Offsite Storage Considerations and Supplies

Offsite Storage Considerations

• Assess offsite storage location distance.
• Establish offsite records inventory and recording methods.
• Designate personnel for offsite storage area maintenance and security.
• Determine record retrieval personnel and transportation methods.
• Estimate researcher record access waiting times.
• Determine the frequency of offsite storage area visits.
• Evaluate offsite storage location security.

Recommended Storage Supplies

• Use boxes (max 40 lbs, 1-2 per box) to protect against light and dust.
• Employ folders (letter/legal size) for organization and efficient retrieval.
• Use pencils for labeling and documentation to prevent ink fading/bleeding.
• Utilize white gloves for handling delicate or valuable records to prevent contamination.
• Use metal shelving for better protection, avoiding wood due to potential damage from leaching. Consider access equipment (stepstools, ladders, forklifts) for upper shelves.

Paper Record Preservation and Storage

• Store paper records in boxes.
• Common storage issues are shared across all record media.

Non-Paper Record Preservation and Storage

• Specialized equipment (playback machines, computers, headphones) is needed, potentially requiring a separate area.
• Regular equipment maintenance is crucial to mitigate dust, dirt, and scratches.
• Equipment obsolescence necessitates inspection and potential upgrades.
• Annual media (audio/video cassettes, microfilm, electronic records) inspection is essential to detect damage and ensure functionality.
• Damaged media requires immediate data migration to new copies.
• Test media on new equipment after upgrades to ensure data readability.
• Create copies for regular use; store masters securely.
• Periodic data migration (5-10 years, dependent on media lifespan) is recommended to maintain accessibility and update to current standards.
• Environmental adjustments may be necessary for optimal media lifespan.

Proper Care and Handling of Works on Paper

• Maintain clean hands and workspace.
• Avoid food and drink near materials.
• Use pencils, not pens, for markings on a clean, hard surface.
• Avoid paper clips, fasteners, and "dog ear" folding.
• Refrain from using rubber bands, adhesive tape, or glue.

Proper Storage of Works on Paper

• Store in a cool, dry (35% relative humidity), clean, and stable environment.
• Minimize light exposure; avoid direct or intense light.
• Keep away from radiators and vents.
• Employ supportive protective enclosures.
• Store oversized papers flat or rolled.
• Isolate acidic papers to prevent acid migration.

Storage and Handling of Bound Volumes

• Ensure adequate air circulation to prevent mold growth.
• Use fewer sheets per folder or individual polyester sleeves for fragile materials.
• Unfold documents/manuscripts unless structurally compromised; consult a professional if necessary.
• Store letters with envelopes.
• Store similar sized and categorized items together to prevent damage.
• Store heavy items separately from lighter ones, and bulky items separately to prevent uneven pressure.
• Stack flat boxes 2-3 high; support folders in upright storage to avoid slumping.
• Use chemically stable spacers to support folders in boxes.

Handling of Unbound Documents

• Handle only blank areas of pages.
• Stack pages neatly after use.
• Ensure adequate space for handling, viewing, and unrolling of oversize materials.

Photocopying or Scanning Documents

• Exercise caution with brittle materials; use page-turners to prevent damage.
• Avoid sliding paper under the copier/scanner platen frame.
• Never feed multiple pages at once.

Storage of Oversize Materials

• Store flat in map cases or large covered boxes.
• Roll flexible, strong materials if they don’t fit in drawers.
• Roll items individually or in groups (4-6, depending on size/weight) on tubes several inches longer than the item, and at least 4" in diameter.
• Store tubes horizontally to prevent crushing.

Glove Use in Special Collections

• Hand washing is preferred over gloves for handling special collections.
• Alcohol-based hand sanitizers leave behind residue that can damage materials.

This quiz covers essential aspects of offsite storage, including location assessment, inventory management, and security measures. It also explores recommended supplies and handling techniques to ensure the preservation of records. Perfect for anyone involved in records management or archival work.