Lessons from the road: 10 tips for moving archival collections

Blogs and Articles

This is the second in a series of three blogs from Iron Mountain's Library Services team regarding collection acquisitions. Brandon's blog outlines what archivists should consider before a single box is packed, from assessing the site and staging space to coordinating transportation and timing, and offers ten practical tips for safely relocating archival collections from acquisition to arrival.

Brandon Burke

Library & Archival Solutions Architect

April 13, 20267 mins

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Moving archival collections isn’t fun, even if the driver for the project is a net positive such as bringing in a new acquisition. Relocations require planning and collaboration with multiple stakeholders that may have competing priorities. However, for large archives and smaller organizations alike, the goal of this planning should be the same: to set up both the moving team and the materials for success so the collections can be moved safely and arrive intact with as much documentation and descriptive context as possible for downstream staff.

Last fall, I had the pleasure of speaking at the Society of American Archivists annual conference. Together with my colleagues Amy Smid and Graham Duncan, we presented, "Collection Acquisition Transfers: How to Get That Unusual or Unexpected Collection Onsite." When we shared strategies and anecdotes that archivists can use at their own organizations when preparing and moving new acquisitions or collections. What follows are ten core considerations to guide the early stages of an acquisition, particularly during site visits, packing, and transport.

1. Approach the initial site visit strategically

Plan to see the materials in person. This initial site visit is sometimes the only opportunity to fully assess the collection in person before committing to the acquisition and any relocation measures that may be required to get it from its current location to your institution. This may be conducted by a curator meeting a donor for the first time or by staff interacting directly with the materials. Use this visit wisely. You’ll need to understand not just the intellectual content of the collection but also the physical realities of where and how it is stored.

If you are not the person conducting the visit, try to coordinate closely with whomever that person is. Ask them to gather detailed notes and photo documentation that can be shared with preservation, processing, and logistics staff later.

2. Assess packing and building needs

During the site visit, evaluate the types of materials present and their packing requirements. Books, business records, and research papers are relatively standard, but artifacts or mixed media collections may require special handling.

Take note of existing boxes. Materials may already be boxed but older or repurposed containers such as copy paper boxes or film boxes may not be structurally sound enough for transport.

3. Understand location and access challenges

Consider where the materials are located within the building. Are they on a third floor, in a finished basement, or in an unfinished storage area? Evaluate the pathway from the storage location to the exit. For example, one collection I managed required moving materials through a bulkhead door from an unfinished basement out into a grassy yard, which created unexpected challenges. The location is also critical when it comes to weather. Always have a contingency plan for inclement weather, especially if materials must pass through outdoor areas during loading.

Lessons from the road location challenges

4. Identify staging space

Staging space is essential for packing, sorting, and organizing materials. Some sites may offer very limited room to work, making it difficult for multiple people to pack simultaneously. Understand the limits and features of the residence or storage area and design your workflow accordingly. Place supplies strategically to minimize unnecessary movement, especially in tight quarters. Teams should be able to work consistently without blocking one another or creating bottlenecks.

For example, a donor may generously clear out a garage to serve as a staging area. However, extreme heat or cold during load out would render that area unsafe for temperature-sensitive materials, requiring additional planning and flexibility.

5. Ensure adequate workspace

You’ll need table or floor space to stabilize, inventory, and pack materials properly. This may also be your best opportunity to review or reconcile an existing inventory while the donor is present. These conversations can yield valuable contextual information and stories that may later support oral history projects or enhanced description. Moreover, staircases, elevators, narrow hallways, and doors all affect how materials move through a space. Plan in advance for these constraints, particularly in apartment buildings or older homes.

6. Plan for inventory control

Decide in advance how you will account for what is being picked up. Is the donor providing a manifest or will your team create one on site? Vendors typically cannot rely on estimates alone, so clear documentation is essential for accountability and tracking.

7. Confirm cell phone coverage and communication

Reliable cell service can be surprisingly important. You may need to contact curators, preservation staff, or conservation specialists if questions arise about material condition, handling, or scope during pickup.

8. Organize the right team

Larger organizations may have the ability to assemble teams with collection-appropriate expertise. Ideally, staff should be familiar with the types of materials involved. At the same time, flexibility is key—unexpected challenges are common, and staff need to be able to adapt as conditions change.

9. Arrange appropriate transportation

Transportation planning goes beyond simply securing a vehicle. Consider whether climate control is required and at what level. The vehicle’s interior, hydraulics, and loading capabilities all matter.

Clearance is another often-overlooked issue. Some sites may only accommodate cars rather than box trucks due to trees, narrow driveways, or overhead obstructions.

Vehicle clearance, ground surface, and road conditions all influence equipment choices. Gravel driveways, dirt paths, or uneven surfaces may prevent the use of pallet jacks or other wheeled equipment.

In cases such as these, pallets must be built directly onto a truck liftgate if you’re using a large truck. Road and driveway conditions may also influence whether a newer vehicle with softer suspension is preferable to an older institutional van.

10. Coordinate access and timing with the donor

Finally, align expectations with the donor or property owner. Confirm hours of access, driveway availability, and which rooms you’ll be working in. Even external factors, such as neighborhood trash pickup days, can affect parking and workflow. Smooth access to the space is essential for maintaining momentum and productivity.

Finally, materials must be stabilized appropriately for transportation. This includes proper boxing, internal supports, and careful positioning within the vehicle to prevent shifting or damage during transit.

Thoughtful preparation at every stage–from site visit to vehicle loading–is the pathway to collection relocation success. By anticipating challenges and coordinating across teams, archivists can ensure that collections arrive safely, ready for long-term stewardship. To read more about how to safely transport archival acquisitions, check out my colleague Amy Smid’s blog, “Lessons From the Road.”