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Care and handling of archival materials

Page history last edited by Monica 13 years, 1 month ago

Good practices for digitization begin with the proper care and handling of the physical materials. Scanning operators are responsible for the care of these materials while in their possession and should follow Fondren Library’s preservation policy. Please contact the collection archivist if any questions should arise. The following guidelines are general in nature and address archival or other special collections materials such as rare books, manuscripts, photographs and other artworks.i Specific techniques for work with the Better Light scan-back system are provided in the operational instruction document.

Start up

  1. Start with a clean work area. Even the slightest bit of dirt can damage manuscript materials. This includes ensuring that dust does not accumulate around materials, storage shelves or equipment.

  2. Wash and dry hands prior to handling materials. Avoid touching hair or face or using hand creams during scanning work. This will help ensure sweat, grime and oil which can damage materials is minimized.

  3. Do not bring any food or drink into the work area.

  4. Do not use ink of any kind around materials such as pens, markers or highlighters. (A soft graphic pencil is appropriate though no pink erasers).

Preparing documents for scanning

  1. For any uncut pages, please contact archivists. Do not attempt to repair any items.

  2. Loose pages or particularly fragile papers should be enclosed in polyethylene sleeves (sometimes referred to by their trade name – Mylar). Since these sheets are transparent, materials may be scanned within their protective covers.

  3. To avoid any structural stress to materials, particularly tightly bound items:

  • support materials using the cradle and or book stand

  • prop materials using soft archival book wedges or weighted linen string

  • use 120 degree as the maximum opening angle that a bound item should be subjected to or 90 degrees if item is tightly bound

  • do not use excessive force when opening a spine or apply hard or abrupt pressure to pages while opening them

Handling materials

  1. General rule of thumb is to handle materials as little as possible,

  • For example: A scanning operator should make use of a “mock” book of similar size to original to help find a proper arrangement while setting up the book cradle.

  1. Avoid direct touching of surfaces.

  2. Use cotton gloves when handling photographs. Photographs are particularly sensitive to oil on hands, which can reappear even after washing.

  3. Handle transparencies or photographs by their edges.

  4. Use acid-free paper strips as book marks. Do not fold down page corners. Do not make any marks on the materials. No not use staples, paper clips, rubber bands, adhesive tape or post-it notes.

  5. Minimize exposure to high intensive lighting, especially photographs or colored artwork, as such damage is generally cumulative.

Storage

  1. Do not place materials on floor.

  2. Materials should be stored flat on shelves between acid free folders or archival boxes.

  3. Do not stack books more than 3 items high.

  4. Do not leave materials on scanner overnight; they should be storage away when not in use or returned to secure archives.

  5. Keep archival materials in the order received. This will help minimize handling as well as keep records in their proper archival order.

 

 

i These guidelines are borrowed heavily from the following sources:

 

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