Special Collections Volumes Technical Processing Guidelines

DRAFT

The Center of Southwest Studies is one of the primary repositories of our region's historically significant materials.  Many of our holdings are rare or unique, including numerous bound volumes and pamphlets.  These guidelines for the technical processing of those volumes which are considered rare or especially valuable are intended to assist us in meeting our dual considerations of access and preservation.  Every person and institution working with the Center's materials should therefore follow these guidelines.

1.         Binding boards must be acid-free and lignin-free, containing less than .008% reducible sulfur, buffered with a minimum 2% calcium carbonated alkaline reserve with a minimum pH of 8.5, acrylic coated to resist abrasion, and of appropriate size and strength for their contents.

2.         Any plastic used must be inert.  Acceptable products include Mylar D, polyester, polyethylene, polypropylene, and triacetate.  Vinyl, plasticized (PVC) sheets, and glassine envelopes are unacceptable. 

3.         Non-archival paper, sticky notes (such as Post-itÔ notes), non-acrylic adhesives, and paper clips should not be introduced to the contents of collections, as these materials can damage the materials.  Volumes are to be marked using archival papers and number two pencil.

4.         The Center's cataloged pamphlets should be placed in archival quality binders; our stock of binders from Archival Products (1-800-526-5640, Des Moines, Iowa) includes binders with a 0.20 clear polyester front board in the following board width x height dimensions:  5½ x 8", 5½ x 8½", 6¼ x 9", 5¼ x 9½", 7 x 10", 7¾ x 10½", 7¾ x 11", and 8½ x 11½".  The spines come to us unscored; we'll do our own scoring, which will vary with the width of each pamphlet.  The binders will be attached using our stock of stainless steel staples and our compatible saddle back stapler.  Any adhesives used in binding should be acid-neutral, acrylic or polyvinyl acetate.  Pamphlets should not touch any adhesives.

5.         Each volume is to be labeled, at the minimum, with the following information:

Center of Southwest Studies, Fort Lewis College (using, in most cases, our rubber stamp)

6.         Especially valuable volumes should be placed in custom-fitted archival quality boxes which offer physical support and protection from dust, dirt, light, mechanical damage, and fluctuations in temperature and relative humidity.  The slip case should not be used to hold books (it's too abrasive, and the spine is left unprotected).  Small, thin, or lightweight books may be placed in custom-made (in-house) folding book boxes made of 10 or 20 point tan lignin-free card stock.  See the Northeast Document Conservation Center's technical leaflets for bound materials.  Labeling of rare books is done by utilizing a 3"x10" acid-free card, to which is attached the bib info and the barcode.  If the book and the card are ever permanently separated we can do a replace function and give it a new barcode.  Never physically attach a barcode to such a book .

7.         Careful handling of items must be exercised at all times.  This includes grasping a book by its sides (around the spine), not by the headcap, to pull it off of the shelf after easing the books on either side of the desired volume further back on the shelf to expose the book.  Damage to books is cumulative.  Repeated poor handling can transform a new book into a worn book and a worn book into an unusable book.

8.         The Center of Southwest Studies wishes to preserve its collections for use in every        way consistent with good scholarship, productive research, and established archival considerations. Your comments and suggestions are welcome.  Thank you!

Page last modified: December 04, 2001