Before You Begin
Disclaimer
Below are general guidelines for packing collection materials. However, packers can and should modify guidelines due to time, space, the unique needs of the collection, and other logistical constraints. Use your best judgment to decide what course of action is best suited to the situation.
Supplies
Description
Pencils
Erasers
Sticky notes
Stapler
Rehousing
Boxes
Folders
Screening materials
A key part of collection packing involves screening materials. As you pack, be prepared to flag materials that need more attention or remove and discard materials that have privacy restrictions outside the scope of DDC’s collecting area.
Privacy Restrictions:
Student information / education records
e.g. Student papers, grades, and examinations, financial records
Personnel records
e.g. Salary information, staff performance evaluations, tenure cases
Patient records
e.g. Medical test results and consent forms
See Restriction Categories for a comprehensive guide.
Preservation concerns:
Paper materials
Fragile materials
Molding / rotting materials
Audiovisual materials
e.g. cassettes, CDs, DVDs, film, reels
Born digital materials
Floppy disks, hard drives, USB sticks, computers
Flagging Materials
When flagging materials for further review, indicate the reason for review by writing on the outside of the box. Labels could include:
A/V
Born Digital
Preservation review
Restrictions review
When possible, keep a list of which boxes need further review.
Packing
The two major guidelines for collection packing are:
Retain Arrangement and Description
Rehouse for Stabilization
Arrangement and Description
Initial Site Visit
Whenever possible, conduct a pre-packing site visit to assess the time, personnel, and supplies needed to efficiently pack the home or office.
Time: Schedule packing so that it will take up the least number of days possible; that is, two full days of packing is preferable to four half-days of packing. The amount of time needed to pack an individual box will vary greatly depending on the overall state of the materials, so be observant about any existing arrangement schemes, rehousing needs, etc.
Personnel: Try to limit the number of people involved to 1-2 for most standard homes and offices. For larger packing jobs that require the involvement of multiple staff members, schedule the packing at least one week in advance so everyone can confirm their availability.
Boxes: Estimate two boxes per letter-size file drawer and 2 ½ boxes per legal-size file drawer. Always bring more than you think you’ll need!
Folders: Estimate number needed based on how much material is loose or in hanging folders. Note if you will need legal-size folders or colored paper for preserving titles/relationships among smaller folders within hanging folders (explained in next section)
Miscellaneous supplies: May want to bring microspatula, brushes, gloves, scissors, and other supplies if there are any rehousing or preservation actions that can be done quickly on site
Obtain as much information as possible about the following questions. Ask the donor for their input if they are also the creator of the materials or have knowledge of the materials.
Is there an existing organizational system?
Do the materials contain any terms or acronyms a layperson may not recognize that would be helpful to know in the context of this collection?
Are there any potential privacy or legal concerns?
Appraise materials aggressively. Identify any large groups of materials that are out of scope or duplicative. Avoid taking 3D objects unless there is a compelling reason to do so.
Identify major preservation issues and decide whether to take impacted materials
Identify born-digital or audio-visual materials. Assess the research value of these materials and whether they can feasibly be recovered or reformatted.
Take photographs of the home or office in its original state, especially if you might later need to refer to which materials were in particular file cabinets or other containers
Ideally, if a deed of gift is required, it should be signed by the donor at this time
Packing
Arrangement and description
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If multiple people are involved in packing, the coordinator(s) who made the initial site visit should establish the major series/categories of materials and a system for keeping like materials together and in order, which they will share with the other team members before work begins
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Whenever possible, keep the materials in their original order (whether alphabetical, chronological, or some other arrangement scheme)
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. One way to keep track of original order when packing file cabinets is to establish a numbering system. Before you begin packing, assign each cabinet and drawer a label, write it on a sticky note, and stick it to the front of each drawer. Example below:
| Cabinet 1 | Cabinet 2 | Cabinet 3 | Cabinet 4 | |
|---|---|---|---|---|
| Drawer 1 | 1.1 | 2.1 | 3.1 | 4.1 |
| Drawer 2 | 1.2 | 2.2 | 3.2 | 4.2 |
Drawer 3 | 1.3 | 2.3 | 3.3 | 4.3 |
| Drawer 4 | 1.4 | 2.4 | 3.4 | 4.4 |
If there is important descriptive information on the outside of filing cabinets or other containers, make sure this is always written on the boxes. Otherwise, write the
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general contents of each box in pencil on the front of the box.
- ,
e.g. “Correspondence, 1940-1960” or “Subject Files, A-
E” E”
If
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If a hanging folder is discarded that contains an important descriptive title or indicates a relationship between the folders within it, use two colorful sheets of paper to mark the beginning and end of the hanging folder and write labels indicating the title/relationship on the colored papers. For example, if five folders within a hanging folder all pertain to NASA, put a colored sheet of paper in front of the first NASA folder and write “NASA- Begin,” and then put another sheet of paper behind the last folder and write “NASA- End.” In the finding aid, this information can be expressed through the folder titles or in a parent/child relationship.
a drawer’s contents span multiple boxes, use the label numbering system you created earlier and indicate on the boxes:
e.g. “Lab notes 1:4 Box 1 of 2” and “Lab notes 1:4 Box 2 of 2”
If a hanging folder has a title and sub folders inside, discard the hanging folder and write or staple its title onto a new archival folder. Keep the subfolders in their original place. If the contents of the hanging folder span multiple archival folders, indicate on the folders:
e.g. “Apollo Project 1 of 2” and “Apollo Project 2 of 2”
Rehouse
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Take materials out of hanging folders and put them in regular letter- or legal-size folders. Make sure to preserve any important descriptive information
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To the extent possible, take materials out of frames and perform other basic rehousing and preservation tasks
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. When convenient, staple the original folder’s label or label insert onto the new folder.
Remember to fold folders so that they have a flat bottom. You can find which crease mark to use by placing the old folder contents in the new folder. Keep the new folder open and look at the inside crease on the left hand side. Check which crease mark is closest to the top of the paper pile. Take the materials out of the folder and then fold along that line.
Try to place all loose papers in folders
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. Do not remove papers from tall binders or spiral bound books. When possible, take materials out of frames.
Do not understuff or overstuff boxes. Aim for 1-2 inches of space in the back of each box. Use spacers or stuff underfull boxes with
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paper.
For each box, tuck the hand hold flaps between the two side walls of the box and make sure box lids are secure
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.
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