Information materials restoration requires meticulous attention to the acquisition, sorting, and reprographic reproduction of library resources to ensure their longevity and accessibility. Within Kenyan libraries and information centers, effective reprographic services support the preservation and dissemination of knowledge by enabling duplication and repair of fragile or heavily used materials. This chapter focuses on the practical aspects of managing information materials reprography, starting with acquisition projects, moving to sorting procedures, and concluding with methods of reprography and documentation of reproduced items.

3.1 Information materials acquisition

In reprographic work, acquisition means getting hold of the information materials that are to be reproduced or restored. They may come from the library's own collection, from another section of the institution or from a user who asks for a copy. Before any copying is done, the reprographic section must know what has been received, whether it may be copied, and what condition it is in. A library also acquires the supplies and equipment for the service, such as paper, toner, film and spare parts. Example: a college library receives a request from the history department to reproduce a set of old examination papers kept in the archive. The staff first record what was received, then verify that copying is allowed and that the papers can stand the process.

Verify

To verify is to check that the materials received are the right ones, that they may lawfully be reproduced, and that they are fit for the process chosen. Verification protects the original from damage and the library from legal trouble, and it avoids wasting paper, time and equipment on the wrong job. Staff verify before the materials are sorted or reproduced.

Main points to verify:

• Identity of the material: The title, number of pages or items, edition and accession number agree with the request form or list.
• Source and authority: The requester is allowed to ask for the copy, and the owner of the material, such as a head of department, has approved reproduction of restricted items.
• Copyright and permissions: Copying is within what the Copyright Act and the library's copying policy allow. Where the material is protected, written permission from the rights holder may be needed, or the copy is limited to a fair part for private study or research.
• Completeness: No pages, plates, maps or inserts are missing, and the pages are in the right order.
• Physical condition: Brittle paper, loose bindings, fading ink, mould or tears are noted, because fragile items may need a gentler method such as scanning instead of photocopying.
• Confidentiality: Personnel files, examination material and similar records are copied only with proper authority, and copies are handed only to the authorised person.
• Purpose and quantity: The number of copies and the use of the copies are stated and recorded on the request form.

Planning acquisition projects

An acquisition project is planned like any other library project. The library sets objectives that follow its collection development policy, decides which subjects or formats are priorities, estimates the quantity required and fits the timetable to its budget year. Example: a county documentation centre may plan to acquire recent policy papers before the annual budget session, so that the public can reach them in time.

Budgeting and resource allocation

Funds must be shared between buying new materials, subscribing to electronic resources and paying for reprographic supplies and equipment. A library that does not set aside money for toner, film, paper and servicing may find that restoration work stops half-way. Public libraries have to propose these costs in the annual budget.

Vendor selection and procurement procedures

Suppliers are chosen for reliability, quality and price. In public institutions the Public Procurement and Asset Disposal Act sets the rules for tendering and for choosing suppliers, so that the process is open and gives value for money. Quotations or tenders are evaluated against stated criteria, and the supplier chosen is recorded.

Quality control and receipt of materials

When materials are delivered, staff check them against the order or delivery note for correct titles, quantities and condition. Damaged, incomplete or wrong items are rejected or returned to the supplier. Accepted items are recorded in the accession register before they are put to use or sent for reproduction.

Chapter Summary

This chapter focused on the essential processes involved in performing reprographic services within the context of information materials restoration. It began by examining the acquisition of information materials projects, highlighting how these initiatives are planned and implemented to ensure the availability of documents for reproduction. The chapter then addressed the sorting of information materials, emphasizing the importance of organizing documents effectively to facilitate efficient reprographic work. Different methods of reprography were explored through group discussion, providing insight into the various techniques used to duplicate materials accurately and reliably. Furthermore, the chapter covered the generation of lists detailing the information materials that have been reproduced, which is critical for record-keeping and resource management. Together, these topics provide a comprehensive overview of the reprographic service workflow, from project initiation to the final documentation of reproduced materials.