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It is important to collaborate with the end processor on the orientation of a collection before you begin processing, so you don't waste time or supplies having to redo work. The first thing to do is check in with the end processor about what kind of boxes you should use. Be sure you understand how to label the boxes and the folders, no matter what the configuration. It may be especially important to collaborate on existing or hybrid level collections that are being enhanced or redone. For example, the Hofer inner office has flat files full of various non-standard sizes of folders that don't follow conventions for sizes or locations. When uniquely processed collections like this need to be re-housed, there are considerations about where to shelve, what becomes of remaining material that will one day need re-shelving, what might be a good use of the unconventional drawer sizes, perhaps to solve some other unrelated housing concern, what size supplies to use, etc. in order to make the collection more standardized and accessible according to our current conventions. Once the basic wishes of the curator are known, it is best to simply inform and hand over the housing for the end processor to "preprocess" the material in the most concise way possible, and get it shelved in accordance with some previously, and some newly-established shelving practices. Having the end processor do the preliminary work makes things simpler for everyone.
Boxed Collections - Procedures, Warnings, and Tips
- Upright Boxes
- Flat boxes
BOXED COLLECTIONS - PROCEDURES, WARNINGS, AND TIPS
Boxed collections are housed in two different ways. Either they are in acid-free file folders with a reinforced tab that stand upright inside legal-sized flip-top document boxes, or they are in 2-flap acid-free folders without any tab that rest flat in a box with an attached lid (called a clam-shell box) or a removable lid box (slightly shorter) which we call a "metal edge box". Most often, collections that present few special housing considerations and are not frequently used are stored upright and sent to HD.
- FLAT BOXES
- UPRIGHT BOXES
BOUND VOLUMES (boxed)
Usually shelved upright, some collections consist of annotated books, diaries or pamphlets. The difference between a collection of bound volumes and a single item bound volume is that the single item will not have an ArchivesSpace finding aid. Not all such collections will require a box, especially if they will stay onsite. For some collections of smaller/thinner/more fragile pamphlets, choosing a box will depend on the thickness and overall size of the items. Sometimes these fit well in custom folders within a document box,. About 20 regular letter or legal-sized folders can be cut by the end processor with the guillotine cutter to the size of the shorter dimension. These will face the end of the box that has the label on it. You should have the end processor assess the collection before you begin. See End processor's guidelines.
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Photographs can be housed either flat or upright, according to their condition and the individual requirements of the collection. Often, also, collections that are mainly papers are housed upright unless they have certain preservation concerns. Bound volumes can often be successfully stored upright on their spines inside flip-top document boxes. In fact that can be a strategy for storing volumes with inserts that overlap the size of the boards. If enough pressure is created by the use of spacers so that the volume doesn't move around inside the box, it can keep the inserts from touching the edges of the box. The end processor can provide assistance with such things.
The basics : use the right size folder
Upright document boxes have a flip top and come in both letter and legal size. There are folders that fit the width of each box. They fit the height too, but that is often not the most important concern, since gravity keeps things from falling out of the folders, as long as they are handled correctly. Flat boxes come in various sizes that are standard to our unit. The basic "regular" flat manuscript box has an attached lid (clamshell style) and a drop-side. Beyond that, is a slightly shorter box with a full removable lid and a drop side. In fact all our boxes have a drop-side, except in rare cases where certain items might be prone to fall out.
The basics : orient folders correctly in box
Box inside of box - objects - ask the end processor
- BOXES SHELVED UPRIGHT
- folders
- bound volumes
- BOXES SHELVED FLAT
- folders
- bound volumes
Anchor upright upright
I. End-processing an upright collection.
| upright | |
| upright |
APPLYING SELF-ADHESIVE LABELS TO ACID-FREE FILE FOLDERS
Position manuscript material away from the reinforced tab of the file folder.
Work slowly so label doesn't accidentally adhere to manuscripts.
Label should cover any penciled text on the upper left tab and sit about 1/16" below top edge
Text that might protrude should be erased before the label is affixed to avoid smearing ink.
Use white Mars plastic Staedtler erasers for folders, sweep work area frequently into wastebasket.
Be consistent with placement in a given collection, once the location is chosen.
Do not reapply spoiled labels as they can smear and eventually fall off : it is better to reprint them.
FILLING AN UPRIGHT DOCUMENT BOX
There are acid-free board "spacers" for Record Storage boxes (Paige boxes) and Document boxes (Hollinger boxes) available to prevent this from happening. There is also a thinner, a wider, and a taller version of the document box available. If you cannot slip your hand into the back of the box, it is overfull. But it is also important not to under-fill the box. The folders and their contents will start to slip and curl at the bottom if the box is not adequately full, as illustrated below.
FILLING AN UPRIGHT FILE FOLDER AND WHEN TO CREASE BOTTOM OF FOLDER
In addition to the crease along the bottom of the folder, there are some additional score lines that could be folded to adjust the thickness of the folder when necessary. If in doubt about where to crease the folder, it may be better not to crease it at all, but to ask for help. Use the guidelines below:
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