How to stabilize collections for movement or digitization

Whitepaper
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Moving valuable collections is high-stakes work. Discover practical strategies for protecting rare and fragile materials during relocation and digitization, wherever your collection lives.

August 3, 202612  minsUnlock All Premium Resources
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Person working to stabilize a physical document collection

Summary

Every time a collection moves, it's at risk. Whether you're relocating a corporate archive, a media library, government records, or a one-of-a-kind private collection, the transition between locations is often when materials are most vulnerable to damage or loss. According to a Canadian Conservation Institute study, nearly 35% of reported museum insurance losses happen during transit.

This whitepaper breaks down what it takes to stabilize a collection for a move or a digitization project, from initial planning through handling, packing, and transport. You'll find guidance for a wide range of formats, including rare books, photographs, audiovisual materials, oversized documents, and fragile artifacts, plus a real-world look at how one institution safely relocated and digitized a fragile, high-value collection.

Whether you're planning your first move or refining a process you've used for years, get practical strategies to help protect what your organization has spent years building.

 

Successful archival move projects integrate planning, handling, housing, and execution:

  • Planning: Assess collection scope, condition, and risk
  • Handling and stabilization: Apply techniques appropriate for specific archival materials, using archival-quality containers, supports, and shelving
  • Execution: Coordinate logistics and digitization workflows to minimize handling

The successful execution of a collection move depends on meticulous planning, material-specific handling protocols, and a consistent chain of custody. Together, these best practices ensure that archival and cultural heritage materials are preserved for future generations and remain securely accessible in their new environment.