Paper

The do's and don'ts of handling flat paper

When handling paper, care and commonsense can help to prevent damage.

As a result, you should handle paper items with care, and as little as possible. It is also important to examine each sheet of paper for damage before handling.

Furthermore, all paper is fragile—even paper in good condition—so support it throughout use and handling.

The following techniques will help you to handle paper sensitively:

Make sure your hands are clean. You should wear gloves for added protection. Cotton gloves are often recommended, but they are not always appropriate because they can make it harder to pick up individual pieces of paper. Clean, close-fitting surgical gloves are a good alternative to cotton gloves.

If you must pick up a piece of paper to examine it closely, place it on a rigid support, such as a piece of cardboard, and lift the board. Holding a sheet of paper in your hand may cause it to curl and increase the risk of damage.

If you must carry pieces of paper over a distance, place them horizontally and supported on a rigid support, such as cardboard. It is even better to place the item between rigid supports, because this prevents the paper lifting as you walk.

If paper is already mounted on cardboard, do not simply tuck it under your arm to be carried. It should be supported as described above. This is because many old pieces of paper have been mounted on boards which have become brittle with time. If these boards break, the attached pieces of paper will also break.

If you must lift a flat paper item without a support, hold the sheet of paper with both hands, at opposite edges or at diagonal corners. Lift the sheet, allowing it to droop in the centre with an even curve, but no buckles or kinks.

For extra protection, you can carry paper in folders, Mylar pockets, Copysafe sleeves or polyethylene bags.

Your storage and work areas should have adequate space for laying out works. Before placing items on a work table, it is best to line the surface with sheets of clean paper.

Use pencil when working near paper items. Pencil can be removed from paper, whereas ink can be quite difficult and, in some cases, impossible to remove.

Make copies of paper items that are accessed regularly or that are to be displayed in poor conditions or for a long time. Originals should then be safely stored and accessed only in special circumstances. You can photocopy stable material such as printed documents, but copy the original only once—make any further copies from the photocopy. You should also make photocopies of faxes that are to be kept, then keep the copies on file. Ideally, these photocopies should be made on archival, acid-free paper.