Handling documents
Users have a responsibility in helping PRONI to preserve the records by handling the records with care. Mishandling of records is a major cause of deterioration. The effects of mishandling may not appear immediately but can suddenly become obvious, particularly if the record is used often.
Practical advice for safe document handling
- make sure your hands are clean and dry - wetting fingers (to turn pages) must be avoided
- for heavy or outsize documents staff are available to help with moving the items to and from the issue desk – just ask if you need help
- place documents securely onto the table - do not let documents overhang the edges of the table
- heavy volumes should not be placed on top of other documents/ maps
- book support cushions are available to support bound volumes
- do not force a volume to lie flat or leave it open face downwards - book support cushions and leather weights are available from staff
- for a rolled document leather weights can be placed at both ends of the document for support
- do not fold, crease or bend any document – care should be taken when turning pages or unfolding documents
- if pages are stuck together talk to a member of staff - don't try to free or prise apart pages that are stuck together
- pencils only must be used around documents - pens or typing correction fluid must not be used
- take care not to mark a book or document; do not lean on a book or document; do not place the paper on which you are writing onto a book or document
- If paper clips, pins or staples are attached to documents do not try to remove them
- if documents are held in clear protective sleeves do not remove them
- take care when removing or replacing documents in envelopes
- don't re-arrange loose papers
- gather the document bundles together with care - don't tie document tape too tightly around bundles
- hold photographic negatives carefully, do not flex/ bend photographic negatives and prints and do not touch them, except at the edges
- take care when loading and removing microfilms
- documents must not be removed from the Reading Rooms or taken out of the building
- report any document missing or in a fragile condition