In recent times, interest in genealogy and family history research has soared. We are also more aware of the need to take steps to preserve records for the future. Many families have collected archival material relating to their own history. These collections may include:
Taking proper care of these precious collections will enable future generations to use and enjoy the records of their heritage. Their preservation can be achieved in a variety of ways, ranging from detailed treatments performed by a professional conservator to more basic preventive measures which anyone can employ to help extend the life of their collection.
Critical factors to consider in ensuring the preservation of archival records are packaging, storage, handling and use.
Prior to packaging, it is important to ensure that the item is free from dust and that it is unaffected by mould, insects or active corrosion. Affected items should be isolated and advice on how to deal with them should be sought from a conservator.
The best kinds of packaging material should provide protection both from inherent chemical degradation and from damage caused by external elements such as light, moisture, and airborne pollutants such as dust, soot and insect sprays. Where possible all items should be individually packed, to reduce the likelihood of further degradation caused by contact or movement. Individual packaging can mean simply wrapping each item in an appropriate acid free paper, tissue, or plastic bag, or more elaborate enclosures such as seamless envelopes or pre-fabricated boxes. Investing in good packaging will help extend the lifespan of your collection.
A range of suitable archival packaging products are available for housing documents, photographs and ephemera. These products are not always cheap, but should be seen as an investment.
Alternatively, some products readily available from supermarkets offer a reasonable level of protection. Zip-lock sandwich bags and oven bags are useful for small loose items. Plastic ‘display’ or ‘view’ books, also available from supermarkets and stationers, offer good protection for documents of a larger (A4) size. These products are made from polypropylene, polyethylene and polyester (mylar), and are relatively stable. However, plastic is not a suitable enclosure for use in humid climates, as condensation can form inside the plastic sleeves, leading to sticking and mould growth. In a humid environment it is much safer to use paper envelopes or sleeves, or to interleave or wrap items in paper before placing them in plastic enclosures.
Paper, tissue, archival foams, and bubble pack are suitable materials to be used as shock absorbing packaging for three dimensional objects. Newspaper and coloured paper should not be used.
Large items such as plans and posters can tear easily due to their size and because they tend to sag. Therefore, protective packaging is important – plastic sleeves, folders and postage cylinders are suitable. Tissue paper can also be used to interleave and roll items to minimise abrasion, ink transfer and adhesive transfer from other plans.
Choosing the right paper products for wrapping and packaging is crucial. Suppliers listed below stock a good range of quality papers which include Australian-made acid-free copy papers as well as acid-free paper products manufactured according to National Archives specifications for permanent paper. Good quality art papers, such as watercolour paper, can also be useful.
Once individual items have been enclosed they need to be placed in a container such as a box. Again the suppliers generally stock a good range of such boxes. A cheaper alternative would be to obtain from the supermarket a clean polystyrene box with a fitted lid – one without prefabricated holes.
Once the records are appropriately packed, they need to be stored in the right location. The chosen area should be clean, dust-free, fairly dark and maintained at a stable temperature and humidity level, ie not too dry or damp, and not too hot or cold. Where possible the area chosen should also be fairly well ventilated to inhibit mould growth. Areas inside the house, such as under the bed or at the bottom of a chest of drawers can be suitable, however, avoid areas close to water pipes, heaters and food. Storing records near external walls should also be avoided due to higher fluctuation of temperature and humidity in such areas. In areas which might be flood prone, try to place things above known flood levels.
Take care to prevent insects or vermin attacking records. Don't use insecticides in direct contact with records and be careful with use of sprays. The best way to deal with pests is to try and keep them out of the area through good housekeeping and using baits and mini strips so that the whole area is protected.
Non-paper based materials such as family videos, coins, medals, gramophone records, and textile materials require similar storage conditions as described above. Excessive heat and humidity, insect attack and light are again the main concerns for these types of media. Textiles, fur and leather are susceptible to mould growth in humid conditions and insect attack, and wood has a tendency to crack in dry conditions. Textiles fade in light, video tapes are ruined by high temperatures, and metal corrodes in humid/wet conditions.
It is important to make an effort to inspect the storage area regularly so that any problems can be dealt with quickly. Try to look inside boxes or containers at least every 6 to 12 months.
Avoid excessive handling of historical material. One way to minimise direct handling of items is by storing them in plastic bags or view books. These products allow you to view each item without touching the surface of the items, and are especially useful for photographs and paper based items. Make sure your hands are really clean, dry and free from moisturiser before you examine records, especially photographs. It is best to use white cotton gloves, which can be purchased from suppliers or some supermarkets. If records are fragile, take extra care. Handle things slowly and gently, make sure they are well supported on a table or stiff cardboard. Make sure the work space is clean and not too cluttered. Don't place food or drinks nearby and use pencil rather than pens or ink markers to take notes.
Large items such as posters and plans should be handled with extra care as they are often fragile and difficult to manoeuvre. Handle these items as little as possible. If you need to move a large flat item, make sure all the sides and edges are fully supported by placing a large piece of paper or cardboard underneath. To avoid damange, it is best to seek help in moving large, unwieldy items. Be particularly careful with large items that have been tightly rolled, as any attempt to force the item flat will certainly cause damage.
Three-dimensional objects should also be handled with care. Items that are small enough to pick up should have the bulk of the weight supported in your hands. For most objects, the weakest areas are those where there is a join. Avoid picking up items by the handles, spouts or any other attachments. Moving large and or heavy objects should be planned and careful.
If you want to display any of your archival records it is better to have them copied and to display the copies rather than originals. Even short bursts of exposure to light can cause severe fading and deterioration of some records. Watercolours are particularly susceptible to fading caused by light as there is very little pigment in the paint medium. Approach the display of such artworks with caution, and consult a conservator.
If you must display originals, have them mounted and framed by a reliable, quality framer. Ask them to use archival quality materials, and discuss the methods they use to adhere your item to the mount. There are various techniques used to mount works for framing, however, when using an adhesive method, the smallest amount of adhesive possible should be applied to the smallest area possible on the item. Some commercial conservators also offer mounting as a service, and can suggest methods of framing that will least affect, and best protect, your item. Choose a place to hang the frame that does not receive direct sunlight or strong artificial light. If you suspect that the ink may be fading remove the item from display immediately. Areas above or near fireplaces where there is heat and rising soot should not be considered as a potential hanging space for your item.
Iff you are not planning to display originals, it is still a good idea to have records copied, especially if they are very old, fragile, unusual or historically significant. Copies can then be provided to another family member for care, and in the event of a disaster, such as flood or fire, your records will not be completely lost.
If an item in your family collection is of significant monetary value, or culturally important and in poor condition, it may be worthwhile consulting a professional conservator for advice about preservation options. This can be expensive, but again should be seen as protecting an investment. A number of conservators o work in private practice around Australia.
If you approach a conservator don't be afraid to ask questions to establish their ability to do the job properly. Ask them about their qualifications and experience, and request to view a portfolio of their work. Also ask if they are a member of the Australian Institute for Conservation of Cultural Materials (AICCM – address is listed below). The secretary of the AICCM can also provide advice about how to choose a conservator.
Never use sticky tape to repair paper or photographs. The adhesive on sticky tape will cause tacky yellow stains to appear on your object. These stains and the remainder of the tape are difficult to remove. If the problem is extensive seek the advice of a conservator.
These papers generally contain an acidic component which can cause more harm to your records than good, and some coloured papers may also cause staining.
Don't always assume that the words 'acid-free' and 'archival' mean that a product is safe. Sometimes these words are used creatively. Look for materials which are also described as 'wood-free', 'lignin-free', 'alkaline-buffered', or 'permanent'. If you are buying materials to use with photographs, ask if they have passed the 'Photographic Activity Test' (PAT test). Suppliers should be able to provide you with this information.
One of the major problems with photo albums is the type of plastic used to cover the photographs. Don’t use PVC plastic sleeves, folders or albums, as they give off damaging vapours. These types of plastics are often identifiable by a smell very similar to that of the interior of a new car. Photo albums with sticky pages are also unsuitable as the removal of photographs from the pages becomes increasingly difficult as the adhesive ages. Look for products made from polypropylene, polyethylene and polyester/mylar, or products described as ‘copy safe’ or ‘photo safe’. Also suitable are plain paper albums utilising photo corners, or albums with plastic pockets.
The lamination technique usually results in a plastic product being adhered onto the surface of an object ie heat lamination on posters. Avoid this technique at all costs. Once the lamination is applied it can not be easily removed and will result in the slow deterioration of your item. If you wish to display an item, consult a quality framer or conservator who can advise you on the best and safest display techniques for your item.
Please remember, don't be afraid to ask questions. You are entitled to quality products and services.
Although the lifespan of your records is largely dependent on their storage conditions, it is important to understand that no matter what type of records you have, paper or non-paper based, all materials will degrade over time. Certain materials are susceptible to deterioration in particular ways because of their chemical properties, and the rate of deterioration also differs.
The aim of this page is to provide you with a basic understanding of factors that can affect your records and how you can take steps to help extend the life of your collection. However, all records formats are not the same. If you are concerned about an item, it would be worth your while to seek some guidance from a professional conservator, who can provide you with information and advice specifically for your item.
This listing of conservation suppliers and professionals does not represent an endorsement by the National Archives. The National Archives of Australia accepts no responsibility for the quality of any treatment work performed as a result of information provided in this website.
If your family archive material is in need of professional conservation attention, you can find a list of private conservators on the website of the Australian Institute for the Conservation of Cultural Materials (AICCM). The AICCM is the professional association of Australian conservators and keeps an up-to-date list of its members in private practice. Listings are geographical so you can find a conservator near you, and they also give specialisations so that you can find a conservator with expertise relevant to your particular material – photographs, textiles and so on.