THE BELOW IS STILL IN DISCUSSION - MAY LINK DIRECTLY TO PRESERVATION DOCUMENTATION

Physical Preservation (Everyday and DIY)

Much of the routine work done during arrangement of materials (LINK) is considered preservation. Archivists house materials in folders and boxes, and handle materials in a certain way, so that they may last a long time.

This section provides information on the boxes and folders commonly used, and examples of specific formats and actions that may need extra preservation attention. These are the actions carried out daily by those processing physical collections. For more information on digital formats see the section on Digital Preservation and for materials that do not fit into the following boxes and folders see Custom Preservation and Conservation.

Want to build in flexibility to these practices - what works now may need to be reevaluated as materials are served to the public or digitized.

Handling and Lifting Best Practices

Lifting and storage: (link to handout)

• Boxes used in the Archives can be up to 40 pounds.

• If a box is heavy, ask a second person to help you lift it, or unload contents into 2 boxes

• Lift with your knees rather than your back

• When lifting and carrying an object hold it close to your body not higher than chest level

• Do not twist while lifting

• Push rather than pull when moving heavy objects

• If space allows do not put heavy Paige boxes on the top shelves

• Know your limits and move only 4 to 6 boxes on a rolling book truck at a time.

• Don’t leave boxes directly on the floor, in case of leaks and flooding. Boxes should be put on pallets or shelves.

Tools and Supplies (that come into contact with distinctive collections) (Jana also has list)

• Standard boxes

• Paige (aka record carton, bankers box) (15” depth x 10” height x 12” width) = 1 cubic foot

• Letter manuscript box (12.25” depth x 10.25” height x 5” width) = .36 cubic feet

• Legal manuscript box (15.25” depth x 10.25” height x 5” width) = 0.45 cubic foot

• Half letter manuscript box (12.25” depth x 10.25” height x 2.5” width) =  .18 cubic feet

• Half legal manuscript box (15.25” depth x 10.25” height x 2.5” width) = .23 cubic feet

• Folders. Avoid reinforced file folders as brittle materials will catch on them and break. If you have them reverse fold them so that the smooth side is on the inside.

• Letter

• Legal

• Oversize flat box

                                        items smaller than 24 x 36 will be placed in boxes

• Oversize flat files at ASC

36 x 48 for items requiring the full size of the drawers

24 x 36 for items that will be stored in half drawer

Oversize material

Oversize material should be placed in flat boxes or the flat files at the ASC.

Flat box sizes:

Managing oversize items in flat file storage (map case drawers) and in flat boxes

Flat file storage in ASC—unit drawers are 36 inches x 48 inches

Folder sizes should be consistent and need to be place in drawers properly

Size guidelines:  two size folders only—(full and half)

·       36 x 48 for items requiring the full size of the drawers

·       24 x 36 for items that will be stored in half drawer

·       items smaller than 24 x 36 will be placed in boxes

Full folders in drawers (36 x 48 folder) should be placed so that the fold is at the back of the drawer so that items do not slip out when the folder is pulled out of the drawer

Tops of the files should be kept clear so that folders can be placed on the top of the files so that they can be safely removed and reviewed.

Folders: vendor recommended by MIT Libraries conservator:  Conservation Resources

·       want .020 lig-free

·       make sure folders are folded, not taped

·       20 pt, heavier stock

Flat boxes:

vendor recommended by MIT Libraries conservator:  Conservation Resources

·       For items smaller than 24 x 36 – have two standard size boxes—16 x 20 is one size

·       flat boxes should not be deeper than 2 inches

·       drop front boxes

·       lig-free

(recommendations of conservator Nancy Schrock,  MIT Libraries, 2013)

Processing considerations

When do we folder?

Retain all original folders.

If original folder has noticeable physical weakness (brittle, breaking edges, stained, smelly, moldy (tag for conservation)

Bindings (books, albums, volumes)

When you encounter books or bound volumes in an archival or manuscript collection they may be foldered and stored “with the spine down (storing a book with the spine up may cause the text to pull out of the binding due to its weight).” (NEDCC)

Scrapbooks, albums, and heavy or oversize volumes should be stored flat. If they fit in a Paige box they can be stored flat in that, but if they are larger than a Paige box they should be moved to a flat box.

Interleaving - switch to using subfolders from conservation

• Newspaper clippings

If processing to a level 3 or 4 archivists may want to interleave newspaper clippings with paper (printer paper is fine), unfolding clippings if they are folded. Depending on the collection it may also be appropriate to move oversize clippings into legal or oversize folders.

• Photographs (prints, negatives, slides)

In general we do not need to rehouse prints, negatives, and slides if they are in original housings such as separate boxes, or envelopes from the developer. We may want to add some preservation measures when they are in a folder with other material that they should be separated from - for example a single negative or print within a folder of newspaper clippings. If processing to a level 2 or 3 and a single photograph is found in a folder, one can create an envelope for the photograph using printer paper that would provide some protection. One could also interleave photographs with paper. If there is one or a few loose slides, they should be put into a slide sheet and kept in their original location.

If processing to a level 3 or 4 it may be appropriate to put prints, negatives, and slides into specifically created sleeves and separate them from the rest of the collection.

• Telegrams

• Anything super fragile or acidic

Transparencies

If transparencies are sticky, moldy, or smelly they should be discarded. Otherwise they can be foldered similar to any other pieces of paper in a collection. Transparencies are heavier than paper and because of this if there are a lot of transparencies they should be housed in manuscript boxes rather than record cartons.

Physical legacy media (substrates that hold digital media)

Metal Fasteners

We do not routinely remove metal fasteners from material, but we may elect to remove them if the fasteners are causing significant damage to the material or to their folders or other housing

If removing staples:

• Use the preservation spatula to remove staples

• Use your opposite hand to support the paper around the staple as you work

• Work on the back side of the paper

• Bend up one prong of staple at a time

• Use the blunt end of the spatula (only use the pointed end to get a troublesome staple started)

• Support the paper around and over the opposite prong when bending the first prong up

• Gently remove the staple from the front side of the paper

For instructions on disposing of sharps, see [LINK TO DISPOSAL]

Folder orientation

The default orientation for folders within boxes is letter size orientation. If there are materials that are larger than letter width and fit into legal size folders, the entire box can be shifted to legal orientation - if you do that every folder with in the box needs to be legal size. Another option, if there are only a few legal size records, is to remove those folders and add to a legal size manuscript box. You will want to note what box they originally were removed from so that they can be intellectually integrated in the resource record.

Folder size must match box size. And all subsequent materials - subfolders, polyester sleeves - must match box size. For example, use legal size folders in legal size boxes or with legal size orientation.

Refoldering Pendaflex (hanging folders)

Many people keep their records in Pendaflex folders in file cabinets. These folders are often letter sized with metal supports that allow the folders to hang in file cabinets. They do not fit into Paige boxes when oriented by letter size. Materials should be removed from Pendaflex folders and put into letter or if needed legal size folders.

Check if fit in letter size doc boxes.

Refoldering Binders

Photocopying material

We do not routinely photocopy original material. In most instances you will either keep the original material or discard it after copying the needed information. Exceptions to this is when there is information on original housing that you want to preserve but the actual housing can be discarded - for example if there is an oversize envelope with a note written on it and you aren’t sure what it means, you could photocopy the note and insert the photocopy in the folder with the material originally housed in the envelope.

Cleanliness of workstations

When not actively working on materials they should be stored on shelves. All materials should be stored in boxes on shelves.

ArchivesSpace Notes - Where to record Preservation actions

links to ASpace guide: Physical Characteristics and Technical Requirements; Processing Information;