Preservation for

Everyone

Why think about Preservation?

Everybody has things that they consider important and may want to protect.

- Books

- Photos

- Important Papers

- Family Heirlooms

Taking just a few simple steps can help care for and protect these things of value.

Why think about Preservation?

Even when steps are taken to protect something of value, disasters may happen and being prepared or knowing how to recover is also important.

The Basics

There are a few simple things that can be done to protect just about anything. In general the basic guidelines can be followed for just about any material type and will provide the easiest and best overall steps that can be taken.

The Basics Environment

- Environment refers to the place in which you plan to store things.

The enemies of almost every material are light, humidity that is too high or too low, moisture, and temperature.

- Light will cause materials to fade and will also speed up negative chemical reactions

- High humidity, moisture and warm temperature are the best breeding grounds for mold and bugs. These will also help speed up damaging chemical reactions

- Very low temperature and low humidity can cause things to become brittle and fall apart.

- Extreme fluctuation is any of these areas will promote damaging chemical reactions and generally speed up the deterioration of items

Having an Environment that is stable and well regulated will help protect items. In general, the ideal condition for most things is a temperature of 65-72o F with 30-50 % humidity. Whenever possible keep items away from light, including indoor and florescent lights.

The Basics

Storage materials

- What you choose to store your items in is very important whether it is folders, binders, or boxes

There are 4 things you should look for when buying storage materials

- For anything that is paper, cardboard, or natural fiber based:

1. Lignin Free (lignin is a chemical in wood that deteriorates paper)

2. Acid Free (acid is made from lignin and is produced

from many of the chemicals used in paper products today)

3. Buffered (will help negate the creation and effects of acid)

- For anything that is plastic:

4. Polyester, Polypropylene, or Polyethylene

(very non reactive types of plastic that is less likely to

release harmful chemicals or damage materials)

http://www.webyfl.com/archival-boxes.aspx

The Basics

Reformatting - In this case, reformatting means taking

your items and digitizing them; make a copy to your computer.

- This can be done with most materials

(books, photos, documents) by scanning each item into a computer.

- Scanning can be done individually and at

home, if a person has the basic equipment to do it. Sometimes, items are sent to outside companies to be digitized.

Martha Meacham

Making a digital copy of something has many benefits.

-It will lessen the amount the original needs to be handled which will lessen the chances of damage. This will also allow for the item to easily be shared with others without fear of damage to the original.

- If the original is lost the information from the item can still be used.

- It could be beneficial for insurance purposes.

- If only the information is important, not the physical item, it could free up space for other items to be stored.

Make many copies and store in different locations

- Digital information is not permanent. It is very easy to erase or damage computer files. Always have more then one copy of the digital file and keep those copies in different locations (not on the same computer, ideally not even in the same building)

- When every possible use Open Source software when producing digital copies. This makes it more likely that a file can been opened in the future, even if technology changes.

- Name things so they are easily and consistently identifiable and findable.

Why Reformat?

Different Materials

Most of the basic guidelines apply to all of the following materials but knowing some specifics can be helpful because different material have different needs.

- Books

- Photographs

- Newspaper

- Documents

- Audio/Visual

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Martha Meacham

Martha Meacham

Books

Almost everyone owns books

Whether they are brand new books, or antique classics, there are some dangers to

be aware of and steps to be taken that can help protect

these investments.

http://www.newwestend.org.uk/whats-on/book-club.html

Books

Storage and Handling Books should be kept in stable environments; temperature around 65-70o F

and 30-50% humidity. It is very important to keep books away from light because this will cause the covers and inks to fade.

Keep storage areas and books clean. Dust can be damaging and may also carry mold. Keep them away from sources of pollution such a wood burning stove or a window that would let in outside pollution.

In general, books can be kept on shelves standing upright but should be well supported at the ends, not to tightly packed, no slanting. Books should be shelved with similar books; same height (so there is even distribution of pressure), and materials (leather books should not been stored with cloth books). Very large books should be stored flat somewhere that can accommodate their width. Don’t put weight on top of books.

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Books

Damage To Books General Tips - Don’t pull on the top of spines. Don’t attempt to force a book open or make it flat.

This will break the spine. - Don’t use paperclips or rubber bands to secure any part of a book. Use a soft un-dyed

ribbon to hold together any material. Or wrap the book in a paper or polyester jacket.

- Never use any type of tape - Only use polyvinyl acetate (PVA) adhesive (Elmer’s Glue is a very poor quality form

PVA, archival quality PVA is recommended). Repair There are some simple repairs that can be done if a book is damaged. However, if you are

uncertain about what to do, if it is a large scale project, or the book may be valuable, a professional should be consulted.

- Work very slowly and carefully and don’t do anything that may not be reversible. - When in doubt, don’t attempt anything yourself - ask an expert.

Photographs

Photographs are some of the most treasured objects

people own. Knowing how to store, display and

protect these items will ensure they are around to provide enjoyment for as

long as possible.

As always, consider reformatting to create easy access to a photo and allow

for easy duplication. Martha Meacham

Photographs Storage and Handling

The same rules that apply to books and paper, generally apply to photographs as well. Control the environment – photos generally like cool and dry, keep clean, keep away from light.

If using scrapbooks, photo albums or boxes for storage, make sure all components are lignin-free, acid-free, and buffered. Many cheap commercial photo books are made from very acidic products and may damage photos.

Photographs should be handled carefully, especially if they are older. They are more prone to tearing and scratching.

It is a good idea to where clean white cotton gloves if you are touching the photo. But always try to handle a photo by touching only the edges.

Photographs

Display Framing a photograph - first decide if it would be better to frame a high

quality copy of the original. This may help protect the original from handling or light damage.

Always use high quality materials in framing. Use acid-free, lignin-free, buffered matting to frame. Consider investing in museum quality framing that will include good matting and UVA/UVB protective glass.

Photographs in albums – choose high quality albums. Never use self-adhesive or “magnetic” albums. Store fragile, old, or valuable albums flat in high quality storage box to protect albums from light and dust.

Do not use tape or adhesives on photographs.

If you have a damaged photograph it is recommended that you contact professionals for restoration.

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Documents

Loose papers, letters, certificates, etc. - Keep them in a controlled environment in

folders and boxes that acid-free,

lignin-free, and buffered.

- They can be placed in plastic sleeves if the sleeves are polyester, polypropylene, or polyethylene. Most common store plastic binders or sleeves are not safe.

- More then one document can be placed in a folder or sleeve, but it is recommended that an acid-free sheet of paper be placed in between.

- Lamination is not recommended for any material. If necessary documents or photos can be encapsulated between two sheets of polyester film.

http://www.lib.umd.edu/univarchives/collections.html

Newspaper

Newspaper is usually very acidic and will deteriorate quickly.

It is recommended that some type of reformatting of newspaper is done, either scanning or photocopying the original.

Store newspaper in an acid-free, lignin free, buffered

scrapbook or storage box.

If you want to display newspaper,

it is better to use a high quality

copy. This will protect the

original from damaging light and

wear.

Martha Meacham

Audio and Visual Material

Magnetic Media Reformat these materials and have many copies - most are not

that stable and copies are generally as good as the original.

Audio tapes and VHS should be kept rewound so that if damage does occur it will most likely only effect the leader (the beginning most

part of the tape).

DVDs and CDs are very prone to damage – scratching, breaking. They are also not very stable – only rated to last 5-10yrs. Once these are damaged it is very difficult to

retrieve information off of them.

Reformate and have multiple copies.

Martha Meacham

Martha Meacham

Problems and Disasters

The best way of dealing with problems and disasters is by establishing preventative measures and recovery plans before any issues arise.

Anything from bugs to floods can potentially damage your materials. Knowing what to expect and how to deal with problems will save time, energy and your collection in the even that something goes wrong.

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Problems

Bugs and vermin Silverfish, cockroaches book worms, book lice, rats, mice – all very

damaging and are mostly due to improper storage. They feed on organic substances (paper, glue, mold) and they thrive in moist dark places (like a basement). Most damage done by pests in irreversible.

The best prevention is to store items in ways that bugs/vermin don’t like. Keep the area clean and control the environment.

Be vigilant about watching for pests and mold and take care of the problem as soon as it is found.

Set traps for mice or rats but don’t use poison (they will go into the walls, die, and then smell)

If you suspect bugs, don’t use harsh chemical. Wrap the item in a polythene freezer bag, freeze it for quite a while, take it out and set it aside (but not

near any other items) then freeze again to kill anything that may have been dormant.

http://kyusireader.blogspot.com/2009/09/those- cute-and-lovable-silverfish.html

Silverfish

http://www.bodley.ox.ac.uk/dept/preservation/training/pests/intro.htm

Mold If you suspect an item has mold, take very careful

precautions when handling that item. Mold is very

dangerous to health. Physical or respiratory contact should be avoided by wearing gloves and a mask when near moldy items.

Prevention of Mold is the best policy. Mold thrives in high humidity and moisture, so controlling for these things will decrease the chances of a mold infestation.

If moldy items are found, immediate move them to an area where they will not infect other books or documents.

If you try to remove the mold yourself, first protect your self with gloves and a mask. Then either work outdoors and/or use a vacuum with a HEPA filter Very slowly and carefully brush dried mold off of the item (working from center of document

outward).

Address the environmental issues that allowed the mold to grow. Once an item has been exposed to mold it is more likely to grow mold again. Be vigilant of the condition of your materials.

For anything other then very minor mold outbreaks, it is recommended that you seek the advice of a professional.

http://www.statearchivists.org/prepare/2005response/hurricane-nov05visit-photos.htm

Fire

Make sure you try to prevent the

conditions for a fire. Make it as hard

as possible for a fire to start and spread.

Check wiring and outlets. Control and check heating systems.

Have a working fire detection system – smoke alarms.

Have a fire suppression system – fire extinguisher. Best is a sprinkler system. You can fix water damage, you can’t repair it if it’s ash.

Keep storage areas clean and clear of debris. The will help slow the spread of a fire.

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Water Damage

Know if you are in a flood zone.

Check your house or storage area – no leaking pipes, no water entry, clean gutters so roof doesn’t leak.

Don’t store things in a basement or where water anywhere water may

accumulate.

Store things at least

5 inches off the ground.

Don’t store things directly

against an exterior wall.

http://libweb.hawaii.edu/uhmlib/news/flood-articles.html

Other Disasters

Know what things are the biggest threat in your area – tornados, earthquakes, etc.

Prepare your home or storage area to withstand major events.

If you know a problem is coming, protect or secure your items before hand (only if it is safe to do so)

Recovering from a Disaster

Don’t panic

Make sure you are safe first, then make sure it is safe to access your items

Get more information about the specific type of recovery that may be needed.

Remember, if it has been reformatted and is saved in a safe location, you still have a copy.

http://fourty-two.eu/

Recovering from a Disaster

If you are unsure of what to do, call a professional. First decide what is worth saving. If you have copies, if it is not that

important, or if it is to far damaged, it is OK to throw things away. Freezing Items This is only a stop-gap step Freezing an item will prevent the growth of mold and some other

forms of deterioration. This will provide time to consult a professional or devise a plan

Make sure the item is wrapped in a polyester plastic before placing in the freeze.

DO NOT FREEZE: CDs, DVDs, LPs, cased photographs, microfilm, motion picture film, any type of computer equipment or any type of painting

Freezing items is not a cure for any problem, it should only be used to allow time for more thorough an appropriate cleaning.

Recovering from a Disaster

Water Damaged Items Air drying - the simplest form of drying items that can be done at home. - It is incredibly labor and time intensive process. Each individual item needs

to be dried separately and completely. - The main concern is the development of mold. Be vigilant about the

prevention and detection of mold. Dry things thoroughly before putting back in storage.

- Have fans constantly circulating air around materials that are drying. - Only recommended when dealing with small amounts of materials and when

things are just damp. - Air drying will probably make your items warp. For Books – interweave pages with paper continuously until paper no longer

becomes immediately wet. Then set book up right and fan out pages. For documents and photographs – lay them out flat on absorbent materials.

Photos should be emulsion side up. Have air constantly circulating. Call a professional clean up company or conservator for more careful and

compete jobs. They can do more massive jobs and produce much more thorough cleaning.

Review

Store materials at ideal and stable temperature, humidity, and away from light

Storage or display materials should always be acid-free, lignin free, buffered and polyester

Reformat – make multiple digital copies and keep them in many different locations

Keep materials clean and watch for mold and pests. Take care of any problems immediately

Try to prevent problems from developing, but have a plan of how to deal with disasters if they do happen

When in doubt or if there are any questions contact a professional.

References and More Information

• Northeast Document Conservation Center

– http://www.nedcc.org/home.php

• The National Archives

– http://www.archives.gov/preservation/

• The Library of Congress – http://www.loc.gov/preserv/emergprep/prepare.html

– http://www.loc.gov/preserv/

• Cornell University Library – Department of Preservation and Conservation – http://www.library.cornell.edu/preservation/