Packing Types

In this section, library staff will find information about general packing precautions and packing requirements for each main transport type. It is recommended that staff choose the transport type first, and then look at the specific packing requirements for that transport type.

Packing Precautions

In general, proper packing should:

Match the chosen method of transport
Isolate and immobilize the object, protecting it against shifting, vibration, shock, and rapid temperature and humidity fluctuations
Offer water protection
Meet security requirements to deter theft or vandalism
Be easy to unpack and repack
Include appropriate documentation for the type of activity (loan versus transfer), including identification of the item, its owner, and its destination, as well as handling instructions and warning signs (i.e., Keep Flat, Fragile)

For non-standard sizes, packing should pad out areas to immobilize and protect any projecting parts, and pad out the overall shape so that it fits within a rectangular container. A rectangular container will be easier to immobilize within a vehicle, especially if the container is traveling with other items.

Packing by a Fine Arts Carrier

Several options are available for packing through a fine arts carrier, including a variety of crates and a soft pack.

The outside of the container should be labeled with the container’s dimensions, handling instructions, and warning signs (i.e., Keep Flat, Fragile), and the names of the lender and borrower. Additional information may include contact information for the borrower. The last step may be to seal the lid with “Packed” tape (not essential for outgoing, but necessary for subsequent and return transfers).

Inside the crate, the documentation should include:

Condition Check forms initially filled out by a conservator at the lending institution, then updated at each subsequent opening and closing of the container (includes handling and installation concerns)
Transfer Form/Loan Receipt, which includes identification of the item and its owner, contact information for sender and receiver, and preserves the chain of custody throughout the loan
Bill of Lading from the fine arts carrier
Item identifier (e.g., loan number or call number) written in permanent marker on the outside of each tray within a crate so that it is obvious which item goes into which tray
Photographs of the packing process, if complex (optional)

After unpacking upon return (i.e., at the conclusion of the loan or transfer process), label the crate as EMPTY with your initials and the date before it goes out for recycling/disposal.

Crate

A crate should be used for works traveling a long distance via a fine arts carrier, either with or without a courier. The fine arts carrier makes each custom crate. Crates are generally constructed from inert foam, foam core, and wood, but vary in construction depending on the exact requirements determined by the Conservation evaluation of a specific requested work. Of the available packing options, crates offer the highest level of protection from transit hazards like impact, puncture, weather, and fluctuations in temperature and relative humidity.

Economy Crate

An economy crate is used for loans traveling to a single venue and is not meant for multi-venue loans, unstable or sensitive media, or long-term storage. An economy crate uses screws instead of bolts and is the least expensive crate available from a fine arts carrier. This style of crate uses less foam than the more expensive crates. The foam is not inert, which saves money but may off-gas and deteriorate over time. The crate may have stacked trays to enable it to hold more than one object. It is recommended that an economy crate be upgraded to include wall-to-wall foam in the interior because the additional cushioning increases protection from transit hazards. Another variable to discuss with the fine arts carrier is the type and number of coats of sealant used on the wood of the crate.

Bolt Crate

A bolt crate is held closed with reusable hex bolts. It is used for loans traveling to multiple venues, but is not appropriate for long-term storage. It should have wall-to-wall foam. The foam is not inert, which saves money but may off-gas and deteriorate over time. The crate also may have stacked trays to enable it to hold more than one object. It is less expensive than a specialty crate. Another variable to discuss with the fine arts carrier is the type and number of coats of sealant used on the wood of the crate.

Specialty Crate

A specialty crate is often required for loaned works with unstable or sensitive media (e.g., pastels, charcoal, or friable media), and sometimes involves making a crate within a crate. A specialty crate may also be constructed if the library wants to use the crate for long-term storage after the loan is completed, as the foam is a higher quality inert material, and the type and coatings of the wood minimize the risk of damage from off-gassing. A fine arts carrier can provide options based on requirements determined by conservation staff.

Soft Packing

Soft packing uses inert foam, foam core, inert plastic wrapping, and cardboard, but does not employ a hard shell or case. It is recommended that soft packing be done by a fine arts carrier. Soft packing may be used for loaned works traveling a shorter distance. Since soft packing does not offer as much protection from transit hazards as a crate, and the risk of damage to the requested works is therefore higher, Exclusive Shipment is recommended.

Packing for HUMS & Other Mail Carriers

Collection items that meet the requirements for transport by a mail carrier may be packed into containers supplied by the mail carrier. Objects traveling via mail carrier should be packed in several layers of wrappings, including a paper enclosure to buffer against humidity changes, a sealed plastic bag to protect against water, padding to protect against vibration and shock, and an exterior container that bears appropriate labeling. Further instructions may be found in Internal Loans, Preservation Services Transfers, and External Loans.

Packing for External Hand Carry

An external hand carry requires the use of a hard-shelled, waterproof case. The case should be retrofitted with a custom-cut inert foam insert, as this provides optimal protection and immobilization for hand carry transport to outside borrowers and lenders. A fine arts carrier can assist with the creation of a custom foam insert. More details may be found in Outgoing Loans.

If using a Zipcar or other rental vehicle for the external hand carry transport, it is recommended that the soft-sided case or cardboard container ride in the back seat and be belted in with the seat belt and other harnesses or straps (like bungee cords) to ensure that the container cannot move even if the brakes are applied suddenly. The trunk is not desirable due to lack of temperature control and potential damage to the object from rear-end impact.

If using an airplane for the external hand carry transport, it is recommended that the courier travel in first class to afford maximum protection to the works being transported. The hard-sided case should be stored under the seat in front of you, NOT in the overhead compartment or coat closet.

Packing for Internal Hand Carry

An internal hand carry may be used for either internal loan or preservation services transfer. The mode of transport can be either walking or vehicle transport.

Packing for both transport types requires the use of lightweight soft-sided cases or cardboard containers. Each item included in the internal hand carry should be individually sealed in a plastic bag. The soft-sided case or cardboard container should be padded out with bubble wrap or other cushioning for further protection and immobilization during transport. See Outgoing Loans for further details.

If using a Zipcar or other passenger vehicle for the internal hand carry by vehicle transport, it is recommended that the soft-sided case or cardboard container ride in the back seat and be belted in with the seat belt and other harnesses or straps (like bungee cords) to ensure that the container cannot move even if the brakes are applied suddenly. The trunk is not desirable due to lack of temperature control and potential damage to the object from rear-end impact.

Exhibitions and Loans