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

[Manon Theroux]

Jackie and Helena - Thank you, thank you! Your messages and pictures are
incredibly helpful.

Manon


On Mon, Mar 24, 2014 at 8:41 PM, Zinkham, Helena <hzin at loc.gov> wrote:

> 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>
> *Reply-To: *DCRM-L <dcrm-l at lib.byu.edu>
> *Date: *Monday, 24March, 2014 4:14 PM
> *To: *DCRM-L <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
>
> http://www.humnet.ucla.edu/humnet/clarklib/
>
>
>
>
>
>
>
> *From:* dcrm-l-bounces at lib.byu.edu [mailto:dcrm-l-bounces at lib.byu.edu<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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