From time to time the owners of archive material wish to exhibit documents for the interest and education of a wider audience. From a conservation point of view, this has the potential for damage or loss of these important items. The following points will ensure that they are protected, transported, housed and secured. To be returned unharmed to safe storage.

• Documents on loan should receive proper protection during the absence from their normal storage - that is, while in transit, throughout the exhibition and while the exhibition is being set up and dismantled.
• When not on display the documents should be stored in a secure place, preferably in a safe. For parish records this is a requirement under the Parochial Registers and Records Measure 1978.
• Documents should only be displayed in showcases, to protect them from handling and accidental spillage. They should not be placed in areas liable to wide or rapid fluctuations of heat or where water or solid objects are likely to fall on to them. Aim for a comfortable temperature of between 18-21C, and a humidity of between 50-60%. Atmospheric pollution from dust, vehicle exhaust fumes, smoke, or even steam from a kettle must be kept to a minimum.
• The showcase should be positioned away from bright sunlight. The room should be curtained with minimum electric light which does not radiate heat e.g. Tungsten filament lamps, become hot with use. Light sources should not be placed inside the case. Fibre optic lighting, if available, is the preferred choice. Have the light as low as you can get away with.
• Ideally windows should be filtered against harmful ultra-violet light.    For  a supplier of Ultra-violet filter film for windows (stick-on), see Conservation Materials –Suppliers
• Volumes should be supported on display cushions, to protect the spine from cracking and strain. If a bound volume is to be held open, retaining straps should be used. These may be borrowed from the Record Office for a small deposit (£5). If the exhibition is more than a week, change the chosen page to avoid over exposure.
• Any fabric used to line or cover the showcases should be fire retardant e.g. wool. Avoid placing anything that has recently been painted or glued near the exhibits, as the off gassing from these, are harmful.
• The exhibition should be patrolled during opening hours. Do not allow well-meaning visitors to handle, finger or flex exhibits however interested they may be.
• If an accident should occur, do not attempt to rectify the damage, as professional attention will be required.    Contact a Devon Record Office conservator on tel: 01392 437845 or 01392 384253

To return to the Stopping the Rot