7 Textual Records

Textual or paper records include letters, diaries, journals, memos and other unpublished written materials. Their arrangement and description generally follow the guidelines outlined in Chapter 5. Many archives make a distinction between "manuscripts" or "papers," usually defined as a body of documents created or collected by an individual or family, and "archives" or "records," considered the official documents of a government, public institution, business, or other corporate entity. However, both types of textual materials are arranged, described, and conserved following the same basic archival principles.

Every person, corporation, institution, and government creates paper records every day; an archivist can find this material anywhere from office filing cabinets and storerooms to attics and basements. Private papers and official records can be donated, transferred, even purchased or borrowed. When appraising textual records, consider the criteria outlined in Chapter 3. Of particular importance are their quantity, uniqueness, legibility, and physical condition.

Arrange textual records as described in Chapter 4. Remember that it is best to achieve basic organization-to the series level-of all large holdings before continuing with file- or item-level arrangement of more important material.

Follow these guidelines:

	Sort all records to the record group and series level first. Only attempt item organization if time permits and the documents warrant such detailed arrangement.
	As you arrange the papers, unfold and flatten them, straightening creases and bent corners and removing paper clips, staples, pins, rubber bands, and other objects. Replace staples or clips with plastic paper clips if necessary.
	Once you have sorted the documents to the level chosen, such as series or file, place them neatly in acid-free folders, full but not overfilled. Twenty items per file folder is a suggested maximum; use the pre-folded lines on the folders as a guide.
	Label each file folder with the box number, file number, accession name, and accession number. if you are following an existing arrangement, include the original file titles.
	Place the files in acid-free boxes, filling each box so that the folders do not sag or bend but not so full that the records cannot be removed easily.
	Label each box with the accession name, accession number, box number, and location code, if applicable, before storing it.

Bound manuscript items, such as diaries, unpublished reports, minute books, or ledgers, are arranged as part of the entire accession. Write the accession number and item number of each volume on a piece of acid-free paper and insert this inside the front cover. Slim items can be placed spine down in acid-free folders and boxed along with other documents. if the bound materials do not fit in boxes, store them flat on a shelf, no more than two or three high. Tie damaged or weak volumes with cotton or linen tape before shelving to keep them secure. Wrap extremely old or fragile items individually in acid-free paper or store them in boxes of appropriate size.

Few archivists today have the time to describe each letter or memo individually, and item-level description is simply too time-consuming a task for its worth. An accurate and detailed inventory to the series level is a valuable finding aid for large bodies of textual materials. When arranging the manuscripts and records, keep accurate notes about the activities and interests of the creator, including information about people mentioned, letter writers, places or events, or significant subjects. Add this information to the inventory, which can also include lists of important names, places, or subjects and lists of series or file titles, if appropriate. The various names and places can then be added to index cards and filed in the subject catalogue. Follow the guidelines for description outlined in Chapter 5.

The recommended standard for the description of textual records is Steven L. Hensen, Archives, Personal Papers, and Manuscripts: A Cataloguing Manual for Archival Repositories, Historical Societies, and Manuscript Libraries (Washington, D.C.: Library of Congress, 1983).

The hazards outlined in Chapter 6 are all of particular concern for textual records. Acid is a particular danger. The best care you can offer paper materials is to provide good environmental conditions, use acid-free storage materials, and handle the documents carefully.

Follow these guidelines:

	Handle all paper carefully. Do not write on or otherwise alter textual material. if possible, wear cotton gloves.
	Examine all incoming material for fungus, mould, or mildew. isolate damaged or infested records until they can be cleaned and treated.
	Remove loose surface dirt from documents as they are examined and arranged, gently removing any smudges or stains with an art gum eraser or dusting off each page with a soft brush (such as a small paint brush). Brush off any eraser crumbs on the page and be careful not to erase any original notes or writing.
	Remove all clips, staples, pins, rubber bands, or ties from papers, carefully preserving original order. Replace clips or staples with plastic paper clips if needed.
	Remove materials from envelopes or folders. Keep the envelopes or folders only if they offer important information relating to the accession or if they are otherwise valuable.
	Unfold all papers, uncurling corners, flattening wrinkles, and unrolling documents.
	Lay papers carefully in each folder, either in the order established or in their original order, ensuring that the papers are not slipping out of the file at the edges or corners.
	Mend tears and rips with archival quality mending tape. Contact a conservator for information.
	Store all paper materials in acid-free folders and boxes.
	Keep light levels in the storage area low. Avoid leaving paper exposed to light for long periods of time.
	Tidy each box after use, checking to make sure papers have been replaced properly and everything is filed correctly.
	Consider special conservation techniques if necessary, including fumigation, deacidification, encapsulation, humidifying, or microfilming. Before attempting any of these treatments, however, contact a conservator for advice. (See the bibliography for references to these subjects.)

For information on textual records stored on microfilm or microfiche, see Chapter 8.