Collection Management - University Libraries University Libraries Collection Management
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Microformat Policy
Microforms
All microforms purchased should meet ANSI standards for the production, processing, and storage of film as an archival medium.
Before orders are placed or gifts accepted for microformat material, the following points are considered:
(1) format and size;
(2) reduction ratio/reader availability;
(3) film type;
(4) polarity;
(5) print reproduction capability; and
(6) access tools, i.e. printed indexes, magnetic records.


 The chart below specifies present capabilities and preferences for the U of M Libraries.

  Microfilm Microfiche Ultrafiche***
Size 16 mm#
35 mm*
4 x 6" 3 1/8 x 4 7/8"
Reduction ratio
      Average size
      Oversize

12 - 14X on 35mm
16 - 20X on 35mm

20 - 48X
20 - 48X

55X
90X
Film type
      Silver halide
      Vesicular
      Diazo

Yes*
Yes
Yes#

Yes*
Yes
Yes# 

Yes*
Yes
No
Polarity **
      Negative
      Positive

Yes*
Yes

Yes*
Yes

No
Yes*
Printers available 16mm Yes
35mm Yes
Yes Yes [In most instances]

* = preferred        ** = continue titles in previously established polarity

*** = check before purchase        # = currently not purchased

Authority

 

Authority to make purchases for the library collection is specifically delegated to the U of M Libraries in U of M Procedure No. 2D:03:05A.  The purchasing work of the Acquisitions Department is all done in accordance with UM Policy No. 1:2A:11:05 on Conflict of Interest/Personal Benefits, UM Procedure No. 2D:03:05A on University Purchasing Procedures, and Tennessee Board of Regents Policy No. 4:02:10:00 (copies available in the Information Manual).

All the documents created in this process are public records and are subject to regular examinations by UM Internal Auditing staff and unannounced audits by State of Tennessee auditors.  The department maintains all necessary files and records to provide acceptable audit trails for each transaction.

While the department's records are public documents, Acquisitions staff members are expected to defer questions from auditors, reporters, or other outside persons to the Head of the Acquisitions Department, Associate Dean, or Dean of Libraries, unless otherwise instructed by one of these administrators.

Likewise, questions from faculty, students, or outside parties regarding fund allocations, prices of individual titles ordered, etc., are to be referred to these same administrators.

This page was last reviewed 10/19/2010
Please send questions/comments/suggestions to
 Steve Knowlton, Interim Head of Collection Management

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Last Updated: 11/26/13