Core Preservation Administration Interest Group

she/her/hers

Hi Moriah,

I can speak offer a brief summary of UIUC's practices, both past and present. Prior to our principle book reformatting vendor going out of business our general policy was to create a facsimile for all in-copyright monographs and small (<10 volume) monographic sets.  The vendor was also able to DFA bind the facsimiles in buckram and label them per our request. Once completed we would review them against the original and send them to our cataloging unit who would catalog the facsimile such that the facsimile would take the place of the original on the shelf and the original would be sent to our off-site storage facility and have its item record suppressed (here's an example of a facsimile in our catalog: https://i-share-uiu.primo.exlibrisgroup.com/permalink/01CARLI_UIU/gpjosq/alma99131013112205899).

The logic behind making the facsimile was primarily twofold:
The digital surrogate files are ingested into HathiTrust, but due to copyright restrictions are not shown in full-text, i.e. the digital content thus mostly acts as a back-up in a TDR rather than an access point.
The original item was, more often than not, disbound to allow for a better scan, so in addition to being embrittled it was also disbound, thus rendering it unusable for patrons. The facsimile therefore provides patrons with a usable, full-text copy and also allows for inter-library loan if needed.

Since then we've had a few previously reproduced items come into the public domain, so the facsimile is sort of just a back-up at that point, but honestly still of use for patrons who prefer a physical version of the content.

Unfortunately our current vendor does not create facsimiles, but I know that we would like to start this process with a separate vendor, utilizing the digital files created by the vendor and providing them to a binding company to print and bind them in order to return to our preferred reformatting policy for in-copyright items.

Hopefully this brief overview is of some use. I am happy to follow up via phone, email (schlaac2@illinois.edu), or Zoom if you, or anyone else, would like clarification.

Best,
Will

she/her/hers