Preservation+of+Historical+Records

July 16, 2010

NYS Archives Training

Preservation of Historical Records [|www.archives.nysed.gov]

Jim Tammaro, CRM David Lowry, CRM

Host: Becka Haines Ellery Town Center

See handout for full PowerPoint.

Ensuring long term preservation:
 * Establishing priorities
 * Assessing collection
 * Start early, preservation should take place through the entire life of the record through use: creation, inactive storage and disposition.
 * Legislative board minutes //are// historic. Print them on preservation acid free paper at the start. If this is a select stable media.
 * If electronic, “born digital” use State format that are TIFF files.
 * Active use: store in alkaline boxes.
 * Preservation is Goal.
 * Stabilize environment
 * Protection from disaster
 * Proper folder and boxes
 * Reformatting: copying onto more stable format. Newspaper clippings, etc. scans, microfilm, digitizing, and then retire the original by still preserving it but having people use the reformatted version.
 * Conservation measures are expensive and last.
 * Preservation Approach: whole look, the most records, most useable format, most cost effective. Quality over quantity.
 * Preservation: prevent deterioration
 * Conservation: address exist damage
 * Deterioration:
 * **Chemical and Physical Makeup** : Different media: parchment, photographs (chemical emulsions and paper) glass, videocassettes, film, etc. All have different reactions to the environment.
 * **Physical Environment** : Temperature and humidity: Fluctuations in these are the worst. Cool and dry are the best. 68-72 degrees 50-60% humidity. Hot and moist: mold, rusty fasteners. Black mold is a health hazard: call county health department or better yet the local hospital to test the mold. Handle with rubber gloves. UV light causes damage. Air Pollution initiates oxidation, produces acids, particulate matter: staining, debasing materials. Etc.
 * **Vermin** : attracted to proteins: eating and leavings.
 * **Handling and Use of Records** : //Careless handling//, ashes, food, ink (use pencil principle of reserve-ability the ability to reverse anything done to the record, can erase pencil, not ink), licking fingers! //Improper storage// , rubber bands, store bound volumes on side so gravity won’t crush the bottom. //Unsupported records// : have hanging files, don’t pile maps. Over time they will deteriorate. //Misguided repairs// : no scotch tape, no laminating (can’t reverse). Use plastic paperclips if you have to. Just keep together. Polypropylene sleeves are best.
 * **Poor Exhibition Practices** : Labels directly to materials, stapled to record, unsupported record, displaying too long, less than three months, no security.
 * **Evaluating Deterioration** :
 * **Assess current conditions and practices:** Record inventory see what the inventory says and see notes on what recommendations were made. General survey Jim can help with; strengths and weaknesses. This is a macro survey on overall holdings versus individual items to focus on a broad positive impact across the entire archive. Series level survey looking at specific type of records that do similar work: birth records, minutes, etc. [see General Preservation Survey, pg 7 workbook]
 * **Identify problems**
 * **Establish priorities** : limited resources, oldest, those used the most,
 * **Justify preservation expenditures:**

**Preventive Measures:**

o **Environmental Controls:** o Recording hygrothermograph for temperature and humidity control (Heidi Bamford might loan a unit). o Data Loggers: can be web based, have alarms o **Ideal Environmental Conditions** : 65-72 degrees and 35 -45 % humidity +/-2 degrees max daily fluctuation. Colder the better. Keep pollutants to minimum by changing air filters and have good internal air exchange. Gases, dirt, other solid particles. Minimize use of off gassing materials: PVC pipes and other vinyl, chlorine and ammonia compounds, plywood, polyurethane/oil based pants. **Light Protection** : Cover records: boxes etc. No windows in storage area; paint them. Use UV sleeves or low UV tubes. Turn off the lights. o **Housekeeping** : no eating (pests), drinking, smoking, or plants. Keep area clean, remove all debris. Gallon water to cup of Lysol to clean shelves, floors: not records. o **Damage Control** : Active use: no eating (pests), drinking, smoking; pencils only, clean hands, white cotton gloves (can be washed), work services; duplicate heavily used records; when transporting records use rigid support, carry with both hands; establish research room rules given to each user, sign them. o **Exhibit Historical Records** : Do nothing that leaves marks. Consider exhibit duplicates. Originals: short periods, provide light protection, and provide good security. o **Prevention of Theft and Vandalism** : Close stacks to public; lock doors, keep a signed log with driver’s license (good for stats of who and where people are from); pencils only, intrusion alarms in place; patron’s belonging’s in separate area; limited number of files per patron at a time, makes it easier to keep track (good inventory, finding aids, know what is owned to know what is missing [Hillary Clinton unprocessed collection story]); search notepads; records used under **staff supervision**. Most records stolen are from insiders. o **Disaster Preparedness** : water, vandalism, fire. **Disaster plans** include: how to react, emergency phone numbers: fire dept, insurance company, freezing space contact, disaster recover companies; resource lists, salvage priorities lists: what to go for first; steps to eliminate hazards. People first: water quality, mold spores in the air. o **Holding Maintenance Principles** : Improve the conditions of holdings on an institution wide basis; methods that protect records and facilitate retrieval: index, finding aids; provides adequate levels of protection. o **Appropriate storage:** see above. o **Storage furniture:** use steel not wood. Acids from wood are harsh. Fire. Warp, sag fall apart. Use 18 gauge steel properly assembled. o **Shelving:** adequate support, adjustable shelves, and ample clearance. o **Flat Storage:** maps. Flat file cabinets not more than two inches deep. Map tower. Roller shelves kind of obsolete. o **Housing Materials:** PH level between 8.5-10; alkaline reserve of 2-3%. Plastic use polyester (Mylar), polyethylene or polypropylene. NO acetate, vinyl or PVC. o **Photographic Activity Test:** P.A.T Test indicates whether a materials photographs, slides, film; are to be stored in passes PAT boxes etc. Paper only. o **Levels of Protection:** boxes that fits the records; folders for extra layer of support; document level into sleeves, envelopes, or Mylar folders. o **Map Tube Storage:** //__Do not store inside a map tube__// : maps unfurls in tube, unless a square tube. Store outside tubes: wrap around tubes; wrap w/paper or Mylar; tie with cotton ties. o **Purchasing Materials** : § **Assess needs:** format of materials, size, fragility, expected access and use. § **Consider resources:** funding, staff time, staff skills. § **Companies:** Gaylord, Hollinger, Light Impressions (photos). § **Select:** meets needs, fit record well, fit shelves, make eay retrieval. § **Vendors:** read catalog critically, compare products, costs, and ask colleagues. Google shopping. o **Prepare Records for Storage:** remove fasteners, loose surface soil, unfold and flatten, remove and copy un-staple materials, separate materials with different storage needs, label folders, create container list per box. No organic materials. o **Flattening Tips:** First, relax items, create humidity chamber: hot water in plastic garbage can or wastebasket with bricks in bottom. Documents in chamber to rehumdify it and then leave no more than eight hours (mold careful). Use pattern weights from JoAnne Fabrics. Then CAREFULLY unroll and apply the weight. Won’t be perfect. If leaving overnight, mark can so items are not thrown out. o **Musty Records:** Dry materials to eliminate mold. Non-scented kitty litter or baking soda. Put in bag with litter, not touching the litter. DO NOT spray with deodorizer. Once the mold dies, it’s dead. Then back to a safe drier environment. o **Filing:** documents within folders, align so evenly supported, fit squarely in folder, don’t overfill. In boxes provide support to prevent slumping, use spacer board or roll extra folders. Should be slightly smaller than boxes about ½ inch narrower and ¼ shorter than folder. o **Reformatting:** preservation by retiring from use, for publication and distribution and multiple access needs. § **Photocopying** : __Techniques__ use alkaline paper, check toner, don’t use color copy paper, don’t force books open. __Advantages__: done in-house and do on as as-needed basis. __Disadvantages__: can hurt materials, labor intensive, no reduction in volume. § **Microfilming** : __Techniques__: prepare records for filming, process film to archival standards, inspect film, see state archives microfilming publications. __Advantages__: Only archival medium other than paper; easily stored, Cost-effective over time, saves space. __Disadvantage__: usually need outside vendor; hard to do well, nobody likes to use it, //user resistance//. § **Electronic** **Document Imaging**. __Advantages__: easier distribution and distribution; improved accessibility; can place actual documents on the web. __Disadvantages__: not an archival medium; some items can be difficult to scan. See State Standards as TIFF files. o **Conservation:** techniques by an professional conservator to repair, strengthen and restore a valuable piece. Allows for safe duplication and stops deterioration. Cleaning, mending or reinforcing, deacidifying, rebinding, encapsulating (polypropylene): expensive and time consuming. § **Deciding on treatment options:** significance of material, use over time, extent or nature of problem, range of available resources, cost. See conservation evaluation form. Pg 37 of workbook. § **Principles:** no altering. Conservation not restoration, document all treatments for future conservation should it be needed. § **Selecting a Conservator:** Look at training and references, be cautious and ask colleagues. Expect examination of materials; get a written proposal and a treatment report with cost. Suspect low-ball prices. § **LGRMIF Grants:** show evidence the local government has identified archival records; have a developed management plan. Give justification for conservation versus reformatting or rehousing. Those materials will be safely housed. Itemized treatment proposal listing: work to be performed, the proposed materials and techniques used, and the cost for each type of treatment. Primary concern to save information. Do nothing that cannot be reversed.