This document is part of a suite of plans and procedures outlined in the National Archives of Australia's National Disaster Preparedness and Recovery Strategy for Archival Records (NDPRS) to ensure a nationally consistent approach to disaster management relating to archival records. In combination, these plans and procedures aim to ensure that damage to the Commonwealth’s archival resources in the National Archives' custody is prevented or minimised and staff are aware of their roles and responsibilities.

This document provides guidelines for packing and transporting non-digital archival records whether the transport is intrastate or interstate.

The purpose of the guidelines is to ensure consistent practices nationally and to mitigate the risk of damage to records during transportation.

The guidelines provide:

• general advice about types of packaging and transit containers available
• general advice about factors to consider when loading and unloading
• general advice about the standards of transport suitable for records
• specific advice for packing and transporting various record formats e.g.: paper files and documents; bound volumes; index cards; maps and plans; audiovisual and photographic materials.

These guidelines do not cover:

• specific advice about handling records safely from an OHS perspective
• specific advice about handling individual records to prevent damage
• administrative, financial and control processes
• specific advice about dealing with classified records.

Managers of projects involving movement of records are responsible for managing the packing, loading and transporting processes.

N.B. This includes ensuring that the guidelines are followed by any contractors involved.

Depending on the project, responsible officers may include:

• Directors, Assistant Directors and Project Officers in Collection Operations and Preservation
• Project Officers and Directors in state offices.

Conservators can provide assistance with assessing particular records or discuss details or alternatives for suitable packing or transport methods.

The first step in preparing records for transport is to assess the nature of the records to determine the most appropriate methods for packing, loading and transportation. Different levels of protection and transportation may be required for different records in different circumstances.

The majority of paper-based records held by the National Archives can be considered to be robust and can be transported as they are in their current boxes, provided that the boxes are not split, damaged or significantly over-packed.

A smaller number of records are special cases and may require additional packing and higher standards for transport. These include:

• fragile paper-based records such as those on brittle paper
• large format records such as maps and plans
• vulnerable formats such photographic and audiovisual materials
• framed photographs, pictures and illuminated addresses
• three-dimensional objects such as models, relics and furniture.

In the following:

• Sections 6 to 9 outline options as well as general guidelines for packing, loading and transportation.
• Sections 10 to 13 give specific guidelines for different formats or types of records.

This refers to the layers directly in contact with the records, such as standard Archives boxes and folders. These packaging layers provide protection from:

• physical damage caused by handling or by shocks and vibration during transport
• dust and insects
• changes in temperature and humidity that could lead to condensation or mould growth.

6.1 Archives boxes and folders

• Use existing standard Archives boxes if they are in sound condition.
• Re-box if a box is split or doesn't close properly.
• Avoid overfilling boxes - not only can this cause damage through compression of the records, the boxes can split open during transport.

6.2 Additional packaging and cushioning for fragile or vulnerable records

Some records may require additional packaging or cushioning layers to provide protection from shocks and vibration. Vibration acts like repeated small impacts over an extended period and can cause considerable damage. Cushioning materials also add extra buffering against changes in temperature and relative humidity.

See Appendix 1 for a list of suitable materials. Please note that unless the materials chosen are 'archival quality', any cushioning material should be removed after transport and before records are placed in long term storage. In particular, bubble wrap should not be left in direct contact with records for long periods of time.

• For fragile or vulnerable records, add cushioning layers of bubble wrap or foam to absorb shocks.
• Pack out boxes or containers to fill any empty space so records do not slump and cannot move around within the box.
• See sections 10 to 13 for specific recommendations for different formats, including vulnerable records such as glass plate negatives, loosely wound motion picture film and framed items.

The transit container provides a means to handle multiple boxes or bulk quantities of records. For small quantities a plastic tub may be sufficient. For larger quantities transit containers may include pallets, cage trolleys, crates or shipping containers. Depending on the type of transit container, it may also provide:

• additional protection from external weather conditions
• additional protection from shocks, vibration and rough handling
• further buffering against changes in temperature and relative humidity.

7.1 Mobile cage trolleys

These are a convenient and efficient way to move boxes for shelf to shelf relocation. The cages can be filled in the repository, wheeled into a truck and wheeled straight to the unloading location at the receiving end.

Disadvantages of cage trolleys are that they:

• are restricted in size so cannot accommodate larger formats
• do not provide weather protection – during inclement weather the trolleys will need to be covered or loaded and unloaded in covered areas
• do not provide additional protection from shocks, vibration and environmental conditions so may not be suitable for some vulnerable records such as audiovisual materials.

7.2 Pallets

Pallets should have entry points for forklifts or pallet jacks on all four sides.

When stacking a pallet, the objective is to build a stable load that is well secured to the pallet with pallet wrap or strapping.

Most paper files and documents are stored in standard Archives Type 1 boxes. When full of documents, these boxes form solid, stable blocks that are strong enough to support more full boxes on top (if the pallet is stacked well). If necessary, partially full boxes can be packed out with sheets of cardboard or can be placed on the top layers of the pallet.

• Ensure the pallet is sound and strong with all horizontal slats intact and in place.
• Ensure boxes are full enough – pack out to fill empty spaces if they are not.
• Stack boxes within the footprint of the pallet – i.e. do not allow any boxes to overhang the edges of the pallet.
• Stack pallets evenly using a cross pattern i.e. rotate the orientation of the boxes on each alternate layer so that the boxes are not stacked directly on top of each other in unstable columns.
• Ensure that height to base ratio is safe and stable (depending on the size of the pallet, this is no more than 5 layers high).
• Wrap the stacked pallet to provide stability and weather protection – depending on the facilities available, the loaded pallet may be stretch wrapped, or wrapped tightly with plastic sheeting and secured with strapping.
• For temperature sensitive records such as photographic and audiovisual materials, additional insulation may be required, especially if the relocation is occurring in warm weather conditions. Insulated pallet envelopes are also available. These are available in standard or custom sizes and fit over the loaded pallet.

7.3 Crates

Crates may be the best option for some framed records, three-dimensional or heavy objects, or for records that need ample cushioning. The records will need to be packed so that so they do not slide around inside the crate.

Suitable crates can be custom made or hired. Features to consider include:

• battens fitted to the bottom to enable handling by a pallet jack or forklift, especially if the crate is large
• handles to allow them to be lifted and moved easily
• water resistant external coating and seals if the crates are to be transported by air (because of the difficulty controlling exposure to weather conditions on the tarmac). Coatings may include paint or varnish and seals will involve foam or gaskets between the lid and base and tight screw or clamp fittings.

7.4 Insulated bins and boxes

These may be suitable for temperature-sensitive records such as photographic materials or audiovisual materials and particularly useful when relocating records that are in cold storage.

They range in size from insulated coolers to insulated bulk containers, bins and boxes. The larger bins usually have four-way pallet entry. Some are on castors. Many styles are modular and stack-able so they may be used inside shipping containers.

7.5 Shipping containers

Also known as inter-modal or freight containers, these may be suitable for large relocation. However, several issues need to be considered including ways to:

• fully utilise the internal space and stack and secure the contents so that they don't shift around (e.g. by using stacking pallets; bins; boxes; tie downs, dunnage bags);
• prevent build-up of heat inside the container (e.g. air-conditioned containers or transportable cool rooms are available).

7.6 Other types of transit containers

May include:

• travelling frames for large framed paintings or photographs
• plywood, cardboard or honeycomb board sandwiches
• existing plan cabinets for cartographic records.

8.1 Manual handling considerations

Consider the facilities available and any restrictions:

• Are there loading docks at both pick up and receiving ends?
• Can oversize items (e.g. plan cabinets) fit through doorways?
• Are there OHS requirements that need to be met (e.g. restrictions on load sizes)?

Select transit containers and manual handling methods that will be suitable for the facilities and the records:

• mobile cage trolleys that can be wheeled into trucks
• pallets and crates moved using forklifts, walkie stackers or manual pallet jacks
• whether custom-sized pallets need to be made (e.g. for plan cabinets).

Ensure that contractors are aware of the nature, fragility and value of the records and provide adequate supervision to ensure that the records are handled appropriately.

8.2 Intellectual control

Intellectual control of the records must be maintained during loading, transport and unloading. For example:

• mark the first and last box in transfer job and number boxes sequentially.
• convert all containers to real.
• prepare detailed spreadsheets showing:
  • shelf to shelf locations of where boxes will be collected from (pick list)
  • where they will go at receiving end (new location order)
  • series/transfer job order to assist Lending whilst the TLL transfer processing work is being completed.

National Archives of Australia staff will be required to: 

• supervise external contractors
• provide spreadsheets to both supervising staff and contractors.

Different standards of transport may be required for different records in different circumstances. In most cases, records will be transported by road in trucks, vans or official cars, although air transport may be used in some special cases.

9.1 Air

Air freight or hand carrying by courier is the most expensive option but is quick and may be the lowest risk option for highly significant or valuable records, especially if their formats are extremely vulnerable such as parchment, vellum or loosely wound motion picture film.

9.2 Road

The minimum standard for transport of records must include:

• covered vehicles with hard tops to protect records from weather conditions
• vehicles that are sealed to exclude dust and dirt
• vehicles that are lockable to prevent theft and vandalism
• door-to-door services and direct routes with no stops or minimal stops to reduce risk of theft and vandalism.

In addition, it is expected that:

• the carrier uses a tracking system
• the carrier has a disaster response plan in case of break down, break-in or fire.

For high value, extremely fragile or vulnerable records, a specialised service may be necessary. In addition to the minimum standard, this may include:

• security seals on transit containers and/or vehicles
• vehicles with air ride suspension to minimise shocks and vibration
• vehicles with air-conditioning/climate control to prevent damage caused by heat and high humidity.

Decisions on transport requirements are made by Director, Records Services and Preservation on the basis of advice from the Agency Security Adviser and other sources of expert advice.

9.2.1 Note on use of private vehicles for transporting records

The use of private vehicles for work purposes is not appropriate. In the event of an accident, employees would be covered by workers compensation but would carry liability for injuries to other people, damage to their own or another vehicle, or to non-Archives property.

If it is necessary to transport small quantities of records in cars, use official vehicles rather than personal vehicles. If there is no option other than using a personal vehicle, then security and insurance risks must be controlled by ensuring that:

• the records are in suitable containers, including appropriate packaging for classified records
• the records are in the employee's custody at all times
• the route taken is direct and the employee is on duty while the records are in their custody (e.g. records cannot be taken home en route to another location the next day)
• a Director approves the use of the private vehicle and the removal of the records or material
• the employee notifies their supervisor prior to the journey, providing details of the purpose and proposed timing of the journey.

N.B. If the photographic materials are in cold storage, please contact Preservation for advice before packing and transporting.

The following is provided as a general indication to assist planning.

Check the internet for suppliers of packaging materials in your state.

For 'archival' or conservation quality products see further information and lists of suppliers in the Archives Advices:

• Archival quality paper and board products
• Looking after your family archive – an introduction to the issues such as preservation, storage and use.

Check the internet for freight or transport companies in your state. 

While cost is a consideration when choosing a transport company, it is also important to consider the nature of the records being moved and to assess the risks to those records during transit. For example, specialist transport may be the lowest risk option for highly significant records that are fragile or in vulnerable formats. See the specific advice for different formats in sections 10, 11, 12 and 13.

Factors to consider are:

• the classification or significance of the records and the level of security required
• whether the records are sensitive to changes in temperature and relative humidity and require climate controlled vehicles to prevent damage (e.g. audiovisual or photographic records that have been stored in cold storage)
• the susceptibility of the records to damage caused by shocks and vibration and whether vehicles with air-ride suspension are required.