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The National Archives logo

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Preparing volumes and books
as standard files

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Books and volumes need careful preparation

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particularly if there are loose pages.

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Using a chinagraph pencil, 
endorse the front 
cover with the TNA reference.

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Use a white chinagraph pencil if the cover 
is dark.

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If the cover is uneven or otherwise unsuitable,

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using a chinagraph pencil

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write the reference on the inside of the 
volume’s front cover,

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or on the page opposite if there is no writing 
on that page.

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Place the endorsed volume in an appropriate 
size box.

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If you have several volumes,

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top and tail them in the box to support them 

and avoid damage to their spines.

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If there are any loose pages in a volume,

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using a HB pencil endorse each page with 
the TNA reference,

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and number the page in the top right hand 
corner,

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in case the pages fall out, get mixed up 
or become lost.

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Place any fragile pages in polyester enclosures.

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Don’t tag the loose pages, 
but ensure they 
are replaced in their original place in the 
volume.

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Tie the volume with cotton or linen tape

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and place it in an individual box.

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If this is not possible, 
it should be placed 
in a 4-flap folder before boxing.

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Place bound volumes in poor condition 
in 
4-flap folders prior to boxing.