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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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4.

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: uksales@uk.vwr.com

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: sales@new-seal.co.uk 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