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How to Pack Records for Shipping
Shipping your precious recording is the first critical step.
A penetrating glimpse of the obvious perhaps, but all is for naught if the record is destroyed in shipping.
Before proceeding further, please note that some Early vintage recordings made on glass substrates are EXTREMELY fragile and do not take kindly sometimes to even normal handling - even if properly packaged. In the course of normal handling by any of the carriers, packages will often be tossed onto conveyor belts at the hubs where they "bump and bang" their way thru the automated sorting process. In light of this, we generally recommend glass recordings be hand carried to a local firm for transfer if at all possible For all others which account for the vast majority of vintage records, following these simple guidelines will offer ample protection for all normal shipping/handling conditions the package should likely encounter in it's transit
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Shipping companies conjure up images of the gorilla in the old Samsonite® luggage commercial that are perhaps not all that far off base. Follow these simple guidelines and it will not be a problem - even if your record encounters an occasional "Gorilla".
Guideline #1
Even if you read no further, be sure to Double Box or "Sandwich" !
Whether you pack it yourself or have it professionally done, make certain it is double boxed or sandwiched between two STIFF pieces of flat material. Tis' better to have a dented outer box, than to have a broken inner record.
Even so, many of the carriers have no idea how to properly package records for shipping. It is suggested you print this page for their reference.
Guideline #2
You may want to consider a professional shipping outlet. There are thousands of them scattered across the U.S. and a quick look in the phone book will most likely reveal several. Considering the time you'll save, the rates are quite reasonable and you'll end up with a professional packaging job.
Pack it Yourself - Here's How
The Double Box/Sandwich Method
Protect records from moisture, dust and cardboard/filler debris by wrapping them first in plastic unless they are already in protective sleeves. A soft plastic as that from a dry cleaners will do nicely, as they will not scratch the recordings.
Cut 2 pieces of some heavy corrugated cardboard 2" wider or so than the record on all sides and sandwich the record(s) in between them, taping the two halves together. When shipping multiple records, then wrap each one in thin plastic if there is no sleeve. The thin soft plastic will keep the two from chafing against one another. "Saran Wrap" or equivalent also works great for this purpose
If a record is warped, the "sandwiching" procedure noted above, is slightly different. Warped records when sandwiched between 2 stiff pieces of material result in stress points at the high points. Thus in the case of warped records, one must loosely wrap the record in 3 layers of LOOSELY packed bubble wrap. Like an air mattress, this will disperse the load and alleviate any stress points.
Add filler to the bottom and sides of the first box. Bubble wrap works best, as it's free of dust and contaminants.
Place the records in the first box . Note: If the records were sandwiched between 2 pieces of HEAVY Corrugated cardboard, then there is need for only one box.
Use additional filler to make sure that the records will stay stacked and will not shift in transit. It's imperative they do not shift !
Close and tape the first box... Place this box in a second, larger box sufficiently large enough to allow at least 2" of filler on all sides. Even old crumpled up newspapers will work for this, though bubble wrap or packing peanuts will be even better.
Some records are far more fragile than others.... Fiber based Recordio's or aluminum Speak-O-Phone discs are nearly indestructible, as they will flex without causing any damage.
On the other side of the spectrum, glass substrate records are the most fragile by far. GREAT CARE must be observed in the packaging of glass records. There must be no "lumps" or stress points created by the packaging. No matter how well glass substrate records are packaged, any drop onto a hard surface can result in disaster. For glass composition substrate recordings, it is strongly suggested they be individually "sandwiched" and then placed in TWO boxes. Glass simply doesn't flex or "bounce well".....
Make sure to USE filler on all sides including top and bottom in such a way that the inner box does not directly touch the outer box
Label on all sides of the package: FRAGILE - HANDLE WITH CARE (The reality is, that no one will ever bother to read it or comply, as they'll bounce and bang their way down the automated conveyor belts no matter how they are labeled..... But it'll at least make you feel a lot better about it)
Enclose an itemized list of the recordings, your FULL return address, Phone #, e-mail and instructions as to target format, labeling etc.
This method will protect your recordings from all normal shocks and punctures - even an occasional encounter with a "Gorilla"
Though not fragile, first check to make certain the wire is tightly wrapped on the spool. Because loosely wrapped wire is prone to snarl and break, we do not accept loose wires for transfer. IWhen pushing on the wire with your "pinky" finger, the wire should feel "hard as a rock" and not "spongy" which implies it was properly packed the last time it was rewound. Then take a rubber band and wrap around the wire to keep it from un-spooling during shipment. Be sure to pack them in a sturdy corrugated box using sufficient packing material to insure the reels will not shift during shipment. Finally, seal well with packing tape. DO NOT use flimsy cardboard mailers, as the reels have some mass to them and can easily break out through light duty packaging.
Recommended Carriers
Both FedEx , UPS & DHL are always GREAT choices - 2nd and 3rd day air is reasonable for time sensitive media.
UPS picks up and delivers almost anywhere - and most areas of the country have a UPS Store close by..... Excellent tracking, and the only carrier we use for return shipping.
Both Fed-X , UPS & DHL have excellent on-line tracking and so far none has ever "lost" or damaged a package. We highly recommend them all.
NOT Recommended Carriers
The US Postal Service
Our experience with the USPS has been something less than stellar. Reasonably adept at delivering printed material & envelopes, they have only a mediocre record of safely handling packages containing fragile and valuable recordings. USPS tracking services also pale in comparison to those of UPS and Fed-X for example. Of course, that's the reason why UPS, Fed-X, DHL etc even exist in the first place !
Return Shipping
Domestic Shipments are returned via UPS. We DO NOT ship via any other carrier. As such, we DO NOT ship to Post Office Boxes. Shipments are insured though UPS for the value of the transfer only. Actual coverage provided is per their published insurance tariffs. Visit or contact UPS www.ups.com for more information on their insurance tariffs, coverage & limits of liability.
We ship via the USPS ONLY for APO/FPO addresses or in the case of some International shipments.
Last modified: May 31, 2007
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Video Interchange
92 George Luce Rd
Waldoboro, ME Maine 04572
207-832-5064
Northeast Region - New England
