Shelf Protocol
The Panel Grove Core vault shelf indexing protocol — how we assign position codes, log devices, and deliver retrieval registers on-site.
Our shelf protocol is the documented procedure every archivist follows during an on-site vault visit. It ensures consistent position codes, accurate registers, and a repeatable process you can reference for future re-indexing.
Position Code Convention
Every item on a vault shelf receives a two-part code:
- Tier letter — A is the top shelf, B the second, C the third, and so on.
- Position number — Left to right, starting at 01.
A Ledger Nano X on the second shelf, third position from the left, is coded B-03.
Four-Stage Field Process
Shelf Survey
Archivists photograph the shelf layout (with your permission) and sketch a tier map before touching any item.
Labelling
Acid-free position tags are affixed to each shelf tier. Tags use pencil so corrections are possible during the session.
Indexing
Each item is logged in the field worksheet: model, condition, envelope number, and position code. Devices remain off.
Register Delivery
The bound retrieval register and laminated shelf map are printed on-site and handed to you before departure.
Field Kit Contents
Each archivist carries: acid-free labels, bound register templates, mechanical pencils, a portable printer, USB drive for digital copies, and laminated quick-reference card stock.
Companion Reference App
For clients who prefer a digital shelf lookup alongside the printed register, our companion reference app provides position code search and revision history on Windows devices.
Available on the Microsoft Store
Look up shelf position codes and register revisions on your Windows device.
What the Protocol Does Not Cover
The shelf protocol addresses physical cataloguing only. It does not include key recovery, firmware updates, device configuration, or any action that requires powering on a hardware wallet.
Request a Protocol Walkthrough
If you would like to see the protocol applied to your vault room, schedule a survey. We can also send a sample field worksheet by email before your appointment.