Susan Garbarino,LibrarianGiannini Foundation of Agricultural Economics, University of California, Berkeley

AERO conference 2007, Davis CA

Preservation of rare USDA data,

or

How I learned to stop worrying and love microfilm.

Outline of the problem:

The Giannini Foundation Library owns the most complete set of the USDA’s Federal State Market News Service data in existence.

– Daily, weekly, monthly, annual fruit and vegetable price data from 1915-1995

Most of the data (~1100 reels) was on acetate, non-archival quality microfilm which was deteriorating.

– microdots; losing data– brittle film; breaking

Two faculty were interested in using this data for a research project...

Major grant from USDA/Giannini Foundation to study vertical/horizontal integration of fruit and vegetable prices

18 students hired to collect price data from the film—very heavy use for this collection

Clearly, this was important data worth preserving

Needed to preserve the data and make it usable

Digitization not an option yet– wouldn’t preserve the content– difficult to digitize from film – size of the collection is massive; 4000 pages per

reel; digitization pricing was by the page– originals were typed on “onion skin” paper, so

difficult to read digitized versions– just too expensive: $500 per reel (2003 estimate)

Answer: Joint grant from USDA/ Giannini Foundation to put the data onto archival polyester silver halide microfilm

Funding obtained from USDA first, then GF—thank you AERO!

Film the best option for preservation given that the data was currently on film

Preserving film was ~16x less expensive than digitization (2003 figures)

With funds from the faculty grant, we purchased a new reader/printer/scanner, so we can digitize pages on demand

Timeline: or patience is a virtue...

2002-I began working at Giannini and was informed of the need to preserve this rare collection.

2003-Faculty told me they were interested in using this data; we digitized a sample reel and realized we needed to duplicate film instead.

2004-I asked the Giannini Foundation for funding for preservation of the film, but was turned down.

2005-At the AERO conference at NAL I met Charles Parrot from USDA, FSMNS division. I told him we had this data and wanted to preserve it.

2006- I received grant from USDA for ½ of the project funding. I then approached the Giannini Foundation again and this time they said yes.

2006/2007- I completed the project. Selected BMI as our vendor since they were local.

Sample of the data