Step 3 - Pack Boxes

Place records in boxes. Files should be boxed in the order in which they were originally organized. Remove rubbed bands and binder clips whenever possible.

Do not overfill. A properly packed box will have:

  • A lid that lies flat across the top
  • Sides that are not bent
  • Roughly an inch of space at the back

Properly packed box with a lid that lies flat across the top of the box.

Files packed correctly with roughly an inch of space in the back, or packed loosely enough to easily fit a hand in between file folders.

Hanging file folders, binders, and scrapbooks should be packed lying flat. If packed upright, these containers can crush the boxes and damage files.

Properly packed hanging file folders laid flat.

Properly packed binders laid flat.

Properly packed hanging file folders and binders laid flat that do not rise above the top of the box to ensure the box lid lies flat across the top of the box.

Hanging file folders packed incorrectly. When hanging file folders are packed this way they damage the sides of the box and do not allow the box lid to lie flat across the top of the box.

Binders packed incorrectly with front and side views. When packed this way binders can damage the box because of their weight, and also do not allow the box lid to lie flat across the top of the box.

Binders packed incorrectly with front and side views. When packed this way binders can damage the box because of their weight, and also do not allow the box lid to lie flat across the top of the box.

Keep other files in labeled folders. If file folders are not already marked, label file folders in pencil. Place file folders standing upright with labels facing forward.

File folders packed correctly with front and top views. Folder folders should be place in a box with all writing facing toward the front with roughly an inch of space in the back, or packed loosely enough to easily fit a hand in between file folders.

File folders packed correctly with front and top views. Folder folders should be place in a box with all writing facing toward the front with roughly an inch of space in the back, or packed loosely enough to easily fit a hand in between file folders.

Do not fold or bend any records to fit the boxes. Archives staff will provide additional oversize boxes or folders to transfer these materials. If you have any questions about how to pack an oversized item, contact the DUMCA by calling 919-383-2653 or emailing dumc.archives@mc.duke.edu.