7
Records Information – Handling Public Records
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Public records provide unique evidence of our past. Physical
records in the custody of Public Record Office Victoria (PROV) date from the
early period of public administration in the Port Phillip District, and many
are very fragile. Please help us make it possible for future generations
to use this rich and irreplaceable resource by handling records carefully.
Opening and closing records
Ensure an adequate flat surface and ample area on which to
place and open the volume or file.
Ensure that your hands are clean before handling records as
dust and oils are readily transferred. Replace records in the order in which
they were found.
Open the cover first. Taking account of the fragility and
any existing damage turn the pages in small enough groups to ensure that no
further stress is placed on the record. Hold the pages by the outer edge or
corners. Do not open the pages by pushing the page or thumb or finger licking.
When closing files or volumes close only a safe number of
pages at a time and always close the cover on its own to prevent creasing of
the first or last pages.
Reading records
Do not unfold pages that are tightly folded, cracking or
crumbling. Seek assistance from staff if necessary. Do not fold papers.
Use the weights provided to enable pages to be held open
without stress. Do not lean on records, take notes on top of records, or trace
records.
Pencils or laptops may be used for making notes. Pens
are not permitted in PROV reading rooms as they can leave permanent marks on
records.
The corrosion of metal clips can weaken surrounding paper so
that although a file may appear sound it may tear or break up easily if there
is corrosion. If clips need to be removed to view the record safely please seek
staff assistance.
Please notify reading room staff before handling records if
you notice that mould is present. If you find records in a deteriorated
condition please advise staff.
Handling volumes
Keep spine and cover supported and use volume holders
provided in PROV reading rooms. Avoid opening volumes beyond their
natural limit, as this can break a volume's spine.
Never pile fragile or damaged volumes on top of one another
or larger heavier volumes on top of smaller ones. Do not place volumes on
top of documents and files.
Making copies
Researchers can make copies of records free of charge using
their own digital camera, provided that conditions of use are observed.
For details see PROVguide
24 Use of Digital Cameras in PROV Reading Rooms.
Photocopies can be ordered through PROV if it will not harm
the record. Alternative copy methods are available for large and fragile records,
such as bound volumes, photographic prints, maps, plans and some drawings.
Refer to PROVguide
2 Copying Services for details.