Make & keep
Make a storage map for a box of strips
Find an original without repeatedly handling the entire collection.
Good enclosures become much less useful if the desired picture is always at the bottom of an unlabelled stack. A storage map lets you choose the object before opening the box.
Match the map to the physical arrangement
The National Archives advises correctly sized containers that avoid bending and overcrowding. Build your index around the arrangement you can safely maintain: box, folder and object reference. Do not squeeze extra strips into a full folder to preserve an arbitrary numbering order.
Evidence: Preservation guidance
Use an original example
A record might read: strip-014; box A; folder 3; cousins at the fair; date uncertain. A small contact sheet can help you identify the image without touching the print. Keep access thumbnails and the physical-storage reference together, while storing larger master files separately.
Update after every move
When you lend a copy, scan an original or change an enclosure, record its current location. Make an occasional retrieval check from the index to the actual object. A simple maintained map is more useful than an elaborate catalogue that stopped matching the box after the first reorganisation.
Sources & further reading
Sources for the specific facts and product descriptions above. Our worked examples, interpretations and practical suggestions are original editorial guidance.
- US National Archives — storing family archivesPreservation guidance