Bound volumes and scrapbooks

lcBound Volumes    and   Scrapbooks

Bound Volumes

Bound volumes that are in good physical condition may be housed in various ways, depending on size and quantity.

• Small- and medium-sized volumes should be placed in individual folders spine side down and stored in Hollinger boxes regardless of condition or quantity. Do not put more than one volume in a folder (even if more than one small volume may fit).
• Because bound materials are often smaller in height and width than loose material, they can get damaged by shifting in the enclosure, and become warped (or cause warping to items near them) due to uneven pressure. To counteract this, blue board inserts should be placed next to the folder with the volume for rigidity, and fragile volumes should have the additional support of a custom box. If the bound item is relatively thin, such as 1-2 scores of the folder, it is not necessary to use the blue board.  Blue board is most useful with thicker items.  Consult the Conservator if you have questions.
• Volumes too thick to be housed in a folder, should be numbered as volumes (e.g., 1.1v). If the volume can be housed in a Hollinger box, again, spine side down if possible and blue board should be placed on either side of the volume in most cases (often a custom box will be made for the volume, and this can go into a Hollinger box as well). The hind blue board can be labelled with collection #, volume #. Especially thick volumes with fragile covers or spines need special attention; see the Conservator.
• Larger volumes should be housed flat in oversized boxes (folio, folio+, or oversize). Put cotton batting (in Room 419) around the sides to keep them from moving around. Amanda can also make spacers if that seems more stable to you. Consult Conservator with questions.
• Lightly pencil MC #/file unit # (e.g., MC 600, #13 or MC 448, #12.35v) on top inside corner of front cover or first page. If a volume is in a phase box, the Conservator may also record the information on the outside of the box.  Ideally, the fore-edge of the box would be labelled in order to encourage spine down placement inside the Hollinger box.

Dismantling Volumes (for scrapbooks, see below)

Volumes with broken spines or other preservation problems (fastened together by metal rods, string, etc.) can be dismantled and housed in folders, whether standard or oversized. Before dismantling, always number the pages, in brackets. In addition to folder title, specify on folder tab the order and number of folders (e.g., 1 of 8, 2 of 8, etc.). Consult Kelcy or Conservator with questions.

In general, dismantled or unbound volumes should be described as such in the finding aid (e.g. Horace Mann yearbook (dismantled), 1908).

Spiral Notebooks/Binders

We are no longer uncoiling spiral notebooks as a rule. However, material in binders should be removed and foldered. Consult Kelcy about various options for binders and spiral notebooks.

If a decision is made to remove pages from the spiral binding, always number the pages first, in square brackets. Before numbering, verify that the fronts and backs of the page are logically consecutive. If they are not, try to determine sequence (e.g., front pages are chronological meeting notes, and back pages are story ideas) and number accordingly. Do not number blank pages. From a preservation stand point, it is preferable to cut the wire with wire-cutters (as opposed to tearing non-perforated pages from the binding, which can result in also tearing the page). The ragged edges of the notebook pages should be cut off with sharp scissors, but be careful to avoid cutting any writing that may be present in the margins.

Scrapbooks

Scrapbooks often contain mixed media and thus present complex and unique complications in processing.

For detailed instructions about dealing with scrapbooks that contain photographs, see "Photo albums & scrapbooks."

Preserving and Disassembling Scrapbooks

In some cases, it may be possible and desirable to remove the binding while in others, the binding should be retained as it provides important historical evidence. Typically, if the binding is sewn, glued, in good shape and unique, it should be left intact. If the scrapbook or bound volume is kept in a box or carton with loose manuscript material, please use blue boards to support it; see the Conservator. If the cover is not unique and the binding consists of metal posts that can be easily removed, dismantle the scrapbook.

Once disassembled, consecutively number the pages that contain material (blank pages should not be numbered). When possible, page numbers should be penciled in brackets near the top right corner of the page.

It is not necessary to number the pages of a bound scrap book, unless items have fallen off pages, loose items were tucked into the scrapbook, or scrapbook requires photocopying, filming, or digitizing.

Distinguish between item(s) that have obviously fallen off the page (e.g., as indicated by a discolored space or empty photo corners) and items that have been tucked between pages (e.g., dried flowers, programs, or notes). When loose items are encountered, leave them in place and record in brackets on each item the location at which it was found (e.g., [found between pages 3 and 4]).  It is only necessary to create a separate folder for loose material if they are oversize or causing damage or distortion to the pages.  The folder should be titled "Loose items from #..."

EXAMPLE

If the scrapbook pages or the items affixed to them are acidic or brittle, first number, then photocopy or scan the pages. If oversized, reduce the size so the photocopies will fit onto legal paper, and can be placed in folders and numbered consecutively with other folders in the collection. Use multiple folders to house numerous photocopies. Specify page numbers as part of the folder heading. Discuss with Kelcy and/or the Conservator whether such material is a good candidate for digitization. If so, see digitizing materials.

EXAMPLE of photocopy

EXAMPLE of scan

Consult Kelcy, and possibly the Conservator, with any questions regarding the dismantling of scrapbooks, as well as preservation issues. Sometimes scrapbooks may be so fragile that they should be marked as closed until digitization can occur.

Interleaving

If interleaving, you must use paper that is the correct size for the volume. Talk to the Conservator about the appropriate size. The interleaving paper must be a bit smaller in height and width than the textblock so there is no risk of the interleaving paper poking out the sides, possibly wrinkling. She can cut paper for you or show you how to do it yourself. 

For "friable media" that can rub off the page (pastels, charcoal, etc.) use glassine and not mylar for interleaving. Mylar can lift some art materials (and some soft pencils) off the surface of the page, and regular paper can be abrasive to the delicate media.

Storage of Scrapbooks

If the scrapbook is in very good physical condition, house as bound volumes above.

If the scrapbook is fragile, or requires special care, consult Kelcy or Conservator. If a surrogate is made, an original may be closed,

EXAMPLE (from Marge Papers http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01138)

• 1F+B.1-1F+B.5. Scrapbook (dismantled), 1911-1938; includes early pencil drawings, illustrated letters to family members, storybooks, and holiday cards drawn with watercolor; drawing by Bertha Henderson; clippings from Marge's early years as a columnist and cartoonist for Collier's, Saturday Evening Post, Ladies' Home Journal, [Philadelphia] Public Ledger, Life, Town Crier; and several "Sis Sez" and "King Kojo" cartoons.
  Original closed. Use photocopy (#2.1).

• 2.1. Color photocopy of #1F+B.1-1F+B.5