Preservation Photocopy

From ArchProc
Revision as of 08:38, 21 August 2009 by Jdean (Talk | contribs)
Jump to: navigation, search
1. Introduction
2. Preparing to Process
3. Arranging
4. Describing
5. Housing and Preserving
6. Finishing the Job

Archival Processing at UNC > Preservation Photocopy

Always use acid free paper. Look for the Permalife watermark.

Newspaper Clippings

  • May be trimmed and arranged to fit on the copy machine glass.
  • May be reduced to fit 8.5”x11” or 8.5”x14” paper, as long as the print is still legible.
  • If the name and date of the paper are not part of the clipping, remember to capture this information, if available, in enclosed brackets on the preservation photocopy, preferably in the upper right corner.
  • Items that are too big to be photocopied should be placed in an acid-free enclosure, with as few folds as possible in the original. For items needing an acid-free enclosure larger than 8.5”x11” there is a roll of acid-free paper for making custom-fit enclosures.
  • Always check to make sure you have photocopied the entire clipping. It is easy to cut off text when it goes right to the edge of the paper, or when it continues to another column or page, or when part of the clipping has been folded over.
  • Original newspaper clippings may be discarded.

Post-it Notes

  • Photocopy meaningful post-it notes where they are posted, even if they are covering text. Attach photocopy to the original document and discard the post-it note.
  • Meaningful post-it notes will have more substantive communication than “FYI” (or the like) or a phone number written on them. If you are not sure if a post-it note is meaningful, ask your supervising archivist.

Highly Acidic Materials: including documents that have turned brown, pink, or yellow, and/or have a greasy or dirty feel to them

  • Photocopy, then check with your supervising archivist to determine if original should be kept or discarded.


  • Items with creases that are difficult to photocopy without losing text along the crease may be flattened by putting a piece of tape along the back side of the crease. Do not do this if the original item is to be kept along with the preservation photocopy!
  • Position documents as neatly as possible on the glass. If clippings slide around on the glass you may mount them on white paper before photocopying, but only if they are going to be discarded.
Personal tools