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Managing Records in Special FormatManaging Records in Special Format

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Managing Records in Special FormatManaging Records in Special Format Most records held within the records Most records held within the records

centre will be in formats (mainly paper) centre will be in formats (mainly paper) that permit their storage in standard that permit their storage in standard boxes or bundles. boxes or bundles.

The bulk of the records can be shelved on The bulk of the records can be shelved on a regular pattern and boxes allocated to a regular pattern and boxes allocated to spaces on a random access basis.spaces on a random access basis.

However, it is likely that there will be a However, it is likely that there will be a proportion of records that cannot fit into proportion of records that cannot fit into standard shelf spaces or standard boxes or standard shelf spaces or standard boxes or that demand special treatment. that demand special treatment.

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These includes:-These includes:-

Maps & PlansMaps & Plans PhotographsPhotographs Moving ImagesMoving Images AudiotapeAudiotape Electronic RecordsElectronic Records Computer Printouts.Computer Printouts.

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ContinueContinue In general, it is not desirable to separate In general, it is not desirable to separate

documents in special formats from their documents in special formats from their original context. original context.

However, for practical reasons it may be However, for practical reasons it may be necessary to do so. For example, necessary to do so. For example, photographs or maps may be taken out of photographs or maps may be taken out of a file of which they are part, so that they a file of which they are part, so that they can be given specialised conservation or can be given specialised conservation or retrieval. retrieval.

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If this is done, it is essential to create If this is done, it is essential to create a link that will allow the connection a link that will allow the connection between the photographs and the between the photographs and the original file to be seen and original file to be seen and understood, even though the records understood, even though the records are no longer physically together.are no longer physically together.

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Users must be able either toUsers must be able either to Request the original file, see the reference Request the original file, see the reference

to the special media item (such as a to the special media item (such as a photograph) that has been extracted and photograph) that has been extracted and then request the itemthen request the item

Request the item (such as the photograph) Request the item (such as the photograph) from an index of specialised media (such from an index of specialised media (such as an index to photographic holdings) and as an index to photographic holdings) and then request the appropriate original file.then request the appropriate original file.

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ContinueContinue This link between records must be made This link between records must be made

wherever any documents in specialised wherever any documents in specialised format have been extracted from their format have been extracted from their original context and stored elsewhere.original context and stored elsewhere.

It must be remembered that the records It must be remembered that the records centre is an intermediate storage facility centre is an intermediate storage facility and some materials will not be retained and some materials will not be retained permanently. permanently.

Therefore, it is important to provide Therefore, it is important to provide storage suitable to the long-term value of storage suitable to the long-term value of the materials. the materials.

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ContinueContinue Records centre staff should seek to Records centre staff should seek to

acquire suitable storage equipment at the acquire suitable storage equipment at the time records are transferred. time records are transferred.

In general, if the records in question are to In general, if the records in question are to be kept permanently, the best way may be be kept permanently, the best way may be to transfer them directly to the archival to transfer them directly to the archival institution. institution.

Otherwise, a special area of the records Otherwise, a special area of the records centre should be allocated in which centre should be allocated in which appropriate storage equipment can be appropriate storage equipment can be placed instead of standard shelving.placed instead of standard shelving.

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Maps, plans and engineering Maps, plans and engineering drawingdrawing

Maps, plans and engineering drawings are Maps, plans and engineering drawings are best kept in plan cabinets equipped with best kept in plan cabinets equipped with drawers or in vertical plan cabinets drawers or in vertical plan cabinets equipped with hangers. If these are not equipped with hangers. If these are not available, cardboard tubes should be used. available, cardboard tubes should be used.

Records centre practice is sometimes Records centre practice is sometimes different. It would be acceptable to roll different. It would be acceptable to roll the maps, plans or drawings inside the maps, plans or drawings inside cardboard tubes, as this tends to protect cardboard tubes, as this tends to protect them from accidental damage during use. them from accidental damage during use.

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ContinueContinue This practice would be especially This practice would be especially

appropriate for maps, plans or appropriate for maps, plans or drawings that are not destined for drawings that are not destined for retention as archives.retention as archives.

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PhotographsPhotographs

Photographs should be kept in acid-Photographs should be kept in acid-free folders, individually, and kept in a free folders, individually, and kept in a controlled environment. controlled environment.

They also really need specialised They also really need specialised indexing. It is particularly important indexing. It is particularly important that links between photographs and that links between photographs and other records be retained; it is often other records be retained; it is often impossible to understand what a impossible to understand what a photograph depicts unless the photograph depicts unless the contextual documents reveal it.contextual documents reveal it.

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Audio visual materialsAudio visual materials

Moving image film also requires special Moving image film also requires special storage conditions. If the film is nitrate storage conditions. If the film is nitrate based, it should not be accepted into the based, it should not be accepted into the records centre under any circumstances, records centre under any circumstances, as it poses a significant fire risk. as it poses a significant fire risk.

These records, like any others, should be These records, like any others, should be subject to appraisal and have an action subject to appraisal and have an action date for destruction or transfer to the date for destruction or transfer to the archival repository. archival repository.

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Audio visual materials … Audio visual materials … contcont

Audiotape requires the same storage Audiotape requires the same storage conditions as films. The records centre conditions as films. The records centre may decide to keep equipment on which may decide to keep equipment on which the tape can be played. the tape can be played.

This could be kept in the reference room This could be kept in the reference room for use by authorised users. Videotape for use by authorised users. Videotape should be stored in conditions similar to should be stored in conditions similar to those used for electronic (machine-those used for electronic (machine-readable) records. readable) records.

It will be necessary to migrate videotape It will be necessary to migrate videotape records periodically to new technical records periodically to new technical standards when these become current.standards when these become current.

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Electronic recordsElectronic records

The guidelines for the storage of The guidelines for the storage of electronic records are continually electronic records are continually changing, as new mechanisms are changing, as new mechanisms are established. Provisions for the established. Provisions for the storage of electronic records in the storage of electronic records in the records centre should conform to records centre should conform to procedures issued by the records and procedures issued by the records and archives institution. archives institution.

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ContinueContinue In general, electronic records should In general, electronic records should

be stored in areas free of dust and be stored in areas free of dust and magnetic fields and protected as magnetic fields and protected as much as possible from fluctuations in much as possible from fluctuations in temperature and humidity.temperature and humidity.

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Electronic records … Electronic records … contcont Computer printouts on continuous Computer printouts on continuous

stationery do not produce any special stationery do not produce any special storage problem, except that they tend to storage problem, except that they tend to be too big for standard boxes or shelf be too big for standard boxes or shelf spaces. It may be necessary to use larger spaces. It may be necessary to use larger containers or to wrap the records in containers or to wrap the records in bundles. bundles.

In some cases it may be necessary to In some cases it may be necessary to allocate special areas of the shelving to allocate special areas of the shelving to these materials, adjusting the shelves to these materials, adjusting the shelves to different sizes.different sizes.

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Electronic records … Electronic records … contcont

Like all other records, computer Like all other records, computer printouts must be appraised and printouts must be appraised and have action dates allocated to them have action dates allocated to them on transfer, so that they are not on transfer, so that they are not retained in the records centre retained in the records centre indefinitely.indefinitely.

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