📖Labelling and repackaging guidance

Purpose of this guidance

This guidance is designed to aid those unfamiliar with archive material and processes to label and repackage material as appropriate to their format and condition, and is in line with section "Packing and labelling boxes", "Extracting material for transfer to Wellcome" and "Post Transfer: Processing Audio-visual Media" within the 'Acquisition and Accessioning Manual'.

It supplements the existing guidance by explaining how to rectify known legacy issues with packaging and labelling extracted materials not covered by Collection Development guidance assuming packaging and extraction at point of acquisition.

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Extracted material

Due to enhanced listing procedures, as of May 2024 extraction forms are no longer needed to associate extracted materials with the container they were removed from.

Instead materials should be physically labelled with their reference number and unique extraction identifier - see box listing guidance.

CONS material

Material with CONS recorded in its identifier includes any items extracted due to their size, fragility or existing damage which make them unsuitable for transit on and offsite.

Material under the same unique identifier should be packaged together so it is clear on the shelf which number refers to which item or items.

For smaller items, use an archival folder and label the front top right-hand corner with the collection reference and unique identifier.

A larger number of items under the same unique identifier may be better placed inside an archive or transfer box. Label the front of the box in marker pen with the collection reference and unique identifier - old boxes can be reused for this purpose but make sure to cross through any existing information to avoid confusion.

If the item is too large to fit inside a box, a tag should be tied to archival tape and bound to the item. Label the tag in pencil with the collection reference and unique identifier.

Once listed and labelled, place the material on the extraction shelving.

AV material

Material with AV recorded in its identifier includes any items extracted due to their audio-visual format, specifically analogue formats.

If the item is already housed within a case, there is no need to repackage. If the material is loose inside the transfer box, the material should be housed where possible; we have spare VHS, Betamax and audio cassette cases.

A barcode should be added to the item's housing, where possible on its reverse, avoiding covering text or visual design the packaging may have.

A printed label of the unique identifier should also be added to the item's housing, where possible on the spine, to aid visibility if stored upright on a shelf in future.

Once listed and labelled, check the appraisal notes in the boxlist. Any material identified as a duplicate or out of scope should be placed in the dedicated AV extraction box for disposals.

Any film or audio reels should be placed on the 'Extracted material' shelving. Otherwise, place audio and video cassettes in the dedicated AV extraction box for long-term storage.

BD Material

Material with BD recorded in its identifier includes any items extracted due to their digital format, including audio-visual materials produced digitally like audio CDs and DVDs.

If the item is already housed within a case, there is no need to repackage. If the material is loose inside the transfer box, the material should be housed where possible; we have spare DVD and CD cases.

If from the packaging or item itself it is clear that it is a DVD or CD-ROM format, a printed label of the unique identifier should be added to the item's housing, where possible on the spine, to aid visibility if stored upright on a shelf in future.

For all other digital formats, the unique identifier should be written on the item itself using a thin marker pen.

Once listed and labelled, check the appraisal notes in the boxlist. Any material identified as a duplicate or out of scope should be placed in the dedicated BD extraction box for disposals.

Any material identified as unreadable due to its format should be placed in the dedicated BD extraction box for long-term storage.

Then, check the extraction notes in the boxlist.

Any material identified as having been extracted prior to this focus/sprint period should be checked for ingest following Checking digital storage guidance.

If it has already been ingested, place in the dedicated BD extraction box for long-term storage.

Otherwise, place all material in the dedicated BD extraction box for ingest.