Preservation is the best way of avoiding First Aid. If you can prevent your documents from deteriorating with good packaging and handling, it will save you time and expense. If you understand a few rules, this should not be a problem. The following list are ‘best practice’, and should be your guide. If you have put all your A4 sheets in standard plastic wallets already, this is not the end of the world. We recommend that you try to use archive quality packaging for documents over fifty years old, or any that are particularly precious to you. Details of suppliers can be found on another information sheet.

• Keep your collection in a room, which has an atmosphere that does not fluctuate greatly through the day or through the seasons. A spare bedroom is ideal with occasional ventilation. Attics and basements are unfriendly places for documents that encourage mould and dust, which in turn attract insects and vermin. Try to store books away from outside walls. Water pipes pose a risk of leaks or floods.

• Keep documents in a quality box either acid-free itself or lined with acid-free paper or card. Place the box away from direct light, heat (radiators), or plants where insects may lurk. Ideally the temperature and humidity for paper and parchment documents should not exceed 13-18C/55-60%RH, photographs below 20C/30-40%RH. Humidity indicator strips or digital monitors can be used to check your conditions.

• A humid atmosphere is a recipe for mould growth. Include a bag of Silica Gel granules (which should be dried out then they become soft or change colour.) to reduce dampness, and an insect trap, in the box. If you get any mould growth, do not try to clean it off while it is still damp, dry out in good ventilation. Separate out sheets and fan volume pages standing up. Once dry, place document on a plain sheet of paper and use a soft brush to clean the surface. Mould spores can be a health hazard, precautions should be taken when cleaning, use a mask and gloves, working in a well ventilated room or outside in good weather. Alternatively an excessively dry atmosphere can effect the content of paper and cause brittleness and yellowing.

• Daylight is the strongest form of U.V.(ultra-violet) radiation, it can cause fading, yellowing and brittleness of paper. The correct light level for displaying documents is 50 lux, that appears quite dim. Electric light with curtains drawn is acceptable.

• Separate modern notes and other papers from original/antique documents with acid free archive quality folders or tissue paper. Separate paper from parchment. Parchment is generally acidic due to its manufacture, which is harmful to paper. Isolate delicate/fragile or damaged documents from stronger ones.

• Place photographs in ‘Melinex’ sleeves. Interleave albums with ‘Silversafe’ paper, although ‘Glassine’ paper is adequate. Negatives should be packed in ‘Silversafe’ paper or envelopes.

• Maps, plans and other large items, should ideally be kept flat, but can be rolled around a tube and then protected with a calico cover.

• Think twice before attempting any ‘Repair/Treatment’, never laminate. It is always better to handle less and package well. Be sure of your source of information and of your hoped for end result. PLEASE, do not use Sellotape for any reason. It degrades badly, by yellowing, falling off, and then leaving an almost permanent brown stain. If you must stick paper together, use a gummed paper (stamp/label paper), or a water-soluble glue. These will, with luck, be reversible. If in doubt –DON’’T. Use brass paperclips instead of staples.

• Ideal temperature and humidity for archives: 13-18C 55-65% RH

• Ideal temperature and humidity for photographs: below 20C
  30-40% RH

Ask for professional advice. The conservators at the Record Office or Museum are happy to help.

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