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Boxed Collections - Basic Procedures, Warnings, and Tips

Upright Boxes

Flat boxes

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. 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.

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VOLUMES STORED UPRIGHT
Collections going offsite that are primarily volumes can include a variety of sizes. Multiple smaller volumes can sometimes go upright in a document box if oriented sideways. For larger volumes, if the bottom of the text block is flush or slightly longer than the bottom edges of the boards they should be stored flat, or on their spines, if possible, to prevent wear on the pages. 
*IMPORTANT: If they are stored with the spines up, it will put pressure on the boards and they will eventually detach.

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End processing a flat collection.

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Portrait file (filed alphabetically; no item numbers)item numbers)
The portrait file is in the process of being sent offsite as the boxes fill up. They are no longer one long alphabetical sequence, but have box and folder numbers instead from 2024 on.

HTC Programs 2 (filed by item number; items are added continually, out of alphabetical order)

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