Storage and Handling Worksheet
1. Who on staff is responsible for choosing shelving units and storage materials?
2.What kinds of storage furniture (e.g., map files, compact shelving, freestanding shelves, file cabinets, microfilm
cabinets) are
in use?
3. Is sufficient furniture available for orderly, uncrowded storage of all collections?
4. Are shelves or cabinets large enough to support objects completely?
5. Is there good air circulation around collections?
6. Are wooden shelving units or cabinets used for storage of historical collections? Where and for what materials?
6a. What type of wood is used? Are any composite materials, such as particleboard or plywood, used?
6b. Have these storage units been sealed? With what?
6c. Is there any barrier (e.g., archival box, phase box, metallic laminate, glass, Plexiglas) between collections and
wood?
7. In general, what types of enclosures are used for collections?
7a. Are plastic enclosures made from stable plastics?
7b. Are paper enclosures lignin-free and buffered?
7c. Do photograph enclosures pass the Photographic Activity Test (PAT)?
7d. Are insulation and vapor barriers provided?
8. From what supplier(s) does the institution purchase enclosures?
9. Are all staff members who handle collections trained in proper handling procedures?
9a. What does the training consist of?
9b. Does it cover all types of collections?
10. Does the institution have rules governing the use of research materials, including handling (e.g., only pencils
may be used;
no food and drink in the research rooms), and are these stated for every user? Are they enforced?
10a. Are instructions given to users verbally, written, or in both ways?
10b . Do handling instructions cover all types of collections?
11. Who is allowed to photocopy historical collection materials -- staff, patrons, or both? What may be photocopied?
Are there
materials that cannot be photocopied because of their fragility and the danger of damaging them? How are these materials
identified?
12. Is an edge copier available?
13. Are original photographic prints and negatives handled only when absolutely necessary, and are gloves used?
14. What type of workspace is available for staff and researchers? Is there sufficient flat space within the storage
area to remove
and set down large boxes or map folders? Is there sufficient table space for users to work with large folders and boxes?
15. How are historical books processed? Are labels or other adhesives used to attach call numbers?
16. When is the last time the collections and storage furniture were cleaned? How was this done, who did it, and how
were they
trained?
17. What are your three to five highest priorities for improving storage and handling of your collections? What obstacles might you face, and how might you overcome them?
© 2006 Northeast Document Conservation Center. All rights reserved.