Advice to those in libraries and elsewhere who have occasion to ship magnetic tape and/or optical disk (CD-ROM or CD-R) recordings. --by ALCTS Preservation and Reformatting Section (1989)

Guidelines for Packaging and Shipping Magnetic Tape Recording and Optical Discs (CD-ROM and CD-R) Carrying Audio, Video, and/or Data

Brief Guidelines

These brief guidelines are intended to provide advice to those in libraries and elsewhere who have occasion to ship magnetic tape and/or optical disk (CD-ROM or CD-R) recordings.

1. General
   • It is the responsibility of the lending library to specify the method of shipment for return of materials.
   • The lending library may place a limit on the amount of such materials to be lent at one time.
   • The lending library should spell out conditions of use, whether copying is permitted and what restrictions on copying are to be observed, e.g., only by library staff in a supervised copy service. These stipulations should include any special handling, cleaning, or winding/rewinding requirements they place on loan of the materials.
   • If problems should occur, such as tape breakage or damaged optical disc surfaces, the borrowing library should not attempt repairs. The nature of the damage should be explained clearly in a note that accompanies return shipment. The library in which damage occurred should expect to be charged if the cost of repair or replacement is substantial.
2. Magnetic tape
   1. Open reel magnetic tape. The lending library should pack open reel magnetic tape, regardless of content, in their individual boxes, in rigid containers such as corrugated board, with bubble wrap. The tape reels should be packed snugly into the outer containers to avoid damage in transit. End-of-tape retainers acceptable to the lending institution should be used on all reels.
      The borrowing library should return open reel magnetic tape in the same type container and packing used when shipped to them. Tape should be rewound and secured with end-of-tape retainers supplied.
   2. Cassette magnetic tape. Cassette shells should be used—or cassettes should be placed in a cassette box—which have a hub-locking device to prevent the tape in the cassette shell from becoming loose while in transit. If the cassette housing has an adequate hub-locking mechanism, it should be placed in a solid cassette box or housing for shipping. Cardboard containers should not be used as the primary cassette box. The cassette in its cassette box should be packed into rigid containers, such as corrugated board, with bubble wrap assuring that they fit snugly into the outer containers to avoid damage in transit. The outer container may be a padded envelope or a rigid box.
      The borrowing library should return cassette magnetic tapes in the same type container in which they were received.
3. Optical disks
   • Optical disks—whether CD-ROM or CD-R recordings—should be securely placed over the fingers of the hub of a good quality CD jewel case. The optical disk in its jewel case should be packed into a rigid container, such as corrugated board, with bubble wrap assuring that the jewel case fits snugly in the outer container to minimize damage in transit. The outer container may be a padded envelope or a rigid box.
     The borrowing library should return optical disks in the same type container in which they were received.
4. Shipping
   • All shipping of either magnetic tapes or optical discs should be by overnight, signed-receipt delivery to allow for tracking of materials, and to minimize the likelihood that the recordings will be exposed to extremes of temperature or humidity.