Protecting and preserving small collections by Prue McKay

Community Heritage Grants Workshop

National Archives of Australia

Topics

Storage, including location, environment, packaging

Monitoring Handling and use Disasters Security

Preservation of Collections

Knowing your collection• What type of material do you

have?

• How much do you have?

• Is it in good or bad condition?

• Are some items more important or valuable than others?

• Does the material need to be better organised?

• What resources do you have?

Physical protection – Levels

1. Location 2. Building 3. Room 4. Furniture 5. Housing

Level 1: Storage LocationWhere is your collection stored? What are the risks?

Level 2: Storage Building

Buildings chosen for records storage should:• Be well constructed and secure• Be fully weatherproof• Have good drainage• Be well maintained

Level 3: Storage Room

Rooms chosen for records storage should:• Have no external walls.• Have cool, dry, stable conditions• Be away from known risks• Have reduced light levels• Be secure• Have functional fire and smoke detection systems• Be subject to good housekeeping practices.

Level 4: Storage Furniture

Do:• Give easy access• Have clear labelling• Use shelves made of coated metal• Start shelves 150 mm off the floor• Have tables nearby Don’t:• Store items on outer walls• Use the top of shelving units• Store items on the floor

• Use only archival materials – see our website for information

• Think about your storage location and environment and how this will impact on your requirements for packaging

• Package appropriately for the format, and for easy access

• Poor packaging can be worse for a collection than no packaging

• Repackage anything that is currently poorly housed

• Extra paper and card packaging can be used as insulation inside boxes containing collection items

Level 5: Housing

Oversized items• Large items should be stored flat in folders,

Solander boxes or portfolios• Plan cabinets are preferable to open

shelving• Interleaving or encapsulating items is

recommended• Very large items can be rolled individually

around cores

Level 5: Housing

Using storage levelsLevel 5

holds several objects together as a group, e.g. a box, and wraps around or encloses an

individual object, e.g. a folder around a file.

Levels 3 and 4the storage

environment or room, and shelving

If Level 5b is Archival Archival Not archival Not archival

And Level 5a is Archival Not archival Archival Not archival

Then Levels 4 and 3 are

Less important Important Important Extremely important

Ideal storage: Level 3 fully controlled stable conditions, Level 4 inert materials and Level 5 archival

Storage – Environment• Most materials in archival collections like

cool, dry, stable conditions.– Stability is important

– Ideal conditions:

• 20°C ± 2°

• 50% relative humidity ± 5%

• Make sure there are no humid spots where

mould can grow.

• Reduce dust and pollutionPaper cockled (wobbly) from too many changes in humidity

Storage – Light• Light = heat + UV; causes extreme and irreversible damage.

• Most changes are slow and not obvious, so it is difficult to know they are occurring.

• Paper will go yellow or brown and turn brittle.

• Dyes will fade.

• Block sunlight in storage areas, using curtains or blinds

• Turn off lights when storage area is not in use

• Store vulnerable items in opaque containers

Storage – Pests and Mould• Insects eat organic materials.

• Mice, rats and birds can also damage collections.

• Moulds digest and break down the materials they feed on.

• Mould can be hazardous to your health.• Learn about and practise Integrated Pest

Management• Monitor your storerooms • Store items in closed containers• Practise good housekeeping in storage and

work areas• Keep humidity below 65%

Handling and UseDo:• Insist on clean hands

or gloves• Keep work areas

clean and free from clutter

• Store vulnerable items so they can be protected while viewed

• Make working copies of very fragile items

• Use supports to carry items

• Make items easy to locate and retrieve

Don’t:• Eat or drink in storage

areas or work areas• Use document

feeders to photocopy fragile material

• Pack items too tightly into boxes or shelves

• Use pen on or near original material – always use pencil

• Use post-it notes, plastic flags or PVC paperclips on original material

Security• Supervise the reference area• Ensure twenty-four hour protection • Separate the reference and storage areas • Do not leave materials unattended or exposed• Require researchers to register• Institute a borrowing system to track materials• Restrict the amount of material a researcher

can use at one time• Don't let researchers bring large bags • Explain your research rules, restrictions, and

facilities on a sign or handout • Don't allow archival material to leave the

premises • Examine records after use

Disasters Some obvious disaster scenarios are

flood, fire and earthquake.

Large outbreaks of insect, pest or mould activity also count as disasters.

Create a Disaster Preparedness Plan Store your collection safely Monitor your collection Monitor the storage areas Regularly clean storage areas Keep disaster response materials handy

Flood at Uni of WA, 2010

Example of disaster bin

Monitoring your collection

• Check storage area regularly for insects and environment– Insects: sticky traps

– Environment: data loggers or non-recording monitors for temperature and relative humidity

• Check items regularly for mould, insect and other damage.

If you discover a problem

• Pests: sudden increase in numbers or types• Mould: new growth• Environment: unusual fluctuations or high/low humidity• Disaster: leaking roof, fire damage• Security: lost or stolen materials

• Determine what has changed since last normal results/readings

• Rectify if possible, or call for help• Consult your Disaster Preparedness Plan

• Follow your organisation’s disaster plan• Check information sheets at national and state

institutions• See useful web links on your handout• Contact a conservator – find them via the

AICCM website (www.aiccm.org.au)

Help and information