Handling large flat and folded documents

Large-format documents include maps, plans and artworks. They may be flat or folded and can be made of a variety of materials and media.

Areas of vulnerability:

• Large documents are vulnerable to tears and losses around their edges.
• Folds – and the intersections where folds cross – are weak and at risk of damage through repetitive handling and incorrect re-folding.
• Text and images on the document can be vulnerable to damage through abrasion and light exposure. Both can lead to fading, and loss.
• Past repairs using non-archival materials (such as pressure sensitive tape) can be brittle or can leave adhesive residue which may stick to adjacent documents and housings.

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Handling aids:

• Glass weights provide a gentle, low-contact weight which is suitable for use directly on the document surface.
• Bag weights can be used on non-fragile areas of the document. If required, they can be stacked to provide additional weight. They are not suitable for use on areas with text and/or images.
• Snake weights can be used on document edges and corners to keep documents in place during use.

Handling top tips:

• Ensure sufficient workspace for the document and – where necessary – its cover. Make sure you have the handling aids you will need within easy reach.
• Protective covers for large items can take up valuable table space, so provided it causes no damage to the document, these can be folded back on themselves to save space.
• Folded documents should be opened slowly, weighting each section as you go and repositioning the weights as needed. Weights can be combined for use on documents which won’t easily like flat – for example, a bag weight can be placed on top of a glass weight.
• When unfolding documents, keep a note of the original fold order- this will help to avoid damage through incorrect folding.
• If a document is resistant to unfolding, do not force it open – stop and seek assistance from a member of staff.
• Where covers or wrappings have been secured with cotton tape, these should be replaced.
• If a document is too large or difficult to handle on your own, please ask for assistance from a member of staff.

For more handling tips, watch our guidance video on how to handle large format documents.