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
Whenever possible, keep the materials in their original order (whether alphabetical, chronological, or some other arrangement scheme). 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 general contents of each box in pencil on the front of the box.
e.g. “Correspondence, 1940-1960” or “Subject Files, A-E”
If 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
Take materials out of hanging folders and put them in regular letter- or legal-size folders. Make sure to preserve any important descriptive information. 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. 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 paper.
For each box, tuck the hand hold flaps between the two side walls of the box and make sure box lids are secure.