TRINIDAD AND TOBAGO. The views expressed are those of the author and not necessarily those of UNESCO.

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1 UNDP/TRI/86/002 Assignment Report Improvement of the National Archives Services FOR INTERNAL USE: NOT FOR GENERAL DISTRIBUTION TRINIDAD AND TOBAGO UPGRADING THE MICROFILM UNIT OF THE NATIONAL ARCHIVES OF TRINIDAD AND TOBAGO by Terence J. Hbury ( ) The views expressed are those of the author and not necessarily those of UNESCO. UNITED NATIONS EDUCATIONAL, SCDENTD7IC AND CULTURAL ORGANIZATION (UNESCO) Paris, 1994 Serial No. FMR/Cn/PGI/94/205(UNDP)

2 UNDP/TRI/86/002 Assignment Report (Ebury) FMR/Cn/PGI/94/205(UNDP) Paris, 16 February 1994

3 TABLE OF CONTENTS Summary I. Introduction II III IV V General Situation Archives Staff and Training Existing Equipment Cameras Recommendations Training in Microfilm Techniques Film Processing Cameras Testing Equipment Training Seminar Guidelines Relating to Policy and Procedure Creating master negative microfilm by fil from the collections Processing Film to Archival Standards Checking Archival Negatives Duplicating from Archival Negatives Objectives of the unit Conclusions and Recommendations Shortfall in Equipment Training Maintenance Contract Use of Policy and Procedure Guidelines Upgrading Cameras Upgrading the Film Processor Recording Experience Stock Control

4 SUMMARY At the beginning of the project, the microfilm unit of the National Archives of Trinidad and Tobago had no trained staff and only basic items of equipment in poor condition. The main objective was to improve the output of the unit to ensure the long-term conservation of historical and other documents important to socio-economic development of the country, by providing security or access copies for consultation or reference. The mission of the specialist has provided staff of the unit with on-thejob training in the proper use of the microfilming equipment which has been provided through the project. In addition, guidelines on the techniques of microfilm processing, quality control monitoring, operation of the unit and equipment have been provided to ensure that the unit can now fulfil its role in the overall process of archival and records management.

5 I. Introduction 1. The following report contains the findings and guidelines on policy and procedures for the operation of the microfilm unit in accordance with Article 1, of the Consultant's Contract with the United Nations Educational, Scientific and Cultural Organization. 2. The instructions for project TRI/86/002 given to Terence llbury (referred to from now on as "the Consultant"), were to co-operate closely with the national authorities, and: Recommend steps which should be taken to upgrade the existing microfilm unit of the National Archives of Trinidad to ensure acceptable archival standards; Develop guidelines on matters relating to policy and procedures for the operation of the unit; Train the staff of the National Archives in the techniques of microfilming; Demonstrate proper use and maintenance of equipment. II General Situation Archives 3. The Consultant identified a very large percentage of 19th Century material in a very fragile state, with brittle paper and evidence of infestation of the collection; mites and other insects were eating holes in the volumes. 4. The newspaper collection was in a particularly bad condition and it was the decision of the National Archives that this collection of local papers should be given a top priority rating for its microfilming. 5. The Consultant also had the opportunity to inspect the archives held in the library at Scarborough. This collection was not as large as the collection in Port of Spain but was stored in controlled conditions, with temperature and humidity being monitored. It was, however, subjected to occasional power cuts. Held within this collection were the unattached Slave Lists covering the first half of the 19th Century. 6. This very important collection showed signs of severe deterioration. Infestation attack was noticeable and the paper was being eaten away. 7. In another collection there was evidence of poor fibre quality within the paper. This has the effect of heavy bleed-through of ink, rendering pages difficult to read. 1

6 This is obviously an important part of Trinidad and Tobago heritage. If action is not taken to preserve this collection, very soon a large proportion will be lost forever. Staff and Training The current staff of the National Archives is as follows: Miss E Peters, Archivist (who was on annual leave). Miss B James, Deputy Archivist. Mr Boswell John (in charge of the microfilm unit) Mr Chandrabally Mohet, Assistant Photographer. Mr Peter Mejas, Conservation Officer, (attended the daily practical sessions the Consultant conducted). Mr John had the benefit of completing a 4 month intensive microfilm training programme in the United Kingdom from October 1992 to February 1993 which was arranged through the British Council. He received practical training at the British Library and the National Library of Scotland. The standard of work, knowledge and practical experience of staff of the microfilm unit at the National Archives was very poor and extremely limited. The staff had been given instructions on how to use and operate the equipment by those responsible for the delivery and installation of the Film Processor, the MCG A.O. camera and the 1 6/35 Duplicator, but these instructions were not conducive to producing acceptable results, although it is possible that there is a case of misinterpretation of given instructions. The processor was being operated at an incorrect speed, chemical temperature, dilution ratios and quantity were all wrong. No consideration had been given to replenishment of chemicals and the staff had no knowledge of corrective actions to take in order to improve the quality of product. RV2 16mm Camera - Filming was currently being carried out using this camera but film was being incorrectly exposed. Again, the staff had no knowledge of corrective action. MCG AO Camera - None of the staff was competent to load film into the camera, or to determine correct reduction ratio and access optimum light levels to achieve the recommended negative background density. 16/35 Duplicator - The staff had attempted to undertake a small amount of film duplication but this had been stopped due to very poor results and lack of knowledge of how to improve the current situation. The Consultant was a little surprised at the lack of practical knowledge Mr John displayed, although the Consultant now understands that he had not been able to 2

7 put much of what he was taught into practice due to the lack of essential equipment at the Archives. 17. The Consultant found that Mr Mohet was a very practical member of the team who could adapt easily to demands made of him. The Consultant began by inspecting samples of the most recent work produced by the unit. It was found to be of very poor quality with evidence that the film had not been processed to recommended standards. Existing Equipment 18. All equipment should be covered by a full preventative maintenance programme, with servicing carried out where necessary by professional servicing agents. Only when this is effected will there be any probability of the unit producing work to recommended standards. 19. Film Processor - The processor, BRAY, was operational but required spare parts. The rubber squeeze lips were in urgent need of replacement. Because of the length of time these items had been in the machine, they were the direct cause of scratching processed film. 20. The Consultant realigned the rubber lips to a point where they were no longer scratching the film, but would not recommend this to be permanent as the level of chemical carry-over is unacceptable. These lips should be replaced at regular intervals, weekly or bi-weekly as determined by film throughput. 21. The Consultant was very concerned that if any major fault arose with the processor it would be very difficult to accommodate a repair, as there were no agents in the Port of Spain area who could or would service this machine. Cameras 22. MRD camera - The focussing projection light was not functioning. The projection lamp mirror and camera head were covered in dust and dirt. The camera head clutch was faulty thus affecting film transport, and rendering the camera unusable. 23. MCG Camera - When voltage tests were carried out a fault within the shutter mechanism was identified. The camera also required a good clean. 24. RV2 Camera - Exposure control settings were incorrect /35 Duplicator - The Duplicator functioned satisfactorily; no remedial action was required. 3

8 Recommendations 26. The serious lack of most basic items of quality control equipment was very disturbing and, in the Consultant's opinion, must involve the purchase of the following items for the ultimate and continuing success of the unit: a. Editing Bench - Complete with light box, film winders and ultrasonic splicer. b. Microfilm Reading Machine - For quality control of first generation master negatives. c. Densitometer - This should be a transmission type designed to measure visual diffuse density according to international standards. d. Step Table - This is a length of film containing graduations of density. A calibrated step table is used as a standard in the calibration of a densitometer. e. Microscope - The microscope used to read resolution shall have a magnification of 0.5 to 1.0 times. Ill Training in Microfilm Techniques Film Processing 27. The Consultant decided to make film processing the first priority and soon discovered that the machine speed selected was processing the film too quickly to allow it to dry when spooling up. A series of tests were conducted to select the appropriate machine speed that would allow the film to leave the processor dry. It was concluded that correct running speed should be set at No The next obvious problem was that the film was not being fully developed or fixed correctly. The Consultant discussed with the staff of the unit the exact strength and volume of chemistry being used. 29. The problem was that ready-to-use chemical solution was being diluted, thus rendering it ineffective. The volume of chemicals displaced in the developer and fixer tanks was recommended at 2.8 litres. The staff of the unit were only putting in 500 m/l. 30. Clearly the chemicals and volume were drastically below the recommended levels. The tanks were filled to the recommended level and chemistry was not diluted. Chemistry temperature was then set at 35 c. 4

9 31. A full range of camera tests were exposed and processed. The results were a vast improvement to what was being processed previously, but were still not quite right. Some chemical fogging was evident. 32. The Consultant instructed the staff to carry out a second camera test and dropped the developer temperature to 30 c. The results were satisfactory giving good background density, with no chemical fog. This represented a major step forward to the quality and performance of the unit as a whole. 33. It was soon evident that no thought had been given to replenishing the chemicals when film had been processed. During processing the action of the chemicals is lessened and must be replenished. It was established that a rate of 100 m/l of developer and fixer should be added after each roll of film processed. 34. The Consultant suggested that a film processing diary be kept and all actions recorded. It would include the following: 1 ) Date 2) Number of films processed 3) When replenishment was added 4) Machine speed and chemical temperature 5) When fresh chemicals were introduced This would enable staff to monitor and control processing helping to ensure consistent results. Cameras 35. The Consultant's next task was to demonstrate correct use of the cameras. The unit has three cameras - a MRD Kodak, MCG Kodak and a RV2 16mm, also Kodak. All cameras are of the planetary type. Before the Consultant began to explain correct camera procedures the opportunity was taken to demonstrate general maintenance skills. 36. MRD Kodak Camera - The focussing projection light on the MRD camera was not functioning. The staff were shown how to remove the cover to identify the problem. It turned out that just general cleaning was required. 37. The projection lamp is reflected through a mirror. This was so covered with dirt and dust it was severely restricting the light. However it only required cleaning. 38. The camera head was inspected, again there was an accumulation of dirt and dust, all these areas were cleaned. The Consultant demonstrated how to remove the camera head from its mounting and inspected the lens. This and the surrounding area were thoroughly cleaned. 39. Another problem identified within the camera head that affected the film transportation eventually transpired to be the clutch. This is a major fault that can 5

10 only be rectified by a fully trained service engineer. The Consultant contacted Harriman Limited to send out a service engineer to repair the fault and was informed that an estimate had been sent to the National Archives over a year ago for the same fault, but had not been taken up. Harriman Limited will send another estimate. 40. It is essential that this camera be repaired as it cannot function in its present state. 41. MCG Kodak Camera - The MCG camera was inspected and again, just required a good clean. A build up of dirt and dust was removed from all areas within the camera head lens area. 42. The Consultant demonstrated how to use and operate the MCG camera starting with the correct procedure of film loading, all staff members practiced this and after the session were fairly proficient. 43. Selecting reduction ratios to accommodate differing sizes of material and correct positioning of the original on the copy board was demonstrated and again the staff spent time practicing this technique. Each member of the archives staff was given a volume, all of differing sizes and asked to select the reduction ratios and correctly position the volume on the base board of the camera. After some prompting all of them were able to carry out this task. 44. Camera tests were then carried out for optimum background density. After processing a fault was evident within the shutter of the camera, every frame had a fogging mark at the top edge of the film. Again, the Consultant contacted Harriman's who could not visit the archives until 6 December Both the 35mm cameras were now awaiting repair. 45. RV2 16mm Kodak Camera - The RV2 camera was in working order and had recently been used by the archive staff. However, film background density from this camera was unacceptable. The Consultant enquired whether or not the exposure control had been moved to increase the exposure. 46. The archive staff had no knowledge of where it was or how to operate it. The adjustment screw was positioned at the rear of the camera revealing a scale of 1-7. A test was made by moving the screw to all the positions along the scale. After processing the test was examined and it was decided that the optimum negative density was at the 1.5 position on the scale /35 Duplicator - The archives staff were next instructed on the basic principles of duplicating. The important points to remember when duplicating is that film must be emulsion to emulsion when loading and duplicating; and that correct light setting must be selected to accommodate different negative densities. It was explained that direct negative duplicate film requires a higher number setting, around 87.5, whereas silver duplicate film would require an average setting of 50. 6

11 48. The staff at the archives began to link up the duplicator and started to run tests. Results were acceptable and a small duplicating programme was initiated to complete a request for the Prime Minister's Office. Of the first 3 rolls completed, the quality of the copy was very good. Testing Equipment 49. Because of the complete lack of any basic testing equipment at the archives, the consultant contacted Harriman's to enquire if permission would be granted to bring along the micro unit staff to use the Densitometer to assess negative background density of film. 50. Harriman's were delighted to accommodate. The Consultant demonstrated proper use of the equipment, and the archive staff were then instructed in its use. Training Seminar 51. The Consultant was invited, along with Miss James, to attend a meeting with Mr Wilkinson, Permanent Secretary at his office in Independent Square. Mr Wilkinson wanted to know how the Consultant viewed the current situation at the National Archives. The Consultant said that he would teach the staff of the microfilm unit the basic fundamentals that would enable them to produce reasonable quality microfilm but could not improve the current situation until essential items of equipment were purchased. 52. The Permanent Secretary then asked the Consultant if he would be agreeable to give a talk on the subject and said he would invite other Library staff from the various libraries in the Port of Spain area. The Consultant gave the talk entitled Microfilm as an aid to preservation in libraries at the National Archives. A lively questions and answer session followed, involving about 25 people. IV Guidelines Relating to Policy and Procedure 53. A stock of spare parts for the equipment should be held at the archives. The consultant left a list of recommended spare parts at the microfilm unit. These items should be re-ordered as they are used. 54. A system should be in place to re-order consumables when a certain minimum level of stock items has been reached to ensure the unit does not run out of vital supplies. 55. The Consultant agreed to write out guidelines on procedures to be adopted when setting up the processor in the morning and closing down at the end of the day, as well as guidelines for all cameras and the 16/35 duplicator. These are step-bystep instructions to act as an aide memoire for the staff operating the unit. These instructions were written in the form of a manual and left at the microfilm unit. 7

12 56. The management of the National Archives of Trinidad should not (as far as practical) allow staff to work on the archives, unless they are trained for the job, as described in section IV "Guidelines relating to Policy and Procedure". 57. The following guidelines are to assist the management of the National Archives by explaining what is required of staff in each area, helping to identify skills and may be used when employing staff, or designing training programmes. a. Creating master negative microfilm by filming items from the collections Understanding the operation of the camera. Understanding exposures and light settings to achieve standard densities from a wide variety of original material. Ability to handle books to minimize damage during filming. Legible handwriting to compile permanent information sheets to identify the film. Dexterity, ability to do a repetitive job. b. Processing Film to Archival Standards Understanding how processors operate, including knowledge of chemicals involved and their interaction. Ability to interpret test results and make adjustments to the processing chemistry to ensure constant standards of film development. Ability to work alone, often in the dark. c. Checking Archival Negatives Meeting standards for density control to ensure that the film is a true and accurate copy of the original. Understanding operation of equipment used to check density, contrast and resolution. Good knowledge of standards, usually gained through camera operation. Ability to handle master negatives without damaging them, ability to splice and edit film. Ability to check accurately film integrity i.e. spot missing pages, etc.. Communication skills, tact, judgement, attention to detail. 8

13 d. Duplicating from Archival Negatives Understanding operation of machinery. Ability to recognize changes in negative density to produce a copy to the standard required. Ability to create records to enable subsequent film retrieval and to label boxes clearly for use in the search room. Dexterity, legible, accurate handwriting. e. Objectives of the unit i. All film must be of uniform density throughout, of even illumination, good resolution and carry sufficient bibliographic information for the user. Background negative density should be in the range of ii. ii. iv. Film processing must be controlled at all times with particular concern to machine speed and temperature of chemicals and washing water. Chemical activity should be monitored at regular intervals using pre-exposed controlled strips. Once initial tests have proved that satisfactory photographic results are obtained, it is important that conditions are kept as stable as possible to prevent variations in the quality achieved. The two main variable factors which affect the consistency of results are exposure and processing. Any correction necessary to cope with different originals should be made by controlling camera exposure and not adjusting the process, which should be maintained as nearly constant as possible. v. Film should be tested to determine the residual thiosulphate content. The methylene blue test should be carried out to ensure the film is washed to archival standards. (The consultant came to an agreement with the Manager at Harrimans that all methylene blue testing of processed film would be free of charge to the archives as long as the archives were willing to pay return postage to the USA where testing is carried out.) 9

14 V Conclusions and Recommendations Shortfall in Equipment Conclusion 58. The archives require a number of essential items of equipment which are necessary for the monitoring and assessment of work produced by the unit to meet archival standards. This was one of the reasons for the lack of any control over production. Recommendation 59. Purchase equipment as specified by consultant in para. 26 Training Conclusion 60. The standard of work being produced by the microfilm unit was of very poor quality. Camera negatives were incorrectly exposed, film processing was particularly poor, machine speed, chemical temperature, levels and activity were all incorrect. 61. The staff awareness of problem solving, operating existing equipment and judgement of quality of product was very limited. 62. There was very little evidence of appreciation of international standards to achieve archival quality microfilm. Recommendation 63. Ensure all new staff are trained in the use of the equipment; monitor quality of results and arrange more training for existing staff if required. Maintenance Contract Conclusion 64. All existing equipment held in the microfilm unit is in urgent need of comprehensive maintenance by professional servicing agents. Only when this is effected will there be any possibility of the unit producing work to recommended standards. Recommendation 65. Purchase a regular maintenance contract with a professional servicing agent. Use of Policy and Procedure Guidelines Conclusion 66. The Archives needed assistance in identifying the qualities required of staff, and training programmes for those staff. 10

15 Recommendation 67. The Consultant recommends that the National Archives give greater consideration to the qualities required of staff engaged in this type of work. 68. The management of the National Archives of Trinidad should not (as far as practical) allow staff to work on the archives, unless they are trained and qualified for the job, as described in section IV "Guidelines Relating to Policy and Procedure". 69. When filming preservation material it is essential to GET IT RIGHT FIRST TIME, it may not be possible to repeat the operation due to the fragility of certain materials. During the filming process of fragile material, there usually results the loss of some of the original information, particularly with books containing brittle paper, therefore the importance of having trained staff is vital to the job. Upgrading Cameras Conclusion 70. Upgrading the existing microfilm unit at the National Archives to enable it to achieve and maintain the quality of output of archival filming specified in existing international standards, requires a modest investment in new equipment and the dedication and co-operation of the staff of the unit. 71. The Consultant was asked about the possibility of replacing one of the existing 35mm cameras in favour of a "Congress Camera" as this camera is used in a few national library establishments within the United Kingdom, and would undoubtedly enhance the quality of film produced. Recommendation 72. The Consultant would recommend caution regarding any decision to purchase a Congress Camera. If the National Archives can be assured of prompt and professional maintenance service, with the guarantee of spare parts being made available without undue delay, then there is a case for its consideration. If however no such guarantee is forthcoming, the Consultant would not recommend its purchase. Upgrading the Film Processor Conclusion 73. The Film Processing machine is not user-friendly and is, when compared with alternative machines, cumbersome and difficult to operate. Recommendation 74. The Consultant recommends that this machine be replaced with a KODAK "Prostar". This machine has a number of advantages over the existing one being used at the National Archives. 11

16 75. The KODAK "Prostar" is user-friendly, it is self-threading, does not require squeeze lips as the design of the film transport system incorporates this function within the processing racks, and if water temperature is within 30 C ± 5, an archival wash is almost assured. 76. Another consideration is that the KODAK Prostar can be serviced in Port of Spain. Recording Experience Conclusion 77. Training and experience are required to operate the Film Processor. Experiences concerning the machine setting and results, both good and bad, should be recorded. The ability to refer to past experiences will help to make more accurate machine settings in the future. Recommendation 78. Start a film processing diary, and record all machine settings and results. Stock Control Conclusion 79. Time was being wasted, or quality reduced when vital supplies ran out or when spares were required. Recommendation 80. The Consultant supplied a list of spare parts for the equipment held at the archives and also prepared a list suggesting the minimum number of consumables in stock for re-ordering. 12