Core Preservation Administration Interest Group

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Purpose: Focuses on both broad and specific preservation issues in libraries. Topics encompass physical collections generally, and occasionally digital preservation issues. We serve academic, public, special, and other types of libraries.

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This interest group is part of Core's Metadata and Collections Section.

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  • 1.  Facsimile creation and cataloging

    Posted Jan 18, 2022 02:08 PM
    Hi all--
    I'm beginning research into our community's current practice regarding the production of preservation facsimiles or whole-item photocopy replacements, especially for brittle books.
    I'm looking to find out how practice is changing regarding the production of facsimiles (do you still create paper facsimiles? when? how?). I'm also very interested in cataloging procedures and how these might differ for monographs and serials.

    So here's the request: if would be willing to talk to me briefly about your local practice in creating and cataloging these types of materials, please reach out and let me know, off-list or on. In return, I plan to summarize any findings and report back.

    Thanks for your time and attention,

    Moriah N. Caruso

    Digital Preservation Librarian

    University of Washington Libraries


    Moriah Caruso
    Preservation Librarian
    University of Washington

  • 2.  RE: Facsimile creation and cataloging

    Posted Jan 18, 2022 04:13 PM

    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:

    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 (, or Zoom if you, or anyone else, would like clarification.


    William Schlaack
    Digital Reformatting Coordinator
    University of Illinois at Urbana-Champaign

  • 3.  RE: Facsimile creation and cataloging

    Posted Jan 19, 2022 11:18 AM
    Thanks for the information, both on and off list! Please feel free to continue to share, if you have the time. It's already obvious that our practices have been shifting over the past 5 years, and I'm hoping many of you can help fill in the gaps so I can learn more.

    I have one request to add: I am interested in cataloging practices for preservation-generated facsimiles, prompted by some proposed changes to our own cataloging procedures. I've realized that it can be difficult to identify preservation facsimiles simply from public catalogs or worldcat, and I'm hoping I could collect some samples directly from this group. So if you've got titles or OCLC# or even catalog links for your recently-cataloged facsimiles, please consider sending a few to me at


    Moriah Caruso
    Preservation Librarian
    University of Washington