Preparation of records
for transfer to The National
Archives and approved
places of deposit
Preparation of records
for transfer to The
National Archives
and approved
places of deposit
1
The National Archives
Ruskin Avenue
Kew
Surrey TW9 4DU
United Kingdom
Email: records.management@nationalarchives.gov.uk
Website: www.nationalarchives.gov.uk/recordsmanagement/
© Crown copyright 2005
2
Contents
Contents
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
Scope
Responsibilities
Handling
Purposes of preparation
How to prepare
Dummy cards
Standard files
Volumes
Other file types
Loose collections of papers
Maps and plans
Microform
Photographs, negatives and glass plates
Video and audio
Objects, artefacts and seals
Electronic media
Packing
Labelling
Documentation
5
6
6
7
8
12
13
19
19
20
20
21
21
22
22
23
23
25
26
Appendices
1
2
3
4
Suppliers of materials
Standard box specification
E-transfer form
Examples of labels on boxes
Definitions
27
29
30
32
33
3
Preparation of records
4
Scope
Preparation of records for transfer to
The National Archives and approved
places of deposit
1
Scope
The National Archives at Kew
1.1
This standard is a best practice benchmark for all organisations transferring
records to The National Archives (TNA) or other approved places of deposit for
public records.1 It is aimed at records managers who, with no specialist
conservation skills, are responsible for preparing documents for permanent
preservation. It provides advice and guidance on the preparation and packing
of records for transfer to TNA.
1.2
For additional information on the packing and preparation of documents see
also BS 5454 (2000) – Storage and exhibition of archival documents.
1.3
The guidance covers four main areas:
• preparation of documents
• packing
• labelling
• documentation.
1.4
It explains the requirements for transferring records in the most common
media – paper – but also makes reference to microform and electronic records.
There is separate guidance relating to the preparation of electronic and
audiovisual records for transfer to TNA. This additional guidance will also cover
transferring electronic records from office systems.
1
Henceforth in this standard, reference will be made to preparing documents for
transfer to TNA. The principles for transfer to places of deposit are the same.
5
Preparation of records
2
Responsibilities
One of the repository areas at TNA, Kew
6
2.1
Departmental Record Officers and Records Managers are responsible for
ensuring that records are prepared and packed to an acceptable standard prior
to transfer to TNA.
2.2
TNA Accessions Team in the Records Management Department provide
training in the preparation of documents for the staff of other government
departments, whether in the form of training courses or individual coaching.
TNA staff also check that documents prepared for transfer have been prepared
according to this standard and identify any remedial action necessary.
3
Handling
3.1
Please ensure that hands are clean (but not wet, or with hand-cream) before
handling documents.
3.2
Large loads or other objects are not to be placed on top of a document, apart
from the specified handling aids.
3.3
Documents should be supported at all times in order not to strain their spines
or tagged areas.
3.4
Photographs, negatives and microform should always be held from their sides,
wearing clean cotton gloves.
Purpose of preparation
3.4 Correct handling of photographs
4
Purposes of preparation
4.1
The preparation of documents is a vital part of their preservation. The purpose
of this is firstly to halt any existing deterioration and secondly to place the
documents in a condition that will assist their continued survival and use.
4.2
TNA accessions about 2 kilometres of records every year and houses over
160 kilometres of records. The preparation work done within government
departments prior to transfer is therefore crucial to facilitate their survival.
4.3
One of the biggest threats to the continued survival of a document is physical
handling. It is therefore vital that records are described accurately so that
unnecessary use is minimised. This standard should be used in conjunction
with TNA guidance on listing and cataloguing.
4.4
This standard is not intended to give technical conservation advice. If specialist
conservation is required the transferring department should not undertake it.
Instead, the need for conservation should be noted on the AA2 transfer form
so that TNA Collection Care Department can assess necessary treatment.
However, basic preservation measures can be undertaken by the department
and these are set out below.
7
Preparation of Records
5
How to prepare
Items used in preparation for transfer
5.1
All materials used, for example boxes, files, repair tapes etc, must be approved
by TNA. Before using or bulk ordering any materials that have not been used
before please discuss the materials with TNA Accessions Team.
5.2
All ferrous materials – pins, paper clips, staples and other corrosive/ abrasive
fasteners – must be removed, as such items are prone to rust and will damage
the document. Brass staples, however, may be left in place as brass does not
corrode.
Damaging items removed from files received at TNA
8
How to prepare
Ferrous materials are best removed with the use of an artist’s pallette knife
rather than a staple remover as a staple remover may cause the paper to tear.
The staple should be face down on a clean flat surface large enough to support
the full size of the document, and free from staining substances that could
damage the paper or text.
5.2 Correct way to remove staples without damaging the document
5.3
Folded or creased pages could be flattened, if this is possible without causing
the pages to extend beyond the edge of the file jacket. It is not necessary to
use a tacking-iron to flatten pages, as the weight of the document should
support the newly flattened pages in place.
5.4
All plastic and rubber materials – comb bindings, polythene covers, rubber
bands, etc – should be removed as they contain plasticisers that will cause
damage to the documents over time.
5.4 Some types of covers that should be removed
9
Preparation of records
5.5
Glassine paper (used traditionally to store photographs and photographic
negatives) should be removed as it is extremely acidic and will damage
the document.
5.5 Typical glassine bag
5.6
Torn documents should never be trimmed but instead repaired with
conservation repair tape. Repairs should be kept to an absolute minimum.
Where possible, avoid covering the text of a document with conservation
repair tape, and note the fact that you have used repair tape on the AA2
transfer form. Very brittle or badly torn documents should be placed in clear
polyester enclosures. Ideally, each sheet or photograph should be placed in a
separate enclosure.
5.6 Excess repair tape used
10
5.6 Torn page before repair
5.7
Commercially available adhesives – sticky tape and paper glues – should never
be used to repair documents. Such adhesives are inappropriate as they are
chemically unstable and will do long term damage to the documents.
5.8
Unless old sticky tape has lost its adhesiveness and is loose, never attempt to
remove it as this could damage the document. Note it on the AA2 transfer
form for TNA’s Collection Care Department to deal with.
How to prepare
5.6 Tear repaired with approved
5.6 Excess repair tape trimmed
repair tape (“splint repair” in
Conservation terms)
from the repaired page
5.6 Overuse of repair tape leading
5.6 The heavy tape repair to the
to the repaired portion being
stronger than the remaining
document, which then starts to
disintegrate
edge of the page has led to the
brittle original paper splitting
away from the repair
5.9
Should any item need to be extracted from its parent piece (either because it
is exempt information under the Freedom of Information Act 2000 or it needs
to be retained under section 3.4 of the Public Records Act 1958) it is essential
that the leaves of both the extract and parent piece are numbered in one
single sequence to ensure that the extract can be returned to its correct place
when it is released. Dummy cards must be put in place of the extracted
page(s).
5.10
If any information in a document needs to be redacted because it is exempt
under the Freedom of Information Act 2000, the following procedures must be
followed:
11
Preparation of records
• Make a copy of the document that needs to be redacted (note: the colour
of the document may be significant, eg graphs or plans, in which case a
colour copier or printer will need to be used). Copiers will ideally include an
overhead capture device (digital camera/scanner), so as to avoid twisting
and turning of the document.
• On the copy use a dark marker pen to hide the sensitive text
• Make a photocopy of the redacted copy (again a colour photocopier may
need to be used); this further copy will take the place of the original
document, which should be treated as an extract and dealt with as
described above. For further details on redaction see TNA’s Redaction
Toolkit (www.nationalarchives.gov.uk/recordsmanagement/)
6
Dummy cards
6.1
A dummy is used to represent a record or part of a record that is not in its
expected place. There is one dummy card to cover both whole pieces and
extracts from pieces. Dummy cards for pieces serve to document for TNA why
a record is not in place. Dummy cards for extracts warn the reader that the
record has had a page(s) extracted from it. TNA will supply this dummy card.
A dummy card is to be inserted where:
• a piece or extract is subject to an exemption under the Freedom of
Information Act 2000 or retained in the department under section 3(4) of
the Public Records Act 1958
• a Cabinet, Cabinet Committee or Chiefs of Staff Committee paper has been
removed and destroyed
• a piece has been listed as missing on transfer
• the list contains numbers not used.
12
6.2
Each piece or extract from a piece must be represented by its own dummy.
6.3
A dummy must document clearly which piece or extract it refers to and why it
is absent by giving piece reference, folio reference, and the reason for its
absence. If the piece or extract falls under one of the time-limited Freedom of
Information exemptions, the period should be given.
6.4
When packing a run of documents that includes one or more retained pieces,
please ensure that sufficient room is left within the box for the retained
document(s) to be placed in it when they are transferred to TNA.
Standard files
7
Standard files
7.1
If a file is so thick that its file jacket cannot protect its pages and there is a
danger that the pages will be torn during use, the contents should be split into
parts with the first part becoming item 1 and the second item 2 etc. Each part
should have a new cover and be labelled up (in pencil) with its item numbers,
eg if a whole file originally numbered as ABC 1/23, is split into two items to
protect it from damage the first item becomes ABC 1/23/1 and the second
item ABC 1/23/2.
The list should then be changed to reflect this division into two separate
items. – see TNA guidance on listing and cataloguing.
7.1 Over-sized document requiring splitting before transfer
7.2
Large files should be tied with cotton tape, taking care not to cut into the
edges of the sheets particularly if the paper is flimsy or brittle.
7.3
The contents of a file should be realigned and secured tidily so that no papers
protrude from the file cover.
7.4
Torn corners or torn punch holes should be reinforced by repair tape or
archivally sound reinforcing rings. If it is necessary to re-punch holes, this
should be done to a consistent alignment with the rest of the file. It may be
useful to use a template for this. Always avoid destroying text when
punching holes.
13
Preparation of records
7.5
14
7.4 Page corner with torn hole
7.4 Hole repaired with approved
requiring attention
repair tape on both sides of the
sheet. Excess tape will then be
trimmed flush
7.4 Hole repaired with archival linen
7.4 Delicate document stored in a
reinforcing ring
polyester enclosure but then
hole-punched through the text
Damaged file jackets – those no longer doing their job of protecting the
contents of the file – should be protected with a new jacket being placed over
the old one. All original file covers, however damaged, should be retained as
part of the file.
Standard files
Example of good packing
7.6
Gently flatten folded or rolled edges (not rubbing flat with hard or sharp edged
objects, nor folding back along creases). Pages should not extend beyond the
edge of the file jacket.
7.7
Replace metal-ended treasury tags with nylon-ended tags.
7.7 Metal ended tag that must be replaced before transfer
7.8
All treasury tags should be of a length appropriate to the file – tight enough to
keep the file together but not too tight as to prevent the pages being turned
or the document from being opened flat. If a tag is too short, do not use two
tags tied together but replace it with a tag of adequate length. If there is no
tag of adequate length the file should be split into separate items (see 7.1). If
a tag is too long, do not put it through the document twice.
15
Preparation of records
7.8 Good length tag enabling file to
be fully opened flat
7.8 This tag is too short for the
file to be opened without
causing damage
7.8 Approved tags come in a range of lengths
7.9
16
Loose items in a file (such as newspapers and maps) should be secured tidily
into the file by being punched and tagged into their correct places, provided
that this allows the item to be opened/unfolded. Where this is not possible,
they should be referenced and enclosed in an acid-free envelope. The envelope
should be tagged into the file in the correct place. The reference of the parent
piece should be noted on the envelope and on the back of the enclosure itself.
Where there is more than one enclosure also note the enclosure number e.g.
“MEPO 2 / 35 / 1 of 2, MEPO 2 / 35 / 2 of 2 end”. Newly added enclosures
should also be noted on the AA2 transfer form.
Standard files
7.9 Map tagged into a file in such a way that the map cannot be opened
without removal from the file
7.9 Loose map correctly stored in a file
7.10
Loose papers within original envelopes should be removed and tagged into the
file alongside their original envelopes.
7.11
Photocopies may have a very short life expectancy. Only photocopies
produced by electrostatic processes are considered permanent. Therefore, any
other photocopies or records produced through thermal processes (including
early fax paper) should be photocopied with both the original and the copy
placed in the file. The original should be put into an acid free envelope and the
action noted on the AA2 transfer form. The envelope and original should have
their references written on them. See 7.9 above.
17
Preparation of records
7.12
Post-it notes on documents, containing information, are public records and
should be removed, placed within a clear enclosure and tagged into position.
7.12 Loose post-it note on a document
7.12 Post-it note placed in a polyester enclosure and tagged into the file in
its original position next to the glassine envelope that also requires changing
to polyester
18
Volumes
8
Volumes
8.1
Bound volumes in poor condition should be wrapped in acid-free paper prior
to boxing.
8.2
Loose papers found in volumes should be punched and tagged into a separate
file cover. The volume should then be numbered on the inside of the front
cover using soft-leaded pencil, listed, and labelled as ‘item 1’ and the separate
file as ‘item 2’. See above 7.1. If it is not immediately obvious to the reader
where the loose enclosure originated, then number each leaf of the whole
volume with soft-leaded pencil, including the loose papers when numbering.
By this means it will be obvious exactly where the loose papers came from.
8.2 Page that has become detached
8.2 Separated page stored correctly
from a bound document
and identified to the parent piece
9
Other file types
9.1
As a general rule, contents of ring binders, or similar binders should be
removed and put into Manilla folders, ideally of the washer and string type.
This is because such binders are wasteful of storage space and often use
ferrous materials that will rust. If it is felt that the binder is an integral part of
the file or contains important information please contact TNA Accessions Team
for advice.
9.1 Washer and string folder
19
Preparation of records
10 Loose collections of papers
10.1
Loose collections of papers should be punched and tagged into a plain Manilla
file cover.
10.1 Four-fold Manilla folder
11 Maps and plans
11.1
Repairs to torn maps and plans should not be undertaken. Instead consult TNA
Accessions Team for advice.
11.2
Do not flatten rolled maps. Wrap around the outside of an acid-free tube and
secure with cotton tape and insert into a cotton map/banner bag.
11.2 Examples of map bags
20
Microform
11.2 Preparation of a rolled map for transfer
11.3
Flat maps should not be rolled. These must be packed within a portfolio-style
case.
11.4
Each map or plan should be treated as a separate piece, and given a separate
piece number. The piece number should be written clearly on the reverse of
the map or plan using a soft leaded pencil (such as HB). If this is not possible,
suitable stickers are available from TNA Accessions Team.
11.5
Folded maps found in registered files and bound volumes should be kept with
their parent files (see 7.9) and noted on the AA2 transfer form.
12 Microform
12.1
Microfilm is to be kept in its original container and then packed in a suitably
sized box. Each film should be numbered on its box and, where possible, also
on its spool.
12.2
Microfiche should each be stored in individual Silversafe photographic
envelopes. The envelopes should be secured in a Manilla folder or appropriately
sized box (by carefully punching and tagging through the corner without
damaging the fiche).
12.3
All microform should be processed and stored in accordance with BS 1153
(1986).
13 Photographs, negatives and glass plates
13.1
The repair of photographs should not be undertaken.
13.2
Photographs should be placed within a polyester enclosure and the reverse of
the photograph very lightly referenced using a soft leaded pencil (such as HB)
21
Preparation of records
with the piece reference and enclosure number (see 7.9). Only one photograph
should be placed in each polyester enclosure. The presence of photographs
should be noted on the AA2 transfer form.
13.3
Negatives should be enclosed within Silversafe or acid-free envelopes and
indicated on the AA2 transfer form.
13.3 Preparation of photographs and negatives
13.4
Glass plates, photographic albums, x-rays etc require special attention. Advice
is available from TNA Accessions Team.
13.5
If a file contains photographs of a distressing nature it is important that a
warning is provided either on the front of the file (when such pictures are
frequent) or alternatively single photographs should be enclosed within an
opaque acid-free envelope stating “WARNING, THIS FILE/ENVELOPE
CONTAINS PICTURES WHICH ARE OF A DISTRESSING NATURE”.
14 Video and audio
14.1
Video and audio media should be kept within their original containers, packed
into suitably sized boxes and noted on the AA2 transfer form. For advice on
packing video and audio media please contact TNA Accessions Team. See also
Management of Audiovisual Records (TNA, 2002).
15 Objects, artefacts and seals
15.1
22
Sharp bulky objects, attached to or standing proud of a document, should be
removed when packing (except seals). For advice on packing seals please
contact TNA Accessions Team.
Electronic media
16 Electronic media
16.1
This section refers to electronic media (such as CD and diskettes) found
amongst paper files and does not cover transferring datasets to the UK
National Digital Archive for Datasets (UKNDAD) and electronic records from
office systems directly to TNA. Guidance on transferring datasets to NDAD is
available at http://ndad.ulcc.ac.uk/
Guidance on transferring electronic records from office systems directly to
TNA will be available in 2005.
16.2
Prior to transfer, electronic media must be stored to the appropriate standard –
cool, moderately dry environments – to protect from possible deterioration.
Relative humidity should be no more than 25% and the temperature should be
no more than 25°C (77°F). Conditions must also be stable without major
changes in temperature (no more than 15°C [27°F] either way).
16.3
As a general rule CDs are thought to have a longer life than magnetic tape.
CDs should be kept in original containers to be dealt with by TNA staff.
16.4
Prior to transferring electronic tapes activate their write-protect tabs (or
remove write rings from open reel tapes).
16.5
Electronic media must be packed in purpose built containers and surrounded
by suitable packing material 80mm thick on all sides to protect from exposure
to stray magnetic fields.
16.6
Containers must also be well insulated to protect from temperature and
humidity variations. Do not use non-rigid containers (such as padded
envelopes).
16.7
For further information on storage and transfer of electronic datasets please
refer to: http://ndad.ulcc.ac.uk/
See also BS 4783: Part 7:1993 on the storage, transportation and maintenance
of media for use in data processing and information storage.
17 Packing
17.1
All records must be packed in TNA approved materials (acid free boxes, boards,
cotton map/banner bags etc). TNA must approve all new types of packing
materials first. (See appendix 2 for standard box specification).
17.2
All boxes must have sufficient room for the records to be extracted easily. The
internal measurements of a standard storage box will usually be 5 mm less
than the supplier’s dimensions. Always check the size of documents prior to
ordering.
23
Preparation of records
17.3
When packing registered files the box should be slightly overfilled so that the
records are compressed when the lid is on. This will prevent the documents
from moving about, especially in transit. If this is not possible, excess space
should be filled with a suitable packing material (corrugated cardboard) for
transit. Please make a note of its presence on the AA2 transfer form.
17.4
Volumes should be packed so that the spine rests on what would be the bottom
of the box when placed on a shelf, thus taking the weight off the text block.
17.4 Suitable boxing for bound volumes
17.5
If documents have an uneven thickness (such as volumes with spines thicker
than their edges or files that are much bulkier at their tagged corners), then
alternate the files’ orientation within the box.
17.6
Boxes should be no more than 15cms thick when filled. Standard size is 11cms
thick.
17.7
All boxes should be secured with cotton tape, enough to go around the box
lengthways and allowing extra to create a loop in the middle (see appendix 4).
17.7 Correctly secured box ready
for transfer
24
Labelling
18 Labelling
18.1
All individual documents must be marked with their individual TNA reference
numbers: lettercode, series number, piece number, item number.2 This is best
done with chinagraph pencil, clearly using an oblique (/) between the series
number and piece number. eg AIR 7/1, CM 23/40
Alternatively, suitable labels (available from TNA Accessions Team) can be used.
If marking the document with its TNA reference number is likely to obscure
information on the document then it will need to be enclosed within a further
cover. When numbering a run of documents, the positioning of the TNA
reference on the document covers should, if possible, be consistent.
All volumes should have their references written on the inside of their front
covers using a soft leaded pencil (such as HB).
18.2
If the record is subject to a FOI exemption at the time of transfer, a closure
label must be fixed to it.
In the case of time-limited exemptions the date of the closure label is
calculated by adding one to the stated exemption period; for example:
• exemption ‘criminal investigations’ – 30 years + 1 = 31, added to the last
date of the document
• exemption ‘honours’ – 60 years + 1 = 61, added to the last date of the
document.
In the case of those exemptions where there is no time limit, the date of the
closure label should be calculated as 10 years + 1 = 11, added to the date of
transfer to TNA; the exemption period will be reviewed when this period
expires (ie after ten years).
18.3
Labels attached to the front of each box should show lettercode and series
number using white labels with red letters, then first piece number in the box,
last piece number in the box using white labels with black letters. These should
be positioned on the box as shown in appendix 4. All labels are available
through TNA Accessions Team.
18.4
If all the records within a single box are separate items belonging to the same
piece the item numbers should be shown as part of the piece number e.g.
‘121/1’ and ‘121/3 end’.
18.5
For rolled maps, labels should be attached to the open end of the cotton
map/banner bag showing the TNA reference.
2
In the TNA Catalogue lettercodes are referred to as departments and classes as series. It should be
noted that the term department in the Catalogue refers not to the transferring government
department but to the alpha codes which form the first element in TNA references.
25
Preparation of records
18.5 Rolled map packed, labelled and ready for transfer
19 Documentation
19.1
Any damage that cannot easily be repaired and any non-paper enclosures
must be noted on the AA2 transfer form.
19.2
An electronic copy of the AA2 transfer form is available online at:
www.nationalarchives.gov.uk/recordsmanagement/information/default.htm
In order to complete this electronic form, please open and save to your local
drive. Once completed, please return the form to TNA attached to an e-mail.
Final versions of lists can be emailed as an attachment at the same time. For
those departments that do not have access to the Internet, lists should be sent
on floppy disks. For a copy of the e-transfer form see appendix 3.
19.3
26
Please consult the TNA RME (Records Management Executive) team or the
Accessions Team with any queries about filling in transfer forms.
Appendix: suppliers and materials
Appendices
1 Suppliers of
materials
Acid Free Four/Two Flap
Folders, Buff
Conservation by Design Ltd
Timecare Works
5 Singer Way
Woburn Road Industrial Estate
Bedford MK42 7AW
Tel: 01234 853555
Email: info@conservation-bydesign.co.uk
Website: www.conservation-bydesign.co.uk
Board
W L Harrild & Partners Ltd
Unit 3
Alpine Business Centre
Eastbury Road
London E6 4LP
Tel: 020 7473 5345
Fax: 020 7473 6673
Evans textile group Ltd/
Mossglade Ltd
Unit 22
Piccadilly Trading Estate
Giddings Road
Manchester M1 2NP
Tel: 0161 274 4147
Fax: 0161 274 4070
Email: info@evans-textiles.com
R J Ratchford Ltd
Kennedy Way
Green Lane
Stockport SK4 2JX
Tel: 0161 480 8484
Fax: 0161 480 3679
Bubble Wrap/corrugated
cardboard
Preservation Equipment Ltd
Vinces Road
Diss
Norfolk IP22 4HQ
Tel: 01379 647400
Email:
sales@preservationequipment.com
Website:
www.preservationequipment.co.uk
Cotton tape
Thompsons Board Mill Ltd
Little Salkeld
Penrith
Cumbria CA10 1NJ
Tel: 01768 881471
Fax: 01768 881748
Bookcloth
Red Bridge International Ltd
Red Bridge Mill
Ainsworth
Bolton BL2 5PD
Tel: 01204 522254
Fax: 01204 384754
Email: sales@redbridge.co.uk
Website: www.redbridge.co.uk
Rykneld Tean Ltd
Hansard Gate
West Meadows Industrial Estate
Derby DE21 6RR
Tel: 01332 542700
Fax: 01332 542710
Email:
enquiries@rykneldtean.co.uk
Website: www.rykneldtean.co.uk
27
Preparation of records
Document repair tape
Conservation Resources
Unit 2
Ashyville Way
Oxford OX4 6TU
Tel: 01865 747755
Email: ConservArts@aol.com
Website:
www.ConservArts@aol.com
Map and banner bags
Conservation by Design Ltd
Timecare Works
5 Singer Way
Woburn Road Industrial Estate
Bedford MK42 7AW
Tel: 01234 853555
Email: info@conservation-bydesign.co.uk
Website: www.conservation-bydesign.co.uk
Micro-chamber envelopes
for CD-Roms
Conservation Resources
Unit 2
Ashyville Way
Oxford OX4 6TU
Tel: 01865 747755
Email: ConservArts@aol.com
Website:
www.ConservArts@aol.com
Paper for dummy sheets
Heritage white (200gsm) or ‘Five
Seasons (90gsm) 100% recycled
virgin pulp
John Purcell Paper
15 Rumsay Road
London SW9 0TR
Tel: 020 7737 5199
28
Polyester enclosures/
’Silversafe’ photographic
paper products
Conservation by Design Ltd
Timecare Works
5 Singer Way
Woburn Road Industrial Estate
Bedford MK42 7AW
Tel: 01234 853555
Email: info@conservation-bydesign.co.uk
Website: www.conservation-bydesign.co.uk
Conservation Resources
Unit 2
Ashyville Way
Oxford OX4 6TU
Tel: 01865 747755
Email: ConservArts@aol.com
Website:
www.ConservArts@aol.com
Secol
15 Howlett Way
Thetford
Norfolk IP24 3RR
Tel: 01842 752341
Website: www.secol.co.uk
Appendix: standard box specification
2 Standard box specification
Construction
The boxes shall be of the case/lid type. Body and lid shall be cut from one
piece of board.
Body
The short sides will be extended to form lugs, which shall be fastened to the
long sides within the body.
Lid
• The lid shall be easy fitting and the internal depth of the lid shall, for each
item, be the same as the integral depth of the body of the box. Sides and
ends shall have triangular lugs, which shall be fastened over each other to
give double thickness at the four corners.
• The outside lugs shall have the points cut off and shall be stitched on the
short sides.
• No holes shall be left at the corners.
Materials
• The boxes shall be manufactured from solid fibreboard lined both sides
pure kraft.
When
tested in accordance with BS 1133, section 7, sub-section 17, the
•
board shall satisfy the following requirements:
• Minimum thickness (including liners) shall be 1.9 mm
• Minimum substance shall be 1400g/m
• Minimum bursting strength shall be 200kPa
• The aqueous extract of the board when prepared and tested in
accordance with BS 2924 shall have a pH value of not less than five
and not more than eight.
Solid
brass staples shall be used.
•
Dimensions
All dimensions given are the internal measurements of the bodies of the boxes.
Packaging
A tie-on label must be used to describe each batch of boxes. No labels are to
adhere to the boxes.
Sampling
A sample of any size to be submitted with tender documents to show board
quality, make-up and a test report submitted to show adherence to
specification.
29
Preparation of records
3 E-transfer form
TRANSFERRING DEPARTMENT’S REFERENCE:
PUBLIC RECORDS ACT 1958 Section 3
Proposal for the transfer of public records selected for permanent preservation
To be completed by the transferring department or agency (shaded cells are mandatory)
DEPARTMENT/AGENCY
PROPOSING
TRANSFER:
SERIES TITLE
LETTER CODE
& SERIES
NUMBER
PIECE NUMBERS
AND EXTRACT
REFERENCES TO
BE TRANSFERRED:
COVERING
NO OF PIECES OR
IS THE SERIES ACCRUING?
YES or NO
DATES:
EXTRACTS
FOI/ACCESS: Are the records open on transfer? If NO, what variations are proposed?
Note pieces, FOI exemptions and Schedule No’s below.
YES or NO
Piece number
Item reference (if relevant)
Closure period
FOI Schedule number
Extend
DOCUMENTS RETAINED UNDER s.3(4):
Note piece numbers below, and Lord Chancellor’s authority for retention (LCI No including blanket LCI No’s).
Piece number
Item reference (if relevant)
LCI number
Extend
DOCUMENTS TEMPORARILY RETAINED IN
DEPARTMENT Note piece numbers (& item
numbers if relevant)
Piece number
DOCUMENTS MISSING AT TRANSFER
Note piece numbers (& item numbers if relevant)
and any numbers not used
Missing
Not used
Extend
SHOULD ACCESS BE DENIED TO LIST
DESCRIPTION OF DOCUMENTS?
If YES note piece numbers and FOI exemptions
NAME ANY OTHER DEPARTMENTS WHICH
MAY ALSO REQUISITION THESE DOCUMENTS:
30
Appendix: e-transfer form
PHYSICAL TYPE OF RECORDS (Insert “YES” into the relevant boxes) It is mandatory to populate at least one box
Files
Seals
Booklets
Artefacts
Volumes
Audiovisual
Rolled or flat maps
Electronic
Bundles
Microform
Photographs
Other (describe)
No of Boxes:
PHYSICAL CONDITION: State Good,
Satisfactory, Poor, Very Poor or Insect/
mould damage
Note here the piece or item numbers of
any documents that may need inspection
by TNA Collection Care Dept.
SPECIAL ITEMS: Note here any pieces that
include maps, plans, photographs, or other
non standard items.
Dimensions of boxes:
Piece No
Description
Extend
COSHH REGULATIONS 1994: Note here the piece
numbers of any items notifiable with the necessary
control measures.
SELECTION CRITERIA: Have these records been selected
under an Operational Selection Policy: YES or NO
If yes, please give OSP number:
ANY FURTHER
INFORMATION
Name of RME:
Date:
Name of DRO (or authorising officer)
Date:
Name of CM:
Date:
31
Preparation of records
4 Examples of labels on boxes
Brass
Series
Public access label
AIR
Department
2
The lid of the box must
always face to the right
when placed on a shelf
Closed
until 1996
20mm linen
packing tape
55
Acid-free box
32
56
Piece number
range in box
Definitions
Definitions
Accessioning:
Process of transferring records to The National Archives
(TNA).
AA2 transfer form:
Form documenting the transfer of records to TNA.
Bookcloth:
Archivally sound cloth used for the protection and
binding of books.
Chinagraph pencil:
Waxy pencil used to write on china, glass or other hard
surfaces and ideally suited as it is easily removed and
does no damage to paper. Available through listed
suppliers.
Departmental Record The person appointed by a government department
Officer (DRO):
or agency as being responsible for the management of
the records of that organisation.
Electronic Records:
Records where the information is recorded in a form
that is suitable for retrieval, processing and
communication by a digital computer.
Enclosure:
A paper or object found loose within a file or bound
volume.
Ferrous:
Containing or consisting of iron and therefore prone to
rust.
Film:
Transparent plastic coated strip with a light sensitive
emulsion, bearing a sequence of images which create
the illusion of motion when projected, and carried on
an open reel.
Glassine:
A glossy transparent moisture proof paper used
traditionally to store photographs and photographic
negatives.
Group:
Obsolete term for lettercode.
Item:
Part of a piece.
Lettercode:
The first element in a TNA document reference
signifying the government department or function of
government which created the records. Known as
department in TNA Catalogue.
Microform:
Records in the form of microfilm or microfiche,
including aperture cards.
33
Preparation of records
34
Paper Records:
Records in the form of files, volumes, folders, bundles,
maps, plans, charts etc printed or written on paper.
Piece:
The term used to describe individual documents,
usually registered files or bound volumes, which are
transferred to TNA.
Polyester enclosure:
Archivally sound transparent pocket used for the
storage of photographs, postcards, etc.
Portfolio:
A large, thin, flat case for carrying drawings, maps or
plans.
Preparation:
The action or process of preparing documents for
transfer to TNA.
PROCAT:
Obsolete term for TNA catalogue.
Relative humidity:
The amount of moisture in a given amount of air as
compared with that of complete saturation at the
given temperature (expressed as a percentage).
Sound recordings:
A recording of sound on magnetic tape carried on open
reel or cassette.
TNA Catalogue:
The online catalogue of TNA holdings, available via the
website: www.nationalarchives.gov.uk
Video tape:
Magnetic or other tape carrying a series of TV images
recorded magnetically, electronically or holographically.
35
36
The National Archives
Ruskin Avenue
Kew Surrey TW9 4DU
Email: recordsmanagement@nationalarchives.gov.uk
Website: www.nationalarchives.gov.uk/recordsmanagement/