf
3. 安形麻理・矢野正隆・上田修一・佐野千絵・小島浩之「日本の専門図書館におけるマイクロ資料保存
の現状 : 質問紙による調査結果から」『東京大学経済学部資料室年報』5, pp.23-34, 2015.3
http://www.lib.e.u-tokyo.ac.jp/kaken/24300094/wp-content/uploads/2013/10/ee8b8a0d465eafdbe888aecd37824fbd.pdf
4. 矢野正隆「日本におけるマイクロフィルムの状態調査」『東京大学経済学部資料室年報』5, pp.45-54,
2015.3
http://www.lib.e.u-tokyo.ac.jp/kaken/24300094/wp-content/uploads/2013/10/ddb30037be24477eabf94bde92f5e431.pdf
5. 小島浩之・安形麻理・上田修一・佐野千絵・矢野正隆「図書館におけるマイクロフィルム保存の現状
と課題 : 訪問実態調査の分析から」『第 60 回日本図書館情報学会研究大会発表要綱』 2012.11, pp. 97100
http://repository.dl.itc.u-tokyo.ac.jp/dspace/bitstream/2261/55046/1/H24_jslis_paper1.pdf
6. 公 益 社 団 法 人 日 本 文 書 情 報 マ ネ ジ メ ン ト 協 会 ,
「マイクロフィルム保存の手引」.
http://www.jiima.or.jp/micro/pdf/Microfilm_hozon.pdf (2014-06-04).
7. 矢野正隆「文化資産としてのマイクロフィルム保存」第 38 回全国歴史資料保存利用機関連絡協議会全
国大会, 2012.11
http://repository.dl.itc.u-tokyo.ac.jp/dspace/bitstream/2261/55048/1/H24_jsai_poster1.pdf
8. 文化資産としてのマイクロフィルム保存に関する研究班編『図書館・博物館・文書館のためのマイクロ
フィルム保存ガイド」[東京大学経済学部資料室], 2015.3
http://repository.dl.itc.u-tokyo.ac.jp/dspace/bitstream/2261/56684/1/micro_guide.pdf
9. “Silver-gelatin type microfilms − Processing and storage” (JIS Z6009:1994)
10. Eastman Kodak Company: “Storage and Preservation of Microfilms”, D31 - Kodak
11. Jan Ferrari / Nanette Pfiester: “Why Do We Still Need Microfilm?”, Microform &
Digitization Review. Volume 40, Issue 2(Jun 2011), Pages 77–78.
12. Phòng công tác bạn đọc - Viện Thông tin khoa học xã hội: Báo cáo tình trạng kho Microfilm,
Hà Nội, 2013
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