In-House Preservation

Overview

This section specifies 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.

Best Practices

Storage

Don’t leave boxes directly on the floor, in case of leaks, flooding, and pests. Boxes should be put on pallets or shelves. Large and/or heavy items (e.g, record cartons or oversize flat boxes) should not be placed above shoulder-level. 

Handling and Lifting

Boxes used in the Archives can weigh up to 40 pounds in most circumstances. 

• 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.

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

Tools and Supplies (that come into contact with distinctive collections)

• Supply stations include a legal and letter size set of folders, subfolders, mylar, flags, erasers, a micro spatula, and rulers. These stations are supplied by Wunsch Conservation Lab and when they are empty we should notify Wunsch to replenish. These are located in 14N-118 basement areas (2 in 14-0710, 1 in 14-0627), 1 at the ASC, and 1 in the 14N-118 mezzanine.

• 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:
  • XXX
• Managing oversize items in flat file storage (map case drawers) and in flat boxes
  • Folder sizes should be consistent
  • Each drawer should only have full or half size folders in them
  • 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
  • The top of the map cases 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 (? still true?)
  • want .020 lig-free
  • make sure folders are folded, not taped
  • 20 pt, heavier stock
• Flat boxes
  • For items smaller than 24 x 36 – have two standard size boxes
  • Flat boxes should not be deeper than 3 inches
  • Drop front boxes
  • Lig-free

Processing considerations

When do we folder?

• Retain all original folders.
• Refolder Pendeflex but keep original title.
• If original folder has noticeable physical weakness replace with new folder.
  • If there is information on the original folder keep it and put it in a new folder.

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 - use 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)

Note these in the description (at file and/or collection level)

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 Disposal decision guide.

Textiles

Textiles should be placed in flat boxes only with other textiles.

Options include:

• Flattening or unfolding minimally (maybe folded in half)
• If object warrants more attention than flattening and fitting in a flat box conservation can put tissue paper in the material
• For large textiles consult conservation
• Use textile boxes that are housed at the ASC

Frames

If easy yes de-frame, if medium use your archival judgment, if difficult it is probably not necessary to de-frame. Final decision is up to the archivist. When considering mat size take into consideration if item can be removed from matting easily.

• Easy to remove = Can do yourself using no to minimal tools. Some frames use hardware that is easy to remove by pushing up or down. It is reusable and de-framing should be easy and cause no damage to the frame, hardware, or the item. The frame can be reused by staff or offered to a free pile in basement, or reuse event in Stata. Most items that are framed in this type of frame should be removed from the frame, foldered, and added to a Paige, manuscript, or flat box.
• Medium difficulty = Frame backing needs to be torn - often cut using scissors or box cutter. With this type of frame it is often difficult to impossible to use the frame again. In most cases we will still de-frame the material.
• Hard to remove = This is if the frame and item are very fragile and de-framing could harm the material, or if the frame is very intricate and it will be very time consuming to remove the frame. In this case the object can be placed in a box and depending on thickness with or without a folder.

Tools for de-framing: You may need scissors, gloves, pliers, and a sharps container. Glass should be separated into a box and when there is a box full contact EHS to remove. See the Disposal Guide for more. 

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 within 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 folder size. For example, use legal size folders and polyester sleeves in legal size boxes or with legal size orientation in Paige boxes.

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. Remove the original label from the Pendeflex and place inside the folder, copy the original title to the folder title.

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.

Keeping workstations clean increases

Recording Preservation Actions

Physical Characteristics and Technical Requirements 

 Processing Information;