Rebed
Under Patient transfer refers to the repositioning of archival material of paper harmful registry systems such. B. standing files, hanging files in an aging-resistant, protective storage. Re-embedding is one of the preventive preservation measures that are carried out in order to permanently secure and preserve the archive material.
reasons
In archives, more recent documents from the last 50 years are usually taken over, which are in standing files, snap binders or hanging files, are held together with adhesive strips, staples or paper clips or are stored in plastic sheeting. In this state, the archive material cannot be stored in a magazine. It is not sufficient to protect against mechanical loads (e.g. when excavating and using) and against harmful external influences (dirt, microorganisms, light, insects, pollutants in the air, etc.). In addition, these filing systems usually contain metal and plastics (e.g. transparent films made of PVC), which attack the paper due to chemical processes (rust, plasticizers). Therefore, the archive material must be reburied in archivable containers. The legal basis for the reburial is the task formulated in the various archive laws to permanently store archive material in accordance with technical criteria.
Re-bed process
Prussian thread stitching
The Prussian thread stitching, which was common up until the beginning of the 20th century, is the sewing of individual sheets into prefabricated envelopes to organize and protect files . Paper-damaging aids were not used, however, especially with thick files, the edges of the paper often protrude over the file envelope. It is therefore advisable to enclose the files in a protective cover made of age-resistant cardboard so that the documents do not tear at the edges when they are removed. The Prussian thread stitching is not a transfer process in the actual sense, but the usual form of filing records. Since it is very time-consuming, in the course of the office reform , quick binders and quick binders were used.
Adhesive binding ("Lumbecken")
Archival materials were processed for decades and in places still today by adhesive binding the sheets. With this process archival material is combined into manageable and legible volumes, but the adhesives damage the paper, sheet edges usually have to be cut straight before gluing and the brittle adhesive bonds break quickly when used. Notes written on the inner margin may no longer be visible and individual sheets - e.g. B. for copying - do not remove.
Cord stitching and bow stitching
With this time-saving and simple transfer process, perforated files are removed from the files or binders, provided with acid-free cover and spine envelopes and held together with a strap or string that is passed through the perforation. Since the binding can be released quickly, documents can be easily removed for reproduction. But they can also be stolen. When moving the documents, the perforations can tear, especially with thin string. Due to the knot or the bracket, the files increase in thickness and take up more space in the magazine. Sufficiently large envelopes protect the files against mechanical damage when they are excavated.
Loose storage in four-leaf folders
Here, files are taken out of folders or binders and placed in four-leaf folders without being stapled . This means that no damage can occur from the binding systems, but there is a risk that slipped papers will bend over. The procedure is therefore only recommended for small bundles that do not already have a perforation. When used, the documents can easily get out of order or be stolen.
method
Documentation from paper-damaging filing systems is re-embedded in non -aging materials in accordance with DIN ISO 16245. Plastics in the archive should be avoided as far as possible. These can release chemical substances that impair the archive material or, due to the low melting point, stick the archive material together in the event of a fire and thus render it unusable.
When re-embedding, further measures can be taken to preserve the written material. First you should check whether the archive unit needs to be cleaned. After that, any metal should be removed from the archival records. These include, among other things, staples, paper clips, staples and transparencies. There is also the possibility of closing cracks. In particular, it must be ensured that no information such as folders or staple labels are lost during the re-embedding. Sometimes files are also paginated or foiled .
Another measure that can be carried out during the reburial is the removal of material that is inadequately preserved in a file. This includes, for example, maps , plans , photos , posters or other objects such as fabric samples or buttons. If an information carrier is removed from an archive, an information sheet with the new storage location and signature should be placed here. This information sheet can be supplemented by a plain paper copy of the object in order to convey initial information about the original piece. Furthermore, all plastic films and, if possible, adhesive strips must be removed.
packing material
All materials that are used when re-embedding and packing archives and that come into permanent contact with them should comply with the DIN ISO 16245 type A or Correspond to DIN ISO 9706. Materials with an alkaline reserve may refer to certain archival documents, e.g. B. Photos and diazotypes are damaging and should not be used. With normal papers, however, they slow down the aging process. The standard DIN ISO 18902 therefore applies differently to photographic material. The common forms include dust jackets, law folders (four-winged folders ), map folders and document pockets . Filing brackets for use in folders or perforated folders are available as pure plastic products or as plastic-coated wire brackets. It should be ensured that the plastic is free of plasticizers and resistant to aging. The surface is smooth and dust-repellent and can be written on for the application of signatures.
Age-resistant archival boxes are used for horizontal storage of archive materials. Archival boxes in which the above Archival materials wrapped in envelopes are stored, can comply with the DIN ISO 16245 type B standard. The cardboard boxes should be stable enough so that several cardboard boxes stacked on top of each other are compressed under the weight and that the archival material is also protected during transport. Folded cardboard boxes take up little space when empty. In the case of stapled or riveted cardboard boxes, the clips / rivets must be made of stainless steel and processed in such a way that neither the archive material is damaged nor the archive staff injured.
Standard archival boxes should be able to hold archival material, regardless of the time. Cardboard boxes for folio formats of approx. 39 cm × 28 cm × 12 cm (length, width, height) as well as double-width boxes for oversizes have proven their worth. In principle, the packaging materials should be around 1 cm larger on all sides than the archival material they contain, in order to enable them to be removed without damage. In addition to telescopic cardboard boxes, there are also cardboard boxes with front flaps, which allow access to the archival documents without removing the cardboard box from the shelf, but which do not have the same stability. The various containers should be coordinated with each other and with the shelving system and leave enough space to handle the archive boxes when they are lifted and repositioned. To stabilize the boxes and to protect them from slipping, the archive boxes must be completely filled.
Individual types of archive material
The above-mentioned work processes for processing a file also apply in principle to all other forms of archive material. They must also be removed from the non-archivable containers and transferred to aging-resistant packaging. They must also be freed of metal and marked with the inventory designation and the signature.
Book-shaped archival materials
Bound archival materials such as registry office registers, newspaper volumes or official books are best kept lying down in age-resistant archive boxes. In the case of larger, frequently used pieces, vertical installation is possible in exceptional cases. The official books should be drawn up without gaps, preferably in slipcases. This is to prevent the volumes from buckling and the book block from sagging.
Maps, plans, posters
Small amounts of up to 10 copies of these types of archive material are placed in non-aging folders and stored flat in card cabinets or large card boxes. A rolled storage is unfavorable, a folded storage is unsuitable. Separating sheets should be inserted to protect against mechanical damage and abrasion. Separation sheets are mandatory for blueprints and contact breaks, as these are very acidic, respectively. are basic. With very large formats, cards can also be stored hanging. To do this, however, the cards must be attached to a carrying strip.
Certificates
The best way to store documents is to keep them unfolded and laid out flat in special folders or on specially made cardboard slides. The seals , which are particularly sensitive to mechanical loads , must be attached with suitable holders. If there is no suitable storage space for a plan, or if the parchment is too stiff to lay out, documents can be kept folded. They should be packed in such a way that the originals cannot slip and there is no pressure on the parchment or seal.
photos
Photographic material is packed in unbuffered, chemically neutral packaging in accordance with DIN ISO 18902. This has no alkaline reserve and must have passed the PAT (Photographic Activity Test) test. Suitable materials are polypropylene or polyester films and glassine. Glass negatives must be wrapped in paper bags and packed in stable cardboard boxes to protect them against breakage. Accommodation in mobile shelving systems means a high risk of breakage due to the vibrations when moving. Glass negatives that have already been broken must be stored horizontally. Usually the negatives are separated from the positives . In principle, photographic material should not be used in the original, but in a duplicate (e.g. a protective digital copy).
literature
- Andrea Gioannini: De tutela librorum. La conservation des livres et des documents d'archives / The preservation of books and archive materials . Translated from the French by Marie Besson. 4th edition. here + now, Baden 2010, ISBN 978-3-03919-144-4 .
- Mario Glauert: Packaging for archive material. Recommendations of the conference of archives, elaborated by the ARK conservation committee. In: Der Archivar Volume 64, Issue 1, 2011, pp. 57–62. on-line
- Anna Haberditzl: New standard DIN ISO 16245 for packaging published. In: Der Archivar Volume 65, Issue 2, 2012, pp. 168–169. on-line
- Maria Kobold, Jana Moczarski: Conservation. A guide for administration, archives and libraries . 2. revised Edition. Hessian Historical Commission, Darmstadt 2012. Online
- Norbert Reimann (Ed.): Practical archive studies. A guide for specialists in media and information services specializing in archives. Ardey, Münster, 2014.