One of the most important considerations in making the "in or out" decision is a vendor's level of competence. For example, although a commercial binder may produce bindings quickly at low cost, if the bindings are poorly executed, commercial binding is not a bargain. If a microfilm vendor produces microfilm at low cost but is unwilling to conduct tests to ensure proper chemical processing, and does not meet recognized standards for the production of quality film, then clearly this is not a good avenue to pursue.
The preservation professional must establish performance criteria based on national or international standards and/or the specific performance needs of the library. In examining periodical binding requirements, for example, the binding design must be articulated by the preservation professional based on patterns of use, shelving, storage configurations, and longevity needs. These should be incorporated into a pre-contract document or request for proposal (RFP). The RFP is presented to the prospective vendor, and if the vendor agrees to execute the work in accordance with the RFP, then a contract for services is written up (see RESOURCES). If there are no vendors in the region capable of or willing to respond to the RFP, an in-house operation should be established.
Many large libraries and archives have in-house microfilm operations precisely because the commercial micrographics industry was for many years unwilling to respond to the archival standards demanded by libraries and archives. With the increased use of computer data bases and digital imaging in the business world, however, the micrographics industry's customer base has dwindled, and there is now far more willingness to address the needs of libraries and archives.
The issue of competence applies also to in-house operations. If an in-house unit cannot be staffed by trained staff or there is a lack of appropriate equipment and materials, steps must be taken to upgrade these (see EDUCATION). One of the main advantages of the in-house option is the ability to control the operation and bolster it when needed.
