Condition reporting is a fundamental aspect of film preservation, providing a benchmark for the current state of an individual collection item.

These reports enable conservators to assess the effectiveness of preservation strategies and track the deterioration rate of films over time.

The information gathered can be applied to the individual object in question and extended across the collection to evaluate the impact of environmental conditions, storage methods, and the frequency of access on the physical and chemical condition of the films.

Training

Accurate and consistent condition reporting requires careful training.

All staff involved in entering condition data must be well-trained in both the specific use of the reporting form and the process of assessing the film's condition.

All reports must conform to a standard for both the identification of the condition and the degree or level of the issue being reported.

Training programs should cover a broad range of inspection criteria, especially addressing conditions that may be similar to others (e.g., shrinkage versus vinegar syndrome).

When using standardized procedures or tools such as the Image Permanence Institute's A-D Strips, training should incorporate the methodologies described in the standard or manufacturer's documentation to ensure consistency in assessment.

Records of training, including sample documentation, should be kept facilitating updates and ensure staff are up to date with the most current knowledge and best practices in film preservation.

Record keeping

Since condition reports are critical tools in collection management, they must be kept in an accessible, comprehensive, and secure manner:

• Accessibility: reports must be easily accessible to ensure they are used for decision-making and review.
• Completeness: each report must be signed and dated, with clear updates, to ensure the information trail is comprehensive and analysable.
• Backups: as crucial records, condition reports should be safely backed up with duplicate copies stored in a separate location to prevent data loss.

Conditions to note

Condition reports should ideally be incorporated into the film's catalogue record, but few commercial systems provide specific fields dedicated to film condition. Instead, they may rely on general 'Notes' or 'Condition' fields that allow for free-text entry.

While free text offers flexibility, it can lead to subjective assessments, potentially leaving gaps in the identification of certain conditions. A dedicated, separate condition reporting system may be more effective in ensuring the accuracy and comprehensiveness of the report.

Key identification information, including the local ID number, title, reel number, and technical details such as film gauge and emulsion type, should always be included. This ensures that the correct item is being evaluated and documented.

For instance, in the case of a feature film with multiple reels, if one reel has been replaced or damaged, it is crucial to track its condition separately, as its deterioration rate may differ from that of the other reels.

Assessing physical and chemical condition

Once identification is made, the following physical and chemical conditions should be assessed and reported:

Base type

Identifying the base material (e.g., cellulose nitrate, cellulose acetate) is crucial for assessing potential issues such as decomposition and shrinkage.

Wind tension

The tightness of the film wind affects the potential for accelerated decomposition. Tightly wound films are more susceptible to deterioration.

Shrinkage

Measured as a percentage of the original specifications. Cellulose ester-based films, particularly acetate films, will shrink over time, and this process is accelerated by decomposition.

Emulsion scratches

Scratches in the emulsion, whether horizontal, vertical, continuous, or intermittent, indicate handling or machine-related issues that can help assess access protocols, machine maintenance, and staff training.

Base scratches

Like emulsion scratches, these can indicate handling issues.

Image fade

This can be difficult to measure objectively, as fade may progress very slowly. Colour fade may occur rapidly if the film base is deteriorating.

Base decomposition

Acetate films can be tested with specific strips (such as the A-D Strips) for decomposition. In contrast, nitrate films rely on a trained eye to assess the level of degradation.

Physical damage

Physical issues, such as buckles, waves, broken perforations, loose splices, tears, folds, creases, or burned images resulting from projector jams, should be documented.

Water damage

Any exposure to water, either from floods or high humidity, should be noted, especially if it results in mould growth.

Mould

Mould infestations should be assessed for both the extent of damage and the likelihood of recurrence after treatment.

Foreign matter

Visible contaminants such as dirt, dust, oils, rust stains, insect remains, adhesive residues, or decomposition crystals should be documented.

Assessing severity of condition

For objectivity in reporting, a system of measurement is vital. A scale that simplifies the process while avoiding over-complexity ensures consistent assessments.

The Image Permanence Institute's A-D Strips, for instance, uses a severity scale of 0-3 for evaluating cellulose acetate film decomposition.

Simple grids or transparent sheets can also be used to measure the extent of issues like mould or scratches.

Example assessment matrices for common conditions:

Mould coverage:

• Level 0: No mould visible
• Level 1: <10% of surface covered
• Level 2: 10-50% of surface covered
• Level 3: >50% of surface covered

Film Scratching:

• Level 0: No scratching visible
• Level 1: <10% of surface covered, light scratching (e.g., rain marks)
• Level 2: 10-50% of surface covered, surface scratching with no image loss
• Level 3: >50% of the surface covered, deep scratching with image loss

Objective determination scales, such as these examples, are essential for providing a structured and accurate report, ensuring that all necessary conditions are identified and quantified.

Conclusion

Condition reporting plays a pivotal role in film preservation by providing the necessary data to monitor the physical and chemical health of the collection.

Proper training, precise record-keeping, and a consistent assessment process ensure that films are managed and preserved effectively over time.

By using structured reporting systems and objective criteria, conservators can better maintain the integrity of the films, ensuring their longevity for future generations.

References

Meyer, P., Allen, R., & Torres, J. (2021). Condition reporting and its role in film preservation: Standards and practices. Journal of Film Preservation, 44(2), 111–126.

Lucas, G., Edwards, D., & Smith, R. (2020). Cataloguing film condition: Challenges in systematic assessment and long-term conservation. Conservation Materials, 12(4), 92–105.

Brouard, A., Fisher, B., & Chase, J. (2020). Enhancing Accuracy in Film Condition Assessments: Training and Tools for Conservators. Journal of Archival Preservation, 29(1), 55–68.

Newnham, M., & Garvie, C. (2021). Evaluation of decomposition and physical damage in acetate-based films. Journal of Film Preservation and Conservation, 33(2), 39–52.