Handle with care: records with a physical format

It applies to records in physical formats, like paper files, documents, maps, plans, charts, and drawings.

Records are very important. They help organisations make decisions, stay accountable, and protect the rights of staff and clients.

Under the State Records Act 1998, public offices must keep records safe and in good condition. Staff and users should follow these simple rules to make sure records last as long as needed.

General rules

• Only authorised users should access the organisation’s records.
• Handle records carefully to avoid damage.
• If you damage a record, don’t try to fix it yourself. Tell the records manager so they can help. Repairs should only be done by a conservator. Expert advice may be sought from Museums of History NSW.
• Don’t smoke, eat, or drink near records. Keep hands clean and free from food, oils, or hand cream.
• Don’t place records on the floor or on dirty surfaces.
• Use a pencil, not pens or markers, when working with records. Never change, delete, or add to records unless the law says you can.
• If you digitise records, make sure the process doesn’t damage them. 
• Get more information on managing digitisation programs and projects.

Paper-based files

• Keep pages in the right order. Don’t remove or rearrange pages. If pages are in the wrong order, tell records staff.
• Turn pages carefully to avoid tearing. Don’t wet your fingers as this can transfer dirt and saliva onto the paper.
• If you need to mark a page, use a clean piece of white paper as a bookmark and remove it when done. Don’t fold corners or use sticky notes.
• Never use tape to repair files. It will damage the paper. Contact records staff if repairs are needed.
• Use only stainless-steel clips or pins to hold files together. Don’t use metal ones that rust.
• If a file is torn or a photograph needs protection, place it in a safe bag, like polypropylene, polyethylene, or polyester, and attach it to the file.

Maps and plans

• Maps and plans are often large and need extra care. Use a clean, flat surface when handling them.
• If the map has been stored flat, transport it flat too. Rolling it can damage it. Use a flatbed trolley if needed.
• If maps are rolled up, unroll them gently and don’t roll them back the other way.
• Never laminate maps or plans. It can’t be undone and can speed up damage. Ask records staff for other options.
• Never fold maps or plans. If they need to be added to a file, copy them first. Store the original flat somewhere else.
• Don’t use tape to repair maps or plans. It will cause damage.

Volumes

• Volumes are bound books, like registers or ledgers.
• When moving volumes, hold them in the centre of the spine. Don’t pull them by the top or bottom, as it can tear the spine.
• Use a trolley for heavy volumes or when moving more than one at a time.
• Always examine volumes on a clean surface. Don’t force the spine flat; support fragile volumes by placing blocks of wood or cloth under the covers.
• Turn pages carefully. Don’t wet your fingers, as this can transfer dirt and saliva.
• If a volume is damaged, tie it shut with cotton tape until it can be repaired.
• Never use tape to fix volumes. Alert records staff for repairs.

Photographs and negatives

• Keep photographs and negatives clean. Insects can damage them, and dirt can cause chemical reactions and scratches.
• Use lint-free cotton gloves to handle important photographs or negatives. Fingerprints can damage the surface.
• Support photos using cardboard or board when viewing.
• Never touch the image on photographs or negatives.
• Ensure any viewing equipment is clean.
• Never write on photographs. Label the packaging instead.

Magnetic media

• Magnetic media includes things like audio cassettes, videotapes, computer tapes, and floppy disks.
• Don’t use magnetic media near magnets, like those in speakers or power lines.
• Keep magnetic media clean. Sweat and oil can cause mould, and dust can affect performance. Lint-free cotton gloves are a good idea.
• When carrying a tape, support it by the centre hub.
• Don’t flex, bend, or pick up floppy disks by the hole in the middle.
• Use ink, not pencil, to label disks, as graphite can interfere with their reading.
• Always put magnetic media back in its container after use.
• Don’t leave cassettes or tapes halfway wound. Always wind them to the end after use.
• Be careful not to drop or bump magnetic media when moving it.

CDs and DVDs

• Keep CDs and DVDs clean. Use lint-free gloves to avoid scratches or marks.
• Always handle discs by the centre hole, not the reflective side.
• Return items to their cases immediately after use.
• Never flex or bend discs.
• If a disc gets dirty, gently clean it with a soft brush or photographic tissue. Only clean from the centre outwards, not in circles.

Microforms

• Keep microforms clean. You may want to wear lint-free cotton gloves.
• Never use original films for reference. Always use copies to prevent scratches.
• Don’t leave films in viewing equipment too long, as the light can affect them.
• Return items to their cases as soon as you’re finished using them.
• Ensure viewing equipment is clean before use.