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Several types of materials should be flagged while processing, including: fragile items and newspapers/clippings, photographs, oversized items, and restricted materials. Use the flag colors noted below to ensure consistency for students and end-processors.
Unstable Documents (Fragile/acidic/brittle/fading)
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Write instructions or notes onto the flag if desired. Use a plastic clip to clip the white flag to the ages pages that need photocopying.
Once flagged, unstable documents will be photocopied (preferably by students) onto acid-free paper to preserve the content. The photocopy may be reduced or enlarged in size if desirable. If the originals are retained (we generally don't retain clippings), they will be separated from the collection during end processing and the photocopy will remain in the original folder.
If an entire folder or bound item needs preservation photocopying, it may be a good candidate for digitization. Discuss this with your team lead. As We currently (as of July 2013, we ) don't have the capacity to digitize material at an individual (below the folder) level.
Newspaper or magazine Clippings clippings
In general, loose newspaper clippings (without substantive annotations) by or about the creator or organization(s) are photocopied and then discarded. However, clippings from newspapers and periodicals which are easily accessible electronically (such as the New York Times, Washington Post, and Boston Globe) can be weeded. Either recycle clippings or return to donor as per agreement.
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Some material may need to be restricted according to the terms specified in the donor agreement. Identify restricted materials with red paper flags. See restricted materials section for more details.