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Guidelines for Labelling Photographic Materials
Wiltshire Conservation & Museums Advisory Service (CMAS)
Wiltshire & Swindon History Centre Cocklebury Road
Chippenham Wiltshire
SN15 3QN
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Contents 1. Why Label Photographs?
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2. Position of Labels
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3.
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Choosing a Labelling Technique
Unsuitable Materials
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5. Writing Accession Numbers
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6. Before You Start
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7. Basic Techniques 1- Marking in Pencil
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Summary for Pencil Marking
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8. Basic Technique 2 - Loose Labels
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Summary for Loose Labels
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9. Basic Techniques 3 - Ink on Labels
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Summary for Ink Labels
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10. Summary for Labelling
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11. Suppliers 19
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1. Why Label Photographs
The Accreditation Scheme for museums and galleries in the United Kingdom, run
by Arts Council England, is a scheme that encourages all museums and galleries
to achieve approved standards in museum management, collections care and
public services.
The Accreditation standard, 2011, requirement 2.7, emphasises that: ‘The primary SPECTRUM procedures must be in place in the form of a documentation procedural manual that is available for inspection on request.’ ‘The primary SPECTRUM procedures are:
• object entry • acquisition • location and movement control • marking and/ or labelling • cataloguing’
• object exit • loans out • loans in
SPECTRUM 4.0 states that as the minimum standard under acquisition
procedures museums must:
‘Ensure that a unique number is assigned to, and physically associated with, all
objects;’
As with all objects labelling photographs with the museum’s accession number is
an effective method of identification. Without the accession number, the
photograph and all the information that goes with it can easily become separated.
The reason for keeping the object can become lost.
SPECTRUM guidelines state that marking and/or labelling of an object should be
done as part of the accessioning process only or as part of the process to transfer
an item to your handling or support collection. Items which do not belong to the
museum or have not yet been accepted into the collection, such as loans or
potential donations, should only be temporarily labelled with loose or tied on
labels.
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The technique chosen to label photographs must be carefully considered. The
preference should normally be to physically mark photographs: however in some
cases this may not be possible. The need to label photographs must be balanced
with the need to preserve the photograph from harm or disfigurement.
Inappropriate labelling techniques will cause irreversible damage.
The recommended methods should not spoil the appearance of the object, nor
obscure important detail. However, the number should be visible enough to reduce
the need to handle the object;
We use a semi-permanent approach to labelling photograph. The aim is to
minimise the chance that the label will come off accidentally, but it can be easily
removed intentionally, without damaging the photograph. It should be possible for
a label or mark to be removed intentionally from an object, even after 50-100 years
with as little trace as possible. To further identify photographs, a full description
and a photograph should be included in the documentation.
Materials and techniques chosen for labelling should be convenient and safe for
staff and volunteers to use. Materials should be easily available in small quantities
at a reasonable price, and should not pose significant risks to health if used in
accordance
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2. Position of Labels In the past, large paper labels have been put on objects, sometimes covering
large areas of the surface. Some of these old labels are now thought to be part
of the objects’ history, and therefore should not necessarily be removed.
This type of labelling is no longer acceptable practice, and should never be used
when labelling objects and archive material.
The following points are basic principles to remember when positioning a label.
Place the accession number in a discreet place, so that it does not detract from
the appearance of the item. This will normally be on the reverse of a
photograph.
The number should be found easily, so that the item does not have to be
handled excessively.
Extra, tie-on labels can be placed on framed photographs or packaging, so that
numbers can be found more easily, without having to handle the object.
Produce guidelines on the positioning of labels so photos are always marked in
the same place. This will prevent excessive handling, as you will know where
to look for the accession number.
When the accession number is written on to the photograph, it should be as
small as possible – again, so that it does not detract from the appearance of
the item. The numbers should be clear enough to read.
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3. Choosing a Labelling Technique There are a number of techniques that can be used to label objects effectively.
Usually photos are labelled using a 2B pencil but this may not always be
appropriate. In some cases it will not be possible to label the photograph itself and
the number should be applied to the packaging or frame of the photograph.
If a photograph is in an original or historic frame then this should be marked and a
method should be chosen which is suitable for the materials the frame is made
from.
IF IN ANY DOUBT ABOUT THE METHOD TO USE, CONTACT A CONSERVATOR FOR ADVICE.
Sometimes, the object cannot be labelled without causing damage, for example
glass plate negatives. Tying a label to the object, or attaching a label to the mount,
support or packaging may be the only viable option.
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4. Unsuitable materials It is tempting, for the sake of cheapness and convenience, to substitute non
archive alternatives for approved materials. The following materials in particular
are unsuitable, and should never be used on museum objects for the following
reasons:
TippexTM and other types of correction fluid dry to form an inflexible surface
layer subject to cracking and detachment. They are not designed for long-
term stability, and may discolour and deteriorate with age, perhaps
irrevocably damaging your objects. In direct contact with an object they can
be extremely difficult to remove and leave an unsightly white residues,
Different manufacturers produce clear nail varnishes to a variety of
formulations. They are not designed for long-term stability, and their ageing
properties are unknown. However, in common with many other polymers,
they are likely to cross-link with age, resulting in embrittlement and
discolouration meaning labels can be lost or become impossible to read,
Nail varnish remover is not a substitute for laboratory-grade acetone. It is a
different solvent called amyl acetate. Dyes may also be present in some
mixes which could stain an objects surface,
‘Blu-tac’ and similar materials can transfer oils to the surface of an object
staining it. Over time this material hardens and can become extremely
difficult to remove from surfaces.
Adhesive tapes and self-adhesive labels often use adhesives and paper
that are not of an archival material. They can deteriorate over time yellowing
and becoming acidic and brittle. They can be extremely difficult to remove
from surface and can permanently mark or stain objects.
Unless materials have been developed or tested within the museum profession so
that their properties are known they may have adverse effects on museum objects.
Always check with a conservator before proceeding.
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5. Writing Accession Numbers
Numbers should be written clearly, so that they can not be mistaken for another
number or letter. Guidelines can be drawn up to standardise the way numbers are
written.
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6. Before You Start Once the position of the label and the labelling technique have been determined,
prepare a secure area to work in. The space must be clean and dry, with plenty of
room to work in. There must be enough space to be able to lay the objects out
whilst drying if necessary. The area must be well ventilated, particularly when
solvents are used.
Under Control of Substances Hazardous to Health (COSHH 2, 1994) regulations,
it is the responsibility of every museum to carry out risk assessments to make sure
you are working safely with materials and substances you are using, in all of the
activities you undertake. Ensure the risk assessment takes in to account the
Health and Safety information on the product Data Sheet that should be supplied
for every product purchased. If you are supplied a product which does not have a
Health and Safety Data Sheet, contact the supplier for a copy. Take the
recommended steps to minimise harm to you and other people that use the
building.
This is particularly important when using powdery products, solvents and
varnishes, or products containing solvents.
Further information on where to gain advice and templates are included at the end
of these guidelines.
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7. Basic Techniques - 1 Marking in pencil
The accession number is written directly on to the photograph.
This method is used for labelling photographs as well as other paper items such
as books and letters. These materials should never be marked using ink of any
kind.
You will need:
For the photograph For the packaging
2B/ 4B/ 6B pencil
Artline 250 Pen
For labelling objects:
Step 1 If the pencil is newly sharpened, scribble on a scrap piece of
paper to wear it down, and slightly round off the tip of the
pencil.
Step 2 In a suitable area, write the accession number gently, so that
the pencil does not make any indentation in the surface of the
object.
Take the condition of the paper in to account when deciding whether the label
should be placed on the front or reverse – it is usually written on the reverse. Write
the accession number in two places, so that if one number becomes illegible (or
removed), there is the possibility that another will still be present. DO NOT write
the accession number in the middle of the object, as this may affect the
information on the other side.
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Accession numbers should also be put on the outside of the protective covers or
Secol enclosures to reduce the need for handling the object. This can be done
with an Artline 250 pen. Remember that because Secol is not absorbent the ink
will easily be smudged and will need time to dry. Keep the photographs and other
objects away from the ink until it is completely dry.
Summary for Marking in Pencil
Check that the method is appropriate.
Select the area to label.
With a round-tipped 2B pencil, write the accession number in two places on the
object.
Write the accession number on the outside of the protective enclosures
containing the paper item, with an Artline 250 pen.
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8. Basic Techniques - 2
Loose labels
Where a label is attached to a picture frame, mount or to packing materials instead of the object itself.
This technique is not a preferred option, as the labels and photographs can easily
become separated from each other. However, with some photographic materials
such as glass plate negatives it may not be possible to use any other technique
without damaging the items.
You will need:
Artline 250 permanent pen
Archive quality paper or card, or
Tyvek labels
(cotton tape/ cotton thread/ fine
needles/ copper alloy pins)
Step 1 Write the accession number on archival paper or card, or Tyvek
labels, using an Artline 250 permanent pen.
Step 2 To attach the label to the mount or frame.
Attach the label to the mount or frame by stitching in position with
cotton thread and a fine needle or by tying with cotton tape
Or
Step 2 To insert the label in storage enclosure.
If a single photograph is held in a Secol pocket or other enclosure
the label can be inserted into this packaging. Ensure that the label
cannot move around, so that it does not damage the object.
The details of the object should also be marked on the enclosure as with the
pencil marking technique. Back up the documentation with additional information
such as photographs and the weight of the object, which will help to identify it,
should the object and label become separated.
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Summary for Loose Labels
Check that the method is appropriate.
Write the accession number on a label with an Artline 250 pen.
Place the label inside the storage enclosure or attach it to the photographs
frame or mount either by stitching or tying as described previously.
Back up the documentation with additional information, such as photographs
and object weight, which will assist identification, should the object and label
become separated.
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9. Basic Techniques - 3
Ink Labelling
This method should not be used on photographs themselves but may be appropriate for marking photo frames or film and tape canisters. The accession number is written on top of a layer of clear lacquer, which has been applied to the object. This base layer protects the object from being permanently marked by the ink potentially allowing removal of the label in the future if required. The number is protected by another coating of clear lacquer.
This method of labelling is commonly used for museum objects. Generally it can
be used on most types of material, where the surface is stable and non- porous
(i.e. not loose, flaking, crumbling etc).
NEVER use this method on plastics, textiles, leather, or special finishes like
painted surfaces or lacquers, as the solvent used in the base and top coat (and
the solvent required to remove it) can damage the underlying material.
UV security marker pens or SmartwaterTM (an aqueous suspension of marker
chemicals that fluoresce under UV light) can also be applied to a Paraloid B72
base coat using this technique. This makes them easier to remove, ensuring
reversibility, although it correspondingly lessens the degree of security protection.
Prepare the materials
Health and Safety Information;
Wear protective clothing; a thick cotton apron, or a laboratory coat if available.
Wear gloves that are suitable for protection against acetone, such as Nitrile
gloves. Work in a well-ventilated area. Read the Health and Safety Data Sheet
that should be provided for all products and materials and your Risk Assessments.
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Ensure that you know what to do if you come in to contact with any substance
being used.
You will need:
- Protective clothing: laboratory coat
or apron.
- Solvent proof gloves - Paraloid B72 “Fixative” (see suppliers list) - Acetone - small glass jam jars with lids - Clean, good quality soft artist brush, size 00 - Paper towelling - Cotton wool buds
Windsor and Newton black ink - Windsor and Newton white ink - Fine nibs and pen handles or/ Rotring Isograph pen with black ink and Rotring Isograph pen with
white ink (instead of black/ white ink
above and nibs and pens)
Step 1 Prepare your working area. See notes ‘Before You Start’.
Step 2 Decant a small amount of the Paraloid B72 from its lidded solvent
proof jar, into a smaller disposable container. A small Jam jar with a
hole for the brush to go through punched into the lid can be used.
Step 3 Decant a small amount of acetone into another small container.
Again, you can use a small Jam jar as before.
Step 4 Lightly wipe the surface where the label is to be placed with a cotton
wool bud, moistened with a small amount of acetone. This removes
dirt prior to the base coat application.
IF THE ACETONE REMOVES ANYTHING OTHER THAN DIRT ON THE SURFACE, DO NOT PROCEED ANY FURTHER WITH THIS METHOD.
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Step 5 Dip a fine paint brush in to the lacquer, and remove the excess.
Apply a thin coat of the lacquer to the object in a single brush stroke.
Make this brush stroke only slightly larger than the area required to
write the accession number. Dip the paint brush in the acetone to
remove the lacquer, and wipe the brush on paper towelling.
Step 6 Wait for at least 15 minutes to allow this base coat to dry completely.
Step 7 Write the accession number on the base coat in black or white ink,
depending on the colour of the object. Use black ink for light
coloured objects and white ink for dark coloured objects. KEEP THE
ACCESSION NUMBER WITHIN THE BASE COAT.
Step 8 Allow the ink to dry completely. Leave for at least 10 minutes.
Step 9 Once the ink is dry, apply another coat of the lacquer over the base
coat and inked accession number only. Dip the paint brush in the
acetone to remove any remaining lacquer.
Step 10 Allow the top coat to dry completely, waiting at least another 15
minutes.
Once completely dry, the object can be packed for storage, or placed on display.
If a mistake is made, wipe off the ink and lacquer with a cotton wool bud dipped in
acetone. Make sure that the acetone does not run over other parts of the object.
Repeat the steps until you are happy with the result.
When you have finished marking objects, rinse the brush in the acetone. Make
sure the lids on the acetone and Paraloid B72 are firmly in place and store upright.
Disposal of Paraloid B72r and Acetone
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If there is a small amount of acetone and Paraloid B72 (less than a 25 ml) the
products can be disposed of in the following way:
Pour the acetone down the sink, and flush for about 5 minutes with cold
running water. Make sure the area is well ventilated.
In a well ventilated area, preferably a secure location outside, leave the top off
the jam jars containing the acetone and the 20% Paraloid B72 in acetone. The
Paraloid B72 will set solid when the solvent has evaporated. Replace the
canister lid when the Paraloid has solidified, and dispose of the canister in the
waste bin, do not recycle.
FOR THE DISPOSAL OF ANY LARGER QUANTITY OF EITHER THE PARALOID B72 OR ACETONE, CONTACT A CONSERVATOR.
Summary For Ink Labelling
Check the method is appropriate.
Check that Health and Safety risk assessments are in place, read the
recommendations. Follow the instructions given.
Prepare the surface for labelling.
Apply the base coat.
Allow the base coat to dry, leave at least 15 minutes.
Write the accession number on top of the base coat with the recommended ink
and pen – use black ink for light coloured objects, white ink for dark coloured
objects.
Allow to dry for approximately 10 minutes.
Apply additional coat of Paraloid B72 over this as a top coat.
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10. Summary for Labelling
Labels should be discreet
Labels should be reversible
Labels should be secure and safe as possible
Labels should be legible
Labelling should be backed up by documentation
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11. Suppliers Some of the supplies listed below are available through the CMAS ordering system which allows museums to share the delivery costs charged by suppliers. Details correct as of October 2014
Paraloid B72 Ready diluted at a
concentration of 20%
Paraloid under the
description Fixative for
surface consolidation.
Conservation Resources (UK) Ltd
Unit 2 Ashville Way
Off Watlington Road
Cowley
Oxfordshire
OX4 6TU
Tel. 01865 747755
Fax. 01865 747035
www.conservationresources.com
Acetone VWR UK
Unit 15
The Birches
Willard Way
Imberhorne Industrial Estate
East Grinstead
West Sussex
RH19 1XZ
Tel:0800 22 33 44 (customer services)
Email: [email protected]
Website:
https://uk.vwr.com/app/Home
Small amounts of acetone are
available from pharmacies, but it
important to ensure this is pure with
no additives.
Tyvek Labels Conservation Resources (UK) Ltd
As above
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Artline 250 pens Pigma Pens
Set of 6 pens - £14.95
Specialist stationers or
Preservation Equipment
Vinces Road
Diss
Norfolk
IP22 4HQ
Tel. 01379 647400
Email:
www.preservationequipment.com
Windsor and Newton Ink – black and white (also pens)
Artist supply shops
Cotton Tape Copper alloy pins
Haberdashers
Preservation Equipment Ltd (as above)
Plastazote New-Seal Gasket Ltd Cardiff Branch 9A Charnwood Park Cardiff Cf10 4LZ Tel: 02920 487646 Fax: 02920 481133 E-mail: [email protected] www.sealexgroup.com
Nitrile Gloves Hygiene Depot
Unit 6 Ashmead Park,
Ashmead Road,
Keynsham,
Bristol
BS31 1SU
Tel: 0844 9840115
www.hygienedepot.co.uk
(minimum order 3 boxes of 100 pairs)
Alternatively these can be ordered in M
or L in packs of 10 pairs from the
CMAS Materials Order twice a year.
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Useful information: www.collectionslink.org.uk
For more info on risk assessments and COSHH including templates and guidance:
www.hse.gov.uk/risk/
www.hse.gov.uk/coshh/
http://www.coshh-essentials.org.uk