Housing and Labeling

• Consult the Processing Spaces pages (internal link) for information about where archival and office supplies at the Beal Building and Bentley North located.

• To avoid creating extraneous containers, materials from different series can be placed in the same container.

• In the event that the processor is devising titles for archival material (and other intellectual units in the collection), they should carefully consider how to most effectively and efficiently describe that material. This is because writing lengthy folder titles can significantly increase processing time. Processors can abbreviate some folder information if it is self explanatory (e.g., using "Bio. materials" instead of "Biographical materials") and should try to preserve the classifications and/or folder titles employed by the creators (which can be supplemented as needed with qualifying terms or parenthetical notes). 

• The processor should consider how their housing and labeling decisions will impact the way that future users interact with the material. For example: 

  • Individual packages of digital material should generally be fairly small (e.g., less than 2GB) to reduce time spent downloading material.

  • Rather than tightly packing boxes with physical material—which can pose a problem for both researchers and reference staff who have to pull that material—use spacers to appropriately spread out and support material. 

  • If consolidating material from multiple series into a single container (e.g., using a single oversize box for large material from different series), make sure that all material is adequately labeled and protected.

• Some collections may contain a few oversize materials "hidden" within the records. Depending on several factors—including the size of the material, the amount of material, and the material's overall value—the processor can either 1.) leave the oversize material in place if they fit securely in a standard archival box or 2.) flag or set the material aside as they are discovered, so that the processor can determine an appropriate housing option towards the end of a processing project. 

Paige and Hollinger Boxes. 

Processors will typically use either Paige or Hollinger boxes for most paper and photographic formats. The decision to use either kind of box is based on factors like the amount of material being processed, the possibility of additional donations of material in subsequent years (i.e., use Paige boxes if further additions are anticipated), and the actual weight of the material (i.e., for physically heavier material, use the smaller Hollinger boxes). Regardless, when placing folders and similar containers in either kind of box, maintain enough room in the boxes so that researchers can easily remove material for review in the reading room. 

Oversized and special boxes. 

As their names imply, oversize and special boxes are used for large material or material requiring special housing (e.g., audiovisual formats, glass plate negatives, and oversized architectural material). Information about where these boxes are stored can be found in the Processing Spaces document (internal link). 

Non-archival boxes that were part of the original accession, or archival boxes in poor condition.

If in good condition, these boxes can be retained and used to dispose of separated material.

Folders (Legal size). 

Processors will typically use legal-sized, buffered archival folders for rehousing, as they reduce the total amount of material in boxes (and, by extension, the box's overall weight). Rehousing may not be necessary if the material is relatively recent (i.e., is already acid-free) and the folder:

• Is in reasonably good shape (e.g., not brittle or damaged); 

• Possesses accurate labels; 

• Lacks the telltale signs of conservation issues (e.g., the musty smell of mold), and;  

• Is not overstuffed and/or otherwise threatens to place unnecessary stress on its contents. 

Additionally:

• If the processor re-folders materials, they will transcribe the original folder title to preserve the original information (unless this label is obviously incorrect or absent). The transcribed title may need to be revised when entering data into ArchivesSpace.

• Hanging folders should not be used to house archival material, as the oxidizing metal and metal edges of these folders can damage both the material and boxes.

Folders (Oversize). 

Processors can also store oversize material in large, oversize folders. This is typically done when there are only 1-2 flat pages or photographs requiring housing. Before placing material in oversize folders, the processor should consult with their supervisor about this option as well as where this material will be stored in the stacks.  

General Comments

• Architectural material can be stored either flat (e.g., in flat files) or in long storage boxes if they are rolled.

• Before housing architectural material, it is important to know the length, width, and height of the material. This will ensure the drawings are housed in the appropriate flat file or that the appropriate number of long storage boxes are purchased.

• Consult the Collection ID Guide of the Preservation Self-Assessment Program (public link) to better understand the preservation needs and challenges of specific kinds of architectural material.

Physical Containers

• Architectural drawings are typically housed in long storage boxes typically referred to as "tubes" (regardless of whether they are cylindric or not). Different sizes of tubes are available for purchase from suppliers like Hollinger Metal Edge.

• Processors should ensure the tube(s) they are purchasing are both long enough to hold the drawings as well as wide enough to comfortably secure the drawings within the interior space. Architectural drawings should not roll around within the tube.  

• If storing architectural drawings as rolls, best practice dictates that the drawings are rolled around a smaller interior tube to ensure that the drawings do not crush under their own weight. That said, the decision to use interior tubes is up to the processor and is dependent on factors like the overall value of the material, funding available for the project, etc.

• Rolls of drawings can be stored in tubes on their own (i.e., without using twine or string to keep the drawings from unravelling within the box). 

• Tubes must be assembled by a processor. During this process, the tabs that are used to hold the tube together can be easily bent such that the tube does not function as intended. If this occurs, consult with the Bentley's Conservator. They have tools, such as Velcro dots, which can help secure the tube together effectively.

General Comments

• Ideally, housing for media should provide structured support for media, be acid-free, and be vented or loose. However, in the interest of managing the Bentley's limited resources, processors can use any adequate, original paper, board or plastic housing that is not broken, crumbling, or which can be cleaned. For media that the Bentley does not have replacement containers for—such as Betacam, U-Matic, MiniDV, and HDCam tapes—original containers must be used. 

• If the processor decides to replace the original housing, they should—unless the original housing is completely blank—photocopy the original housing's labels on acid-free paper, paying special attention to capture information about the media that is important to retain for preservation and reformatting purposes (e.g.,  brand, footage length, tape thickness, etc.).

• Gloves should be worn when handling any kind of audiovisual material.

Rehousing Magnetic Media

• Place audio reels, cassettes, and VHS videocassettes in new plastic containers if the original container is absent or broken. 

• Store this media vertically, so that the tape is perpendicular with the bottom of the box.

Rehousing Film

• Film in airtight (difficult to open) cans or rusted metal cans should be re-housed in plastic, vented cans (clean metal cans with loosely fitting lids are acceptable to retain). If replacing film cans, the processor should be careful not to let films wound on cores unravel. 

• To actually rehouse films, place the new can over the film in its original can and flip it over to transfer the film to the new can intact. If the film seems fragile, is not wound onto a core or leadered, or has any kind of odor (especially a vinegar smell), bring such films to the attention of the Lead Archivist for Audio Visual Curation.

• Store film flat.

Rehousing Grooved Discs

• Sleeves are available for 7” and 10” diameter discs.

• Discs should be stored vertically in appropriate archival record boxes. 

• Please bring any damaged or broken records to the attention of the Lead Archivist for Audio Visual Curation.

General Comments

Digital material will typically not need new directories, unless the processor wants to either 1.) retain the original, donor-supplied folder title(s) or 2.) consolidate several folders or files from the same accession into a new directory. In both cases, the processor will create a new top-level directory and move the accessioned material into that directory. They will then complete the Digital Processing CSV template, using the guide found on the Processing Team Trello board (internal link). 

Removable Media (Optical Disks).

If optical disks will be retained and are missing cases, the processor can rehouse them in paper sleeves found in the Beal Building project room.

General Comments

Gloves should be worn when handling photographs and negatives.

Different Physical Containers

• Envelopes. Most photographs and negatives should be stored in envelopes that have passed the Photographic Activity Test (P.A.T.). While it is best practice to store individual negatives or photographs within a single envelope with dividers, multiple photographs and negatives can typically be stored in a single envelope, and without dividers, to avoid using up limited supplies. Similarly, negatives can be stored in their original plastic containers if a suitable alternative is not available. For more information about best practices for storing photographic material, consult the Collection ID Guide of the Preservation Self-Assessment Program (public link).   

• Paige and Hollinger Boxes. Processors will typically use either Paige boxes or Hollinger archival boxes for most photographic formats, although specialized boxes (e.g., slide boxes) can be purchased as necessary. 

• Oversized and special boxes. Information about where boxes for special formats are stored, such as boxes for glass plate negatives, can be found in the Processing Spaces document (internal link). 

Special Formats

• Glass plate negatives should be stored upright in four-flap folders, with dividers in between each negative. They can either be stored in the collection or removed to the vault. 

Depending on materials' content, size, and volume, a processor may:

• Decide to keep such material folded with the rest of the materials (e.g., folded maps, brochures, or any published materials housed with other material can be kept in their original locations).

• Place them in an oversize folder, which is typically done if there are only 1-2 thin / flat items that need to be stored.

• Place them in oversize boxes, which is typically done if placing the item(s) in a folder would make that folder too bulky. 

• Roll them in tubes, which is done if the material is so large that they would not easily fit in any of the Bentley Historical Library's drawers.

• Locate them on shelves without being placed in a container. For example, scrapbooks or photo albums in good physical condition can often be housed on shelves lying flat. 

Volumes, publications, and binders that can fit into regular and oversize boxes will typically be placed in those boxes without needing to be contained in a folder, unless they are unbound to address preservation or use concerns. 

Finally, large, flat, and unboxed material (e.g., oversize volumes) should only be stacked 2-3 items high space in the stacks. This simultaneously enhances access to the material and limits the chance it will be crushed.

• Boxes should be labeled at the conclusion of a processing project as part of the processor's end-of-project collection management tasks. For more information, consult this site's Labels page (public link).

• If the processor replaces an original box that has a barcode, they should make sure to remove the barcode and re-apply it to the new box.

Directories will not typically be renamed by the processor unless in very specific circumstances, such as if the processor wants to consolidate several folders or files from the same accession into a new directory. In this instance, the processor will create a new top-level directory and move the accessioned material into that directory. 

Files will almost never be renamed. If the processor encounters a situation where they believe a file should be renamed, they should consult with the Archivist for Digital Curation. 

Folders (Legal size). 

Physical folder labels should be legibly and consistently labeled, such as in the following way: 

• The left corner of the folder tab should be the shortened version of the creator's name, such as a person's last name, the family's name, or the abbreviated name of a corporate body. 

• The middle part of the folder tab should be the complete intellectual hierarchy associated with the folder, beginning with the highest intellectual grouping that the folder is associated with.

• The right corner of the folder tab should be a, generally speaking, concise and descriptive title and date. The original folder title and date should be retained unless it is determined to be inaccurate or descriptively inadequate. If the folder title and date are inaccurate, the processor should devise a DACS-compliant title and date. The processor is encouraged to either an original or devised title by adding additional information that clarifies the informational content of the folder if it is deemed appropriated.

• If the folder is part of a group, the processor should note somewhere—ideally under the folder title and date on the right part of the folder tab, or on the flap of the folder—how the folder is part of a larger group (e.g.,  by writing "folder 1 of 2")

Folders (Oversize) 

Record folder titles on the crease in pencil:

• The left corner of the folder should be the collection's ID number (e.g., "2020001 UAl"). 

• The middle part of the folder should be the shortened version of the creator's name, such as a person's last name, the family's name, or the abbreviated name of a corporate body. 

• The right corner of the folder should be the oversize folder's number.

General Comments

Make sure that labels are clearly visible when the item or box is placed in the stacks. For example, if a volume is placed on a shelf closer to the floor, the volume's label should be facing upwards. If a volume or tube is placed on a shelf closer to the ceiling, the label should be facing downwards.  

Tubes

For tubes, use this site's Labels page (public link) to print a label. Affix the label to the front of the tube's tuck-in flap.

Volume

If an oversize volume can be located on shelf without being placed in a box, place an acid-free strip of paper (created using recycled acid-free folders) inside the volume. Next:

• Print out a collection label and a location label (public link) for the volume and affix it to the strip of paper.

• Write the collection name, collection ID, and volume number on the  label.