Lessons from the road: Safely transporting collections

Blogs and Articles

This is the first in a series of three blogs from Iron Mountain’s Library Services team regarding collection acquisitions. Amy's blog explains the importance of anticipating risks and maintaining precise coordination from departure to arrival and offers best practices in planning, packing and security to ensure the safe transport of archival collections.

Amy Smid

Library & Archival Solutions Architect

November 4, 20257 mins

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We are always juggling the logistics of managing and growing archival collections. We often have to balance the needs of our users with the care and preservation needs of the collections. When it comes to transferring acquisitions, especially those with physical components, the transport is tricky and very critical to the safety and security of the collection. Whether the journey is across the nation or just across town, the move introduces potential risks from rough roads and weather conditions to fluctuations in temperature and humidity.

A couple of months ago, I had the pleasure of speaking at the Society of American Archivists annual conference. Together with my colleagues, Brandon Burke, Graham Duncan, and Britt Mueller, we presented “Collection Acquisition Transfers: How to Get That Unusual or Unexpected Collection Onsite.” We offered specific strategies that archivists can leverage within their own organization when preparing and moving new acquisitions. I specifically talked about the challenges and best practices of transporting collections long distances. This blog is an expansion of my presentation.

The acquisition and transfer of any archival collection demands careful coordination of people, processes, and equipment. By combining meticulous packing, strict climate management, and thoughtful security measures, we can ensure that our collections arrive safely and ready for the next stage of preservation.

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Packing for the long haul

Proper packing is the first line of defense against damage. Stability is everything. Materials should be tightly packed within containers, often using containers within containers to minimize vibration and movement during transport.

Our teams rely heavily on various types of foam and acid-free tissue to cushion items, and we pay special attention to vibration control. We fill any void areas inside the box with acid-free tissue, and in most cases, we add several inches of foam below each box to protect contents from vibration and jolting. For fragile materials - especially glass - orientation matters. Packing with the narrow side facing the direction of travel reduces impact when a truck starts or stops suddenly.

To further minimize vibration, we often use pallet cushions that we refer to as “donuts” in between double-palleted loads. These are rated for different weights and provide crucial shock absorption.

Lessons from the road | packing for the long haul

Controlling climate on the move

Climate control is another essential factor, particularly for sensitive archival materials. Refrigerated trucks, or reefer trucks, as we call them, can maintain preferred temperature and humidity levels, though humidity control can sometimes be inconsistent.

It’s important to clearly define climate expectations in writing with your transport vendor and to monitor conditions independently. We recommend using a mobile data logger inside the truck to record temperature and humidity over the course of the journey.

Condensation inside trailers can also be a hidden hazard. If materials must be loaded near areas prone to drips, cover them with protective plastic sheeting or shrink wrap.

Lessons from the road | controlling the climate

Planning for stops and arrival

For long-distance hauls, detailed planning is key. Specify your requirements for security and climate maintenance during rest stops or driver changes. Trucks may need to remain running to maintain stable temperatures - particularly in extreme weather conditions.

Timing the delivery is equally important. Make sure to coordinate so that the receiving facility is open and ready to unload upon arrival. Extended idle periods - such as overnight or weekend delays - can lead to unwanted climate fluctuations.

Lessons from the road | planning for stops and arrivals

Keeping collections secure

Security should never be an afterthought. Using seals on truck doors helps verify that no tampering has occurred during transport. High-security seals often include barcodes and matching numbers, which can be photographed before departure and upon arrival for documentation. Even simple plastic or cable seals provide valuable peace of mind.

In addition, most long-haul vendors offer GPS tracking systems that allow you to monitor the truck’s route, stops, and estimated arrival time. This visibility helps ensure accountability throughout the process.

Transferring and ingesting acquisitions can be both exciting and complex. Success depends on anticipating the unexpected — from proper packing, to road conditions, to climate shift,s and unexpected stops and equipment challenges. Above all, prioritize planning and precision. With careful coordination, meticulous packing, controlled environments, and strong security measures, collections can travel safely and arrive ready for the next stage of collection management.

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