Physical processing entails all of the work done with the actual materials to maintain or create order within the materials of the collection. Steps taken during processing can also serve as preservation actions that will help mitigate risks for record deterioration. The notes below cover the most common concerns regarding physical records. When in doubt about how to treat a record or group of records, speak to the Archivist to discuss the options.
Sticky notes are frequently used to provide temporary description during the processing process, but note:
Every item in a folder. Every folder in a box/drawer.
Items fit the folders. Folders fit the box/drawer.
It's important to use folders in a way that the materials inside them sit flat in the archival boxes. Make note of the score lines along the bottom edge of the folders. Use these, or create your own when needed, to fold each folder to the correct width for the papers included in each.
Photographs/Negatives
Audio/Video Tapes
Film
As much as possible, artifacts should be housed within appropriate containers. Small artifacts can often be housed within records boxes alongside paper records, given the right housing options. Regardless of physical location, artifacts should be described intellectually in fitting with the overall series structure. Avoid creating an "Artifacts" series.
Always Be Carting!
Assorted media, oddly-sized materials, artifacts ... these sorts of records all have unique preservation needs. Discuss issues as they arise with the Archivist to come to solutions that best fit the collection.
Caring for Archives: Fundamentals for Everyone by Fletcher Durant (University of Florida; 2016 October)
Preservation from the National Archives & Records Administration