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Archives are repositories of knowledge, historical information and institutional memory. The records kept by archival organisations hold legal, cultural, historical and operational significance. These records are safeguarded and preserved for current use and the future needs of generations to come. Map files, architectural drawings, engineering records, land surveys, posters and technical drawings are just a few examples of the oversized records found throughout archives.
Plan cabinets provide protection and preservation of large-format records by offering storage that maintains accessibility and organisation. Suitable storage options for valuable collections are among the most important considerations for archive preservation.
Why proper storage of oversized records matters
Legal documents, photographs, blueprints, handwritten notes and technical drawings often cannot be replaced. Historic maps could display important environmental changes over time. Engineering drawings can illustrate past infrastructure projects that were built within communities. Architectural plans are often used for renovations, restorations, and heritage preservation projects once the original blueprints are discovered in an archive.
These oversized documents can’t typically be stored in file folders or office filing cabinets. When large-format records are folded, rolled, or stored in inefficient ways, they become susceptible to creasing, wear and tear, and folding. Damaging records in these ways can cause permanent aesthetic and functional problems. Keeping records flat while in storage is one of the best ways to prevent damage and keep records accessible for future use.
Protecting records for the long term
The main goal of preserving documents and records is to minimise physical damage. As paper ages, it starts to show damage from poor storage conditions much more quickly. Keeping records flat reduces the physical tension on documents. Rolling documents for storage can cause the paper to develop a permanent curl and wear on one side. Flat storage allows for archival records to be preserved longer.
Limiting handling and protecting items from exposure to harmful elements are among the top priorities for preservation. Plan filing cabinets allow archivists to store oversized documents vertically while limiting the risk of damage that could occur when storing documents in boxes or drawers.
Limiting wear and tear
The more a document is handled, the more likely it is to become damaged or worn. Every time a record is removed from storage, unfolded, rolled up, or replaced, the risk of damage occurs. When stored flat in a plan cabinet, records are quick and convenient to retrieve. Researchers can easily see all of the records stored without having to dig through boxes or folders to find the information they need. Limiting handling can reduce wear and tear on your records, helping them stay in good condition for longer. Keeping records organised can help your archive operate more efficiently.
Organising your archive
Archives can house tens of thousands of records, many of which have been collected over decades. Without proper storage to keep archives organised, important records can be hard to find. Storing archives flat allows institutions to keep better track of records and categorise them by project, location, date, subject, and collection type. Keeping your archival records organised while in storage will allow your staff to locate documents more quickly and maintain your entire collection. It can help you preserve your records and allow researchers to find the information they need quickly.
Assisting with research
Archives aren’t just used by historians. Urban planners, engineers, construction companies, and local community groups use these records to support their project research. Many projects require original records, such as drawings, maps, and plans, to support their research. Original documents can provide additional information that may not be found in digital records or secondary sources. Preserving records correctly not only allows for future use but can help others preserve history too. Preserving records also allows future generations to see what came before them.
Accommodating multiple record formats
No two archives are alike. They vary in the size of their collections, the types of documents they store, and how they operate. Depending on the industry your archive works with, you may collect large-format records. Flat file storage allows archives to continue preserving their unique collection without sacrificing the protection of any one record type.
Working alongside digital records
In recent years, many archives have made the effort to digitise their records. Making records available online is a great way to limit the physical handling of documents. It allows the public to view important documents from the comfort of their home.
Digitising records is not a replacement for physical preservation. Digital files can become corrupted, software can become obsolete, hardware can fail, and cybersecurity is always a concern. There is no true replacement for original documents. Preserving digital records should go hand in hand with physical preservation. Having your records accessible online allows you to provide the public with more information while keeping your physical archives protected.
Meet record retention requirements
Many archives are required to keep records for a specific period. Government agencies, construction companies, utility companies, schools, and hospitals are just a few examples of organisations that are required to keep records for extended periods.
Many oversized documents are kept for decades due to legal obligations, meeting property records, project documentation, and historical value. By storing your records correctly, you can ensure they remain intact throughout their full retention period. Preservation planning can help your archive meet your record retention requirements.
Making the most out of your archive’s space
Space can be a major issue for some archival institutions. As collections grow, the physical space that archives have tends to stay the same. Storing your records flat not only allows you to organise them efficiently but also takes up the least space. When storing archives in a plan filing cabinet, you can fit more documents in each cabinet while keeping them accessible. Efficient storage will allow you to make the most out of the space your archive has provided you with.
Preserving History
Archives contain the memories, accomplishments, and progression we want to remember for years to come. History is shaped every single day, whether we know it or not. Architecture plans, engineering records, and maps can help tell the story of the past. Preservation makes sure these records continue to live on and can be used by future generations.
Preserving archives isn’t as simple as putting them into a locked box and forgetting about them. Archival preservation encompasses protecting records from damage, facilitating retrieval, minimising handling, and ensuring long-term access. Archive storage doesn’t stop there. Oversized documents, such as maps, blueprints, engineering drawings and technical plans, require specific solutions to protect these valuable assets.
Plan file cabinets remain excellent archival storage that can help keep these important documents organised, protected and accessible for years to come. Paired with other storage options, such as commercial shelving units for common records and reference documents, archival flat-file storage can help you provide your patrons with a complete storage answer that balances access and preservation.