Generally, restricted papers are not processed, but simply filed at the end of the collection in a series titled “Restricted Papers.” When the restriction is lifted, the papers are processed and integrated into the finding aid, often treated as an addition.
Exceptions may be made when the restricted material comprises a discrete intellectual unit or group of papers, and the archivist knows generally what it is. In such cases, the material may be filed as a discrete unit in an appropriate place in the collection. This option allows for more seamless reintegration of the material into the collection when the restriction is lifted. In these cases the material may be further arranged and rehoused, depending on the nature of the restriction and the curator’s preference. In most cases the material is simply segregated and sealed.
If no end date for the restriction is apparent in the acquisition paperwork or on the material, consult with the curator to determine an end date.
If Restricted Papers are already sealed, do not open the package. Simply place the sealed package in a box, file at the end of the collection, and seal the box.
If the material is not already sealed, place it in folders for physical support, place the folders in standard archival boxes, and seal the box(es).
Always label the box before sealing, with the standard box label produced from the finding aid, and with the barcode. This eliminates additional physical processing after the restriction is lifted in cases where an entire intellectual unit is restricted, and in all cases it provides secure identification of the material when the restricted packaging is removed.
Boxes may be sealed in several ways. Ensure that any access to the box would be physically apparent (because of a cut string, a ripped label, a torn wrapper). In the past, boxes were taped shut, but in order to avoid damage to boxes, other methods are preferable. Methods include:
Wrap the entire box in paper and tape shut. Label the outside wrapper with the standard box label, the barcode, and an additional “Restricted/Closed Until [date]” label.
Tie the box shut with archival string tape, using one piece of string wrapped around the box twice (horizontally and vertically). Place the “Restricted/Closed Until [date]” label over the tie and back with a second label to hold in place. A second restricted label should be placed over the string on the end of the box that will be visible on the shelf, also backed with a second label. The standard box label and barcode on the box itself remain visible.
Students are not permitted to work with Restricted Papers.