Records Information – Handling Public Records and Research Aides

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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.

These records provide unique evidence of our past. They are a primary source of information consisting mostly of original documents, created by various state government agencies, in many cases, these precious documents are unable to be found anywhere else.

PROV has also provided research aides in our reading rooms consisting of purchased microfiche indexes, records that have been microfiche copied and various publications and hard copy record description lists which can be found in the resource library. All of these aides have been provided to enrich and assist the public in their research. We respectfully ask researchers to use these items with care and when finished, replace them in the correct locations for the benefit of all users.

Handling volumes

Ensure that your hands are clean before handling records as dist and oils are readily transferred.

Ensure an adequate flat surface and ample area on which to place and open the volume or use the wooden or pillow supports provided in the reading room.

Many volumes are bagged because they are in a fragile or poor condition. If this is the case, gently remove the volume from the bag.

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.

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.

Some volumes contain loose papers and pages; please ensure that these remain in the same place found within the volume.

When closing 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.

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.

Handling Files

Ensure that your hands are clean before handling records as dist and oils are readily transferred.

Ensure an adequate flat surface and ample area on which to place the files.

Some files arrive in tightly over packed boxes. Take account of the fragility and any existing damage before any attempt to remove the contents is made. If required, ask staff for assistance.

Please maintain the original order of contents of the files and boxes.

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.

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.

Public records are unique and many are fragile. Please handle them with care and help preserve our archival heritage.

In summary:

PLEASE DO	PLEASE DON’T

Handle records with care	Stack fragile volumes

Use stands for large volumes	Put undue stress on the spine of volumes

Notify staff if mould is present or if records are badly damaged	Lick fingers or push to separate pages

Use pencils	Use pens

Keep records in original order	Remove pins or clips from files

	Force creased or brittle pages open

Please ask for staff assistance if you have any problems in handling records

Thank you for your cooperation.