Basic Care of Paper, Books, Discs, Photographs, Tapes...

Temperature and Relative Humidity

Record materials deteriorate all of the time, but the chemical reactions which cause deterioration can be slowed by keeping the materials in a relatively dry, cool, non-fluctuating environment. Ideally, the temperature should stay between 68 and 72 degrees Fahrenheit and the relative humidity (RH) between 40 and 50%. It is important that the temperature and the RH in particular do not vary greatly from day to night or season to season. Documents should not be stored in basements, attics, garages, or next to unsealed outside walls because there is less (or no) control of temperature and RH in these types of spaces.

Light

Light of all types, particularly the ultraviolet (UV) end of the spectrum, increases the rate of deterioration of paper and photographs. Fading is the most obvious symptom of this deterioration. Natural light and fluorescent light contain a high proportion of UV, so record materials should be exposed as little as possible. Unless light sources are filtered, they should be shut off or curtained when not needed, especially if documents are not stored in some type of enclosure.

Enclosures

Enclosures such as boxes, folders, and cases protect record materials from mechanical damage (wear and tear, crushing, abrasion from dirt, etc.) and light damage. Unfortunately, ordinary paper enclosures are highly acidic and cause chemical damage to the documents within them when the acid "migrates." All enclosures for record materials should be acid-free and paper enclosures should be lignin-free as well, if possible.

Many plastics are harmful to documents of all types. Plastic bags may be made from petroleum products and some envelopes are made from cellulose nitrate and cellulose acetate. The decomposition products of these plastics will hasten the deterioration of record materials. If in doubt about the make-up of a plastic, it may be safer to use acid-free paper.

Specialty suppliers carry enclosures made from acceptable materials. Commercial photograph albums may contain harmful plastics and adhesives, so they should used with caution. One thing to look for in any material to be used with photographic materials is an indication that it meets the Photographic Activity Test (PAT).

Food and Drink

Food and drink should be prohibited in areas where documents are kept. They can cause direct damage by staining materials or making them sticky, and indirect damage by attracting insects and rodents.

Handling and Use

Staff members should handle documents carefully and ensure that researchers do too. Record materials should always be well-supported, not hanging over the edge of a table or slumping inside boxes. People who use any type of document should have clean hands and they should wear cotton gloves when using photographic materials.

Only stainless steel staples should be used and paperclips should be made from either stainless steel or an appropriate plastic. Tape, even "archival" tape, glue, rubber cement, and rubber bands should not be used on documents. They will deteriorate with time and leave stains or sticky residue on the record materials. This type of damage can only be treated by a conservator.

To learn more...

Print Resources

Collins, Glen. "Fading Memories: Albums Damage Photos," The New York Times, October 3, 1987. ("Style" section.)

Kenney, Anne R., ed. American Archivist, 53 (Spring 1990). [The entire issue is devoted to archival preservation. It includes bibliographies and discussions of various media. ]

Lull, William P. with Paul N. Banks. Conservation Environment Guidelines for Libraries and Archives. Albany: New York State Library, 1991.

National Research Council. Preservation of Historical Records, Washington, D.C.: National Academy Press, 1986.

Northeast Document Conservation Center. "NEDCC Offers Helpful Hints for Preserving Family Collections." Summer, 1989. Available from the NEDCC, 100 Brickstone Sq., Andover, Massachusetts 01810-1494.

Ritzenthaler, Mary Lynn. Preservation of Archival Records: Holdings Maintenance at the National Archives. National Archives Technical Information Paper No. 6. Washington, D.C.: National Archives and Records Administration, 1990.

Ritzenthaler, Mary Lynn. "Preserving Family Papers," Prologue, No. 22 (Summer 1990), p. 204.

Web Resources

Misc. Preservation leaflets SOLINET Preservation Service

"Tips for Preserving Your Photos and Documents" Just Black and White (a photo restoration company)

Personal Papers Northeast Document Conservation Center

Videotapes VidiPax: The Magnetic Media Restoration Company

Newsletter with Conservation Tips Archival Products

This page was last updated March 9, 2009.