West Yorkshire Archive Service

Handling archival documents - what every visitor needs to know.

Archives: balancing preservation and access

West Yorkshire Archive Service (WYAS) preserves large holdings of unique and original documents relating to the history of the area and its people. We provide physical access to these documents in our searchrooms. However, physical handling of original documents can be a significant and cumulative threat to their long term survival. WYAS searchroom facilities and practices are designed to minimise damage to these documents while they are handled and consulted by visitors.

Handle With Care - Document handling guidelines

The practical guidelines below outline some of the document handling practices in operation in our searchrooms. We recommend that you familiarise yourself with these before a visit.

Hands	Clean, dry hands are best for handling. This prevents moisture and grease from staining the paper. Please don’t wet fingers to turn pages or run fingers along text, use a sheet of paper instead. Gloves may be required for some items, especially photographs.
Assemble	Please maintain the order of loose documents you are consulting.
Notes	Pencils only are allowed in the searchrooms for handwritten notes. Pens such as biros can leave indelible marks on documents. Please make notes without leaning on a document, as this can leave permanent marks. Page markers are also not allowed as they can remain in a volume or bundle and cause staining.
Document supports	A document should always be adequately supported while you are using it to prevent damage. If you have been given a table, book rest or transparent sleeve to support your document, please use it carefully.
Leave it	Please leave any fastenings you may find such as staples, ties, paper clips and seals. Removing these can cause significant damage and affect the order of a bundle. If a fastening causes an obstruction, forcing a page to see hidden text is also damaging. Ask for help from staff.
Enclosures	Many documents are packaged for protection. Please take special care when removing and items from enclosures, especially envelopes. Items in transparent sleeves do not need extracting. Ensure any cotton ties are securely refastened but do not cut into bundles.
Weights	Some items such as rolled maps or curling parchment documents are safer to handle using weights to restrain them. Please use soft leather weights provided rather than your hands or other books. Request these before attempting to open such an item. Book pages can be gently secured using small beaded weights, do not use your hands.
Inform	Inform staff if you notice a damaged document or that items are missing. You may be provided with a supporting transparent sleeve to protect a document.
Tracing	Please ask for permission before tracing images e.g. from a map. You may be allowed to do this through a transparent sheet to protect the document from becoming marked.
Help	Please ask staff for help with handling awkward, large items, or if you are unsure.
Clear a space	Ensure you have enough space to examine the documents produced and consult one item at a time. If documents are piled on top of one another, or overhang table edges, they can be crushed and dirt is transferred from one to another.
Angles	Books are most comfortable opened at an angle. Please do not open a book out flat. Leaving a book open face down is especially damaging.
Rests	Book-rests are available in all searchrooms in a number of sizes, please use them. Book-rests support and cushion the mechanism of a book.
Edges	Handle documents where possible at the edge, being careful of tears. Avoid excessive flexing of the paper, and please do not fold or crease any document.

Quick links:	Copy order form	Now Then	Tracks in time
Collections and user guides	CataBlog	Search catalogue	Flickr
West Riding Registry of Deeds	Twitter	Research service	Order online

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