Good document handling is important because we need to ensure that historic material remains accessible to everyone, both now and in the future. Here is an overview of good handling practices to explain more about rules for readers and how they should use handling aids.
When handling collection material in the reading rooms we ask that you:
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Ensure your hands are clean and dry.
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Do not use hand lotion or sanitiser – these can leave stains on the document surface.
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Do not lick your fingers when turning pages.
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Keep documents in the same order that you received them – do not attempt to re-file the items in your preferred order.
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Do not de-tag any file or remove individual items from files, covers or volumes.
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Ensure your workstation has enough room for your document and any handling aids required.
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Make sure documents do not hang from the table edge when in use.
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Only handling aids may be placed onto documents – do not put cameras, devices or other objects onto the document surface.
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Ensure all housings, boxes and tapes are replaced after use.
To assist with the safe handling of documents , a range of equipment is provided in the reading room. These include:
Supports:
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Flat pads. These can be used in a range of ways, including supporting wax seals, adding height to book wedges and creating tailored support for unusual document formats.
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Spine inserts. These are used for supporting spines of tight-back (i.e. paperback) volumes or hardback volumes with missing spines.
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Wedges. These are used for supporting volumes or creating an angled reading surface.
Weights:
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Snake weights. These are gentle and flexible weights which are suitable for use with all materials and formats. They can be used over the corners of volumes or inside rolled documents to hold them in place.
Please return all handling supports and weights to their designated areas once you have finished using them.
Gloves:
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Some collection material may require the use of gloves to ensure safe access. When handling unhoused photographic material or metallic seals, they provide protection from damaging salts and oils in our skin and are available on request.
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Documents with non-active mould growth or that have been chemically treated in the past may also require the use of gloves.
Please note: If you are having difficulty handling a document – for example, if it is heavy or fragile – please ask a member of staff for help.
Photographing Documents in the Reading Room
Taking photographs of books and archival material using a hand-held camera, smartphone, tablet, or laptop is subject to the permission of the Librarian.
When taking photographs, it is important to remember that good handling takes priority, so please be aware of the following:
- Ensure you have room to accommodate your document and you have all handling aids needed.
- Work carefully through the document, turning pages individually, respecting any vulnerabilities and adjusting handling aids as needed.
- Always retain the document order – if you require assistance with this, please see a member of staff.
- If a document is difficult to remove from or return to its housing, or is difficult to handle, please ask a member of staff for assistance.
- A dedicated camera stand is available on request.
- Flash photography is not permitted in the reading rooms, so this function must be switched off prior to use.
For further information, watch the National Archives guidance video on how to photograph documents safely.