1. Mammoth Materials
How to Preserve Posters,
Maps & Drawings
LYRASIS Preservation Services
Funded in part by a grant from the National
National Endowment for the Humanities,
Humanities, Division of Preservation and
and Access
Unit 4

2. Unit 4:
• Encapsulation
• Disaster recovery
• Use and Handling

3. Encapsulation
• If you have single sheets that are handled
frequently you may to choose to
encapsulate them to provide the items with
extra support and to help keep in clean.

4. Encapsulation
• Encapsulation is when two pieces of polyester
(like Mylar or Melinex) are bound in some way
around an item like a capsule. The electrostatic
nature of the polyester keeps the item in place. The
polyester should not have plasticizers or coatings.
• You can use 2-6 mil polyester depending on size
and bulk of item. On large items, use 5 mil on back
for more support. 3 mil is most typically used and
only for thin items. Bulky items will not keep their
static.

5. Encapsulation
More to Know
• Encapsulation is reversible. Cutting the
polyester along a weld or tape line will
allow the you to remove the sheet from
encapsulation.
• Encapsulation will increase your bulk by 2
and weight by 3 times. Do have sufficient
storage space?

6. Encapsulation
More to Know
• Do not encapsulate friable material such
as pastels or charcoal as the media may
come away from the substrate and adhere
to the polyester.
• Items should be deacidified before being
encapsulated as the deterioration of acidic
materials is accelerated by complete
enclosure.

7. Encapsulation Methods
• We will address each of these methods in the
following slides.
• Ultrasonic Welding
• Edge or Heat Welding
• Double-sided Tape
• L-sleeves
Pictured is an ultrasonic welder

8. Encapsulation Methods
• Ultrasonic Welding: This process creates a
bond at the molecular level using sound waves.
• Advantages:
– Does not create “pillow” effect. Flat seams
– Good for doing internal and free form welds
permanent- uses no harmful materials or harmful
processes
– Fast to construct
• Disadvantages:
– Very expensive machine (20k +)
– Skill needed to use and maintain machine

9. Encapsulation Methods
• Edge or Heat Welding: creates bond using heat
to melt the polyester.
• Advantages:
– No harmful material used
– Permanent
– Less expensive then ultrasonic welders
• Disadvantages:
– Planar distortion- creates a bubble along the edge making it
more likely to lose its static hold
– Heat and vapor can be harmful to item
– Polyester must be cut and placed very accurately to get a good
weld
– Not consistent

10. Encapsulation Methods
• Double-sided Tape: an example is 3M
Scotch Brand Double sided tape#415
• Advantages:
– Easy, quick
– Lower skill level needed
• Disadvantages:
– Can lose static hold causing the item to shift
into the tape; the adhesive is harmful to the
encapsulated sheet and is hard to remove
– Not permanent; tape may lose adhesion
depending on storage and handling

11. Encapsulation Methods
• L-sleeves: not encapsulation
• Advantages:
– Easy to remove item
– Good alternative
– Provides some protection
– Can buy pre-made
• Disadvantages:
– Item not completely protected
– Item may have tendency to slip in an L-
sleeve, depending on size and bulk.

12. Water Disaster Case Study
• Lets take a look at some lessons learned
by the University of Hawaii, Manoa after
they were hit by a flash flood.

13. • University of Hawaii, Manoa had a flash flood in 2004.
• Library had extensive amounts of water and mud pouring
through the building. The map collection was hit
especially hard.
Water Disasters: A Case Study

14. • Folders absorbed some of the damage, protecting
items more than those that were not foldered.
• Items near the top and bottom of drawer suffered
more than items in the middle Items in the middle
were relatively protected, usually only suffering
mud damage on their edges.
• Non-encapsulated maps often more damaged
than properly encapsulated maps, BUT some of
the most damaged items were encapsulated, with
severe staining and cockling. This was in part
due to poor encapsulation techniques.
Water Disasters: A Case Study
Lessons learned at U of H

15. • Double-stick tape failed and as the waterlogged
paper expanded, it adhered to the edges of the
adhesive.
• Ultrasonic welds had breaks in the seams, which
provided an opening for water and mud to enter.
Seams should also have been examined, looking
for any potential breaks and tested for strength by
pulling the polyester in opposite directions.
Water Disasters: A Case Study
Lessons learned at U of H

16. Test Your Disaster
Recovery Savvy:
In a water disaster, water has streamed
into your map cases. Some of the
materials are in folders made from blue
cloth. Others are encapsulated but
water has penetrated the seal.
What should you do?

17. Test Your Disaster
Recovery Savvy:
• Remove items from cloth folders to prevent
staining
• Remove from encapsulation and air dry on blotter
paper
• A big challenge is going to be material resources
and space!!

18. Flattening
• Flattening may be
necessary for items
that have rolled for
so long they no
longer lie flat.
• This can be done for
items in GOOD
condition.

19. Flattening
• For items in good condition, you can often
flatten by placing under large sheet of
plexiglas or acid-free sheet of paper or
blotter and uniformly distributed weights.
Leave out for a week or so and the natural
humidity in the air will take care of most
modern oversized materials in decent
shape.

20. Flattening
• What do we mean by GOOD?
Items that are NOT:
– brittle
– photographs
– friable media
– fragile
• Flattening can be tricky sometimes, so it’s a good idea to
have some training in this before you attempt it, and to
avoid problematic materials. When in doubt leave it
alone and send it to a conservator.

21. Flattening
• Humidification and flattening is another
way to do this—basically, you introduce
moisture into paper so that it can be
returned to a flat plane from a rolled or
folded state—if done incorrectly, you can
damage your oversized material forever,
so hands-on training is recommended.

22. Flattening
• WARNING WHEN FLATTENING ITEMS:
• Coated papers, parchment, vellum, and items
with moisture-sensitive inks are all moisture
reactive. Photographs have so many layers and
each layer may react differently to moisture, you
should not try to flatten unless you know what
you are doing—otherwise you could damage the
emulsion or cause the layers to separate.
• Send these items to a conservator!

23. New Version of the Old
• We have been talking about how to handle
the physical items, but you may find that
the best way to protect some popular
oversized materials while still providing
access is to digitize them.

24. Scanning Oversized Items
• For oversize objects, you have few options
that protect the original—you can make a
surrogate with a film or digital camera, or
you could purchase a scanner that is
meant for oversized objects.
• DO NOT use scanner that is smaller than
size of original object. You have the
potential to permanently harm the original.

25. Scanning Oversized Items
• Digital cameras may be a more cost
effective way to digitize oversized material.
They are also have less potential to harm
three dimensional materials or fragile
objects.
• Make sure that you purchase a digital
camera that has a high resolution—your
typical mass market cameras will probably
not provide enough detail to meet your
needs.

26. Scanning Oversized Items
• The camera that is appropriate for most institutions
is a DSLR—that stands for digital single lens reflex.
These cameras function like a traditional 35 mm
camera and have double the capture area of a
traditional point and shoot camera.
• These cameras can be purchased through retail and
professional camera stores.

27. Scanning Oversized Items
• Extremely large materials may require a
Scanback camera—they are great for very
large materials and for items that need
impeccable color details. They produce
VERY large file sizes and are more
expensive that DSLR’s.
• If you need that level of detail, most
institutions will be better served to
outsource the digitization rather than
purchasing extremely expensive equipment.

28. Exhibits
• Consider the condition of the item - this will
affect decisions about exhibition, treatment, and
storage.
• Items should not be exposed to light for more
than three months at a time. If you are planning
on displaying your oversized material for longer
than that, you should consider using a facsimile.
• Limit light exposure to 15 foot-candles or 150
lux., measurable with a light meter.
Thinking about exhibiting your item?

29. Exhibits
• Because some inks are not lightfast, they are even
more vulnerable to light damage.
• To protect oversized materials from ultraviolet light,
filter it out using filtered glass or plexiglas. You can
also purchase a film for windows that blocks the
light, but this can be tricky to apply and will have to
periodically be replaced.
• Display items close to flat as possible and make
sure that the entire document is supported
Thinking about exhibiting your item?

30. Exhibits
• Use high quality archival matting materials from a
reputable dealer.
– see NEDCC document on matting and hinging
• http://www.nedcc.org/free-resources/preservation-
leaflets/7.-conservation-procedures/7.4-how-to-
do-your-own-matting-and-hinging
– see NEDCC document on framing
• http://www.nedcc.org/free-resources/preservation-
leaflets/4.-storage-and-handling/4.10-matting-and-
framing-for-art-and-artifacts-on-paper

31. Use and Handling Policies
Good use and handling policies and practices will:
• Reduce wear and tear
• Will prevent damage from improper
handling techniques.
• Help avoid security issues and reduce theft
• Should be written down and posted in work
areas! This is especially important if oversized
materials are accessible to the public for
browsing.

32. Handling by Staff
• Clean hands often, and do not use lotions
before handling items.
• Pull folders out one at a time to access
folders in the bottom of the drawer.
• Do not allow staff to slide folders out
from under other folders.
– At the very least remove all folders on top of
the folder that you need and replace them in
the drawer once the folder you need has
been removed.

33. Handling by Staff
• Lift items by lifting opposite corners
– if item is encapsulated and heavily used, be aware that this
practice may wear out the weld
• Larger items may need two people

34. Handling by Staff
• Use Proper Enclosures
– Maps should be transported in folders. You
may want empty folder around if you have
multiple items in a folder and do not want to
take the entire folder to the researcher.
– Reserve space for maneuvering large folders.
– Make sure you can transport materials safely
from storage to reading room. You may want to
get an oversize cart- just be sure the doors are
wide enough to push it through!!

35. Map Cart
This is a specially made map cart. It’s gentle curve allows the
cart to get through a narrower space than if the objects were
placed completely flat on the cart.

36. Special Handling for
Photographs
• Use cotton gloves – photographic images
are very sensitive to oils from hands.
• Store collections by type and size if
possible.
• Isolate and support brittle or damaged
material.
• Use enclosures that pass the Photographic
Activity Test (PAT).
• Don’t try to flatten rolled photographs- send
to a conservator to flatten.

37. Use & Handling For Patrons
• The reading room must have furniture
large enough to support larger items,
or materials will be at risk from bent
corners and torn edges.
• Patrons should not unroll or unfold
brittle paper- this is a very slow and
tricky process that should not be left
to users with no or little experience.
• Be aware of dangling jewelry, loose
clothing, i.d. tags, etc. They can tear
and scratch surfaces.

38. Use & Handling For Patrons
• Do not allow use of tracing or
drafting tape that can damage
materials.
• Encapsulate or create facsimile
for high-use or damaged items to
prevent further damage.
• These rules also pertain to the
staff!

39. Section 4 Quiz
What did you learn?

40. Section 4 Quiz
Question 1:
Which of these is not a form of
Encapsulation?
• A. Ultrasonic Welding
• B. Edge or Heat Welding
• C. Double-sided Tape
• D. L-sleeves

41. Section 4 Quiz
Question 1:
Which of these is not a form of Encapsulation?
• A. Ultrasonic Welding
• B. Edge or Heat Welding
• C. Double-sided Tape
• D. L-sleeves
Answer : D. L-Sleeves
L-Sleeves are a protective enclosure, but they are open
on two sides and do not encapsulate the item within.

42. Section 4 Quiz
Question 2:
You can flatten an oversized item by
• A. placing it under a large sheet of
plexi or a sheet of acid free paper and
uniformly distributed weight.
• B. humidifying the item.
• C. putting it between your mattress
and boxspring.

43. Section 4 Quiz
Question 2:
You can flatten an oversized item by
• A. placing it under a large sheet of plexi or a
sheet of acid free paper and uniformly
distributed weight.
• B. humidifying the item.
• C. putting it between your mattress and box
spring.
Answer : A & B.
Both are methods that could be used to flatten an item in
good condition.

44. Section 4 Quiz
Question 3:
The sun is the best source of lighting for
an exhibition of your oversized posters.
True or False

45. Section 4 Quiz
Question 3:
The sun is the best source of lighting for
an exhibition of your oversized posters.
Answer : False –
Many inks are not light fast and will fade
with prolonged exposure to light. UV
radiation from sunlight can also damage
the substrate. Use reduced light levels and
UV filters for all your exhibits.

46. Thank You!
Contact us if you have any questions.
LYRASIS Preservation Services
preservation@lyrasis.org
1-800-999-8558