Boxes

• Replace original boxes if required by the processing plan
• Do not overstuff boxes so that the lid will not close properly
• Prevent slumping and distortion of folders in half-empty boxes by using a spacer to fill extra space
• Use letter or legal size document cases for collections that:
  • will be frequently used
  • contain heavy materials
  • will be placed on a high shelf
  • use legal size if legal paper is present - do not fold papers to fit a letter size box
• Use cubic foot size record storage boxes for collections that:
  • will not be used frequently
  • contain lighter weight materials
  • will be placed on lower shelves
• Number boxes starting with Box 1 through the end of the collection
  • label boxes with Collection Title and Box Number
  • do not start over box numbering for each new series
  • do not start over box numbering for oversize boxes
  • do not start over box numbering for later additions to collections

Replace original folders only if required by the processing plan

Replace hanging files with archival folders

Use the correct size of folder that matches the box size

Use only one size folder per box, do not mix letter and legal

Use the score lines at the bottom of the folder to fold it to a size that lets the papers sit flat in the archival boxes

Number the folders starting with Folder 1 at the beginning of each box (Box 1 F1, Box 2 F1, Box 3 F1 etc.)

Label the folders using archival-quality file labels with the Collection Title, Box #, Folder # (Example: Jane Doe Papers, Box 1 F3)

Staples: leave in place unless rusty or processing at item level

Only replace staples with plastic clips if absolutely necessary, as they can bend pages. A folded sheet of acid free paper is better for separating materials within folders.

Metal paper clips: remove only if rusty unless processing at item level

Rubber bands: always remove

Metal binder clips: always remove

3-ring binders: retain if it bears original writing or is an integral part of the work; otherwise replace with a folder

String/twine: remove unless it is an integral part of the work

Adhesive tape: removed dried detached pieces but leave attached pieces in place; flag them for future conservation work. If still sticky, consider using a sheet of acid free paper to prevent adhesion to other materials in the folder.

Paper Sleeves

Place photographs in archival sleeves when possible. When stacks of multiple photographs are present in a folder, such as packets of 20th-century photoprints, it is fine to put them all in one or two sleeves for convenience.

Small items such as business cards and ID badges can be placed in sleeves if needed.

During the labeling process, label the sleeve with the collection title, box number, and folder number.

Mylar Sleeves

Place fragile or damaged single-sheet flat papers in Mylar (clear polyester film) sleeves. Do not use Mylar sleeves on artworks with friable media such as charcoal, pencil, chalk, and pastels, as the static charge within it may detach these media.

Envelopes

When archival materials are received in original envelopes, remove them from the envelopes and store them unfolded with the related envelope. Do not discard the envelope. If needed for clarity, a sheet of bond paper can be folded around the related item and its envelope to keep them from being separated.

Remove oversized materials from standard folders and place them in oversize boxes and folders. Use the container nearest in size to the item without overhang on the edges.

If related materials remain in the regular size box, add a related materials note in the finding aid to indicate that the oversize materials were originally in the other folder.

Do not restart numbering of oversize boxes with #1. Instead, continue the numbering sequence after the last regular size box.