GUIDELINES FOR THE CURATION OF GEOLOGICAL MATERIALS

3.8.1.2. Manuscripts and archives
These, by their nature, are more varied and complex than books, presenting
greater storage problems and difficulty in establishing hard and fast
recommendations.
Documents that are foolscap, or half or twice that size, may be placed in boxes,
or made up into parcels. Boxes must be strong and made of good quality board of
low acidity. If wrapped in a parcel, acid free paper and boards must be used and
the paper tied with tape (Government-issue white cotton tape) not string, and
never rubber bands. Should a collection contain parchment or vellum, expert
opinion must be sought.
Large documents can be kept in specially made flat boxes (lined with good
quality paper applied with acid-free paste) or in wooden map or plan cases. Large
documents should not be folded, but if there is absolutely no alternative use a few
folds as possible, do not cross fold, and never fold through anything of
importance.
Manuscripts and archives must not be annotated directly. The component parts
of archival series must not be separated nor should they be re-ordered for the
convenience of current users or research. Manuscript collections relating to one
individual should not be broken up or separated along 'subject' lines. (Advice on
the proper listing of archive series can be obtained from the Public Record Office,
County or City Records Offices. For the treatment of both archives and
manuscripts see Jenkinson 1966, Schellenberg 1965 and Taylor 1980. The British
Standards Institution (1977) also makes recommendations on storage.)
Original material should not be lent - a copy can be made if the item is
sufficiently robust. Copies should also be made for everyday use of material much
in demand. Manuscripts or books should not be interleaved with newspaper
cuttings, since newsprint is highly acid and the acidity will migrate and spoil
adjacent paper.
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3.8.1.3. Maps and prints
Special storage furniture for maps is still relatively new but already many
containers are on the market. (See Nichols 1982 and Larsgaard 1978).
Maps vary greatly in size, format, age and purpose, and consequently may be
stored in different ways. For most maps drawers or horizontal storage probably
provides better protection than vertical storage, since hung maps can bend or curl
and the scale can distort. However, horizontal filing can create problems in
handling and it is important that good equipment is used. The face and character
of the map, in particular of engraved and manuscript maps, must be preserved.
One way of ensuring this is to keep a number of related maps in a folder, each
map being guarded along one edge which is sewn into the folder. The friction on
the surface of each map is thus reduced to a minimum.
For modern maps which may come out in series or a number of editions, or
which are easily replaced, it is perfectly acceptable (and more economical) to
keep the maps stacked in drawers or to use a vertical suspension type of filing.
The latter has the advantage of providing ease of accessibility to single sheets.
(For maps in series which may be subjected to heavy use it is important to
establish the whereabouts of a permanent reference set.) Working copies of maps
(e.g. those used in the field) may be protected by plastic laminate.