Exploring

Paper Reproductions

Preservation Photocopying

Photocopying in-house onto permanent durable paper can provide a paper copy of fragile or brittle documents that are not easily usable in microfilm format (e.g., news clipping collections, indexes, finding aids).

In archival collections, preservation photocopies can be used to provide initial access so that researchers can identify which materials they need to see; to reproduce unstable documents (e.g., faxes); to provide copies of valuable documents that should be stored more securely; or to provide surrogate copies for materials that are too fragile to handle.

Traditional preservation photocopying, however, does not provide a master negative from which additional copies can be made, as microfilm does. If the photocopy becomes unusable, the original must be copied again, which can be problematic for fragile or brittle items.

Preservation Facsimiles

The production of preservation facsimiles is an option for brittle books that are heavily used (e.g., for which a paper copy would meet the users' needs better than a microfilm copy). This type of reproduction is normally contracted out to a vendor. Production of a facsimile is appropriate when reprints are expensive or unavailable, duplicate copies are not available, and other editions cannot provide an adequate substitute. Ideally, the item should be filmed as well, either by your institution or another.

Preservation facsimiles were traditionally done using a photocopier, but now they are produced using digital scanning. Items are normally disbound, then scanned and printed on alkaline paper on a digital laser printer. This produces a digital file that can then be used to print additional paper copies in the future without rescanning the originals. Keep in mind, however, that if the digital file should become inaccessible for any reason and the paper copy wears out, the original must be reproduced again, or the information may be lost.