NLM MICROFILMING PROJECT
                                 

                        STATEMENT OF WORK
                                
                                
                                
                          MICROFILMING
                                
                                
                                
                                
                                
                                
                                
                                
                                
                                
                                                   ATTACHMENT I
                                
                             Revised 5/17/01 for contract award
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                                               (WordPerfect 6.1)                           MICROFILMING
                        TABLE OF CONTENTS

   I. INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . p. 3
         A. MATERIALS SELECTED FOR MICROFILMING. . . . . . . . . . p. 3
         B. OVERVIEW OF PART 1, PREPARATION. . . . . . . . . . . . p. 4
         C. OVERVIEW OF PART 2, MICROFILMING . . . . . . . . . . . p. 5
         D. COORDINATION OF PREPARATION AND FILMING ACTIVITIES . . p. 6
         E. PREVENTING DAMAGE TO BOOKS AND MICROFILM . . . . . . . p. 7
         F. DEFINITIONS. . . . . . . . . . . . . . . . . . . . . . p. 9
              1.  Shipment categories. . . . . . . . . . . . . . . . p. 9
              2.  Task definitions . . . . . . . . . . . . . . . . .p. 10
         G. REPORTS. . . . . . . . . . . . . . . . . . . . . . . .p. 11
         H. STANDARDS OF PERFORMANCE . . . . . . . . . . . . . . .p. 12

   II.  PHOTOGRAPHIC SPECIFICATIONS . . . . . . . . . . . . . .p. 13
         A.  FILM. . . . . . . . . . . . . . . . . . . . . . . . .p. 14
              1.  High contrast microfilm. . . . . . . . . . . . . .p. 14
              2.  Continuous tone microfilm. . . . . . . . . . . . .p. 15
              3.  Color microfilm. . . . . . . . . . . . . . . . . .p. 15
         B.  FORMAT. . . . . . . . . . . . . . . . . . . . . . . .p. 15
              1.  Image orientation. . . . . . . . . . . . . . . . .p. 15
              2.  Image location . . . . . . . . . . . . . . . . . .p. 16
              3.  Splicing   . . . . . . . . . . . . . . . . . . . .p. 16
              4.  Leader/trailer . . . . . . . . . . . . . . . . . .p. 16
         C.  DENSITY -- GENERAL. . . . . . . . . . . . . . . . . .p. 16
         D.  DENSITY -- HIGH CONTRAST FILM . . . . . . . . . . . .p. 17
              1.  Minimum density. . . . . . . . . . . . . . . . . .p. 17
              2.  Maximum density of service copies. . . . . . . . .p. 17
              3.  Maximum density of camera negatives and print mastersp. 18
         E.  DENSITY -- CONTINUOUS TONE FILM . . . . . . . . . . .p. 19
              1.  Minimum density. . . . . . . . . . . . . . . . . .p. 19
              2.  Maximum density. . . . . . . . . . . . . . . . . .p. 20
              3.  Grey scale step chart. . . . . . . . . . . . . . .p. 20
         F.  DENSITY AND COLOR FIDELITY -- COLOR FILM. . . . . . .p. 20
         G.  RESOLUTION  . . . . . . . . . . . . . . . . . . . . .p. 20
              1.   High contrast and CT camera masters . . . . . . .p. 21
              2.   High contrast and CT print masters. . . . . . . .p. 21
              3.   Color camera masters. . . . . . . . . . . . . . .p. 22
         H.  REDUCTION RATIO . . . . . . . . . . . . . . . . . . .p. 22
         I.  PROCESSING SPECIFICATIONS . . . . . . . . . . . . . .p. 22
         J.  METHYLENE BLUE TEST . . . . . . . . . . . . . . . . .p. 23
         K.  POLYSULFIDING . . . . . . . . . . . . . . . . . . . .p. 23
         L.  SPOOLING. . . . . . . . . . . . . . . . . . . . . . .p. 26

   III.  PROCEDURES . . . . . . . . . . . . . . . . . . . . . .p. 26
         A.  FILMING . . . . . . . . . . . . . . . . . . . . . . .p. 26
            1.  Letting Pages Break and Disbinding . . . . . . . .p. 27
                2.  Book Cradles . . . . . . . . . . . . . . . . . .p. 28
                3. Lighting. . . . . . . . . . . . . . . . . . . . .p. 29
                4. Masking and Foreign Objects . . . . . . . . . . .p. 29
                5. Completeness. . . . . . . . . . . . . . . . . . .p. 29
              6. Filming pages with missing text . . . . . . . . . .p. 31
              7. Showthrough . . . . . . . . . . . . . . . . . . . .p. 31
              8. Duplicate exposures . . . . . . . . . . . . . . . .p. 31
              9. Transparent pages . . . . . . . . . . . . . . . . .p. 31
              10. Foldouts . . . . . . . . . . . . . . . . . . . . .p. 31
              11. Targets. . . . . . . . . . . . . . . . . . . . . .p. 33
         B. MICROFILM SPOOLS, BOXES, WRAPPERS, AND LABELS. . . . .p. 33
         C. INSPECTING FILM AND CORRECTING ERRORS. . . . . . . . .p. 36
              1. Technical inspection. . . . . . . . . . . . . . . .p. 36
              2. Light box inspection. . . . . . . . . . . . . . . .p. 37
              3. Page-by-page inspection . . . . . . . . . . . . . .p. 39
              4. Inspecting boxes. . . . . . . . . . . . . . . . . .p. 40
              5. Other inspection data . . . . . . . . . . . . . . .p. 40
              6. Correcting errors . . . . . . . . . . . . . . . . .p. 40
         D. REJECTED SHIPMENTS . . . . . . . . . . . . . . . . . .p. 41
              1. Rejection procedure . . . . . . . . . . . . . . . .p. 41
              2. Rework. . . . . . . . . . . . . . . . . . . . . . .p. 42
              3. Filming errors. . . . . . . . . . . . . . . . . . .p. 43
              4. Preparation errors. . . . . . . . . . . . . . . . .p. 43
              5. Unacceptable error rate . . . . . . . . . . . . . .p. 43
         E. RECEIPT AND RETURN OF SHIPMENTS  . . . . . . . . . . .p. 43
              1. Receipt of volumes to be filmed . . . . . . . . . .p. 44
              2. Return shipments of books and microfilm . . . . . .p. 44

I. INTRODUCTION

The National Library of Medicine's mission is to collect, preserve, and disseminate biomedical
information.  In support of this mission NLM has assembled one of the most valuable collections
of biomedical literature in the world.  The Library's collections include some 2 million bound
volumes, plus thousands of unbound items.  Many items in the collection are on paper which has
become embrittled and are in danger of becoming unusable.  NLM's primary method of
preserving the content of such items is to microfilm them.  The preservation microfilming
program is divided into two major parts:  Part 1, Preparation to be performed by the Preparation
Contractor  and Part 2, Microfilming, to be performed by the Filming Contractor.  This Statement
of Work covers work to be performed under Part 2,  Microfilming.

Several NLM units are closely involved in the preservation microfilming program.  The
following list gives an indication of relevant organizational structure within NLM's Division of
Library Operations.

Public Services Division (PSD)
Preservation and Collection Management Section (PCM)
Filming Preparation Unit (FPU) 
Borrowing and Replacements Unit (BRU)
Quality Assurance Unit (QAU)
Collection Management Unit (CMU)
History of Medicine Division (HMD)

Independently and not as an agent of the Government, the Contractor shall furnish all necessary
services, qualified personnel, material, equipment and facilities, not otherwise provided by the
Government under the terms of this contract, as needed to complete the tasks described in this
Statement of Work.

A. MATERIALS SELECTED FOR MICROFILMING

NLM microfilms published materials which are brittle, deteriorated, and fragile.  Most have
some physical damage, such as torn paper or loose bindings.  Some are in extremely poor
condition, with bindings that are falling apart and paper so brittle that it breaks when pages are
turned.  As used in this document, "book," "material, " and "item" are generic terms
encompassing single and multi-volume monographs and journals and other serials in hard cover,
soft cover, library-bound, and unbound formats.  Occasionally other paper-based materials may
be filmed,  such as manuscripts or flat paper.
  
Books being filmed present a wide variety of other characteristics and problems which may
require special attention, for example:

   1.Half-tone, continuous tone, and color illustrations, sometimes numerous
   2.Bleedthrough and showthrough, sometimes severe
   3.Poor and variable print quality
   4.Paper which is faded, darkened, foxed, or stained, often unevenly; colored paper 
   5.Poor and variable contrast between text and paper
   6.Oversized formats
   7.Small print
   8.Foldouts, many of which are oversized
   9.Narrow or non-existent inner margins
   10.Inflexible bindings
   11.Foreign languages, some in non-Roman characters
   12.Inconsistent page numbering, issue/part numbering, or publication patterns
   13.Missing pages, issues/parts, or volumes
   14.Inconsistent past practices in acquisition, retention, and binding

B. OVERVIEW OF PART 1, PREPARATION

Part 1 tasks shall be performed on-site at NLM in Bethesda, MD.  Contractor staff will have
access to the work site Monday - Friday, 7am - 5pm, except for federal holidays and unscheduled
closings due to inclement weather or emergencies.  Contractor staff will be issued identification
badges which must be worn at all times while working in NLM stacks.  Preparation Contractor
staff shall include an on-site project supervisor. 

   a. Search bibliographic utilities to determine if titles have already been microfilmed. 
   
   b. Pull volumes to be filmed from the stacks.   
   
   c. Perform page-by-page collation of volumes to identify bibliographic and physical
   problems, anomalies, and special characteristics. 
   
   d. Based on collation findings, determine appropriate actions to be taken, such as referring
   volumes to various NLM units for review, requesting that NLM borrow copies of missing
   materials from other libraries, preparing targets to be included on the microfilm to aid
   patrons in using the publication, and giving instructions to the Filming Contractor.
   
   e. Produce all targets whose content varies depending on the title being filmed.
   
   f. Program microfilm reels, by determining the number and sequence of items to be filmed
   on each reel, and input reel contents information into NLM online bibliographic files.
   
   g. Ship volumes to offsite Filming Contractor.
   
   h. Verify completeness of return shipments of volumes and microfilm, prepare and sort
   volumes for reshelving by NLM, and deliver volumes and film to various NLM units.
   
   I. After NLM accepts film shipments, update NLM online bibliographic files to reflect new
   film.
   
   j. Using Paradox for Windows software (or other relational database software approved by
   NLM), track the location of each physical piece throughout the preparation process, maintain
   records of preparation information and filming decisions, and prepare status reports.
   
   k. Monitor and control the overall preparation workflow so that materials are processed in a
   timely manner, backlogs do not build up in particular tasks, and deadlines and production
   levels are met. 
    
   C. OVERVIEW OF PART 2, MICROFILMING
   
   Part 2 tasks shall be performed at an offsite microfilming facility.
   
   1. Produce high contrast, continuous tone, and color microfilm camera masters from books
   prepared by the Preparation Contractor.  Produce print masters for all film.  Produce service
   copies when instructed.
   
   2. Produce targets whose content does not vary according to the title being filmed.  
   
   3. Film initial and ending targets in the appropriate sequence.  Film targets within the text at
   the locations indicated by the Preparation Contractor or as required in Appendix B Targets.
   
   4. Follow special filming instructions provided by NLM or the Preparation Contractor, such
   as to film detached pages or photocopies after a specific page number or to film issues in a
   sequence other than that in which they are bound.
   
   5. If needed, and if approved by NLM, disbind volumes which have pages breaking into the
   text or which are too tightly bound to permit text near the inner margin to be captured fully. 
   
   6. Box each reel, using spools and paper wrappers, and label each box with data provided by
   the Preparation Contractor.
   
   7. Perform technical, physical, and page-by-page bibliographic inspection of microfilm. 
   Correct all filming errors (except those defined by NLM as minor).  
   
   8. Fill out an NLM inspection form for each camera master reel.
   
   9. Return microfilm and filmed volumes to the Preparation Contractor.  
   
   10. If NLM rejects a reel, refilm materials and recopy reels as needed.

D. COORDINATION OF PREPARATION AND FILMING ACTIVITIES

Because many preparation and filming tasks are interdependent, and because volumes and
microfilm must continually flow from the on-site preparation work area to the offsite filming
location, Contractor staff performing preparation and filming tasks are required to work together
closely.  Within the framework of contract specifications and requirements, and under the overall
direction of the Project Officer(s) and Alternate Project Officer(s), Contractor staff in the two
locations are expected to work together at the outset of the contract and throughout the contract
period to identify the need for new or revised procedures and to draft whatever guidelines,
procedures, forms, flags, etc. are needed to allow preparation and filming tasks to be performed
as accurately and efficiently as possible.  For example, the Contractors shall draft procedures for
issues such as:

   1. Giving specific filming instructions:  The conventions the Preparation Contractor will use
   to note information such as the types and locations of "as needed" targets to be filmed, the
   specific data to appear on film boxes, the need for service copies, etc.
   
   2. Fullness of reels:  How the Preparation Contractor will calculate the number of pages
   which can fit on a reel given various volume sizes, reduction ratios, number of targets,
   number of duplicate exposures, etc.
   
   3. Oversized materials:  What are the maximum volume dimensions which can be filmed at
   various reduction ratios.
   
   4. Detached materials:  How will photocopies, detached pages and foldouts, etc. be
   organized and shipped to facilitate filming while preventing loss or damage.
   
The Contractors are expected to work together closely on a day-to-day basis to share information,
answer routine questions, and resolve workflow problems.  The Project Officer(s) and
Alternate(s) are to be kept informed of all problems and consulted for approval before any
procedures are implemented or revised.    

It is the responsibility of the Preparation Contractor to identify and resolve bibliographic and
physical problems before shipping volumes to the Filming Contractor.  However, should the
Filming Contractor notice a problem that the Preparation Contractor overlooked (such as missing
pages, text loss in the gutter, pages beginning to break but no permission given to let pages
break, etc.), the Filming Contractor shall bring the problem to the attention of the Preparation
Contractor before proceeding with filming.     

To facilitate communication among the Preparation Contractor, the Filming Contractor, the
Project Officer(s) and Alternate(s), and other NLM staff, NLM will supply the Preparation
Contractor with a telephone, access to a fax machine, and access to NLM's electronic mail
system.  The Filming Contractor shall have the capability to send and receive information to and
from NLM via telephone, fax, and electronic mail.

E. PREVENTING DAMAGE TO BOOKS AND MICROFILM 

   1. Protection of Books and Microfilm
   
   Almost all of the books being microfilmed will be retained in the collection after filming. 
   Since many are unique and cannot be replaced, they must be handled with extreme care to
   avoid irreparable damage or loss.
   
   The Filming Contractor shall ensure that the facility where the materials will be housed,
   processed, and filmed has adequate security against theft, vandalism, fire, flood, rodent and
   insect infestation, and other environmental hazards.  The Filming Contractor shall maintain
   the offsite facility at 65 degrees plus or minus 5 degrees and 50% plus or minus 5% relative
   humidity.
   
   NLM reserves the right to inspect the filming facility at any time during normal working
   hours.  With the exception of sample reels of film sent to an independent laboratory for
   residual thiosulfate testing and processing of color microfilm, all filming services will be
   performed on the Filming Contractor's premises.  No subcontracting will be permitted
   without prior approval of NLM. 
   
   The Filming Contractor shall give staff special training in the proper handling of NLM
   books and microfilm.  The Filming Contractor shall exercise the utmost care in handling
   books and microfilm at all times and shall implement the following procedures:  
   
   1. Do not permit smoking, eating, or drinking in areas where books or film are stored or
   work is performed. 
   
   2. Handle books and microfilm in a clean work space with clean hands.
   
   3. When handling microfilm, wear lint-free, clean gloves (cotton or other material approved
   by NLM) and touch only the edges of the film.
   
   4. Do not use rubber bands, paper clips, or self-sticking notes on books or microfilm.
   
   5. Use undyed, cloth tape to tie together volumes which constitute a reel or which have loose
   pages or covers.
   
   6. Place books on shelves or trucks upright with the spine facing out.  Place oversize books
   flat.  If books cannot be shelved upright or flat, place them spine-down rather than spine-up.
   
   7. Use bookends on shelves and trucks so that materials will stand upright.  Never stack
   books in such a way that they are in danger of toppling over or being knocked off.  Do not
   place books on the top edges of other books.  Take special care to support unbound
   materials, which tend to bend and slip.
   
   8. Handle books gently.  Turn pages carefully to prevent the paper from breaking along the
   edges or inner margin.  
   
   9. During filming, operate book cradles so as to prevent damage and minimize the amount of
   pressure applied to volumes; never use dowels or rods to capture text in inner margins.  
   
   10. If pages begin to break or other damage begins to occur, stop work immediately.  Report
   the problem to the Project Officer (unless NLM has given prior permission to disbind or
   allow pages to break).
   
   11. Do not apply any tape or undertake any repairs, except as specifically authorized in this
   document.
   
   12. For shipping, wrap each reel's worth of volumes securely in bubble wrap (or other
   packing material approved by NLM).  Pack microfilm boxes and wrapped volumes in sturdy
   containers surrounded by packing materials (approved by NLM) so that there is no risk of
   damage from materials shifting in the boxes during transit.  Ship volumes separately from
   film and ship camera masters separately from print masters and service copies, so that they
   are not in transit at the same time.
   
   13. To avoid water damage, never place books or microfilm directly on the floor.  Shelve
   books and film at least 4" above the floor.  Store cartons of books and film on pallets while
   in-process.  Report any water damage to the Project Officer by telephone immediately.
   
   2. Insurance
   
   The Filming Contractor shall provide a minimum of $530,000 in property and liability
   insurance against loss or damage of NLM books and film while in the Filming Contractor's
   facility or in transit from the Filming Contractor to NLM.  As proof of compliance with this
   requirement the Contractor shall furnish NLM with a certificate of insurance. 
   
   If an item is lost or damaged, the Contractor's obligation to the NLM shall be, at the NLM's
   option,  1) to reimburse NLM for NLM's cost to obtain and process a replacement volume,
   not to exceed $1,000; 2) to reimburse NLM for NLM's cost to have the item repaired not to
   exceed $1,000; or 3) to reimburse NLM $1,000 for each item.
   
F. DEFINITIONS

   1.  Shipment categories
   
   Items to be microfilmed fall into one of 5 categories:  regular, rush, rework, color, and
   continuous tone (CT).  Certain deadlines and procedures vary according to category.
   
         a. Regular
   
         All items which are not defined by NLM as rush, rework, color, or CT are considered to
      be regular.  The Preparation Contractor shall prepare regular items for filming and send
      them to the Filming Contractor in shipments containing approximately equal numbers
      of pages.
   
         b. Rush
   
         The Preparation Contractor shall prepare rush items for filming and send them to the
      Filming Contractor in batches designated as rush shipments. The number, size, and
      frequency of rush shipments are determined by NLM.  Rush items include:  
   
               I) Items borrowed by NLM from other libraries because NLM does not own the
         item or because NLM's copy is damaged or incomplete.
   
               ii) NLM volumes requested by other libraries through interlibrary loan (ILL).  (If
         NLM does not wish to lend a requested volume due to its condition, value, or age,
         NLM may have the volume microfilmed and loan the microfilm instead.)
   
               iii) Other items designated by the Project Officer or Alternate as rush, such as
                     reference works.  
   
         c.  Color
   
         Color shipments contain volumes to be filmed in whole or in part on color microfilm. 
      Volumes in color shipments may also be filmed in whole or in part on continuous tone
      and/or high contrast microfilm, if so instructed by the Preparation Contractor.  
   
         d. Continuous tone
   
         Continuous tone shipments contain volumes to be filmed in whole or in part on
      continuous tone microfilm.  Volumes in continuous tone shipments may also be filmed
      in whole or in part on high contrast microfilm, if so instructed by the Preparation
      Contractor.  
   
         e.   Rework
   
         When NLM rejects film, the Preparation Contractor shall return the defective reel(s) to
      the Filming Contractor, along with corresponding volumes and other preparation
      paperwork if necessary, so that corrections can be made (see SOW Part 2, III.D.,
      Rejected shipments).  The Preparation Contractor shall send all rework items from any
      one shipment to the Filming Contractor as one rework shipment.
   
   2.  Task definitions 
   
   Task 1) Regular exposures: Includes all work not explicitly included in Tasks 2 through 8.  
   Includes production of a print master for each reel. Due within 10 weeks of Shipment Date.
   
   Task 2) Rush exposures: Includes all work required for rush shipments not explicitly
   included in Tasks 3 through 8. Due within 5 weeks of Shipment Date.
   
   Task 3) Rework exposures:  Includes all work required to correct errors made by the
   Preparation Contractor or NLM.  Includes rework exposures for  regular and rush shipments. 
   Includes the production of a print master and a service copy, if any.   Due within 3 weeks of
   Shipment Date or the date all material needed for refilming has been received, whichever is
   later..
   
   Task 4) Reels polysulfided:  Includes work to polysulfide all print master reels.  
   
   Task 5) Service copies: Includes all work required to produce a service copy.  Includes
   services copies in regular and rush shipments.
   
   Task 6) Volumes disbound: Includes work required to disbind volumes in all shipment
   categories, if necessary and if approved by NLM.
   
   Task 6) Color exposures:  Includes all work related to color film.  Each exposure on the
   "true" camera masters and each exposure on the on the camera masters serving as a service
   copy are to be invoiced as one color exposure.   Includes rework necessary to correct 
   Preparation Contractor or NLM errors.  Due within 13 weeks of Shipment Date.
   
   Task 16) Continuous tone exposures:  Includes all work related to continuous tone film,
   including the production of a print master and service copy for each reel.  Includes rework
   necessary to correct Preparation Contractor or NLM errors.  Due within 13 weeks of
   Shipment Date*. 
   
   The Filming Contractor shall deliver all shipments of microfilm on time according to the
   deadlines given above, unless the Project Officer or Alternate has given prior permission for
   a delay.  If a shipment is going to be late, the Contractor shall notify the Project Officer or
   Alternate and the Preparation Contractor of this fact by telephone, electronic mail, or fax as
   soon as possible, but no later than the due date. 
   
G. REPORTS

The Contractor shall submit a monthly report including a statistical summary (see below) and a
narrative description of significant aspects of the work performed, such as problems anticipated
or encountered, corrective actions proposed or taken, procedural changes, equipment changes,
staffing changes, staff training completed, etc.  The first monthly report shall cover activities
from the beginning of the contract through the 25th of that month.  The second monthly report
shall cover activities from the 26th of first month through the 25th of the second month.  All
subsequent reports shall follow this pattern.  The Contractor shall submit each monthly report by
fax or electronic mail no later than noon on the last working day of the month.  The Contractor
shall mail copies of the monthly report on or before the fifth working day of the following month. 

For reporting purposes, all reel and volume counts shall be physical piece counts.  Data reported
for individual shipments shall be listed in order by shipment number.

The Contractor shall submit monthly itemized invoices for shipments which have been approved
for invoicing by NLM between the 26th of a month through the 25th of the following month, i.e.
items reported as "Work to be billed on next invoice" on the most recent monthly report.

      1. Monthly reports

      The statistical portion of the monthly report shall include the following data:

            a. Shipments received

            b.  Shipments overdue, including original due date and revised due date

            c.  Film shipments delivered to Preparation Contractor.  For each shipment include the
      number of:
                      - camera negatives
                      - service copies
                      - exposures
                      - volumes disbound

            d. Book shipments returned to Preparation Contractor

            e. Quantities and amounts to be billed on next invoice

            f.  Quantities and amounts funded to date, expended to date, and remaining

      2.  Annual reports

      The Contractor shall submit an annual report including a cumulative summary of statistics in
   the monthly reports and a narrative summary covering issues such as problems overcome,
   problems not yet resolved, and recommendations for ways to improve the accuracy,
   efficiency, or speed of any part of the microfilming project workflow.  The first three annual
   reports are due within twenty calendar days after the completion of each 12 month contract
   period.  The fourth annual report is due on or before the last day of the contract performance
   period.  

      3.  Final report and summary of major accomplishments

      The Contractor shall submit a final report of the work performed for the entire contract
   period on or before the last day of the contract performance period.  The report shall contain
   cumulative totals of statistics included in the monthly reports and recommendations
   concerning methods to improve contract tasks.  The Contractor shall submit, with the final
   report, a summary (not to exceed 200 words) of major accomplishments.

H. STANDARDS OF PERFORMANCE

   1.  All specifications and requirements in the Statement of Work are met.
   
   2.  Books and film flow smoothly between the preparation and filming work sites.
   
      a. Needed information is shared between staff at the preparation and filming work sites
      in a timely fashion.
      
      b. Routine questions are resolved without assistance from the Project Officer.
   
   3.  NLM is kept informed of problems; new procedures are approved by NLM before they
   are implemented.
   
         a. The Contractor identifies problems with current procedures or workflow and reports
      them promptly.
   
         b. The Contractor make thoughtful, well-informed suggestions for solving workflow
      and procedural problems.
   
         c. The Contractor makes every reasonable effort to resolve problems promptly so as to
      minimize the negative impact on NLM and NLM's other contractors.
   
   4.  Risk of damage to NLM books and film is reduced as much as possible.
   
         a. All Contractor staff who handle NLM materials receive regular and thorough training
      in proper care and handling techniques.
   
         b. All handling, storage, packing, and shipping procedures specified in the Statement of
      Work are followed at all times.
   
         c. Books likely to be damaged are referred to NLM immediately, unless NLM has given
      prior permission to proceed.
   
         d. When disbinding or letting pages break has been approved by NLM, the Contractor
      uses the least damaging method that will allow text and illustrations to be captured in
      full.
   
   5.  All microfilm, film boxes, and labels meet all technical and physical requirements.
   
         a. The Filming Contractor follows all filming procedures in the Statement of Work and
      all special filming instructions provided by the Preparation Contractor or NLM.
   
         b. The Filming Contractor identifies and corrects all filming errors before film and
      volumes are returned to the Preparation Contractor.  
   
         c. The Filming Contractor fills out inspection forms completely, accurately, and legibly.
   
   6.  All tasks are completed on time, unless the Project Officer has approved an extension or a
   revised due date. 
   
   7.  All notifications and reports contain the required information and are received by the
   Preparation Contractor or NLM on time.
   
   
II.  PHOTOGRAPHIC SPECIFICATIONS

The Filming Contractor shall create reels of camera master, print master, and service copy
microfilm from volumes supplied by NLM only as specified in this Statement of Work.  All
filmed volumes, all microfilm created by the Filming Contractor, and all targets and paperwork
supplied by the Preparation Contractor shall be returned to NLM. The Filming Contractor shall
not retain a copy (in any form) of any microfilmed material, nor shall they make, compile, or
distribute any copies (in any form) of the information contained in any NLM volumes, except as
specifically instructed in this Statement of Work. The NLM retains all rights to all microfilm and
all information contained therein.

The Contractor shall produce preservation microfilm which meets all NLM requirements. These
requirements are based on technical standards, specifications, and guidelines from the American
National Standards Institute (ANSI), the Association for Information and Image Management
(AIIM), the Research Libraries Group (RLG), and the National Institutes for Standards and
Technology (NIST) except where otherwise specified.

The filming methods specified below and the filmer instructions provided by NLM and the
Preparation Contractor shall not be changed without prior consent of the Project Officer or
Alternate.  If an item cannot be filmed in the manner specified, the Contractor shall contact the
Project Officer or Alternate for a decision before proceeding with filming.

A.  FILM

All raw film stock shall be undamaged and known to be fully effective, based on the
manufacturer's expiration date. 

      1.  High contrast microfilm

            a.  Camera Negative

            The Contractor shall produce a master camera negative microfilm (first generation, 1N)
      for all books prepared by the Preparation Contractor.  Camera negatives shall be used
      only to produce print masters; they shall never be used to produce service copies.

            All camera negative film shall be high contrast, camera speed, panchromatic, extremely
      fine grain, silver-gelatin type document recording film coated on 0.012 mm (4 mil) or
      thicker non-perforated polyester base with an anti-halation dye system as described in
      ANSI IT9.1 (latest version) and ANSI PH1.51 (latest version).  A suitable type is Kodak
      Imagelink HQ, or an equivalent pre-approved by NLM.  

            b.  Print Master 

            The Contractor shall produce a negative direct duplicate print master microfilm (second
      generation, 2N) from each  camera negative.

            All print master film shall be Kodak Direct Duplicating film Type 2468, 2470, or an
      equivalent 35mm, camera speed, extremely fine grain, non-reversing,  silver-gelatin type
      document recording film coated on a non-perforated, 0.012 mm (4 mil) or thicker
      polyester base with an anti-halation dye system as described in the latest versions of
      ANSI IT9.1 and ANSI PH1.51.  Kodak 2468 is preferred for materials with poor
      contrast between text and background.  Kodak 2470 is preferred for materials containing
      half- or continuous tone illustrations.  At the beginning of the contract, the Contractor
      will consult with NLM about the criteria to be used in determining which type of print
      master film is to be used.  

            c.  Service Copy

            If requested by the Preparation Contractor, the Contractor shall use the print master to
      produce one or more positive service copy (third generation, 3P) microfilm(s).  

            All service copies will be produced on silver-gelatin type film with positive polarity. 
      All silver gelatin film used for service copies shall be extremely fine grain, medium
      contrast, blue sensitive, coated on polyester base, be manufactured and processed as
      described in ANSI IT9.1 (latest version).  A suitable type is Kodak Duplicating
      Microfilm 2462, or an equivalent pre-approved by NLM.  

      2.  Continuous tone microfilm
      
      For continuous tone filming, the Filming Contractor shall always produce one positive
   camera master reel, one positive print master reel, and one positive service copy reel.   
   Camera master reels shall be used only to produce print masters; they shall never be
   used to produce service copies.

      The film used for continuous tone camera masters, print masters, and service copies shall be
   a 35mm, positive, camera speed, extremely fine grain, medium-low contrast, non-reversing, 
   silver-gelatin type document recording film coated on a non-perforated, 0.012 mm (4 mil) or
   thicker polyester base with an anti-halation dye system as described in the latest versions of
   ANSI IT9.1 and ANSI PH1.51.  A suitable type is Kodak 2470 Direct Duplicating film, or
   an equivalent pre-approved by NLM.

      3.  Color microfilm

      Unless requested otherwise by the Preparation Contractor or HMD, the Filming Contractor
   shall film each color volume (or designated portions of each color volume) twice in order to
   create two identical camera master reels of color microfilm, one to serve as the "archival"
   reel and one to serve as the "service copy" reel.   

      Color microfilm shall be a 35mm, direct positive, silver dye bleach film on a non-perforated
   polyester base with dyes incorporated into the film emulsion.  A suitable type is Ilfochrome
   Micrographic Master film CMM.F4, or an equivalent pre-approved by NLM.

B.  FORMAT

      1.  Image orientation

      Whenever possible images should be photographed with 2 pages per exposure.  Images of
   conventional pages will be oriented and filmed in the IIB position (See Appendix A, p.20,
   Ex.1. Orientation of film).  The text (not the page edges) shall not be skewed more than 5% 
   from parallel with the longitudinal axis of the film (i.e. shall not be skewed beyond 9 degrees
   from square).

      2.  Image location

      Each page image will be centered within an exposure in both directions.  Space shall be left
   between each exposure; exposures shall never overlap.  Spacing between exposures shall be
   consistent, variations not to exceed 50% of the average exposure-to-exposure distance. 
   Separation between titles shall not be less than 4 inches nor more than 12 inches. 

      3.  Splicing  

      Splices shall be made using an ultrasonic welder as described in ANSI/AIIM MS18 (latest
   version).  Ultrasonic welders must be maintained in good working order; it is advisable to
   test the strength of weld each day that the welder is in use, using the same film stock as that
   being employed for the film being spliced.  A serrated is preferred over a smooth splice.

      There shall be no more than six splices per camera master reel, excluding the splices made to
   attach leaders and trailers.  There shall be no splices between the beginning/ending
   Resolution Target and first/last volume/item on the reel, except when the entire first or last
   volume/item on the reel has been refilmed (along with its additional resolution target) and
   spliced in.  There shall be no splices in print master or service copy film.   

      Pages or targets omitted or improperly filmed shall be refilmed, along with two frames
   preceding and succeeding the omitted/incorrectly filmed pages or targets.  A 50mm (2 inch)
   space for splicing shall be allowed before and after the retake.  The refilmed images shall be
   spliced in at the exact location in the reel where the defective or missing pages or targets
   occurred.  There shall be no less than 6" between splices.  (For instructions on filming
   retakes, see SOW Part 2, III.D.2. and IV.D.2. Rework and Appendix B, p.13, Ex.10. Two
   blank frames.)

      4.  Leader/trailer

      Every reel shall have a leader and a trailer which are of clear (unfogged) film or uncoated
   base film of the same base material and the same thickness as the remainder of the film.  For
   camera masters  and print masters, leaders and trailers shall be at least 36" but not more than
   48" long.   For service copies, leaders and trailers shall be at least 20" (500cm) as prescribed
   in ANSI/AIIM MS 23 (latest version), but not more than 30" long. 

C.  DENSITY -- GENERAL

Density refers to the opacity of the film.  To aid in comparing the Contractor's measurements
with NLM's, all density readings shall be made according to the conventions prescribed below. 
(See SOW Part 2, III.C.1. and IV.C.1.Technical inspection for requirements for recording
densities on inspection forms.)

The visual diffuse transmission density must be read using a transmission densitometer with a
reading aperture of 1 mm and a digital readout.  As the accuracy of density readings cannot be
assured unless the densitometer has been properly calibrated, the Contractor shall calibrate
densitometers each time they are turned on, using a NIST or certified NIST-equivalent 21 step
transparent calibration strip that meets with the Library's approval.  (A suitable type is a Stouffer
21 step transparent certified calibration strip model-T2120CC.)  To perform the calibration,
readings shall be taken only on the six (6) steps designated by NLM.  The Library will have a
calibration strip available for the Contractor's use in the event the Contractor cannot obtain one. 
The Contractor shall keep a log of daily calibrations and make the log available for the Library to
review upon request.  Calibrations shall conform with the manufacturer's specifications and
SMPTE Recommended Practice RP15, Calibration of Densitometers used for Black-and-White
Photographic Density Measurements (White Plains, NY: Society of Motion Picture and
Television Engineers, 1997).

D.  DENSITY -- HIGH CONTRAST FILM

      1.  Minimum density

      Minimum (clear base plus fog) density (Dmin) shall be measured on a clear area of the film. 
   The minimum density shall be read between the beginning resolution target and the next
   frame.  If a second reading is taken, it shall be made between the ending resolution target
   and the succeeding frame.  The minimum density shall be:

            Camera negative    0.10 or less
                                    Print master            Minimum density must meet film manufacturer's current
                              recommendations and be pre-approved by NLM.  Requirements as
                              of January 1995 are:
                                        KODAK 2468   0.15 or less
                                        KODAK 2470   0.12 - 0.20 (0.15 - 0.20 is preferred) 
                                    Service copy            less than 0.15

      2.  Maximum density of service copies

      The maximum density (Dmax) of service copies (positive film) is the density of the text. 
   However, since text density cannot be measured with a standard densitometer, service copies
   shall be considered acceptable if the contrast between the text and background is sufficient
   to provide legible images on a microfilm reader and legible paper copies. 

      3.  Maximum density of camera negatives and print masters

      Maximum density (Dmax) of negative film shall be measured in a portion of a filmed frame
   in which no text appears.    Maximum densities shall be:

            a) Resolution target background

                                      Camera negative       1.00 - 1.35    
                                                Print master                    1.00 - 1.50

            b) Image background

            On negative film, the image background is the dark area of a text frame that represents
      the blank, non-text portion of the page.  

            For serial reels (reels whose film numbers begin with "S," for example S02634), the
      Contractor shall make at least 5 image background density readings per reel in addition
      to the readings taken on the resolution targets.  Individual readings shall not vary by
      more than 0.20 within a serial reel. 

            For monograph reels (reels whose film numbers do not begin with "S," for example
      08943), the Contractor shall make in addition to the readings takes on the resolution
      targets, 1 image background density reading per title or 5 image background density
      readings per reel, whichever results in the greater number of readings.  Individual
      readings shall not vary by more than 0.20 within a monograph volume.   

            The Contractor shall follow these conventions when taking image background density
      readings:  1) Space the image background density readings approximately evenly over
      the reel/volume;  2) Choose a right-hand page which is representative of the
      reel/volume, preferably one on which the text ends before the bottom of the page.  3)
      Position the reading in the blank space between the last line of text and the bottom of
      the page and between the center of the page and the right corner.  4) Avoid areas which
      are darker or lighter than the rest of the page.  5) Ensure that no text or clear part of the
      film is included in the spot being measured.   The Contractor shall note on the
      inspection form if image background densities are problematic because of wide
      variations in the contrast of the material being filmed, insufficient margins, or other
      reasons.

            The Contractor shall indicate on the inspection form if there is insufficient margin area
      anywhere around the text to measure density, or if the margin areas surrounding the text
      exhibit such unevenness of contrast (due to the optical characteristics of the material
      being filmed) that accurate density measurement is problematic.  In these rare cases, the
      Contractor shall indicate the problem and not measure density.  The Library will
      evaluate the film's visual quality using the criteria described above for service copies
      (Section II.C.2).

            The requirements for average image background density vary depending on the film
      generation and the amount of contrast between text and background in the original
      volume.

            High contrast material includes bold printed or bold handwritten text on crisp white
      unfaded paper.  Medium contrast material includes bold printed or bold handwritten
      material on moderately faded/darkened or light colored paper, black opaque pencil on
      unfaded white paper, or small high contrast printed text on white or moderately
      faded/darkened paper.  Low contrast material includes faint printed or faint handwritten
      text on moderately to badly faded/darkened or light colored paper, or printed or
      handwritten text on dark colored paper.  

            Acceptable image background density are:

                Camera Negative
                                         High contrast      1.0 - 1.3
                                              Medium contrast         0.9 - 1.1  
                                         Low contrast       0.8 - 1.0 

                Print Master                    1.0 - 1.5
                      

E.  DENSITY -- CONTINUOUS TONE FILM

Since density readings are not completely reliable indicators of the image quality of positive
continuous tone (CT) microfilm, the primary criteria for judging the acceptability of CT film
shall be the fullness of its tonal range and its legibility.  The Filming Contractor shall ensure that
CT camera masters accurately and consistently reproduce the full tonal range of the original
material's illustrations as well as the clarity, sharpness, and legibility of the original material's
text.  The Contractor shall ensure that CT service copies have adequate contrast to produce
legible text images on a microfilm reader and legible paper copies while maintaining as full a
tonal range as possible. 

      1.  Minimum density

      The minimum density (Dmin) of CT film shall be measured in the white square on the
   resolution chart.  In general, minimum density readings will fall within the following ranges:

                                                          Camera master         Kodak 2470          0.22 - 0.28
                                                               Print master               Kodak 2470          0.12 - 0.30
                                           Service copy               Kodak 2470          0.12 - 0.30

      2.  Maximum density

      The maximum density (Dmax) of CT film shall be measured in the background of the film
   outside the frame area.  In general, maximum density readings will fall within the following
   ranges:

                                 Camera master         Kodak 2470          1.65 - 1.80
                                      Print master               Kodak 2470          1.55 - 2.00
                                           Service copy               Kodak 2470          1.55 - 2.00

      The Contractor shall film an 18% medium grey card at the beginning and end of each reel of
   CT film (see SOW Part 2, Appendix B, p.14, 11.2 Color and grey scale target).  In general
   the maximum density of the 18% medium grey patch will fall within the following ranges:

                                 Camera master         Kodak 2470          0.80 - 1.10
                                      Print master               Kodak 2470          0.80 - 1.10
                                           Service copy               Kodak 2470          0.70 - 1.10

      3.  Grey scale step chart

      The Contractor shall film a color separation guide and grey scale chart at the beginning and
   end of each reel of CT film (see SOW Part 2, Appendix B, p.14, 11.2. Color and grey scale
   target).  Of the 20 steps (different shades of grey) on the grey scale step chart, at least 15
   distinct steps shall be discernable.
      
F.  DENSITY AND COLOR FIDELITY -- COLOR FILM

The Contractor shall film a color separation guide, a grey scale chart, and an 18% medium grey
card at the beginning and end of each reel of color microfilm (see SOW Part 2, Appendix B,
p.14, 11.2. Color and grey scale target).  Color fidelity shall be verified visually over a daylight
light box by comparing the colors on the microfilmed color separation guide with the original
color separation guide to determine if all color values are accurately reproduced on the
microfilm.  To ensure that colors are properly balanced, the Contractor shall measure the red,
green, and blue densities of the 18% medium grey card at the beginning and end of each reel of
color microfilm using a densitometer with a Status A filter set.  The red, green, and blue density
readings shall not vary from each other by more than 0.25.  In general, the maximum densities of
color camera masters will fall between 1.30 - 1.65.

G.  RESOLUTION 

The Contractor shall film a resolution target at the beginning and end of each reel.  Additional
resolution targets shall be filmed if required in SOW Part 2, III.C.6.a and IV.C.6.a Refilming
entire volumes/items.  A resolution target includes 5 resolution test patterns, one in the center
and one in each corner.  The Contractor shall read all 5 resolution test patterns on both resolution
targets to determine the limit of resolution, which is the number of the smallest test pattern (i.e.
the test pattern with the highest number) in which all 5 lines can be counted, however
indistinctly, in both directions.  The Contractor shall read the center pattern and the four corner
patterns which extend as far outward from the center as the text of the materials being
filmed.

Specific resolution pattern requirements vary according to reduction ratio and film generation
(see below).  For a given reduction ratio and generation, the required test pattern (or higher) must
be counted in both directions in all 5 test patterns.  For the maximum density requirements for
resolution targets, see SOW Part 2, II.C.3.

      1. High contrast and CT camera masters
      
      For camera masters, the following resolution test patterns (or greater) shall be read.
      
      Reduction Ratio     Minimum Test Pattern
      8:1                 14.0(+)
      9:1                 14.0
      10:1              12.5
      11:1              11.0
      12:1              10.0
      13:1              9.0
      14:1              9.0
      15:1              8.0
      16:1              7.1
      17:1              7.1
      18:1              6.3
      
      2. High contrast and CT print masters
      
      For print masters, the following resolution test patterns (or greater) shall be read.
      
      Reduction Ratio     Minimum Test Pattern
      8:1                 12.5
      9:1                 12.5
      10:1              11.0
      11:1              10.0
      12:1              9.0
      13:1              8.0
      14:1              8.0
      15:1              7.1
      16:1              6.3
      17:1              6.3
      18:1              5.6
      
      3. Color camera masters
      
      The resolution test patterns for color will typically be no more than 2 patterns lower
      than the those required for high contrast and continuous tone camera masters for
      reduction ratios lower than 14X.  Such lower resolution readings will be most evident
      on items with an opened width of greater than 14.5" at 12X and with an opened height
      greater than 11.5" at 12X.  If camera limitations require, the same mask size may be
      used for all color frames, including the resolution target, even though the outermost test
      patterns will not be included in the frame.
      
H.  REDUCTION RATIO

In general, materials shall be filmed at a reduction ratio of 12:1.  Oversized volumes or volumes
with small print may require higher or lower ratios.  However, the ratio used will be as close to
12:1 as possible and shall never be lower than 8:1 or higher than 18:1.  For color microfilm, the
reduction ratio shall not be higher than 15:1, unless NLM has approved a higher reduction ratio. 
Reduction ratio shall not vary within one reel.  

The Filming Contractor shall provide the Preparation Contractor with specific guidelines (subject
to NLM approval) to use in programming oversized volumes and volumes with small text.  The
Preparation Contractor will program volumes which require a reduction ratio other than 12:1
together and flag such reels as requiring a ratio other than 12:1. 

I.  PROCESSING SPECIFICATIONS 

      Once filming is completed on a reel of film, it shall be held at least four hours prior to
   processing to allow latent image fade to even out across the entire length of the reel.

      1.  High contrast and continuous tone film

      All silver halide films used for archival microfilming shall be processed and packaged in
   accordance with the latest versions of the following standards and recommended practices: 
   ANSI/AIIM MS23, ANSI/AIIM MS14, ANSI/AIIM MS34, ISO 18917 (formerly ANSI /ISO
   417, and ISO 18901 (formerly ANSI IT9.1).

      Microfilm produced in accordance with these specifications shall exhibit no scratches, holes
   in the emulsion or base, tears, finger marks, chemical residue or any other defect that might
   adversely affect the quality and legibility of the micro-images.  There shall be no notches
   made in the camera master.  

      2.  Color film

      It is anticipated that the Filming Contractor will subcontract for the processing of color
   microfilm.  The Filming Contractor shall ensure that:

            a.  the processing vendor processes all color microfilm in accordance with the film
      manufacturer's recommended chemical process.  

            b.  for each batch of color microfilm processed, the processing vendor uses control
      strips to document that the processing chemistry is maintained within the margins
      specified by the film manufacturer.  The Filming Contractor shall submit graphs which
      document the processing chemistry to NLM.  

            c.  all processing equipment is properly maintained.

            d.  the processing vendor and Filming Contractor staff handle color microfilm with
      extreme care to prevent physical damage.   Processed film shall be free of scratches,
      emulsion or base holes or tears, finger marks, chemical residues, or any other defect
      which might affect the quality, legibility, or stability of the microfilm.

J.  METHYLENE BLUE TEST

On each day that NLM high contrast or continuous tone camera master film is processed, the
Contractor shall perform a methylene blue test for residual thiosulfate and other chemicals
including silver using the methylene blue test as described in ISO 18917 (formerly ANSI/ISO
417) (latest version).  Test results shall meet requirements of ISO 18901 (formerly ANSI IT9.1)
(latest version).  The Contractor shall include the results of all tests made for a shipment with the
shipment when it is sent to NLM.  At least once a month, the Contractor shall validate its test
results by having a methylene blue test performed by  Kodak or other independent laboratory.  A
copy of the most recent independent test results shall be included with each monthly report.

K.  POLYSULFIDING

The Contractor shall treat all print master reels with a polysulfide solution after they have been
inspected and determined to be of acceptable quality and after they have been duplicated and the
resulting service copy reels inspected and determined to be acceptable

      1.  Preparation and use of the treatment solution

      The vendor shall formulate, store, handle, apply, and remove the polysulfide treatment
   solution in accordance with the recommendations in Sulfiding Protection for Silver Images. 
   Final Report to the Office of Preservation, National Endowment for the Humanities, Grant
   #PS-20152-87.  March 28, 1991.  In particular, the contractor:

            a.  Shall make a very strong concentrate (495 g of solid sulfurated potash in up to 1 L
      deionized water) and stopper the solution well.

            b.  Shall add 20 g/L sodium borate 10-hydrate to each liter of concentrate

            c.  Shall not dilute the concentrate more than 1:25 in compounding working solutions.

            d.  Shall not expose the concentrate or the working solution to unnecessary aeration.

            e.  Shall discard the concentrate and the working solution if any signs of decomposition
      such as scum or strong odor are present.

      There is no practical way to measure the concentration of individual polysulfide anions in a
   solution.  Therefore, to determine if an optimal treatment solution has been used, it is
   necessary to determine if the treatment has produced the desired changes in a microfilm's
   composition without causing unacceptable side effects.

      The polysulfide solution shall be formulated so that in the resulting treated microfilm the
   silver sulfide occupies the same shape as the original silver with as little volume increase
   and as little formation of small silver sulfide particles in the gelatin surrounding the original
   image grains as possible.  All steps in the treatment process shall be performed in such a way
   so as to produce a residual sulfide image of high density with close to the original contrast
   without causing staining or discoloration or major changes in image hue, resolution, or any
   other image characteristic.  

      2.  Quality control
 
      The contractor shall visually inspect each treatment batch containing NLM film to ensure
   that the polysulfide treatment has not caused staining, discoloration, or any major changes in
   image hue or other image characteristic.  

      The vendor shall conduct dichromate bleach and hydrogen peroxide tests to measure the
   degree to which silver has been converted to silver sulfide and thereby determine whether
   the polysulfide solution used was optimal.  The vendor shall prepare density control strips
   and include a sufficient number of them in every treatment batch containing NLM film to
   meet the post-treatment testing requirements below.  After polysulfiding, the vendor shall
   record the density of  3 control strip steps which have density readings representative of the
   film being treated, typically between 0.80 - 1.30.   The vendor shall then perform tests and
   arrange for third party verification as specified below.

            a.  Dichromate bleach test

            A dichromate bleach test shall be performed and the percent density retention calculated
      in accordance with the National Association of Photographic Manufacturers standard,
      Imaging Materials -- Method for the Evaluation of the Effectiveness of Chemical
      Conversion of Silver Images Against Oxidation (ANSI/NAPM IT9.15, latest edition). 
      To be judged acceptable, all polysulfiding treatments shall result in a 65% density
      retention or more after bleaching for all 3 of the steps on which pre-test readings were
      taken.  The vendor shall assemble bleach test results for each treatment batch containing
      NLM film and send them to NLM in the shipping carton containing the corresponding
      print masters.

            b.  Hydrogen peroxide incubation test

            The vendor shall prepare a clearing solution consisting of 6.7 ml of 30% hydrogen
      peroxide and 93.3 ml of distilled water, submerge a polysulfide-treated density control
      strip in it for 10 minutes, and rinse and dry the control strip.  To be judged acceptable,
      all polysulfiding treatments shall result in post-test density readings which are not more
      than 0.05 greater than the pre-test readings for all 3 of the steps on which pre-test
      readings were taken.  The vendor shall assemble hydrogen peroxide test results for each
      treatment batch containing NLM film and send them to NLM in the shipping carton
      containing the corresponding print masters.

            c.  Third party testing

            To verify the accuracy of the vendor's tests, the vendor shall arrange for an independent
      laboratory, such as the Image Permanence Institute or other facility approved by NLM,
      to conduct the following tests (using polysulfide-treated density control strips provided
      by the vendor) on each batch of polysulfiding solution the vendor manufactures which is
      used to treat NLM film.  The independent lab shall record the pre-test densities of 3
      control strip steps which have density readings representative of the film being treated,
      typically between 0.80 - 1.30.   The independent lab shall then perform the following
      tests and send the results to NLM. 
    
                1) Dichromate bleach test.  

                An independent laboratory shall perform a liquid dichromate bleach test and
        calculate the amount of density change in accordance with the National Association
        of Photographic Manufacturers standard, Imaging Materials -- Method for the
        Evaluation of the Effectiveness of Chemical Conversion of Silver Images Against
        Oxidation (ANSI/ISO 12206, latest edition). To be judged acceptable, all batches of
        polysulfiding treatment solution manufactured by the vendor shall result in a 65%
        density retention or more after bleaching for all 3 of the steps on which pre-test
        readings were taken.  

                2)  Hydrogen peroxide incubation test.  
            
                An independent laboratory shall perform a hydrogen peroxide incubation test and
        calculate the amount of density change in accordance with the National Association
        of Photographic Manufacturers standard, Imaging Materials -- Method for the
        Evaluation of the Effectiveness of Chemical Conversion of Silver Images Against
        Oxidation  (ANSI/ISO 12206, latest edition).  To be judged acceptable, all batches of
        polysulfiding treatment solution manufactured by the vendor shall result in less than
        0.05 density increase on all 3 of the steps on which pre-test readings were taken.  

                3)  Methylene blue test.  

                An independent laboratory shall perform a methylene blue test on each batch of film
        treated with polysulfide which contains NLM film in accordance with Photography --
        Determination of Thiosulfate and Other Related Chemicals in Processed
        Photographic Materials -- Iodine-Amylose, Methylene Blue, and Silver Sulphide
        Densitometric Method (ANSI/NAPM IT9.17, latest edition).  The combined total
        residual thiosulfate and polysulfide shall be within the current recommended limits
        for thiosulfate alone, i.e. the combined total shall not be in excess of 1.4 Ug/cm2.

L.  SPOOLING

Film shall be wound in accordance with ANSI/AIIM MS23 (latest version).   All film generations
shall be wound so that the START target is at the outermost end of the reel.  Camera masters
shall be wound with the emulsion side facing outward, away from the center of the storage reel. 
Print masters shall be wound with the emulsion facing side inward, toward the center of the
storage reel.  Service copies shall be wound with the emulsion facing outward, away from the
center of the storage reel.  The distance between the wound film (including leader and trailer) and
the outer edge of the storage reel shall not be less than 6 mm (0.24").  

Storage reels shall be chemically inert, as specified in the latest versions of ISO 18902 (formerly
ANSI IT9.2) and ANSI IT9.11.  Storage reels shall be sturdy, of dimensions conforming to
ANSI/AIIM MS34 (latest version), and free of harmful agents.  (See SOW Part 2, III.B. and
IV.B. Microfilm boxes, wrappers, and labels for requirements for paper wrappers.)

III.  PROCEDURES

A.  FILMING

The Contractor shall film all books in accordance with the following specifications.  In addition,
the Contractor shall follow any special instructions regarding the filming of individual books
made by NLM or the Preparation Contractor.  For example, the camera operator may be
instructed to film covers or endsheets, to film materials in a specific order (other than the order in
which they are bound), to film one page at a time, to use a reduction ratio other than 12:1, to film
detached material following a specific page, etc.  (See SOW Part 2, Appendix A, p.23, Ex.2.
Filmer instructions form.)  

The filming methods specified below and filmer instructions for individual books shall not be
changed without prior consent of NLM.  If an item cannot be filmed in the manner specified, the
Contractor shall stop filming and contact the Preparation Contractor for instructions on how to
proceed.  

It is the responsibility of the Preparation Contractor to identify all irregularities and problems and
to either correct them or note them on an Irregularities or in-text target.  If, however, the Filming
Contractor notices an irregularity or problem which has neither been corrected nor targeted, the
Contractor shall stop filming and contact the Preparation Contractor for instructions on how to
proceed.  

To implement these specifications, the Preparation and Filming Contractors shall collaborate in
developing and revising specific procedures and related forms, flags, etc., subject to approval of
the Project Officer or Alternate.  (See also SOW Part 2, I.D. Coordination of preparation and
filming activities.)  The sample forms included in Appendix A. Examples and the explanation of
their use provided herein indicate the general nature and complexity of the filming activities to be
performed by the Contractor.  Actual forms and procedures may vary.

      1.  Letting Pages Break and Disbinding

      The general guidelines for careful handling of NLM materials must be followed at all times
   (see also SOW Part 2, I.E. Preventing damage to books and microfilm).

      As part of its pre-filming review, NLM will prepare volumes with physical problems (such
   as tight bindings, oversized volumes, or pages which are damaged, likely to be damaged, or
   breaking near the text) by loosening stitches, detaching or photocopying pages, or taking
   other appropriate action.  If it appears that a volume may need to be disbound or that pages
   will break during filming, NLM will determine if it permissible to disbind the volume or to
   let pages break and will note its decision on the Filmer Instructions form.  

      If NLM has not authorized letting pages break and, in the Contractor's judgement, more than
   one or two pages are likely to break, the Contractor shall contact the Preparation Contractor,
   who will consult NLM for a decision on how to proceed.

      If NLM has authorized letting pages break or disbinding, the Contractor shall perform the
   least damaging actions which will allow text/illustrations to be fully captured.  

      If NLM authorizes letting pages break, the Contractor may, if necessary, let some pages
   break or cut some stitches.  "Some pages" means more than one or two pages but less than
   one fourth of the volume.  "Some" stitches means no more than two to three cuts made at
   four to six locations in the volume, providing that this amount of cutting does not cause
   pages to crumble along the stitching or sections of the textblock to become very loose.  If
   NLM authorizes letting pages break, but does not authorize disbinding and, in the
   Contractor's judgement, more than one fourth of the pages will break, the Contractor shall
   contact the Preparation Contractor, who will consult NLM for a decision on how to proceed. 

      In general, volumes will not be disbound.  Only when specifically authorized by NLM,
   and only as necessary to capture complete images, the Contractor shall disbind volumes
   which are too tightly bound or have pages breaking near the text.  If NLM authorizes
   disbinding, the Contractor may, if necessary, let some or all pages break, detach some or all
   pages by hand, remove some or all staples or other fasteners, cut some or all stitches, or use
   a guillotine to shear off spines.  

      When most pages of a volume will need to be detached or allowed to break (resulting in a
   nearly or completely disbound volume), and NLM has authorized disbinding, the Contractor
   may choose to guillotine the volume if it is so brittle that there is likely to be text loss if the
   Contractor were to detach pages by hand or allow pages break by themselves.

      2.  Book Cradles

      The Contractor shall film volumes in such a way that all parts of the image on each page are
   in focus.  The Contractor shall film bound volumes using an adjustable book cradle, pre-
   approved by NLM, so that both sides of the volume can be kept level and within the field of
   focus at all times.  Book cradles must be large enough to accommodate most library books. 
   A large size cradle with an image area of at least 29" x 24" must be available for filming
   large volumes.  The cradles used shall be constructed and operated so as to minimize
   damage to volumes.

      The Contractor shall film bound volumes under glass, making sure pages are kept flat and
   there is no evidence of light reflectance of the glass in the filmed images.  Photographic
   glass which is free of distortions shall be used.  Detached pages and foldouts and
   photocopied pages may be placed on top of the camera stand glass for filming.  When
   filming above the glass, the Contractor shall ensure that material is flat and in focus and
   there is no evidence of light reflectance of the glass in the filmed images.

      The Resolution Target must always be filmed under glass to ensure that it is at the same
   distance from the camera as the text being filmed.

      3. Lighting

      In order to obtain correct exposures and uniform density, the Contractor shall make exposure
   tests at the reduction ratio to be used in the filming.  Based on these tests the Contractor shall
   establish the level of reflected light (as determined by light meter readings) that will produce
   images of a density within the required range.  The Contractor shall control lighting in such a
   manner that there are no significant  fluctuations in illumination levels and illumination is
   consistent throughout the reel.

      As necessary during filming, the Contractor shall adjust exposure time or light intensity (as
   appropriate depending on the type of camera used) to account for changes in the color or
   shading of the paper or to improve image quality, such as in the case of bleedthrough.  The
   Contractor shall keep the lighting balanced at all times to ensure uniform exposure of the
   entire frame.  The Contractor shall adjust the lighting to prevent glare from obstructing the
   legibility of the text/illustration being filmed.  

      4. Masking and Foreign Objects

      The camera aperture shall be adjusted to capture only the image of the volume being filmed. 
   Background images from the book cradle must be eliminated.  Distracting images, such as
   flags or pages protruding beyond the textblock, shall be masked by black papers placed
   around the volume so that the image is neatly defined.  Camera operators shall not allow
   their hands or other foreign objects, such as book weights, to appear in the image area.

      5. Completeness

      All text and illustrations shall be fully captured (except for articulated illustrations, see 5.d.
   below).  

      a. The Contractor shall film according to the following procedures, unless specifically
      instructed otherwise.  
      
         I) Film from the first page with text/illustrations through the last page with
         text/illustrations.
         
         ii) Film blank pages occurring between the first and last page with text/illustrations. 
         Do not film blank pages occurring before the first frame with text/illustrations or
         after the last frame with text/illustrations.
         
         iii) Film volumes front to back.
         
         iv) Film the front and back covers of soft-cover and unbound materials (such as
         individual journal issues and pamphlets).
         
         v) Do not film the hard covers or endsheets of bound volumes (such as publisher's
         hard cover bindings and library bindings).
         
         vi) When filming bound volumes which contain individual journal issues, do not
         film the outer hard covers or endsheets of the volume.  Do film the soft front and
         back covers of the individual issues.  (Individual issue covers may occur throughout
         the volume or be grouped together at the back of the volume.)
         
      b. Prevention of text loss  
      
      Books will be prepared so that they can be flattened sufficiently to capture all text and
      illustrations in focus.  If this is not possible, NLM may give permission to disbind or
      allow pages to break.  Whenever NLM gives such permission, the Filming Contractor
      shall take the least damaging authorized action that will allow text and illustrations to be
      captured fully and in focus.  If NLM does not give permission to disbind/let pages
      break, the Preparation Contractor will note on the Irregularities Target that text is lost,
      obscured, illegible, etc., in which case the Filming Contractor shall obtain the best
      image possible without disbinding/letting pages break.
      
      Occasionally the Preparation Contractor may judge that all text can be captured when, in
      fact, it cannot.  If all of an image cannot be captured in focus due to physical limitations
      of the piece being filmed (such as inflexible bindings, tight stitches, narrow inner
      margins, damaged or fragile pages, etc.), but NLM has not given permission to disbind
      or let pages break and the Preparation Contractor has not noted the problem on the
      Irregularities Target, the Filming Contractor shall contact the Preparation Contractor,
      who will consult NLM for a filming decision.
      
      c. Photocopied pages
      
      In some cases, the Preparation Contractor will supply photocopies of missing or
      damaged pages.  The Preparation Contractor will note the photocopies being supplied
      and flag the locations where they are to be filmed.  If the original page is present in the
      book, the Filming Contractor shall film the original page and the photocopy of that page
      side-by-side, in the same frame, unless instructed otherwise.
      
      d. Articulated illustrations 
      
      Articulated illustrations, often depicting anatomical features, consist of several layers,
      each of which can be lifted to reveal the next lower layer of the drawing.  Because of the
      risk of damage, only the top layer of anatomical illustrations shall be filmed; such
      drawings should not be handled in any way.  (See also SOW Part 2, Appendix B.13.6
      Layered illustrations.)
      
      6. Filming pages with missing text
      
      The Preparation Contractor will flag pages which have holes in the text or which have
      had portions of the text torn away.  The Contractor shall place a piece of black paper
      behind the missing text, both to reveal the text loss and to prevent text from the
      preceding/following pages from showing through.  
      
      7. Showthrough
      
      When printing on the reverse side of a page is likely to show through because of the
      translucency of the paper, the Contractor shall place a piece of black paper behind the
      page before making the exposure to reduce or eliminated the showthrough.  If
      text/illustrations are printed only on one side of a page and printing on the following
      page is likely to show through, the Contractor shall place a sheet of white paper behind
      the page before making the exposure to reduce or eliminated the showthrough. 
      
      8. Duplicate exposures
      
      When text and color or continuous- or half-tone black-and-white illustrations are
      present in the same frame, the Contractor shall film the frame more than once, using
      different exposures, whenever doing so will allow each type of image to be captured
      more effectively.  Frames with extreme variation in lightness/darkness of background
      may also need to be filmed at different exposures.
      
      If a page is intentionally filmed twice, for example to correct an improper exposure,
      ensure that an operator did not skip a page, or provide the duplicate exposures required
      for retakes, the duplicates will be left as filmed, i.e., duplicate frames will not be edited
      out.  However, an excessive number of duplicate exposures due to operator carelessness
      must be avoided. 
      
      9. Transparent pages
      
      Some illustrations consist of a base illustration on opaque paper preceded or followed
      by one or more transparent pages with text or illustrations which convey additional
      information when placed over the base illustration.  The Contractor shall film such
      illustrations by first filming each page separately, using a backing sheet for the
      transparent page(s).  The Contractor shall then film the base illustration with the
      transparent page over it, without a backing sheet.  If there is more than one transparent
      page, each successive layer shall be filmed in turn, starting with the transparent page
      closest to the base illustration and working out.  Transparent pages with no text or
      illustrations need not be filmed.
      
      10. Foldouts
      
      Folded maps, charts and illustrations shall be unfolded for filming.  Special care must be
      taken in handling foldouts to prevent new or additional damage.  The Preparation
      Contractor will flag the location of all folded pages, detach foldouts if appropriate, and
      repair or reinforce all damaged or likely to be damaged foldouts so that they can
      withstand handling and filming without further damage. 
      
      Occasionally, foldouts may begin breaking, despite repair.  If the Filmer Instructions
      form indicates that it is permissible to disbind the volume or to let pages break, the
      Filming Contractor may proceed to film a foldout which is breaking, providing it can be
      filmed without text loss.  If the Filming Contractor judges that a foldout cannot be
      filmed without damage, and permission to disbind or let pages break has not been given,
      the Contractor shall contact the Preparation Contractor, who will consult the Project
      Officer for a decision on how to proceed.  If a foldout cannot be filmed without text
      loss, regardless of whether or not permission has been given to disbind or let pages
      break, the Contractor shall contact the Preparation Contractor, who will consult the
      Project Officer for a decision on how to proceed.
      
      The Filming Contractor shall determine whether a foldout can be captured in its entirety
      in one frame or if it must be filmed in sections.  If a foldout is too large to fit in one
      frame, the Contractor shall film it in overlapping sections, moving from left to right in
      successive rows from top to bottom.  There shall be at least a one-inch overlap between
      adjacent sections.  The Filming Contractor shall produce a Foldout Target showing the
      sequence in which the sections will appear on the microfilm (see SOW Part 2, Appendix
      B, p.19-20, Ex.13.4. Foldout target) and film this target immediately preceding each
      foldout filmed in sections.
      
      If a foldout is in good condition, and the opened book and foldout together measure 22"
      wide and 12" high or less, the Contractor shall film it attached, supporting it as
      necessary to keep it flat.
      
      The Preparation Contractor will detach foldouts, regardless of their condition, if the
      opened book and foldout measure more than 22" wide or 12" high.  The Preparation
      Contractor will label each detached foldout with call number, page number (or other
      designation if pages are unnumbered), and, if more than one foldout follows the page,
      its position in the sequence.  Additional information will be noted if necessary to enable
      the foldout to be filmed in the correct sequence.  The Preparation Contractor will place
      all foldouts detached from a volume in an envelope labeled with call number, film
      number, and total number of foldouts.  The Preparation Contractor will also note on the
      Filmer Instructions form under "Film detached foldouts" each page number following
      which a foldout must be filmed, and the number of foldouts which follow the page, if
      more than one. 
      
      The Filming Contractor shall film each detached foldout at the exact place in the
      volume where the foldout was originally bound.  If more than one foldout was bound in
      one place, the Filming Contractor shall film the foldouts in the proper sequence.  After
      filming, the Filming Contractor shall replace detached foldouts in their envelope,
      keeping them in the order in which they were filmed.
      
      If a detached foldout 3.5' (42") by 2' (24") or smaller is too fragile to withstand being
      folded back in half widthwise and flattened, but is flexible enough to be opened out flat
      and refolded, it is considered "fragile" but filmable.  The Preparation Contractor will
      program volumes containing fragile foldouts together on separate reels and flag the reels
      as containing fragile foldouts.  The Filming Contractor shall film volumes containing
      fragile foldouts at oversized camera stands using a normal (12:1) reduction ratio. 
      Fragile foldouts shall be filmed flat, without folding them back. 
      
      If a detached foldout 3.5' by 2' or smaller is flexible enough to be folded back in half
      widthwise and flattened, it is considered to be "regular."  The Preparation Contractor
      will not flag reels containing regular foldouts in any special way.  The Filming
      Contractor shall film volumes containing regular detached foldouts at a regular-sized
      camera stand using a normal (12:1) reduction ratio.  The Filming Contractor may fold a
      regular foldout back and flatten it, if it is necessary to do so in order to clear the camera
      support pillar when positioning the lower portion of the foldout under the camera.
      
      Foldouts which cannot be made strong enough to film or which are larger than 3.5' by 2'
      will be photocopied or cut into sections by NLM.  The Filming Contractor shall film
      photocopied or sectioned foldouts as instructed by NLM.
      
      Occasionally, volumes which contain foldouts which need to be detached are also
      approved by NLM for disbinding.  In such cases, the Preparation Contractor may leave
      the foldouts attached, but will otherwise prepare them as described above.  Once the
      volume has been disbound, the Filming Contractor will follow the guidelines above for
      filming detached foldouts. 
      
      11. Targets
      
      A target is a record containing bibliographic, technical, or other data about a volume
      being microfilmed and the conditions under which it is filmed.  Targets are microfilmed
      with the volume, and thus become part of the film itself.  See SOW Part 2, Appendix B,
      Targets for the specific requirements for all targets and for the proper sequencing of
      targets and blank frames. 
      
B. MICROFILM SPOOLS, BOXES, WRAPPERS, AND LABELS

The Contractor shall supply plastic spools, boxes, paper wrappers, and labels for all microfilm. 
Only required label information shall appear on film boxes.  No Contractor name, logo, or
insignia; sequential reel numbering; or other non-required data shall appear on boxes, wrappers,
or labels.  Boxes, wrappers, and labels to be used on this project must be pre-approved by NLM. 
The Contractor shall provide NLM with copies of the "Photographic Activity Test"
(ANSI/NAPM IT9.16, latest published revision) for the specific plastic spools, boxes and paper
wrappers and labels to be supplied.

      1. Plastic spools

      Plastic spools shall comply with ISO 18902 (formerly ANSI IT9.2) and with ANSI/NAPM
   IT9.16, latest published revision.  Plastic reels shall be free of mold-release agents and
   plasticizers, as specified in ANSI/AIIM MS23.

   2. Boxes and wrappers
   
   The Contractor shall use boxes made of buffered, acid- and lignin-free board no larger than 4
   by 1 5/8" by 3 15/16."  The Contractor shall use buffered, acid- and lignin-free paper
   wrappers held together by button and string ties to keep the film from unwinding.  Rubber
   bands, paper clips, tape, or other fasteners must not be used to confine film on reels.  Boxes
   and wrappers shall meet all requirements in the latest versions of ISO 18902 (formerly ANSI
   IT9.2) and ANSI IT9.11.  
   
   3. Labels
   
   See SOW Part 2, Appendix A, 29-30, Ex.3. Film box labels for diagrams showing label
   placement and format.  Labels shall measure at least 1 1/4" by 3".  On clamshell-style boxes,
   the label shall be placed on the front edge (the edge opposite the hinge) of the film box so
   that the text is right side up and readable as the box is opened.  On boxes with openable
   flaps, the label shall be placed right side up on the non-opening edge of the box which is
   uppermost when the box is turned so that the thumb indent is on the right, facing the user. 
   All labels shall be neatly and firmly adhered to the film boxes.  The label's paper and
   adhesive components shall be strong and long-lasting, but not damaging to the box or
   microfilm.
   
   Lettering on labels shall be in 12 point or larger uppercase type and be of laser-printer
   quality.  Each label shall contain bibliographic information which is supplied by the
   Preparation Contractor.  If the information provided by the Preparation Contractor will not
   fit on the label, the Filming Contractor shall contact the Preparation Contractor for
   instructions.   
   
   Labels shall contain the data elements shown below.  The specific positioning and
   appearance of the data must be pre-approved by NLM.   
   
      a. Serials
      
      
      [FILM NUMBER]
             [SERIAL TITLE, MAY CONTINUE ON THE
          NEXT LINE]
         [NUMBERING; DATE]
      
      ARCHIVAL       [Filmer's name/year/shipment no.]
      
      
      
      
      
      
      [FILM NUMBER]            
         [SERIAL TITLE]
         [NUMBERING; DATE]
      
      
                        Type [xxxx] Polysulfided
      PRINT MASTER   [Filmer's name/year/shipment no.]
      
      
      
      
      
      
      
      
      [FILM NUMBER]
         [SERIAL TITLE]
         [NUMBERING; DATE]
      
      
      
      SERVICE COPY   [Filmer's name/year/shipment no.]
      
      
      
      
      
      
      
      
      b. Monographs
      For multi-part and multi-edition titles, specify the item number(s) and corresponding
      volume / part / year / edition numbering.
      
      
      [FILM NUMBER]           
         ITEM[no.][Vol/part/year/edition]
      
      
      
      ARCHIVAL  [Filmer's name/year/shipment no.]
      
      
      
      
      
      
      
      
      
      
      
      
      
      [FILM NUMBER]     
          ITEM[no.][Vol/part/year/edition]
      
      
                 Type [xxxx] Polysulfided
      PRINT MASTER [Filmer's name/year/shipment no.]
      
      
      
      
      
      
      
      
      
      
      [FILM NUMBER]
         ITEM [no.][Vol/part/year/edition] 
               
      
      SERVICE COPY  [Filmer's name/year/shipment no.]
      
      
      
      
      
      
      
C. INSPECTING FILM AND CORRECTING ERRORS

The Contractor shall identify all filming errors and correct them according to the following
guidelines before shipping film to the Preparation Contractor.  

The Contractor shall inspect microfilm as required below.  Equipment used for inspection shall
not damage the microfilm.  For each camera negative, the contractor shall record all required
inspection data on a form developed by NLM.  (See also SOW Part 2, Appendix A, p.25-28,
Ex.4. Inspection forms).  All data recorded by the Contractor on the inspection forms shall be
legible.

To aid in film inspection, the Preparation Contractor will supply extra copies of all Reel Contents
Targets and Irregularities Targets (see SOW Part 2, Appendix B, p.9-10, 12-13, Ex.5.1. and 5.2.
Reel contents targets and B.9. Irregularities target).  The Filming Contractor shall attach to each
inspection form a copy of the corresponding Reel Contents Target and, if present, the
Irregularities Target.

   1. Technical inspection
   
   For each camera negative the Contractor shall perform a complete technical inspection and
   shall record all findings on an NLM monograph or serial inspection form, as appropriate. 
   The Contractor shall perform a complete technical inspection on a sufficient number of print
   masters to ensure that all print masters meet all technical requirements.  A complete
   technical inspection includes:
   
      a. resolution of the beginning and ending resolution targets
      
      b. maximum density of the beginning and ending resolution targets
      
      c. resolution of additional resolution targets, if present (see SOW Part 2, III.D.2. 
      Rework)
      
      d. maximum density of additional resolution targets, if present 
      
      e. individual image background maximum density readings
      
      f. minimum density
      
   The Contractor shall measure the minimum density of a sufficient number of service copies
   to ensure that all service copies meet the minimum density requirement.  
   
   All technical readings shall be made as described in SOW Part 2, II.C. Density and II.G.
   Resolution.  All individual density readings shall be recorded to the hundredths place.  When
   densities are averaged for a title/reel, the average shall be rounded to the tenths place.  All
   resolution and individual density readings recorded on the inspection form shall represent
   actual readings, not minimally acceptable readings.  If it appears that actual readings are not
   being recorded, NLM will reject the shipment.  
   
   2. Light box inspection
   
   Every camera negative, print master, and service copy shall be inspected over a light box to
   ensure legibility and freedom from the defects listed below.  The Contractor shall also
   visually inspect a sufficient number of service copies to ensure that all service copies can be
   used to produce legible images on a microfilm reader and legible paper copies.  Defects
   defined below as minor shall be noted on the inspection form, but do not require correction. 
   
   The Filming Contractor shall record on the inspection form the total number of splices in
   each camera negative, excluding splices used to connect the leader and trailer.
   
   
   DEFECT:
   ACTION REQUIRED:
   
   
   Film overwound on spool 
   Contact Preparation Contractor for decision on how
   to correct
   
   
   Too many splices in camera negative
   Refilm, unless NLM gives special permission to
   exceed splice limit
   
   
   Illegal splice in camera negative between
   beginning/ending resolution target and text
   Refilm
   
   
   Any splices in print master or service copy
   Reprint
   
   
   Poor splices
   Resplice or refilm 
   
   
   Distance between splices too short
   Refilm
   
   
   Frames irregularly spaced or overlapping    
   Refilm
   
   
   Image centering marks absent, improperly placed, or
   of incorrect size
   Refilm
   
   
   Skewing which affects only an occasional page
   Record defect and its exact location(s) on inspection
   form; note "Minor defect, [filming contractor's name]
   did not correct"
   
   
   Skewing which affects more than an occasional page
   Refilm
   
   
   Tears or nicks
   Refilm or reprint
   
   
   Scratches, gouges, or pressure marks which do not
   penetrate image layer or emulsion or obscure text 
   Record defect and its approximate location on
   inspection form; note "Minor defect, [filming
   contractor's name] did not correct"
   
   
   Scratches, gouges, or pressure marks which penetrate
   image layer or emulsion or obscure text 
   Refilm or reprint
   
   
   Streaks, static discharge marks, or fog marks which
   do not affect text 
   Record defect and its approximate location on
   inspection form; note "Minor defect, [filming
   contractor's name] did not correct"
   
   
   Streaks, static discharge marks, or fog marks which
   affect text 
   Refilm or reprint
   
   
   Dust, dirt, or foreign matter (including slime, gelatin,
   oil, and grease)
   Correct defect by cleaning with approved film
   cleaner and soft cloth; refilm or reprint if cleaning
   fails to remove defect completely
   
   
   Fingerprints on emulsion side
   Refilm or reprint
   
   
   Fingerprints on base side 
   Correct defect by cleaning with approved film
   cleaner and soft cloth; refilm or reprint if cleaning
   fails to remove defect completely
   
   
   Emulsion reticulated (emulsion surface finely crazed;
   dry river bed appearance)
   Refilm or reprint
   
   
   Waterspouts, small crystalline deposits
   Correct defect by rewashing and drying film; refilm
   or reprint if rewashing fails to remove defect
   completely
   
   
   Leaders/trailers too long/short
   Correct
   
   
   Other physical defects
   Contact NLM if unsure whether refilming is required
   
   
   3. Page-by-page inspection
   
   The Contractor shall inspect each camera negative page-by-page using a microfilm reader
   which has been manufactured or modified in such a way that there is no risk of damage to
   the film (e.g. has a gate that opens automatically whenever film is being advanced or re-
   spooled) to identify errors made during filming and shall record all "bibliographic" errors on
   the inspection form, except the special instances described under "n" below which are not to
   be considered errors.  "Bibliographic" errors include, but are not limited to:
   
      a. Skipped pages
      
      b. Detached pages, foldouts, or photocopies not filmed or filmed in the wrong location
      
      c. Text/illustrations which are not captured completely, which are out of focus, or which
      are obscured by shadows (low density areas) or reflections (high density areas), unless
      the Preparation Contractor has noted on the Irregularities Target that the particular
      text/illustration is illegible, damaged, or missing
      
      d. Targets not filmed, targets filmed in the wrong location, incorrect targets filmed
      
      e. Failure to follow special filmer instructions
      
      f. Failure to use backing sheets for holes, missing text, or showthrough when needed
      
      g. Failure to mask images properly
      
      h. Failure to film frames containing text and half-tone illustrations at different exposures
      when appropriate
      
      I. Changing reduction ratio within a reel
      
      j. Presence of foreign objects in a frame
      
      k. When filming retakes, failure to film required frames preceding and following the
      retake.
      
      l. Retakes spliced in the wrong location
      
      m. Volumes/items filmed out of order
      
      n. Problems which are not considered filming errors
      
   For inspection purposes, obscured or illegible text is not considered to be an error unless at
   least one entire word is obscured/illegible, except for obscured/illegible text in the gutter
   (inner) margin.  Text loss in the gutter and gutter shadows which make text illegible are
   always considered to be errors, even if only parts of words are lost or illegible.
   
   For inspection purposes, the Filming Contractor shall ignore bibliographic problems that
   have already been noted by the Preparation Contractor on the Irregularities Target or with an
   in-text target.  If the Filming Contractor identifies a problem which is not listed on the
   Irregularities Target, but discovers that the problem cannot be corrected because it exists in
   the book (i.e. was not caused by the Filming Contractor), the Contractor shall describe the
   problem on the inspection form and note "Problem in volume, [Filming contractor's name]
   cannot correct."
   
   4. Inspecting boxes
   
   The Contractor shall inspect all film boxes to ensure that the label information provided by
   the Preparation Contractor has been printed/typed accurately and that the correct reel is in
   the box. 
   
   5. Other inspection data
   
   In addition to requirements for inspection data stated above, the Contractor shall record the
   following on each inspection form:
   
      a. Shipment number
      b. Reduction ratio
      c. Film number
      d. Volume/part/edition numbering, as it appears on box label
      e. Date(s), as they appear on box label
      f. Total number of frames on reel 
      g. Title, for serials only
      j. "Low contrast," if reel flagged as such by the Preparation Contractor  
      
   Noting camera number, camera operator, and inspector is recommended to aid in tracing
   problems.  
   
   6. Correcting errors
   
   When filming retakes or making other corrections, the Contractor shall follow all filming
   specifications and instructions stated in the contract.  All rework shall receive the same level
   of inspection as original filming.
   
   The Filming Contractor shall not refilm any part of a volume without first checking its
   physical condition and determining if it can withstand refilming without damage.  If a
   volume is likely to be damaged during refilming and permission for the anticipated damage
   has not been noted on the Filmer Instructions form, the Filming Contractor shall contact the
   Preparation Contractor for a decision on whether or not to proceed with the refilming.  
   
      a. Refilming entire volumes/items
      
      When an entire volume/item must be refilmed, to correct out-of-specification average
      density or for any other reason, a resolution target shall be filmed before the
      volume/item.  This resolution target shall be included as part of the retake when the
      retake is spliced into the original camera negative.  (The original beginning and ending
      resolution targets shall remain as is; they shall not be spliced out.)  Resolution pattern
      and maximum density readings for the retake shall be made as described in SOW Part 2,
      II.C. Density and II.G. Resolution to ensure the retake meets requirements.
      
      b. Resolution target errors
      
      Unacceptable resolution or resolution target density may never be corrected by refilming
      only the resolution target and portion of adjacent text/targets and splicing this into the
      reel.
      
      Whenever a resolution reading on a beginning or ending resolution target in a camera
      negative is found to be unacceptable, or whenever the maximum density of a beginning
      or ending resolution target in a camera negative is found to be unacceptable, the entire
      reel must always be refilmed.  
      
      Whenever a resolution reading of refilmed volume/item in a camera negative is found to
      be unacceptable, or whenever the maximum density of a refilmed volume/item in a
      camera negative is found to be unacceptable, the entire volume/item must always be
      refilmed.  
      
D. REJECTED SHIPMENTS

   1. Rejection procedure
   
   If NLM discovers error(s) in a shipment, NLM will delay acceptance the entire shipment
   until all errors have been corrected.  NLM will issue a rejection memo, describing the exact
   reason for the rejection and indicating who is at fault (see SOW Part 2, Appendix A, p.18-
   19, Ex.5. Rejection memo).  When rejecting a reel for a preparation error or bibliographic
   filming error, NLM may give special instructions for how the error is to be corrected.  When
   rejecting a reel for out-of-specification density readings, NLM will indicate the pages on
   which its readings were taken.  If the Contractor disagrees with NLM's rejection, the
   Contractor shall bring the matter to the attention of the Project Officer. 
   
   2. Rework
   
           a. General
   
           For shipments containing rejected reels, only those reels, volumes, and preparation
       materials needed to correct errors will be returned to the Filming Contractor.  The
       Preparation Contractor and Filming Contractor shall work together to determine exactly
       what is needed to perform the required refilming or reprinting.  
   
           If a reel is rejected because of an error which involves a borrowed book, the Preparation
       Contractor will contact the Project Officer or Alternate for instructions before returning
       the borrowed volume to the Filming Contractor.  No part of a borrowed book may be
       refilmed without prior special permission from NLM.
   
           The Filming Contractor shall determine if the corrections specified in NLM's rejection
       memo can be made without exceeding the splice limit.  If the rework cannot be done as
       specified without exceeding the splice limit, the Filming Contractor will contact the
       Project Officer or Alternate for instructions.  
   
           When performing rework, the Contractor shall follow all contract specification for
       original filming and for correcting errors, unless NLM's rejection memo gives special
       instructions for dealing with the problem.
   
           b. Rework inspection and inspection forms
   
           Specific procedures for inspecting rework and recording rework inspection data will be
       worked out between NLM and the Contractor after contract award.  The following
       general guidelines will apply:
   
         I) For rework which requires refilming the entire camera negative, the contractor
         shall fill out a new inspection form and indicate "Rework, entire reel refilmed" on
         the form.  
         
         ii) For rework which requires refilming one or more entire volumes/items in a
         camera negative, the contractor shall fill out a new inspection form and indicate
         "Rework, [volume __ /item __] refilmed."  
         
         iii) For rework which requires refilming only portions of volume(s)/item(s) in a
         camera negative, the Contractor shall note on the original inspection "Rework,
         [specific corrective action taken]" and the new total number of splices (excluding
         those used to attach leaders/trailers).  
         
         iv) For rework which requires only reprinting of a print master or service copy, the
         Contractor shall fill out a new inspection form and indicate "Rework, [print
         master/service copy] reprinted."  The Contractor shall record technical inspection
         data for the new print master / service copy on the inspection form.
         
   3. Filming errors
   
   The Filming Contractor is responsible for all refilming, reprinting of reels, and reinspection
   needed to correct errors attributed by NLM to the Filming Contractor and shall not invoice
   NLM for such rework. 
   
   4. Preparation errors
   
   The Filming Contractor may invoice for rework performed to correct errors attributed by
   NLM to the Preparation Contractor or NLM or for which no blame as been assigned, even
   though the Contractor has been paid for the original filming.  
   
   5. Unacceptable error rate
   
   Because the Contractor is responsible for accurately and thoroughly inspecting their work
   and identifying and correcting all errors for which they are responsible, NLM expects to
   receive shipments containing no filming errors.  
   
   NLM will judge the Contractor's inspection operations to be inadequate if number of reels
   requiring rework due to filming errors in a month exceeds 2% of the total number of reels
   inspected by NLM that month.  If the Contractor's monthly error rate repeatedly exceeds 2%,
   NLM will stop its review of any given shipment as soon as 2% of the reels in that shipment
   is discovered to contain filming errors.  NLM will not complete its review of such a
   shipment, but instead will return the entire shipment to the Contractor for reinspection.  If
   the Filming Contractor repeated delivers print masters which fail to meet specifications,
   NLM will require the Filming Contractor to fill out an inspection form for each print master
   as well as each camera negative until such time as NLM is satisfied that the Filming
   Contractor has resolved the problem. 
   
E. RECEIPT AND RETURN OF SHIPMENTS 

The Preparation Contractor shall send books to the Filming Contractor in batches called
shipments.  There are three types of shipments:  regular, rush, and rework.  The Preparation
Contractor will assign each shipment a shipment number, which indicates the type of shipment,
and a shipment date, which is the date the shipment is made to the Filming Contractor.  The
Preparation Contractor shall include with each book shipment an itemized list of the enclosed
titles with volume/part/year data, total number of books, and total number of envelopes
(containing detached pages, foldouts, etc.)

   1. Receipt of volumes to be filmed
   
   The Filming Contractor shall inventory shipments (regular, rush, and rework) within 2
   working days of receipt and report any discrepancies between the shipping list and the
   shipment contents to the Preparation Contractor and the Project Officer or Alternate by
   telephone immediately.  If there are no discrepancies, the Filming Contractor shall notify the
   Preparation Contractor by fax or electronic mail within 3 working days of receipt that all
   books/reels listed on the shipping lists have been received.
   
   2. Return shipments of books and microfilm
   
   The Filming Contractor shall return all books and microfilm to the Preparation Contractor
   using a reliable shipping agent approved by NLM and shall be responsible for the cost of all
   shipments made to the Preparation Contractor.  The Filming Contractor shall supply boxes
   and packing materials, approved by NLM, for shipping film to the Preparation Contractor. 
   The Filming Contractor shall return only complete shipments to the Preparation Contractor,
   unless the Project Officer or Alternate gives special permission to delete an individual reel
   from the shipment.  
   
   The Contractor shall return all reels of a shipment and the corresponding paperwork as one
   lot.  Incomplete shipments shall not be returned to the Preparation Contractor unless the
   Project Officer has given special permission to do so.  Each film generation shall be packed
   in a separate box.  The Contractor shall enclose in the print master box the shipment's target
   folders, certified methylene blue test results, inspection forms, and a shipping list which
   includes reel numbers with volume/part/year designations, total number of reels, and total
   number of exposures.  The Contractor shall enclose in the service copy box a shipping list
   which includes reel numbers with volume/part/year designations, the number of services
   copies for each reel, and the total number of service copies.  
   
   Within 2 working days of receipt, the Preparation Contractor will notify the Filming
   Contractor by phone, e-mail, or fax that a film shipment has been received.  The Filming
   Contractor shall ship the corresponding filmed books as soon as possible, but at most within
   one week after the Preparation Contractor's receipt of the film shipment has been confirmed. 
   Film and corresponding books must never be in transit at the same time.  The Contractor
   shall include with each return shipment of books an itemized list of titles with
   volume/part/year designations, total number of books, and total number of envelopes
   (containing detached pages, foldouts, etc.).
   
   revised 5/17/01 for contract award.
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   (Word Perfect 6.1)