Protecting and preserving small collections by Prue McKay
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The document provides information on preserving collections through proper storage, handling, and protection from disasters. It discusses five levels of physical protection for collections from the storage location down to individual item housing. The ideal is stable temperature and humidity, inert materials, and archival housing. Light, pests, and improper handling can cause damage so monitoring and security are important. A disaster plan should be created and materials stored safely to prepare for events like floods, fires or insect outbreaks.
Protecting and preserving small collections by Prue McKay
- 1. Community Heritage Grants Workshop National Archives of Australia
- 2. Topics Storage, including location, environment, packaging Monitoring Handling and use Disasters Security
- 4. 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?
- 5. Physical protection – Levels 1. Location 2. Building 3. Room 4. Furniture 5. Housing
- 6. Level 1: Storage Location Where is your collection stored? What are the risks?
- 7. Level 2: Storage Building Buildings chosen for records storage should: • Be well constructed and secure • Be fully weatherproof • Have good drainage • Be well maintained
- 8. 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.
- 9. 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
- 10. Level 5: Housing • 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
- 11. 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
- 13. Using storage levels Levels 3 and 4 the storage environment or room, and shelving Level 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. 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
- 14. 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 pollution Paper cockled (wobbly) from too many changes in humidity
- 15. 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
- 16. 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%
- 17. Handling and Use Do: Don’t: • 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 • 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
- 18. 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
- 19. 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
- 20. 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.
- 21. 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
- 22. Help and information • 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)
Editor's Notes
- #14: Further levels include the building and its location.