[DCRM-L] storage of single-sheet items in large flat folders

[Zinkham, Helena]

Jackie's description covers the topic well!

You can also aim for:

·         Folder dimensions that fill the drawer. This approach minimizes the sliding of folders and their contents when a drawer is opened and closed. The general principle being to match folders with container dimensions (box or drawer), rather than picking a folder that fits each item's size.  (Or, if the drawer is divided into halves with two stacks of folders, then folders that come close to the half-drawer dimension.)

·         Folder labels placed at the front of the flat file drawer help minimize the need to lift and bend folder contents, e.g., left front for call numbers. An ideal is having the call numbers on the items appear in the same location, too, for easy spotting inside of the folders.

·         Opening a nearby map case drawer to use as a "holding tray" when you need to get to a folder at the bottom of a drawer -- lift off the top folders, set them on top of the nearby drawer, then put them back in their own drawer.

·         Corrugated plastic "scoops" can help manage folder weight. This is mostly for architectural drawings housed in mylar, which offer so many slip & slide opportunities.  You can lift the mylar folder edges until the needed folder is located, insert the plastic scoop above that spot, and ease the unneeded mylar folders out of the drawer.  (See attached photo)

·         Stray matted items can go inside of a thin folder to avoid catching the surface of the item inside the mat window

For posters, we tend to file them face down in the drawer, with their call numbers marked on their backs, along an edge that's facing the front of the drawer. Paper folder or sheet at the bottom of the drawer to reduce abrasion. Many posters are in mylar folders now, too--1 per poster.

The reality, of course, is that we still have many flat files with different sizes and types of folders in them, from the days when collection housing supplies were hard to come by. But with recent acquisitions, we have a shot at applying what we've learned from our own experience and the Library's conservation staff.

Here's a CCAHA powerpoint with many of the fine points for flat file, rolled, and hanging storage, http://www.ccaha.org/uploads/media_items/housing-recommendations-for-architectural-records-the-sacred-and-the-profane.original.pdf

To answer the original question, here's the NEDCC storage advice for oversized paper artifacts, http://www.nedcc.org/free-resources/preservation-leaflets/4.-storage-and-handling/4.9-storage-solutions-for-oversized-paper-artifacts. "Folders should be placed in drawers so that they open at the front to provide uniformity and ease of access."

Helena
Helena Zinkham
Chief, Prints & Photographs Division
Library of Congress


From: dcrm-l-bounces at lib.byu.edu [mailto:dcrm-l-bounces at lib.byu.edu] On Behalf Of Dooley,Jackie
Sent: Monday, March 24, 2014 7:28 PM
To: DCRM Users' Group
Subject: Re: [DCRM-L] storage of single-sheet items in large flat folders

A few quick thoughts, though Helena Zinkham and the rest of the folks in Prints & Photographs at LC are the true experts!

 *   Definitely have the opening at the front, else can't lift the corner to see inside; worse, could have items fall out the back when you try to lift the folder out.
 *   Put only one size folder in each drawer.
 *   Not too many items in a folder or it'll be too heavy.
 *   Not too many folders or the aggregate will be too heavy, hence difficult to pull out or return a folder toward the bottom
 *   Have two staff lift out really big folders to facilitate safe handling.
-Jackie

From: <Schneider>, Nina Schneider <nschneider at humnet.ucla.edu<mailto:nschneider at humnet.ucla.edu>>
Reply-To: DCRM-L <dcrm-l at lib.byu.edu<mailto:dcrm-l at lib.byu.edu>>
Date: Monday, 24March, 2014 4:14 PM
To: DCRM-L <dcrm-l at lib.byu.edu<mailto:dcrm-l at lib.byu.edu>>
Subject: Re: [DCRM-L] storage of single-sheet items in large flat folders

Flat file storage is a struggle. We would also appreciate any solutions that can be shared. For the record, I'd recommend storing the folders with the folded edge and the back. Smaller items won't slip out, but it is more difficult to locate the needed item.

Nina


+---------------
Nina M. Schneider
Head Cataloger
William Andrews Clark Memorial Library
2520 Cimarron Street
Los Angeles, CA  90018
(323) 731-8529

nschneider at humnet.ucla.edu<mailto:nschneider at humnet.ucla.edu>
http://www.humnet.ucla.edu/humnet/clarklib/



From: dcrm-l-bounces at lib.byu.edu<mailto:dcrm-l-bounces at lib.byu.edu> [mailto:dcrm-l-bounces at lib.byu.edu] On Behalf Of Manon Theroux
Sent: Monday, March 24, 2014 4:02 PM
To: DCRM Revision Group List
Subject: [DCRM-L] storage of single-sheet items in large flat folders

This is not strictly a cataloging question but I do need to address the issue in some local cataloging documentation I'm preparing, so I hope no one minds if I send it to this list:

When storing large single-sheet items such as maps, graphics, broadsides, etc., in acid-free folders and stacking those folders inside the drawers of a large flat file cabinet, is it better to store the folders with the folded edge to the front or the back? And why ...

Also, if anyone can pass along any citations to good documentation on the general topic of storing large single-sheet items, that would be especially welcome.
Thanks!
Manon
--
Manon Théroux
Head of Technical Services
U.S. Senate Library
SR-B15 Russell Senate Office Building
Washington, DC  20510-7112

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