Handling tagged files

Tagged files are typically comprised of paper, but may also contain other materials and formats, such as photographs, booklets, folded maps or loose objects. They have a protective cover and are joined together in the top left-hand corner by a characteristic treasury tag.

Areas of vulnerability:

• Due to paper quality, page edges can often be in poor condition and are vulnerable to tearing.
• Tag holes are vulnerable to tearing during use, which can lead to incorrect replacement or complete loss of pages.
• Inserts and loose material are at risk of incorrect replacement and separation from the file.

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Handling aids:

• Snake weights can be used to apply gentle weight to keep pages in place during use.

Handling top tips:

• Ensure there is enough space to lay the document flat on the table surface, observing the condition of both cover and the pages.
• When using a tagged file, the treasury tag should be pulled gently to its fullest extent through the front of the pages, which should be turned carefully and one by one, placing them face down on the cover.
• To accommodate page turning, tags should be at least twice the depth of the file. If your tag is the incorrect length, please contact a member of staff, who can arrange for the document to be re-tagged.
• Avoid touching areas of text directly when reading – use the paper markers provided to follow lines of text.
• Polyester sleeves are often used to protect fragile or damaged pages, so should not be removed from this housing. If removal is necessary, please seek assistance from a member of staff.
• After use, pages should be tidied and should not extend beyond the edge of the cover.
• Where covers and boxes have been secured with cotton tape, these should be replaced.

For more handling tips, watch our guidance video on how to handle tagged files.