Making Sense of Archival Supplies – File Boxes

           When talking about ordering archival supplies, everyone has a different opinion of what they like.  The best advice I can give is do your homework.  Read what’s available on line (and there is a lot) and read the specifications and information provided by the archival supply houses.  If you are still unsure, call them.  Their operators are very helpful.  Of yes, be prepared to spend some money.  Archival supplies are not inexpensive.

            File folders and file boxes are the next items needed for a collection once you have determined what if any storage boxes you need.  A variety of sizes and colors are available.  Some archivists recommend ordering the file folders and boxes made for legal size papers even if your paper is 8 ½ x 11.  The reason for this is to prevent the papers from becoming dog-eared on the edges.  Makes sense, except what do you do when you have legal size papers? I haven’t figured that out yet.  I do generally order the legal size.  Again boxes come in a variety of colors – blue grey, tan, light grey, black. (Blue grey is generally the cheapest.) I always buy the kind with metal along the edges.  The reinforcement makes the barrier board stronger.  Some supply houses offer file boxes made from E-flute with no metal edge.  It’s cheaper, but it won’t last as long.  Also it shows the dirt and finger prints more readily.  Most boxes now come buffered as recommended for paper storage. 

              Also like storage boxes file boxes come in a variety of types and coatings.  The coatings have different names such as “DuraCoat” or "SafeCoat” depending on the company.  These coatings are acrylic (an inert plastic coating), which provides a moisture barrier and can help reduce the marks left by oil on fingers.  Each of the archival supply companies has slightly different offerings and the prices do differ so you need to shop around.  Since it is not very moist here in West Texas I just buy the regular barrier board file boxes.  So far they have done well for my institutions.  File boxes also come with lid attached (cheaper) or a separate lid, which is more expensive.  I like the separate lid, but there never seems to be enough money to justify the expense.

              So to summarize look at storage boxes that are reinforced on the sides or have a high number of flutes making them rigid.   Order file boxes large enough to avoid the rumpling of the edges of your papers.  Don’t fill the file boxes to overflowing, but if they are not full make sure you provide supports to keep the papers upright.  The supply houses sell support material already made or you can purchase flat fluted boards and construct your own.

Next time – file folders