One preservation method for caring for paper records is to folder meterials in acid free folders.  Acidic paper can "burn" or discolor other paper.  Acid free folders prevent this by removing the materials from potentially damaging folders, but they can also neutralize the acidity of the paper records.  We also refolder archival materials so that we can properly label them to increase access and security.

Use folders that have a tab that runs the length of the folder itself and only write on the tab. Always label folders in PENCIL and please write clearly.

Layout of folder label:

Top left corner: Collection title

Bottom left corner: Series #, Box #, Folder # (You may be asked to leave the box and folder #s blank until the full collection is processed)

Top right corner: Folder title

Bottom right corner: Date

 
In the President's Office records, many folder titles will begin with a "sort phrase" that groups like materials together.  See in the example above the preceeding phrase, University Relations.  If the folder that you are working with does not have a sort phrase, or if it does fit with the materials that it is grouped with, please ask Jeff or Lindsey for guidance. Please alpabetize the folders within a sort phrase.

Dates: Many of the folders will have suggested date ranges listed on the front of the folder; please review the contents in the folder and double check that this date range accurately represents the contents of the folder.  Use the following formats:
1990, 2005-2008
1990-2008
circa 1990
undated

Preservation photocopies:  Some folders contain newspaper clippings that relate to the contents of the folder.  Please photocopy these clippings using acid free paper (not the paper in the photocopier, see Lindsey for acid free paper first), return the photocopies to the folder, then dispose of the original clippings.  If necessary, using pencil please write the publication information on the photocopy (publication title, date, issue #, page #).

Oversized materials: If a folder contains items that are bent to fit in the letter size folder, please flag and let Lindsey know.  If the items are legal size: create a folder as normal, then create a legal size folder with the same label information; place the items in the legal size and move to the designated legal size box for that series/collection (ask Lindsey).  Complete a document removal form and place it in the letter size folder - include a detailed description of the legal size documents so that researchers can adequately determine if they need to go to the legal or oversized box.