General Information

European Register Of Microform and digital Masters

Reformatting is one way to preserve information printed on brittle paper. The standard method for reformatting still is microfilming. However, important progress has been achieved in digitising according to archival standards. With more institutions willing to refresh their digital masters periodically to keep up with hardware and software development this new technology is playing a growing role in preservation pratice.

The copy of a work that has been reformatted in one place according to agreed technical standards must not be reformatted again anywhere else. To prevent duplication of effort two things are necessary: Information on the existence of the reformatted item and availability of a service copy.

Here EROMM is helping as an instrument to coordinate activities. The European Register of Microform Masters has been set up as an international database accessible online, where information about all works, that have already been reformatted or are about to be reformatted is available. Microforms and other reformatted items, that have been produced to standard by commercial agencies and where service copies of individual works are available, are to be included. Digital masters created for preservation are recorded as well.

The best moment to consult EROMM is just before reformatting a book. While most EROMM records describe already reformatted items some records give information on works that are only about to be reformatted. This increases the chance to avoid duplication of effort in other places.

When preparing a work for reformatting and creating a preliminary record EROMM is checked for the first time. When actually starting to reformat, and this may often be weeks or even months later, EROMM should be checked again. Only if you don‘t hit a record of the work you should proceed to microfilm or digitise your own copy.

In case EROMM shows, that the work has been reformatted before, you may via EROMM order a service copy for your library‘s use (read about the requesting facility). The main purpose is to economise on time and costs. EROMM Libraries and Partners may subscribe to agreements on special conditions on fast and inexpensive delivery of service copies. In addition they can download the record to be used for cataloguing the service copy.

Any users, who wants to use the database, will register first. The EROMM Secretariat will provide user identification numbers, that are protected by password.

In addition to the usual Internet access, which does not require a special workstation software, EROMM Libraries may make use of PICA/IBW workstation software to access the file. This will enable them to download records structured format and to use them for cataloguing service copies they may have ordered via EROMM. For more information please contact the EROMM Secretariat.

A CD-ROM containing the complete set of records from EROMM’s European contributors is on sale. Annually a new edition is being published.

Finally, the EROMM Database is also available for remote querying and harvesting via Z39.50, SRU and the OAI-PMH. These are particularly useful for integrating EROMM data into other information systems. Technical details and connexion data are given here.

Since 1994 the SUB Göttingen with its library computing centre (Bibliotheksrechenzentrum für Niedersachsen) is acting as host for EROMM. The database is run in the PICA system.

Input- and output format is UNIMARC. You can view the minimal record requirements and special tags for information relating to the reproduction. See here for sample records.

Besides the host partners cooperating for EROMM are large libraries with considerable activity in reformatting for preservation and regional or national agencies that collect records from libraries affiliated to them. These libraries will be given access to the database. EROMM aims at exchanging records with other hosts outside Europe, who have built files of master records for the same purpose as EROMM. As early as 1996 an agreement for regular exchange of records was signed with the Research Libraries Group. Since 1998 EROMM is receiving records from LAROMM, a database host, who is collecting data from the Latin-American national libraries.

EROMM cooperates with a number of organisations working in related fields. Foremost among them is the Commission on Preservation and Access, Washington D.C. which lent essential organizational and financial support from the first beginnings of EROMM as a European Union project until the inauguration of permanent services. Close cooperation has been established too, with the European Commission on Preservation and Access, Amsterdam since 1994, when ECPA was formally constituted. EROMM is maintaining contacts to LIBER (Ligue des Bibliothèques Européennes de Recherche) and CERL (The Consortium of European Research Libraries), who promote preservation in their fields of activity.

• Bibliographic records in UNIMARC, that conform to the minimal requirements agreed for the “EROMM record” and that describe all works they have reformatted according to accepted standards.
• Only the EROMM partners are paying a general contribution per year for themselves and their constituency.
• Libraries affiliated to an EROMM partner are contributing a low annual fee only when they wish to use the requesting facility and subscribe to agreements on special conditions for fast and inexpensive delivery of user copies.