John,

On Tue, 23 Jan 2001, John Hagen wrote:
> At West Virginia University we feel comfortable with our multiple redundant
> archiving methodology, where we collect the electronic file(s) only.  Not only
> do we regularly back up (and plan to migrate when necessary) our electronic
> files, we also send all ETD submissions to Bell & Howell (UMI) for
> microfilming.  After all, microfilm (silver negative master or positive copy)
> has a proven record similar to or exceeding that of acid free paper, and B&H
> has been committed to preservation of theses and dissertations since the
> middle
> of last century.  Additionally, B&H has a formal arrangement with Library of
> Congress, that, should B&H go out of business, LC has complete access and
> rights to all of the archival microfilm collection.

How many T/Ds does the library at UWV take in a year?  At Special
Collections we take in 850 (+/-) a year.  Did you do any cost
projections?   If so how much did you calculate it would
cost in equipment upgrades, man-hours, and other factors in the
migration of all the T/Ds?  I would like to see the numbers if
you have them.

I agree that microfilming is one of the best ways to archive materials
and improve access. I would think most people would agree that the ability
to read microfilm will still be around 80 to 100 years from now.  I have
not come across many university that only microfilm copies of their T/Ds
and do not have a hard copy.  Microfilm is a back up to the hard copy
which is very durable.  You are now making microfilm the back up to the
electronic copy which I doubt will be as durable as the hard copy.

(snipped)
> the availability of Web resources cited, and even render/include really
> pertinent Web material within the main document or as supplementary
> file(s), in addition to using the linked URL within the main document.

Do you know of any T/Ds in your Electronic collection so far that has
included the Web material within the main document or as supplementary
file(s)?  If so could you please send me the information so I may download
it and view how your University is doing that?  Thank you.


> You should know that initially, we too thought that dual submission of paper
> and electronic was the safe approach, but then we realized the benefits of the
> tried and true microfilming technology would work for archiving most of our
> electronic documents.  Additionally, our master's students benefit from the
> abstract publishing (previously we only sent our dissertations to UMI).  Our
> patrons in the academic community have indicated that they prefer the
> immediacy of having access to the electronic copy on the Web 24/7.  And
> finally, the  Library has saved a tremendous amount of shelf space and
> staff time once  devoted to the housing and maintenance of printed TDs.

ETDs are great for access, on the Web 24/7 I agree it is wonderful for
getting the information out there.  Yes, you have saved on shelf space,
time and maintenance.  I am just not sure it is wise to give up on the
hard copy during the Digital Incunabula.


> We hope that you will consider our archival model when considering the
> implementation of your own ETD program.  Should you have any questions about
> our program, please feel free to contact me.  We do not have all the answers,
> but have confident enough to proceed with ETDs (and encourage others to do so
> as well).  I believe too, that this will be among the hot topics for
> discussion
> at <http://library.caltech.edu/etd/>ETD Symposium 2001, so be sure to attend.
>         - jhh
>

I hope I will be able to attend.

James Beaven
Library Assistant V
Special Collections, Archives, and Thesis Deposit
Purdue University