Specifications for File Folders with Reinforced Tab for the Storage of Artifacts

Specification Number 200-211-6/19/02

This specification is provided as a public service by the Preservation Directorate of the Library of Congress. Any commercial reproduction that implies endorsement of a product, service or materials, in any publication, is strictly prohibited by law. This Specification is written for L.C. purchasing purposes and is subject to change when necessary.

I. General Specifications - II. Product Requirements - III. Inspection

I. GENERAL SPECIFICATIONS

A. Stock Composition

Pulp:
- Fiber: The stock should be made from rag or other high alpha-cellulose content pulp. It must not contain any post consumer waste recycled pulp.
- Lignin: The stock must give a negative reading for lignin as determined by the phloroglucinol test when tested according to ASTM D 1030, X5 spot stains and shall have a Kappa number of 5 or less when tested according to TAPPI T 236 cm-85.
- Impurities: The stock must be free of metal particles, waxes, plasticizers, residual bleach, peroxide, sulfur (which will be less than 0.0008% reducible sulfur as determined by TAPPI T 406 om-88), and other components that could lead to the degradation of the paper and artifacts stored therein.
- Metallic Impurities: Iron must not exceed 150 ppm and copper shall not exceed 6 ppm when test according to TAPPI T 266.
- Optical Brighteners: The stock must be free of optical brightening agents.
pH:
The stock should have a pH value of 8.0 - 9.5 as determined by TAPPI T 509 om-88, cold extraction (modified by slurrying sample pulp before measurement).
Alkaline Reserve:
The alkaline reserve should be a minimum of 2% and a maximum of 5% calculated as CaCO₃ when tested according to ASTM 4988-89.
Sizing:
Only neutral or alkaline sizing shall be used. No alum rosin or rosin sizing should be used as determined by ASTM D 549-88.
Photographic Activity Test:
The stock must pass the Photographic Activity Test (P.A.T.). Tests to be conducted and results reported as described in ISO 14523-1999 or the latest revision. Tests should be performed by Image Permanence Institute (c/o Rochester Institute of Technology, Frank E. Gannett Memorial Building, P.O. Box 9887, Rochester, NY 14623-0887, Tel: 716-475-5199, FAX: 716-475-7230) or other pre-approved laboratory.
Basis Weight:
10 pt. card: the minimum basis weight should be 145 lbs/3,000ft.²
Folding Endurance:
The stock must meet the minimum requirement of 750 double folds in the machine direction using a 1 kg. load. Tests to be conducted according to the MIT Fold Endurance Test as described by TAPPI T 511 om-88, after conditioning according to TAPPI T 402 om-88.
Color:
- The color of the stock will normally be tan, cream, buff or will be specified on the purchase order.
- The color must not be so dark that it obscures color-dependent test evaluations.
- Bleeding: The color must show no bleeding when soaked in distilled water for 48 hours while held under suitable weight in contact with white bond paper. The color must not rub off.
- Retention: The color of the stock must not change more than 5 points of brightness as measured by directional reflectance at 457 nm (TAPPI T 452 om-92), when exposed 24 hours to a Xenon arc lamp in an Atlas Weatherometer under the following conditions: Irradiance Level: 1.0 watts/m² at 420 nm. Inner filter: Borosilicate glass. Outer filter: clear soda lime glass. Black panel temperature: 50°C. Wet bulb depression: 8.5°C
Surfaces and Smoothness:
The surfaces of the stock must be free of fingerprints, dirt, bubbles, knots, shives and other abrasive particles. The stock is to be smooth, e.g., calendered, hot-rolled, and/or water polished. The stock must show a smoothness within the range of 175 to 220 Sheffield units, when tested according to TAPPI 538 om-88.
Creases or Folds:
The stock should not fray, crack or split when folded and/or creased.
Abrasion:
The outer surfaces of the stock must show a loss of less than 2% of the total weight (mounting card and sample) when tested with a #CS10 wheel and 100 wear cycles according to TAPPI T 476 om-84.
Stiffness:
Stiffness will be evaluated according to TAPPI 489 om-86, after conditioning by TAPPI method T 402 om-88.
10 pt. card must have a minimum internal stiffness of 80 Taber units in the machine direction and 30 in the cross direction. Values less than the required minimum will be considered a failure.
Adhesive:
If an adhesive is required, it must not soften, run, cause the stock to become transparent or alter the color of the stock. The adhesive must not yellow, discolor, or fail (causing delamination) over time. When used, the adhesive must not extend beyond the joined area.
Planar Distortion:
There must be minimal planar distortion upon visual inspection.

B. Identification

Information:
Each folder should be identified by the name of supplier, year of manufacture, the actual pH and "P.A.T."
Placement and Size:
The identifying information must not be larger than 2.5" long and 1.5" high. It should be centered on the back flap of each folder.
Method:
The folders can be stamped or embossed:

Stamping should be legible on the outside of the folder. If stamped, inked areas should pass the Photographic Activity Test as described in latest revision of ISO 14523-1999. The ink must not smear, bleed, fade or rub off after drying. The inked stamp impression should be neat without excess ink and there must be no penetration to the interior of the folder. There must be no ink on the interior of the folders.

Embossing should be legible from the inside of the folder. If embossed, the impression should be as light as possible while still being legible. The impression should not break fibers.

C. Packaging

Inner Wrapper:
I.D.: Each package must plainly identify the type, size and number of items within, the name of the supplier or manufacturer, year of manufacture, manufacturing run or batch number, actual pH and "P.A.T.".
Outer Wrapper: The items must be packed in standard commercial containers which are constructed to ensure that they arrive at Library of Congress in dry, undamaged condition.
I.D.: The outside of each container must be identified by type, size and number of items within, manufacturing run or batch number, Purchase Order or Contract number and "P.A.T.".

D. Testing

Responsibility:
The supplier is responsible for meeting all the requirements specified herein. The Library of Congress has the right to perform any of the tests set forth in the specification where such tests are deemed necessary to ensure that supplies conform to prescribed requirements.
Sampling:
To sample for testing, shipments will be sampled according to MIL-STD-105E at inspection level S-2 with an acceptable quality level of 2.5 percent defective from each lot offered. Copies of MIL-STD-105E are available from Naval Publications and Forms Center, Standardization Document Order Department, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094.
Methods:
Tests will be conducted in accordance with specified test methods of the American National Standards Institute (ANSI), the American Society for Testing and Materials (ASTM), and the Technical Association of the Pulp and Paper Industry (TAPPI). Publications describing these tests may be ordered directly from the technical associations at the following address:
- ANSI, 1430 Broadway, New York, NY 10018
- ASTM, 1916 Race Street, Philadelphia, PA 19103
- TAPPI, One Dunwoody Park, Atlanta, GA 30348

Tests:

Requirements		Test Method
Lignin:	negative/Kappa 5	ASTM D 1030, X5 or TAPPI 236 cm-85
Reducible Sulfur:	< 0.0008%	TAPPI T 406 om-88
Iron:	< 150 ppm	TAPPI T-266
Copper:	< 6 ppm	TAPPI T-266
pH:	8.0 - 9.5 pH	TAPPI T 509 om-88. cold extraction, slurried pulp
Alkaline Reserve:	2 - 5%	ASTM D 4988-89
Alum Rosin Sizing:	negative	ASTM D 549-88
"P.A.T.":	negative	ISO 14523-1999
Basis Weight:	10 pt: 145 lbs./3,000 ft²	TAPPI 410 om-93
Folding Endurance:	750 MD	TAPPI T 511 om-88
Color Bleeding:	none	See above, "I. 8. Color"
Color Retention:	< 5 points	TAPPI T 452 om-87
Smoothness:	175-220 Sheffield	TAPPI 538 om-88
Abrasion:	< 2%	TAPPI 476 om-84
Stiffness:	10 pt: 80 MD/ 30 CD Taber units	TAPPI 489 om-86

E. Quality Assurance Inspection

Sampling:
To evaluate non-tested requirements, shipments will be sampled according to MIL-STD-105E at inspection level S-2 with an acceptable quality level of 4.0 percent defective from each lot offered.

II. PRODUCT REQUIREMENTS: Specifications for File Folders with Reinforced Tab for the Storage of Artifacts

A. Construction, illustrated below

The grain (machine direction) of the folder stock should run perpendicular to the fold
The fold should be in the longer of the two dimensions of the file folder
The top corners of the front and back panels should be rounded
The reinforced tab must be evenly adhered to the back panel
The adhesive must not extend beyond the joined area

B. Workmanship

The folders must be cut straight with squared sides
The sizes should be accurate. The edges should be smooth and even and should meet exactly
All score lines and the fold should be accurate and uniform
The score lines should be deep enough to permit easy and precise folding while maintaining maximum strength
The allowable tolerance for each dimension is ±1/16"

C. Dimensions

Folder Sizes: L x W
- Letter size: 9 5/8 x 11 3/4"
- Legal Size: 9 5/8 x 14 3/4"
Full Drop
- The full drop for all folders should be one inch.
Reinforced Tab
- The height of the reinforced tab should be a minimum of 1 3/8".
Score Lines
- The score lines should be 3/8" and 3/4" away from and parallel to the primary fold.


	Arrow indicates grain direction

III. INSPECTION: Specifications for File Folders with Reinforced Tab for the Storage of Artifacts

An examination will be made to determine whether the items comply with all requirements. The qualities and characteristics which will be examined include the following.

Testing Inspection

Materials must pass all composition and performance specifications stated in "I. General Specifications."

Visual Inspection

Materials must meet all specifications stated in II Product Requirements.
Color must be tan, cream or buff or as specified on the purchase order or Contract.
Edges or creases of the card must not fray, crack, or split.
Edges must be cut square and clean and sizes accurate.
Surfaces must be free of fingerprints, dirt, knots, shives and other abrasive particles.
Adhesives must not soften, run, cause the stock to become transparent or alter the color of the stock. The adhesive must not yellow, discolor, fail (causing delamination), or extend beyond the joined area.
The folders must be cut straight with squared sides.
The sizes should be accurate. The edges should be smooth and even and should meet exactly.
All score lines and the fold should be accurate and uniform.
The score lines should be deep enough to permit easy and precise folding while maintaining maximum strength.
The allowable tolerance for each dimension is ±1/16".
The grain (machine direction) of the folder stock should run perpendicular to the fold.
The fold should be in the longer of the two dimensions of the file folder.
The top corners of the front and back panels should be rounded.
The reinforced tab must be evenly adhered to the back panel.
The adhesive must not extend beyond the joined area.
Dimensions:
- Folder Sizes: L x W
  Letter size: 9 5/8 x 11 3/4"
  Legal Size: 9 5/8 x 14 3/4"
- Full Drop - The full drop for all folders should be one inch.
- Reinforced Tab - The height of the reinforced tab should be a minimum of 1 3/8".
- Score Lines - The score lines should be 3/8" and 3/4" away from and parallel to the primary fold.
Planar distortion should be minimal.
Identification should be stamped and legible from the outside or embossed and legible from the inside as specified in I.B. on the center of the back panel.
The inner wrapper must be according to size and identified as specified.
The outer wrapper must ensure arrival in dry, undamaged condition and be identified as specified.

FAILURE TO MEET ANY OF THE SPECIFICATIONS WILL BE CAUSE FOR REJECTION.

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