Preservation of Archival Records

By Mary Lynn Ritzenthaler

Technical Information Paper Number 6 (1990)

Table of Contents

Introduction
Foreword
Preface

I. Holdings Maintenance Procedures

A. Boxes
B. Folders
C. Oversize Records
D. Folded and Rolled Documents
E. Written Notations on Archival Records
F. Dusting
G. Damaged Records
H. Fastened Documents
I. Bound Volumes
J. Scrapbooks and Albums
K. Photographs
L. Preservation Photocopying
M. Unstable Copies

II. Holdings Maintenance Supplies

Preservation of Archival Records
Follow these preservation actions to prolong the life of records and reduce the need for
laboratory treatment by improving the physical storage environment.

Introduction
The National Archives places strong emphasis on holdings maintenance as one important
aspect of a systematic approach to preservation of the materials in its custody. Holdings
maintenance is the term used to describe those preservation actions that are designed to
prolong the useful life of records and to reduce or defer the need for laboratory treatment by
improving the physical storage environment. These actions include replacing acidic storage
materials such as boxes and file folders with materials of known quality that meet National
Archives specifications, improving shelving practices, removing damaging fasteners,
reproducing unstable materials such as Thermofax copies onto stable replacement
materials, and dusting boxes and shelves.
The groups of records selected for holdings maintenance projects are chosen after weighing a
variety of archival considerations, including intrinsic value, condition, and anticipated use of
the records. In some instances it may be appropriate to do no more than rebox, or refolder
and rebox a records series; in other cases, it will be appropriate to carry out the complete
range of holdings maintenance actions. Such decisions reflect the informed judgment of
archivists (who identify and plan holdings maintenance projects) and conservators (who
consult regarding the condition and physical needs of records). The guidelines are intended
to instruct archival staff in a full range of advisable preservation actions short of laboratory
treatment. They are not meant to be hard-and-fast rules but rather a representation of the
best practice for most situations. Common sense will reveal exceptions, as will archival
judgments about the use, intrinsic value, condition, and space available for storage of the
records being considered. The guidelines were developed to supplement training for non-
conservation staff who perform holdings maintenance tasks. They reflect the collective
insights of archivists, conservators, and managers of the National Archives.
When specific questions arise about the appropriateness of a course of action outlined in the
guidelines, or when a situation occurs that does not seem to be covered, staff should consult
the supervisor of the project, who will, if necessary, seek advice from conservators.
Preservation is a partnership; it works best when there is active communication between
archivists and conservators.
Appended to the guidelines is a list of basic materials and supplies needed to carry out
holdings maintenance projects. The list does not include specific brand names or sources,
because vendors do not always stock the same products, and because suppliers may change
the basic composition of items they manufacture. Materials purchased for holdings
maintenance should be evaluated to assure that they meet archival standards.
The following preservation procedures should be followed when implementing holdings
maintenance actions. They will also provide a framework for basic preservation measures
that can be incorporated into arrangement and description projects, preparation of records
for microfilming, and other archival projects.
Preservation of Archival Records:
Foreword
The National Archives, as the keeper of the records of the federal government from its
beginning in 1774, has in its care the largest accumulation of original documents in the
United States. Among the holdings are records on nearly every known recording medium:
manuscript, typewritten, and printed text on paper; engrossed documents on parchment;
printed maps with pencil or pen and ink annotations; manuscript maps on paper, parchment,
and bark; still pictures on paper, glass, metal, and plastic film; aerial photographs and
lantern slides; architectural and engineering drawings and blueprints; watercolor paintings;
motion picture film in black and white and color; sound recordings on nearly every medium
since the copper wire; and machine-readable records from many electronic data processing
systems.
As a result, the National Archives has encountered nearly every conceivable archival problem
in one form or another, whether in the realm of description, preservation, archival control, or
reference. We have learned much from other archives and libraries that have confronted the
same problems and have reported their solutions in the professional literature, and we too
wish to make available to other repositories the results of our experience with particular
problems and their solutions.
Accordingly, from time to time, the National Archives issues Technical Information Papers
(TIPs) describing work going on in its various departments, in the hope that our experience
will be equally useful to others in the profession. Comments on the contents of any TIP will be
welcome. If the TIPs generate dialogue in the profession, they will serve a good purpose.
Don W. Wilson

Archivist of the United States

1988-1993
Preface
Holdings maintenance is the term used by the National Archives to describe a range of basic
preservation procedures designed to prolong the life of archival records by providing a stable
storage environment. The following guidelines provide information on storage containers,
techniques for marking enclosures, methods for storing loose and bound records and
oversize materials, techniques for removing fasteners, and preservation supplies. The
National Archives is committed to improving the conditions under which archival records are
stored and handled, both to meet long-term preservation goals for the safekeeping of
permanently valuable records and to defer the need for expensive laboratory treatment.
The illustrations interspersed through the text were drawn by Elissa O'Loughlin.
I. Holdings Maintenance Procedures

A. Boxes

1. Boxes that are physically damaged (exhibiting such characteristics as broken hinges
or missing flaps) and no longer capable of supporting or protecting archival records
adequately should be replaced with new storage containers. Boxes of unknown or
suspect quality should be tested for pH level and alkaline reserve, to determine
whether they should be replaced with new acid-free or low-lignin boxes.

2. The decision to use acid-free or low-lignin archives boxes should take into account the
nature and value of the records. Some photographic materials and records of high
intrinsic value, for example, should be placed in low-lignin storage containers which
are more costly than acid-free boxes.

3. When records are placed into archives boxes, care must be taken to ensure that boxes
are neither overfilled nor underfilled. If too many records are placed in one box,
damage will occur as they are forced in and out. On the other hand, if there are too
few records in a box, they will bend and slump, and eventually become curved and
distorted. Corrugated acid-free spacer boards should be used in partially filled
archives boxes to keep records upright. (See Supply List )

4. Spacer boards should be folded along the score lines at each end and be positioned in
the backs of boxes so that the folders rest against the flat side of the board; the well
created between a spacer board and the back of a box can be used to store three-
dimensional or bulky items, such as medals or cased photographs, that must remain
with textual files (See Figure 1 and Figure 2.)

5. Records must be placed in boxes that are large enough to accommodate them
without damage. Archives boxes in a variety of sizes and formats are available to meet
the diverse storage requirements of archival records.

B. Folders

1. Loose (i.e., unbound) records that are currently stored in boxes without folders should
be placed in acid-free file folders for support and protection.

2. Folders that are physically damaged and no longer capable of protecting or

supporting archival records should be replaced. Folders of unknown or suspect
 quality should be tested for the pH level and alkaline reserve, to determine whether
they should be replaced with new folders.

3. Records must be placed in acid-free file folders or envelopes that are large enough to
accommodate them safely. The documents must be neatly aligned so they will
support one another. If edges or corners of documents are out alignment of or extend
beyond their filing enclosures, they are easily bent, broken, or torn. Figure 1

Fold the spacer boards along the score lines on both ends. When choosing the score
lines, consider the size of the box (letter or legal) and the number of records that need
support. In some cases two folds will be required at each end, as shown in the
illustration.

Figure 2

Fold the spacer boards so that they take up the excess space in a box and fully support
folders and records. Orient the spacer boards so that the full length of the board rests
against the folders and the folded edges of the board are placed against the back of
the box.

4. Folders and envelopes should not be overfilled, as records packed too tightly will not
be properly supported and protected during handling and storage Also, if filing
 enclosures become too heavy and unwieldy, records may fall out and be damaged; or
they may be handled too roughly in attempts to use and transport them.

5. The original score lines provided on a folder should be used as a guide to limit the
number of items that can safely be placed within the folder; the documents within
should be no thicker than the broadest width (3/4) of the scored folder. Artificially
produced score lines should not be created in an effort to make a folder
accommodate more documents than intended by the folder design. Score lines must
be sharply creased in order to provide a flat edge upon which folders can rest in a box.
When folders are not sharply creased, they tend to slump and curl within a box. A
bone folder can be used as an aid in scoring folders (See Supply List.)

6. Pencils must be used when folder labels are to be handwritten, since most
commercially available felt tip or ball point pens contain inks that are water-soluble,
capable of fading, and acidic, and therefore do not meet archival specifications. They
should never be used on storage enclosures. If permanent notations such as
declassification markings are required by law or regulation, an archivally acceptable
ink should be used.

7. Non-record, loose, acidic inserts (such as cross-reference or withdrawal forms or

blank placeholders) are often left in files of archival records for many years, with the
result that records can become stained and damaged. When encountered during
holdings maintenance projects, such poor quality inserts should be evaluated to
determine whether they are still pertinent. If they contain important archival
information, either they should be reproduced onto archival bond paper, or the
information they contain should be hand-copied onto stable paper or card stock. Staff
should consult with project supervisors before removing, copying, or discarding any
inserts or enclosures. Conservators can assist in identifying stable paper materials
upon which to transfer information.

8. Paper folders or wrappers of unknown quality that were formerly used to segregate
records within file folders should be replaced with archival bond paper. Most
prevalent in this category are folders made of colored paper or Kraft paper. Generally,
colored papers are acidic and contain water-sensitive dyes; various types of Kraft
(brown wrapping) paper are also unstable. Questions regarding the suitability of
specific papers for archival applications should be answered by conservators.

9. Some highly acidic archival records (such as newspaper clippings and telegrams) are
candidates for being copied onto archival bond paper. Alternatives that will achieve
the goal of separating highly acidic materials from records on better quality paper
include placing the highly acidic records in polyester sleeves or within a folded piece
of archival bond paper. Established disposition procedures must be followed for any
records that are identified for duplication and subsequent disposal. Supervisors
should be consulted before any archival records are removed, copied, or discarded.
C. Oversize Records

1. Documents that do not properly fit into their folders, boxes, or other containers
without being rolled or folded should be considered oversize. These include maps,
drawings, blueprints, posters, large ceremonial documents, lengthy petitions, and
other records that may have been previously folded or rolled to allow them to fit into a
particular container, as well as documents whose edges are being broken or curved
because they extend beyond the edges of folders. Oversize records may become
curved, pleated, or otherwise distorted if they are housed in folders and boxes that are
too small.

2. Oversize records may not be trimmed, cut, or sectioned to allow them to fit into
existing filing enclosures or storage containers.

3. When possible, oversize records should be removed from their original containers and
stored flat in folders within map cases or in oversize document boxes that will fit on
existing shelving. Appropriate cross-reference procedures should be followed for
relocated oversize items.

4. Ideally, oversize archival records should be stored flat, without folding or rolling.
However, it is not always feasible to provide separate oversize storage for records that
are slightly larger than the box or container in which they are filed. When the paper is
strong and flexible, it is acceptable to make a single fold in a document to allow it to
fit within its container. Records having high intrinsic value, however, never should be
folded; nor should brittle paper, photographic materials, posters, or original artwork
be folded. Questions regarding safe storage for oversize records should be discussed
with a conservator.

5. Large paper records are inherently awkward to handle and must be specially
supported when they are retrieved in stack areas, made available for research use, or
carried to other parts of a building for photography or other purposes. To reduce the
possibility of damage, they should never be carried loose or unprotected. Satisfactory
supports include oversize, heavyweight folders made from archival corrugated board
that are specially constructed for transport. (See Supply List.) Two people are often
required to ensure safe handling and transport of oversize records.

D. Folded and Rolled Documents

1. Caution must be exercised when handling tightly rolled or folded records, especially if
the paper is weak, stiff, or brittle. If such documents are forced open, they may break
or tear. If records resist gentle attempts to open them, they should be left in their
 folded or rolled state until they can be safely humidified and flattened by a
conservator.

2. Folded documents may be carefully opened flat if the paper is strong and flexible and
if it is clear that the documents will not break or crack along fold lines during the
process of opening them. Folded documents should never be back-folded in attempts
to flatten them. Rather, a document should be opened on a table top and the crease
gently smoothed flat with clean finger tips. (See Figure 3and Figure 4.)

3. No attempt should be made to humidify or press-flatten documents in a records

storage area. Such treatment should be deferred until records can be sent to a
conservation laboratory, where it can be carried out safely with no damage to the
documents. Records that appear to require conservation treatment should be noted
and discussed with archival supervisors.

4. Some rolled documents may be so large that flat storage is impossible. These
documents must be rolled around an interior support, such as a wide diameter acid-
free tube, to prevent them from being crushed, torn, or otherwise damaged. The
rolled document should then be wrapped with acid-free paper or tissue or a piece of
polyester film to provide protection from dirt, light, and handling. The outer wrapper
should be secured with a piece of cotton twill tape that is tied loosely enough to avoid
crushing or crimping the document. Rolled documents should never be placed inside
a tube for storage.

Figure 3

Do not back-fold records along a crease or fold line in an attempt to open or flatten them;
otherwise, weak, stiff, or brittle papers may tear, fracture, or break.
Figure 4
If folded paper records are strong and flexible ease them open on a flat surface. Once they are
open, place them with the peaks of the folds facing up. Then gently smooth out the folds with
clean hands. This technique will not flatten out the paper perfectly, but will permit the
document to be placed in a file folder or polyester sleeve. Do not attempt to open folded
records that resist this gentle action or that are stiff, brittle, or badly damaged Instead, leave
the records folded, and plan to have them humidified and flattened under controlled and
properly supervised conditions.

E. Written Notations on Archival Records

1. No marks or information should be written directly on archival records without

authorization by supervisors.
2. All authorized notations should be written as neatly and unobtrusively as possible, and
they should be enclosed within brackets [ ] to indicate that the information was added by the
archives rather than by the agency or person of origin.
3. Any written notations recorded directly on archival records must be in graphite pencil (no.
2 or softer) and not in ink. Inked notations (and accidental markings) are often permanent
and cannot be removed. Many inks are acidic; others are water-soluble and will bleed and run
when exposed to moisture, such as that encountered in a water-related disaster.
4. If ink is employed to stamp archival records with declassification notices, a non-acidic,
non-bleeding ink should be used.
F. Dusting

1. Maintaining a clean storage environment is an ongoing responsibility that will do

much to preserve archival records. Shelves, archives boxes, and the exteriors of bound
volumes should be dusted as needed to prevent dirt from being transferred to records
during handling.

2. Great care must be exercised when dusting archival records that are brittle, fragile, or
damaged. Bound volumes with loose covers, missing spine pieces, or delaminated
covering material must be handled with special care as well.

3. Before reboxing or refoldering archival records, the exteriors of storage boxes or

envelopes should be dusted with a soft cloth to avoid transferring dirt to documents
during handling.

4. Records that have not been protected by a closed container (such as those in wooden
Woodruff boxes and some steel roller drawers or records resting on open shelves)
should be lightly dusted with a soft brush before being placed in new, clean folders
and boxes.

5. Dust cloths should never be used to surface-clean or wipe textual records or

photographs. Such action will work the dirt into the paper fibers, abrade the surfaces
of photographs, and possibly result in permanent damage. Dust cloths should be used
only for wiping shelves and the exteriors of boxes or similar enclosures and bound
volumes.

6. Documents that are dusty and dirty may be lightly dusted with a clean, soft brush of
the same type recommended for dusting photographs. (See Supply List) Dusting
should begin at the center of a document and extend out across its edges. Only
documents that are in good condition should be dusted. Documents that are brittle or
torn should not be subjected even to light surface dusting, since this action could
cause or aggravate existing damage. Dusting only removes loose surface dirt and
debris that have not become embedded in the paper; records with embedded dirt or
stains that are obscuring textual information should be brought to the attention of a
conservator.

7. Photographs should be lightly dusted with a soft brush before they are inserted in
polyester sleeves. (See section K Photographs, paragraph 2.)

8. The exteriors of bound volumes should be dusted with a soft, dry cloth or brush to
remove surface dirt that could be transferred to the pages during handling. The edges
of volumes also should be dusted with a soft brush, making sure that the pages are
held tightly together so that dirt will not sift into the interiors of volumes.
 9. Shelves should be cleaned before refiling storage boxes and bound volumes. It is
meaningless to dust or replace boxes and clean bound volumes, only to reshelve them
in a dirty environment. When cleaning shelves, work from the tops of shelves or
compartments down to the bottom, to avoid transferring dirt from dirty to clean
surfaces. To expedite dusting, it may be helpful to attach to book trucks small bags
containing a supply of clean dust cloths. When shelves are extremely dirty, a damp
cloth or sponge may be used effectively. Shelves must be completely dry before
records are reshelved.

10. Work areas should be kept clean. Dust cloths must be discarded when they become
dirty, and brushes must be washed with soap and water and air-dried on a regular
basis to avoid transferring dirt from one surface to another. (See Supply List.)

G. Damaged Records

1. Torn or exceptionally brittle records that are encountered during holdings

maintenance activities should be placed in polyester sleeves sealed along two
adjacent edges to protect them during handling and to prevent further damage.
Polyester sleeves must be larger than the documents being placed in them so that the
records are fully enclosed and protected. Two or more sleeves should not be used in
attempts to enclose a large document. Care also must be taken when inserting torn or
brittle documents into polyester sleeves to avoid causing further damage.

Polyester film generates static electricity. Therefore, to avoid alteration or movement

of text or image areas, records containing thickly applied, flaking, or loosely adhered
media (such as charcoal, pastel, or damaged and lifting photographic emulsions)
should not be placed in polyester sleeves.

2. The sleeve should be placed on a clean desk or table before a document is inserted.
Polyester sleeves must not be held in mid-air while documents are being placed in
them. To help minimize the static electricity generated by the polyester film, the top
sheet of film should be raised as far as possible (without lifting the bottom sheet)
while the document is being inserted. When thin, tissue like documents are being
sleeved, it is often helpful to position them on a support sheet of archival bond paper
to help ease the documents into place. The paper support can be carefully removed
after the sleeving operation is complete, or--if the document contains information on
only one side--the support sheet can be left in the polyester sleeve to provide greater
rigidity to the enclosure.
3. Only one single-page document should be placed in each polyester sleeve. If several
pages are placed together in a single sleeve, researchers will try to remove them, and
are likely to cause further damage to already fragile documents. Fasteners should be
removed from multi-page documents that require sleeving, and each page should be
sleeved individually. An exception to the single sleeving rule is presented by batches
of photographs of low intrinsic value that are in good condition; groups of such
photographs may be sleeved together to isolate them from adjacent textual records.

4. If necessary, several polyester sleeves may be fastened together with a staple or paper
clip to maintain records in the proper sequence. If this is done, documents should be
placed within the sleeves so that the fastener comes into contact only with the
sleeves, not the enclosed records.

5. Polyester sleeves should be used only on loose documents. Damaged pages in bound
volumes should be protected by tying or boxing the volumes. Polyester sleeves are
bulky and can damage binding structures if placed within volumes; they can also
function as sharp edges against which vulnerable pages can break as they move and
flex when the volume is handled. Volumes containing damaged pages should be
scheduled for laboratory treatment.

6. Documents should be oriented within polyester sleeves so that the two adjacent
sealed edges are parallel to the left and bottom edges of the document. That is, when
looking at the front of a sleeved document, the top and right edges of the sleeve will
be open. This orientation assures the protection of the document during storage and
handling, and minimizes the possibility of loose fragments falling out of the sleeve.
Similarly, polyester sleeves should be placed in a folder with the long sealed edge
positioned at the bottom of the folder.

7. Damaged records should be noted in accord with appropriate record keeping

practices in the custodial unit, withheld from research use when necessary, and
scheduled for conservation treatment.

8. Under no circumstance should various types of so-called archival or office pressure-

sensitive mending tape be used to effect repairs. These tapes do not meet
conservation standards. Pressure-sensitive tapes disfigure and damage records. While
the aging behavior of different pressure-sensitive tapes vary, they frequently become
discolored, cause inks to bleed, stain records, and locally embrittle or transparentize
records. Removing pressure-sensitive tapes is not always possible or satisfactory
because of the way in which the adhesive ages, the sensitivity of the media to the
solvents required during treatment, or a combination of factors.
H. Fastened Documents

1. No attempt should be made to separate documents that are held together by paper or
wax seals or wafers, or that are adhesively attached with lines or dots of paste or glue.
If such items must be separated to allow for the safe handling, use, or filming of the
records, they should be sent to a conservation laboratory where the removal can be
accomplished safely without damaging the surface of the paper or losing written
information. In some instances, a seal or wafer is integral to the integrity of a
document and may contain important information and, therefore, should not be
removed.

2. Ribbon lacings or ties, which historically were used to unite sheets of paper and are
sometimes associated with paper or wax seals, should not be removed.

3. Metal slide fasteners (with a prong base, compressor, and two slide locks-such as Acco
fasteners), office-quality paper clips and staples, rubber bands, spring or binder clips,
straight pins, colored cloth tape, and similar devices used to unite permanently
valuable archival records should be evaluated from a preservation perspective. Such
fasteners often cause physical or chemical damage to records and should be removed
when appropriate. Fasteners should be removed when records have high intrinsic
value or are brittle, or when the fasteners have deteriorated and are causing obvious
damage to records. Many metal fasteners rust, causing permanent staining and
weakening of paper. Bulky fasteners, such as spring clips, can distort paper records
and keep them from lying flat. Weak paper can break when it is flexed against the
sharp, rigid edges of slide fasteners, paper clips, and similar devices, which function as
cutting edges. Rubber bands lose their elasticity over time, become hard, and adhere
to the surface of paper. Red cloth tape, often used to tie or wrap bundles of
documents, can cause edges of brittle or weak paper to break; the red dye in the tape
is also very water-soluble and can cause permanent staining of records in the event of
a water-related disaster.

4. Stainless steel paper clips are the preferred fastener for holding archival records
together, if the paper is strong and will not suffer from the pressure of the clip. If
stainless steel paper clips are used, small strips of archival bond paper (ca. 1" wide
and 3" long) should be folded in half and placed over the top edges of the documents
to serve as a support for the paper clip. ( See Supply List.) Paper clips may be
positioned at various points along the upper edge of documents, to avoid excess bulk
at corners and the lopsided distortion of folders. Plastic paper clips, though often
made of a stable plastic, should not be used because they clamp too tightly and exert
too much pressure on weak paper; they also break easily.

5. Non-corrosive, rustproof staples are acceptable in instances when paper records are
strong and flexible. They should not be used on records of high intrinsic value or on
 records that are weak and brittle. Staples create small puncture holes in documents
and since staples are removed and replaced periodically for photocopying or other
purposes, a large number of holes can result, with the effect of weakening the paper.
When staples are used, they should be positioned through strips of archival bond
paper as described above, to help support and protect the documents.

6. Strips of archival bond paper serve a useful function in addition to the primary goal of
protecting weak paper. Use of the strips in conjunction with a fastener signifies that
the paper clip or staple employed meets archival standards and does not have to be
replaced. This becomes increasingly important with the passage of time as
institutional memory fades, since it is often impossible to differentiate between office
and archival quality fasteners on the basis of visual inspection.

7. In some instances, paper records are too fragile to safely bear the pressure of either
paper clips or staples. In such cases, groups of records should be maintained together
through the use of folders or folded interleaving sheets (made of archival bond paper)
placed within folders.

8. Fasteners should never be placed on photographs, posters, or original artwork, as

they can permanently damage the image layer.

9. In some instances, fasteners, such as grommets, may be so firmly embedded in the

paper that it is best to leave them in place. Attempts to remove such objects may
result in a great deal of damage to the surrounding paper. If embedded or strongly-
adhered fasteners must be removed for microfilming or other purposes, the records
should be sent to a conservation laboratory where removal can be effected safely.

10. Great care must be exercised when removing old fasteners to avoid damaging paper
records. Fasteners that have rusted or become strongly adhered to paper surfaces
must be gently lifted; before removal, the line of contact between the paper and any
encrusted rust must be broken. (See paragraph 13.)

11. When removing fasteners, the document should be fully supported on a table, and
one hand should be placed on the document to hold it in position and support the
paper while the fastener is being removed. If the procedure is conducted in mid-air,
documents are likely to be torn and damaged.

12. Staple removers should not be used on fragile or brittle documents, as they easily
remove an entire weak or brittle corner with the intended staple. A staple remover can
be used with care, however, on paper that is strong and flexible; this is often a
practical necessity when faced with masses of archival records needing processing.
When using a staple remover, the document must be supported flat on a tabletop. The
staple remover should be used from the back to lift the shanks of the staple. Once
opened, the staple should be carefully removed from the front.
13. A microspatula should be used to remove fasteners from documents that are weak,
thin, or brittle. Working from the back, a microspatula can be used to carefully lift the
shanks of staples or similar metal fasteners, as well as paper clips. (See Figure 5.) As a
precaution, it is advisable, when possible, to slip a small piece of polyester film under
the staple before removing it, to prevent the microspatula from slipping and cutting
into the paper. Encrusted rust, which could impede removal of a fastener, should be
removed mechanically if possible, carefully using a microspatula to gently chip away
at the rust to break the line of contact with the paper. Hardened and encrusted rubber
bands also can be removed in this fashion. Any flicking or lifting motion to remove
encrusted particles from the surface of paper must be undertaken very cautiously to
avoid tearing the sheet or skinning the surface of the paper.

Figure 5

When removing staples, keep the document flat on a table surface and do not allow it
to hang over the table edge. Hold the document firmly in position with a clean hand to
keep it from shifting. Working from the reverse of the document, place a small strip of
polyester film under the staple to protect the surface of the paper from being torn or
abraded. Carefully insert a microspatula under one shank of the fastener and gently
lift it. Similarly, lift the other shank. Then turn the document over and remove the
staple. Place the staples removed in a small container to prevent them from
inadvertently puncturing other documents.

14. Paper cups or similar receptacles should be used to collect all fasteners as they are
removed. This practice prevents accidental damage that may result if records are
placed at a workstation covered with fasteners and miscellaneous debris.
I. Bound Volumes

1. Minimally bindings that are broken or weak should be tied with white, flat, cotton twill
tape to keep the covers and spine pieces from being separated from the textblocks. A
volume should be tied so that the bow or knot is positioned across the fore edge
(opposite the spine) rather than on the front or back cover, so that the resulting
"bump" will not interfere with good shelving practices. The volumes should be tied
securely (but not so tightly that distortion results), with the tape flat as it wraps
around the volume. The cotton twill tape should be tied so that it can be easily untied
(without being cut) and reused. (See Figure 6.)

2. Boxing is an alternative for damaged volumes that provides greater protection than
does tying. Bound materials that are valuable and/or in poor condition should be
scheduled for boxing and/or repair. A variety of phased and drop-spine boxes can be
constructed or purchased, the type of box depending on the value and condition of
the bound materials. Supervisors should be consulted regarding the need for
laboratory treatment or boxing of bound records.

Figure 6

3. Tie weak or damaged volumes with white cotton twill tape as an interim preservation
measure. Roughly measure the twill tape by eye so that it is approximately twice the
length, width, and thickness of the volume. Wrap the twill tape around the length of
the volume, cross it over on itself on the front or back cover, wrap it around the width
of the volume, and then tie it across the fore edge. Tie the twill tape securely, but not
so tightly that the volume is distorted or crimped at the edges. Make sure that the twill
tape lies flat on all binding surfaces.

4. Ideally, large, heavy volumes should be shelved horizontally rather than vertically, as
this method of storage provides greater protection and support for textblocks and
 binding structures. When possible, shelves should be adjusted so that oversize bound
materials are stacked no more than three or four volumes high, depending on their
thickness, to expedite safe retrieval and reshelving and to avoid the possibility of
stacked volumes toppling. Oversize volumes in poor condition and those having high
intrinsic value should be given priority for flat shelving.

5. Non-record, loose, acidic inserts such as place markers or cross-reference forms are
often left in bound volumes for many years, with the result that text pages can
become stained and damaged. When encountered, such inserts should be evaluated
to determine whether they are still pertinent. If they contain important archival
information, either they should be reproduced onto archival bond paper or the
information they contain should be hand-copied onto stable paper or card stock. Staff
should consult with supervisors before removing, copying, or discarding any inserts or
enclosures.

6. When bound records are dusted, textblocks should be held tightly closed to avoid
damaging page edges or working dirt into the interior of the volumes.

J. Scrapbooks and Albums

1. Scrapbooks and albums should be boxed and stored flat on shelves. Given their
structure and the techniques used to mount items, scrapbooks and albums are often
bulky and do not close tightly. For this reason, boxing is important to keep dust from
sifting into the volumes. Flat storage also will keep loose items from falling to the
bottoms of volumes, where they could become bent and damaged.

Items that have become detached from scrapbook and album pages may either be
placed in polyester sleeves and retained loose in their original file location or referred
to a conservation laboratory for treatment. Loose items should not be re-adhered by
archival staff using glue sticks, pressure sensitive tapes, or any other adhesives or
fasteners.
K. Photographs

1. Photographic materials (prints and negatives) that are to be retained within files of
textual records should be placed in polyester sleeves. While good quality paper
envelopes and sleeves provide appropriate storage for photographic materials in
many situations, polyester film is more suitable in instances where photographs
interfiled with textual records will be provided to researchers without gloves or other
handling or viewing aids. Polyester film enclosures allow immediate visual access to
images without the need for researchers to remove photographs as they must do from
opaque paper enclosures. Polyester film also serves as a good barrier between
photographic materials and adjacent textual records in the same file. The likelihood of
photographs ferrotyping (i.e., taking on shiny patches, which sometimes results when
gelatin comes into contact with a smooth surface under conditions of high relative
humidity) in polyester film enclosures seems to be more a theoretical possibility than
a reality in practice and the benefits of polyester film far outweigh the potential
problems.

2. Ideally, each print or negative should be placed in an individual sleeve, and prints and
negatives should be filed separately. See also section G, Damaged Records, paragraph
2.) Before they are sleeved, photographs should be lightly dusted with a soft brush.
However, damaged photographs or those in poor condition (torn, with lifting
emulsions, etc.) should not be dusted.

3. Written notations on prints should be kept to a minimum. Any written notations that
must be made on paper prints should be lightly recorded on the back (in the border
area) with a soft graphite pencil (no. 2 or softer). No attempt should be made to mark
film negatives; rather, identifying information should be written on filing enclosures
before the negatives are placed inside. Given the fact that it is not possible to write on
polyester film, such sleeves containing negatives may be placed within paper
envelopes, upon which necessary identifying information may be written in pencil.

4. Fasteners used to affix photographs to one another or to textual records should be

removed to avoid damaging emulsion (i.e., image) surfaces. Once photographs have
been placed in polyester sleeves, they normally can be attached to paper records, if
necessary, using stainless steel paper clips. In such cases, the photographs should be
positioned within sleeves so that paper clips do not exert pressure on them.

5. No attempt should be made to remove photographic prints from mounts, backings, or

similar supports.

6. Glass plate negatives, cased photographs (such as daguerreotypes), and other fragile
or vulnerable formats require careful storage to protect them from damage or loss
and to keep them from damaging adjacent paper records. A photographic conservator
 should be consulted regarding storage and handling requirements of various
photographic materials (including cellulose nitrate and cellulose diacetate negatives
and color photographs), as well as for assistance in identifying unknown photographic
media.

L. Preservation Photocopying

1. Systematic paper-to-paper copying of series or groups of archival records for preservation

purposes should be made on electrostatic copy machines using archival bond paper.

2. Caution must be exercised to ensure that records are not damaged, torn, or broken during
photocopying. In most instances, loose archival records should not be run through automatic
feed devices; records that are in poor condition (which generally will be the case when
preservation photocopies are made) and/or on tissue stock are especially vulnerable in such
situations. Damaged or fragile records that have been placed in polyester sleeves for physical
protection should not be removed from sleeves before they are photocopied. Fasteners
should be removed before copying to avoid having corners or top edges break off as pages are
repeatedly folded back. Bound volumes should not be forced flat on copying surfaces; if
bindings or their contents will break or suffer damage during electrostatic photocopying,
another copying method should be chosen, such as still photography or microfilming.

3. No attempt should be made to copy oversize records and bound volumes on photocopy
machines with small copying surfaces. Records will be damaged as they are manipulated to
piece together a complete image. Other options, including still photography, microfilming,
and photostatting, should be explored for copying oversize records.

M. Unstable Copies

Many early reproduction processes are unstable because of the quality of the paper stock
used, problems with the inks and chemicals used during processing, and poor fixing of the
image to the paper. Archival records created by Thermofax, Verifax, mimeograph, ditto, and
early xerographic processes are often very fugitive and should be copied onto archival bond
paper. Consult a conservator or photographic technologist for assistance in identifying
copies created by various processes.
II. Holdings Maintenance Supplies
Supplies required for carrying out holdings maintenance actions are listed below, along with
brief descriptions of their intended use.

• Paperboard, polyester film, and similar supplies should be subjected to ongoing

quality control review.

When the term "acid-free" is used in the holdings maintenance guidelines, it is merely for the
sake of convenience in describing such items as boxes and file folders; in fact, pH level is just
one of many characteristics defined in specifications for archival supplies.
The commercial availability and composition of products used for preservation purposes
change over time. Therefore, it is important to monitor, test, and make available supplies
that are safe for use with archival records in performing holdings maintenance and other
preservation work.
Archival Bond Paper
For use in preservation photocopying, as interleaving sheets, as well as for tabs or cross-
reference forms that are placed within files of documents or bound volumes. Also to be used
as pre-cut protective strips to be positioned as a support under stainless steel paper clips and
rustproof staples.
Bone Folders
Smooth, thin tool made of bone with tapered or pointed ends, used to make strong creases in
file folders.
Brushes, Dusting
Suitable for dusting the exteriors of bound volumes, as well as enclosures that have been
stored in open containers. Such brushes also may be used to dust shelves and archives
boxes, but dust cloths are more effective in trapping dust in such situations. Stiff bristled
brushes should not be used to dust the surfaces of paper records or photographic materials
since they may damage records, force the dirt into paper fibers, and/or abrade fragile
surfaces. Dusting brushes must be washed on a regular basis. (See Brush Care.)
Brushes, Photographic
Soft-bristled brushes designed for lightly dusting the surfaces of photographic prints and
negatives before they are placed in storage enclosures. Brushes used for dusting
photographs should be reserved solely for this purpose and not used on other archival
materials.
Photographic brushes also may be designated for use in lightly surface dusting archival paper
records. Brushes that are used for paper records should not be used on photographs.
Brush Care
Only clean brushes should be used when dusting archival records, to avoid simply
transferring dirt from one surface to another. Since brushes will become dirty quickly when
used with dusty records, a supply of several clean brushes should be kept on hand so that a
fresh one is available when needed. Brushes should be washed as often as necessary, either
in plain water or with water and a mild soap. Brushes should be rinsed thoroughly (especially
if soap is used) and hung to air dry. Brushes must be thoroughly dry before they are used on
archival records.
Corrugated Folders (acid-free)
For use in handling and transporting oversize archival records. Such folders are lightweight
and also provide rigid support. They can be fabricated in sizes up to 4' x 8', using gummed
linen tape to hinge the two pieces of corrugated board together.
Cotton Gloves, White
Recommended when working with dirty materials, and to protect hands from paper cuts.
Gloves also should always be worn when handling and sleeving photographic materials to
avoid fingerprints, which permanently damage photographs. Gloves should be changed as
soon as they become dirty to avoid transferring dirt to archival records.
Cotton Twill Tape, White (1/2", 3/4", 1")
To be used in tying bound volumes that are damaged or weak and to keep covers and spine
pieces from being separated from text blocks. The width of twill tape selected should relate
to the size of the volume being tied; 1" (or wider) tape should be used for large, heavy
textbooks.
Cotton tape should not be used to tie bundles of loose paper records or rolled documents,
since it can easily break, tear, or damage edges of unsupported records. Colored cloth tape
should not be used with archival records due to problems associated with unstable dyes.
Dust Cloths
For dusting archives boxes, the exteriors of bound volumes, and shelves. Dust cloths should
not be used to wipe or dust the surfaces of loose paper records, photographic materials, or
pages in bound volumes.
Dust Masks
Recommended when working with particularly dirty records, especially for people bothered
by dust.

Ink
Ink that is not acidic, does not fade, and is not soluble in water should be used if the
permanent marking of records is authorized. Pencils are recommended, however, for most
archival applications, including writing notations on file folders and boxes.
Microspatula (stainless steel)

Thin and flexible spatulas that can be used to remove staples and similar fasteners.
Paper Clips (stainless steel)
To be used in conjunction with protective strips of archival bond paper, and then only when
the documents are strong and flexible. Stainless steel paper clips should be used as the
fastener of choice if records of high intrinsic value must be held together. Office or
commercial quality paper clips readily rust and should not be used on archival records.
Conversely, given the expense of stainless steel paper clips, they should only be used on
archival records, not for office applications.
Polyester Sleeves
For enclosing and protecting fragile, brittle, and/or torn documents, as well as photographic
prints and negatives that are filed among textual records. Sleeves with two adjacent sealed
edges (L-sleeves) are recommended to maximize safe insertion and removal of fragile
records.
Plastic enclosures or sheet protectors of unknown origin (that may have been used by the
agency or person that created the records) should be tested, since many plastic materials are
unstable and can damage records.
Spacer Boards
To be used in partially filled archives boxes to keep records upright. Constructed of acid-free
corrugated paperboard, the spacer boards are designed to fit standard letter and legal size
archives boxes. There are score lines on each end of the board; folds should be made as
necessary, depending on the size and contents of a box.
Staples (non-corrosive, rustproof)
To be used when paper records are strong and flexible. Staples should not be used on brittle
paper, and they are not recommended for use on archival records of high intrinsic value
because of the punctures they make. A small strip of archival bond paper should be folded in
half and placed over the top edges of the records to be attached before applying the staple.
Office or commercial quality staples should not be used on archival records.
Storage Containers
Archival storage boxes, file folders, envelopes, boxes and enclosures that meet archival
specifications are available in standard as well as specialized sizes and formats to meet the
storage requirements of a wide variety of archival records.