ATTACHMENT 3_DOCUMENT HANDLING.doc

ATTACHMENT 3

DOCUMENT HANDLING PROCEDURES

1.

The contractor's employees must receive document handling training before beginning work with original records and must adhere to the directions in that training, including the following specific procedures listed herein. Failure to follow these procedures may damage the records or seriously misarrange the order of the records.

2.

Records must not be left unattended or uncovered on copying equipment or elsewhere. When an operator leaves their workstation either during the course of a day or at the end of a workday, records must either be returned to closed folders or boxes for physical protection and security. NARA will provide suitable place markers for work-in-process.

3.

All records must lie flat on the platen. Contractor rolling (except for film rolls of records), pulling, bending, or folding of records is not permitted. Only one record must be used at a time on a surface appropriate for the item's size and format. Automatic sheet feed and transport mechanisms are prohibited in the copying of original records. Hand placement of paper documents one sheet at a time is the required method of copying.

4.

Rolled textual records will be sent by the reference unit to the Research Service’s conservation lab for flattening when there is danger that unrolling the records for copying will damage the items. If the reference unit delivers rolled textual records for copying, the records must be carefully re-rolled as soon as the copying is finished. Rolls of film must be rewound heads-out and oriented for proper reading on the reader/printer.

5.

Records in bound volumes must be handled carefully. They must not be forced open or subjected to pressure that will damage bindings or text blocks. Volumes must be properly supported during copying, and only face-up microfilming or photocopying is permitted.

6.

Textual records are placed in polyester sleeves or are encapsulated to protect fragile items from damage. These housings must not be removed during copying.

7.

The contractor must report all items which in its judgment cannot be safely copied and must seek further guidance from the COR.

8.

The NARA reference staffs will follow conservation procedures for sending fragile and damaged records in need of preservation treatment to the proper preservation lab prior to providing them to the contractor for copying.

9.

All records must be kept in their original order and returned to their original folders, boxes, or other housings. All pull or charge slips must remain with the records or their respective containers.

10.

Food, drink, gum, and tobacco products are not permitted near archival records or near their containers. Food, drink, gum, and tobacco products are prohibited in the work areas where records are being reproduced and reproduction orders are being filled. Note that smoking is prohibited in all areas of Archives I and Archives II.

11.

Objects such as books, papers, and writing utensils must not be placed on the records or their containers. Lead pencils are the only writing implements that may be used near records and containers. Writing on or otherwise marking records, jackets, or containers is not permitted. No information or markings may be added to or removed from records.

12.

Leaning on or applying pressure to records or containers is not permitted.

13.

When working with textual records, hands must be clean and no lotions that can stain or damage records must be used. Rubber fingers, "Tacky Finger," or similar products designed to speed the handling of records are not permitted.

14.

The COR, or designated NARA staff, must have the right to inspect, without notice, the contractor work stations and copying procedures. The COR, or designated NARA staff, also have the right to be present at all times when records are being utilized. Contractors must consult the COR, or designated NARA staff, for procedure clarification or when any difficulties arise.