Scope: Guidelines for boxing archival materials, ordering more supplies, for all archival processing staff.

Contact:  Katerina Dimitriadou-Shuster

Unit: ATS/RMC

Date last updated: 3/11/2025

Date of next review: March 2025

Contents:

See separate page for Creating and Deleting Top containers in ASpace 

Boxing and re-boxing

When selecting appropriate containers to rebox a collection, always remember that the box size helps mandate the storage location in the vault, mezzanine or Annex, but has nothing to do with the intellectual arrangement of the collection. Efficiency in space management require that items of similar size or format be stored together to maximize storage facility, so different boxes in the same collection will not necessarily be housed together. 

• Pack 16" boxes [the white record cartons marked "Hollinger”] with the logo on the LEFT. 
• Choose an appropriate size box. A box that is too big will allow materials to slide around, causing undue wear and tear. Forcing material into a box that is too small may damage the materials and/or the box. 

• Boxes should be full to prevent folders from folding over or spilling their contents. If a collection or series ends mid-box, add spacers. 

• Do not make boxes too heavy, which makes them difficult to lift. If the contents are very dense, use smaller containers. 

• Box sizes – records are housed in a variety of boxes based upon the size, age, and significance of the collection. These decisions will be made on a collection-by-collection basis according to physical condition, security concerns, and significance. If you are unsure of proper storage for the collection, please consult your supervisor or the staff of the Technical Services unit. 

• Box size does not affect the intellectual arrangement and description of the collection.  Rather, it is a factor in the safe storage and efficient housing of records. 

• When filling out the projected cubic footage of a collection, please use the Extent Calculator below. This also can be used to complete the extent field in the resource record. 

Top container profiles

(in progress) Katerina Dimitriadou-Shuster 

Boxes accepted at the Annex

The following box sizes are accepted at the annex: 

 Hollinger 16” white boxes 

Brown 6” flat annex box (these are ordered through Cammie) 

Brown 4” flat annex box (these are ordered through Cammie) 

Upright letter boxes, both the 5” and the 7” 

Upright legal boxes, both the 5” and the 7” 

Brown LP storage boxes (these are ordered through Cammie) 

Extent calculator

Ordering supplies

 A list of frequently ordered supplies, along with their dimensions and links to the website, is available on the x:drive under “Archival Processing”. Also located in that folder is the supply ordering list. If you need to order supplies, add the item and Hollinger/Gaylord code to the list and alert the Technical Services Archivist, who will place the order.