Podcast
Questions and Answers
What is an important consideration when using offsite storage for records?
What is an important consideration when using offsite storage for records?
Which supply is recommended for preventing light and dust damage to records?
Which supply is recommended for preventing light and dust damage to records?
What is the maximum weight recommended for filled boxes to prevent injury?
What is the maximum weight recommended for filled boxes to prevent injury?
Why should pencils be used for labeling records instead of pens?
Why should pencils be used for labeling records instead of pens?
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What type of shelving is preferred for record storage?
What type of shelving is preferred for record storage?
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What tool might be necessary to reach items on upper shelves?
What tool might be necessary to reach items on upper shelves?
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How should delicate or valuable records be handled?
How should delicate or valuable records be handled?
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How should paper records be generally preserved?
How should paper records be generally preserved?
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What is the primary reason for avoiding the use of ink when making inscriptions on paper?
What is the primary reason for avoiding the use of ink when making inscriptions on paper?
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Which of the following is not recommended for marking or organizing leaves of paper?
Which of the following is not recommended for marking or organizing leaves of paper?
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What atmospheric condition is ideal for the preservation of paper materials?
What atmospheric condition is ideal for the preservation of paper materials?
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How should oversized papers be stored to ensure their preservation?
How should oversized papers be stored to ensure their preservation?
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What is a key factor in preventing mold growth in book storage areas?
What is a key factor in preventing mold growth in book storage areas?
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What specific environmental setting should be avoided for storing paper materials?
What specific environmental setting should be avoided for storing paper materials?
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What is the function of protective enclosures in paper storage?
What is the function of protective enclosures in paper storage?
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For hardcover books, what practice is crucial when shelving them?
For hardcover books, what practice is crucial when shelving them?
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What is the recommended method for storing oversize materials like blueprints and maps?
What is the recommended method for storing oversize materials like blueprints and maps?
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How should items that cannot fit in drawers be stored?
How should items that cannot fit in drawers be stored?
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What is the minimum diameter recommended for tubes used to store rolled materials?
What is the minimum diameter recommended for tubes used to store rolled materials?
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What is the primary reason for recommending hand washing over gloves for handling special collections?
What is the primary reason for recommending hand washing over gloves for handling special collections?
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What unintended consequence can arise from using white cotton gloves when handling archival materials?
What unintended consequence can arise from using white cotton gloves when handling archival materials?
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What is important to maintain in addition to records media for proper preservation?
What is important to maintain in addition to records media for proper preservation?
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What kind of positioning is preferred for tubes storing rolled records?
What kind of positioning is preferred for tubes storing rolled records?
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Which of the following practices is discouraged for handling materials because it can leave residues?
Which of the following practices is discouraged for handling materials because it can leave residues?
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How often should records media be inspected for damage?
How often should records media be inspected for damage?
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Why is it necessary to migrate records media data periodically?
Why is it necessary to migrate records media data periodically?
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What is a key factor in ensuring the long-term usability of collections?
What is a key factor in ensuring the long-term usability of collections?
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What should be done when damaged records media is found during inspection?
What should be done when damaged records media is found during inspection?
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What is the recommended lifespan for records media before migration is suggested?
What is the recommended lifespan for records media before migration is suggested?
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What kind of environment considerations are suggested for increasing the lifespan of media?
What kind of environment considerations are suggested for increasing the lifespan of media?
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What might happen to equipment used for records media over time?
What might happen to equipment used for records media over time?
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What is the purpose of making copies of records media?
What is the purpose of making copies of records media?
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What is the recommended action for fragile paper that cannot be unfolded without causing damage?
What is the recommended action for fragile paper that cannot be unfolded without causing damage?
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What is the potential issue with storing flat sheets alongside books and pamphlets?
What is the potential issue with storing flat sheets alongside books and pamphlets?
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How high can flat boxes be safely stacked without risking damage?
How high can flat boxes be safely stacked without risking damage?
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Which item should be used to support documents and prevent slumping in boxes?
Which item should be used to support documents and prevent slumping in boxes?
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What precaution should be taken when handling unbound documents during copying?
What precaution should be taken when handling unbound documents during copying?
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What should be done after using pages from fragile documents?
What should be done after using pages from fragile documents?
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What should be avoided when handling oversize materials?
What should be avoided when handling oversize materials?
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What should NOT be done with multiple page documents during photocopying or scanning?
What should NOT be done with multiple page documents during photocopying or scanning?
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Study Notes
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.
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Description
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.
