If you’ve taken the correct steps to archivally store your artwork, photographs, family history artifacts, and collections can you locate a specific item when you need it? This blog post shows you how to create a finding aid for your collections.
Document Your Materials in Quick Photographs
We will use a couple of dozen antique prints as an example of what should be done for easy archival storage and organization. The techniques can be applied to everything you might have in your own art or photography portfolios, collections, and family history archive!
Our Metal Edge Drop Front Boxes are versatile and economical. They come in tan, gray, and black, in 1-1/2″ and 3″ depths, in a wide variety of sizes. The metal edging creates stacking strength. They’re archival, acid-free and made in the USA.
While we’re going to use a Drop Front Box to store these prints, the same procedures apply to the materials you’re storing in Onyx Portfolio Boxes, Museum Drop Front Boxes, Document Storage Kits, even Archival Binders!
The first step involves making a few quick photographs of the prints that are going to be stored in an acid-free Drop Front Box.
When it comes time for you to do this simply arrange your materials on a dining room table or the floor (place a clean sheet down first).
You can photograph individual items or shoot a group of materials that are all going to be placed in the same box. A digital camera or phone will work fine for this project. We are creating a visual inventory of everything that is going to be placed in our Drop Front Box!
As you photograph the items going into the box jot down some quick titles of whatever you’re photographing.
Place Your Materials in Archival Enclosures
In the case of our two dozen antique prints, we’re placing each one in its own individual Crystal Clear Bag. Archivally-safe Polyethylene Bags can also be used for this step. In either case, using a clear bag will allow us to see what is in each enclosure while still protecting the prints from fingerprints and outside contaminants.
We’ve placed a piece of archival Card Stock behind each fragile print for added rigidity and support—and while not absolutely necessary, it’s a good idea!
Here our box is all buttoned up and ready for everyday access to our prints and long-term archival storage. Only one little problem: just what is in this box?
Label Your Boxes / Portfolios / Binders
The simplest way to identify your archival boxes, portfolios, and binders is to add an Adhesive Backed Label Holder, which are available in several sizes. These handy accessories come with pre-cut labels that can be used to write any identification or organizational information you’d like, or you can print this information out and trim it to size.
Here’s an example of a label that lists the titles of 14 of the 24 prints we’re storing in our 11×14″ drop front box. The glaring problems here are: the font is unreadably small and we can’t fit the titles of all 24 prints on this label. An alternative recommendation? Just assign each box a number.
Compared to the label on the smaller box, you can see this label from across the room!
The color printout in the 8.5 x 11″ archival Print Page that’s on top of the larger box is a simple visual inventory.
Make Two Visual Inventory Sheets for Each Box
This sheet of regular 8.5 x 11″ letter-sized paper shows the prints we photographed at the beginning of this blog, with each print’s title added at the bottom. A copy of this and the other visual inventory sheets we made – covering all 24 prints being stored in our box – will be placed in the top of the box before we close it. While this example is in color, a black and white version can also be used.
We downloaded this photograph from our camera or phone onto our computer, and then dragged it onto a word document so that we could add the titles we jotted down earlier.
Notice that we’ve named the box that holds these prints Box 3, but you can use whatever personalized descriptive information you’d like.
Archival Storage: Step 5 – Create a Binder of Visual Inventory Sheets
As mentioned earlier, we’ve made two copies of the visual inventory sheets we’ve created. One copy went into the box, so that just by opening it we could quickly see a visual inventory of everything the box contains without having to shuffle through all the prints.
This will allow us to quickly look through these pages to determine the specific numbered or labeled box that holds the specific print, photograph, or artifact we’re looking for on any given day.
All this makes the archival storage and organization of our materials super easy. Just as important, it’s super efficient.
And it will work for everything in your collection too, both 2D prints and portfolios and 3D objects and artifacts!
By following these simple steps for archival storage and organization, when you need to find a particular image or object in your collection all you need to do is open your binder full of visual inventory pages, find what you’re looking for there, and then track down the corresponding box number (or box name, depending on your own personalized system of organizing) to reduce your search to just that one box or portfolio.
You’re already doing the right thing by archivally storing your materials. Now make finding your materials easy.
If you have any additional questions, or would you like more information on any of our museum-quality acid-free storage & presentation materials, please contact us here at Archival Methods. We’re always there to help with any archiving, storage, or presentation questions you may have.