Resources: Caring forYour Documents

Most materials mentioned below can be purchased from Coventry Archives.

Introduction

Documents survive for two main reasons: chance and good management. You can’t do much about what has already happened, but the best way to influence the future is to ensure good management:

• Housekeeping
• Storage
• Handling
• Documentation – knowing what you’ve got and where it is

Housekeeping

A dirty environment attracts insects that destroy archives, as well as other types which leave behind unhelpful messages. Regular cleaning of stores helps to keep the air fresh, and gives an opportunity to notice any problems such as mould at an early stage. However as with anything in preservation, there is a balance to be kept – over-cleaning, e.g. of bookshelves, can cause wear and tear damage.

Documents

Cleaning archives can be potentially harmful – both to them and you – and may destroy evidence of the history of the item. As with any other treatment, it is best to take advice, however, I can give a few pointers to what is safe:

• Look out for mould. If an item or it’s environment smells musty (from your usual standpoint – do not sniff at it), has a mottled appearance, floppy texture or a dusting of white, black or coloured powder, assume the presence of mould. Only clean out of doors wearing a facemask. Some moulds are pathogenic and most can trigger asthma in sensitive people. Check for mould in turn-ins etc.
  
• Most items, excluding photographic images, will tolerate a gentle brushing with a soft brush e.g. blusher brush
  
• Dirty volumes should be brushed at the head (spine to fore-edge), and other edges before opening.
  
• Generalised non-greasy dirt responds well to smoke sponges, (available from Coventry Archives), but the residue must be brushed away, as the sponges contain sulphur. Only use gently on sound paper and not over the image
  
• IF IN DOUBT, DON’T; take advice instead

Environment

Temperature should be kept even and cool. Remember direct sunlight will warm whatever it touches. Dryish conditions are also important. You should aim for less than 60% Relative Humidity. Ideally this will be 45 - 50% if the items are to be handled, and less if in deep storage. A good circulation of air is required to prevent microclimates. Exclusion of light is also recommended, although boxes can provide this.

A fluctuating environment will cause cockling (wavy leaves), which is worse still in parchment – the thick wooden boards and heavy clasps on medieval bindings are not there for decoration!

Other Contaminants

Metals

Should be removed carefully, and replaced with thread where necessary. Brass paperclips if absolutely necessary

Plastics

As above. Most plastics off-gas oily plasticiser and will shrink, some are acidic. PVC pockets can become sticky, and pull the surface off images. If plastics cannot be removed, isolate the item in micro chamber paper.

Sticky tape

Sometimes can be removed if dried out. Solvent removal is hazardous; heat removal requires a special tool. If gooey, apply cellulose powder, and/or place silicon release paper (e.g. baking parchment) over affected area to prevent sticking to anything else

Air-borne pollutants

Should be excluded as much as possible – including perfumes, cleaning fluids etc. Microchamber packaging can help. Don’t use the garage as an archive store!

Storage/Handling/Copying

Handling

• Clean hands (including no perfumes, cleansers)
• No sharp rings or finger-nails
• Be gentle and sensitive
• Wear cotton gloves if sweaty or handling especially vulnerable items e.g. photos – although be aware this will reduce your dexterity

Papers

• In good condition, best in acid-free paper bundles in a box
• If fragile or liable to be frequently handled, Melinex pocket (unsuitable for acidic materials e.g. newsprint)
• Degraded papers can be supported by a carrier sheet and may be too crumbly for a Melinex pocket

Volumes

• Open on support cushion (e.g. feather pillow)
• Never force further open than is natural
• Always support spine and joints
• Don’t photocopy (ideally)
• Turn pages from outer edge
• Use carrier sheet if necessary, or tape (cotton, not sticky) off very crumbly sections
• Preferably stored flat in acid-free box/wrapper

Maps

• Preferably stored flat
• If rolled, best around a core and wrapped
• Unroll with care, watching for tears, ‘hinging’ etc; use weights

Framed items

• Be aware that light damages photographs and pigments
• Keep away from direct sunlight
• Remove the frame and store as for flat papers if not to be displayed – ornate frames may be part of the object, so should be retained
• Pencil/watercolour/pastels need to be protected from rubbing, e.g. by mount
• If framing, specify acid-free or wood-free mount board; consider UV filtration for precious items. Non-reflective glass.

Photographic material

• Particularly vulnerable to light and chemicals
• Handle by edges or with gloves
• Remove from sticky plastic albums where possible
• For early types, leave in cases or album – part of the item
• Remove negatives from glassine envelopes – use plastic pockets or photographic paper wrappers
• Some clear pockets are ok – will be described as ‘archival’, however, beware of the albums – suitable materials are polyester (‘Mylar’, ‘Melinex’), polypropylene

Films

• Beware of nitrate if 35mm format
• Store as cool as possible
• Preferably do not play through standard projector – these place considerable strain on the film
• Check for shrinkage/distortion/damage to sprocket holes before viewing
• High-street transfers to video are not cost-effective, and often of poor quality
• Store with the can flat, preferably on a core rather than a reel

Sound recordings - tapes

• Keep away from sources of magnetism – motors etc
• Preferably not on metal shelves
• Wind through ‘annually’
• Store vertically

Sound recordings – disks

• Store vertically
• Do not play acetate disks on standard turntable – the pick-up will damage the groove (these have a metal core which may be visible at the edge)

Looking to the future – producing archives

You may have noticed a lack of reference to digital materials. This is entirely deliberate, as most are not a long-term storage option of choice.

• Technological obsolescence
• Loss of metadata on transfer between systems
• Stick to the principles in the storage section
• For photographs, back/white is more stable; ensure colour processing is compatible with the film type.

Disasters

Typically, these will involve water. Always assume floodwater is contaminated unless you are very clear of the source, and wear protective clothing, especially gloves, when handling material that has not been cleaned, even if it dry.

• Get expert help ASAP. In our region, Harwell Drying and Restoration Services is a convenient supplier for major problems. A local record office conservator may be able to guide you through smaller ones
• You have 48hrs in normal conditions to get wet material drying or frozen, before mould may strike

Repair

Again, like cleaning, IF IN DOUBT, DON’T.

Simple tear repairs

• Water-soluble PVA acceptable on 20thC papers
• Wheat-starch paste more reversible
• Apply sparingly to tear surfaces only, and weight - place release paper below and above
• Use ‘archival’ repair tape as very last resort

top of page | back | ©The Herbert 2007 All rights reserved