PRESERVING A FAMILY ARCHIVE

A family history archive is basically all those things that we have saved because they mean something to us; they are our treasures, family heirlooms, papers, photographs and many other unique documents that tell us something about our ancestors and perhaps even ourselves. 

The archive often includes family bibles, diaries or journals, loose documents such as birth, marriage and death certificates, household accounts and other financial records, legal documents, deeds, letters, postcards, house plans, school reports, and exam certificates, family recipes, address books, birthday books or calendars, church newsletters/magazines, passports, wills, divorce papers, insurance policies, driver’s licences, health records, documents about occupation and retirement, newspaper cuttings, photographs, maps and medals. The list is almost endless!

If you intend to preserve the archive for future generations, you need ensure that the records you keep can be managed effectively and you have enough space to store the archive. This will mean gathering together all your family records into one place then assessing what you own.

Selecting records to preserve requires thoughtful consideration because most of us cannot preserve everything. Most importantly the items retained need to contain information that is unique and of special significance. In undertaking such deliberations you will also determine surplus records that do not need to be retained, but in order to make that decision, ask yourself whether items are worth the time and the cost of archival storage and do they need to remain part of the archive.

Start by sorting items into categories because it is easier to evaluate their importance, index and store records of the same type or format. For example, put all photographs, or newspaper cuttings into specific categories. This will help you reflect on the era and environment when the records were created.

After sorting, the next process is to catalogue or compile an inventory; but it is equally important at this stage to decide how you will properly care for the records. By taking proper care of the archive, future generations will be able to enjoy the records of their heritage.

So how do you preserve the archive? There are basic measures which can be undertaken to extend their life so you will need to systematically work through the records and perform basic preservation tasks. Initially, it is important to carefully remove all damaging fasteners such as staples, paper clips and pins and replace them if absolutely needed with archive quality ones. Rust residue from staples can be reduced or brushed off with a soft brush, but in doing so you need to make sure the paper is not damaged even further.

Archive documents should be cleaned prior to storage because this will extend their useful life. Using a cloth which does not contain chemicals or any other substances that could be left behind, should be used; alternatively use a very soft, wide brush available from an artists' materials shop. A soft brush is always recommended if you are dusting books or a vinyl record collections. If archives are covered with an ingrained or heavy layer of dust, use a vacuum cleaner that has a soft brush attachment. Special heads are recommended available from conservator suppliers.

It is a good idea to remove folded letters or papers from the envelopes. The creases made by folding and unfolding paper records can cause damage and eventually weaken the paper causing the document to fall to pieces. Do not press or force the pages flat although they can be opened and placed in archival quality folders or sleeves. Gently fold back any creased corners beforehand.

If any of your archive has been affected by insect infestation, isolate the items so that the infestation does not spread. Insects can be difficult to eradicate so consult a conservator about valuable or sentimental items that are infested. Don’t attempt to eradicate the infestation yourself unless you know what you are doing.

A major threat to records is mould which can be a health hazard to people too. The first thing to do is to remove the source of moisture or high humidity causing the mould. If possible, make a copy or replace the item, and in any case consult a conservator to treat any that cannot be replaced. Conservators have the equipment and materials to treat mould successfully. Cleaned materials should be perfectly safe to handle. Once cleaned, store the items in an environment where the humidity is less than sixty per cent and monitor this regularly.

One of the biggest problems with photographs is that they may have been kept before in one of the dreadful sticky page albums which were available in the 1970s/80s. And photos which are colour prints form the one-hour photo processing systems don't always last. Remove all photos from these albums if possible. The adhesive can become very sticky over time making it difficult to remove the photos;  adhesive also stains the photo. If the photos are difficult to remove and appear really stuck to the album page, try using dental floss to remove them but don’t used the waxed variety as that will also stick to the album page.

The other problem with photographs and colour slides is that the colour fades or develops a blue tinge which is almost impossible to restore. The best way of doing so is to create a high-quality digital image and then using software such as Photoshop, you can adjust the colours accordingly. Upon scanning you can also retouch scuffs, scratches and spot staining. The original photograph can be safely stored in inert folders so the ink doesn't continue to fade, but at least there is also a better copy in the archive. However, modern inkjet printer ink also fades over time so this is not a permanent solution to the problem. Older documents and photographs sometimes turn yellow, another process which cannot be reversed. Again scan and digitally retouch the document. Avoid storing slides in wooden slide boxes as this will accelerate the deterioration through lignin migration.

Cellulose adhesive tape is also a problem. Many people use double-sided tape to stick documents or pictures in scrapbooks or onto sheets of paper. This over time leaves an immovable brown stain in the paper. There is no safe and easy way to remove tape from your documents so you need to consult a conservator. Trying to remove the tape can also cause further damage but often the tape has broken down so it is no longer holding a document in place but the stains of the adhesive remain ingrained into the paper. The best thing to do is scan the original so you don't lose the information.

Torn and dog-eared papers with creases or missing parts can be repaired using Japanese tissue which is strong and has archival qualities. In some cases other bookbinding products may need to be used. Most documents in such a condition can be repaired by a professional conservator or bookbinder. Until that is possible, carefully store the pieces together in an archive inert sleeve through which you can still read the information.

Read more about preventative care and obtain the necessary archive quality materials.  

Consult a professional conservator to perform detailed treatments when necessary. Most local record offices have a conservator who should be able to advise.

Careful storage principles are key to preserving your archive. Good quality acid- and lignin-free materials will prolong the life of your archives and should provide protection from chemical degradation and damage from light, moisture and airborne pollutants including dust, soot and aerosols. The labels acid-free and archival on products does not always mean that a product is safe to use. Only purchase materials from recognised suppliers where materials will carry a description such as wood free, lignin free, alkaline buffered, or permanent.

Acidity is a real danger because it can migrate into items, discolour them, accelerate deterioration to the extent that they can fall apart. Plastics vary in chemical stability and should be used with caution. Chemically unstable plastics can accelerate the breakdown of paper or contain materials that can cause items such as copier toner to stick to their surface and colours and ink to run. Please don’t consider ordinary sleeves available from High Street stationers as suitable for long term storage. Three types of specialist plastics meet preservation standards: polypropylene, polyester, and polyethylene but these must be free of plasticisers and inhibitors.

As you sort your archive place your treasures into suitable containers. Boxes and packaging materials should be made of archival-quality materials. Boxes should be custom-made to fit a record's dimensions exactly. Do not fold items to fit into a container.

Boxes: The most effective way to store your items is in a good quality acid-free box which acts as a buffer thereby protecting items from the environment. Boxes should be sized according to storage needs. Use boxes that are easy to open allowing easy access to the contents and ones that are strong enough to support your records. A sturdy box minimises the chance that the records may become distorted, creased or torn.

Folders and sleeves: folders can be made to fit all shapes and sizes of documents. The ideal packaging is a three-dimensional folder made from strong acid free board. It can hold fragile books but can also store large groups of items such as documents or diaries. Acid-free fourflap folders are good for small groups of papers, photographs, glass lantern slides or other single items.

Only use acid-free, lignin-free folders or archival plastic enclosures. They are crystal clear to facilitate the view of the items. Archival folders and heavy archival plastic sleeves help support fragile records. For photographs, use a clear polyester sleeve with an acid-free board cut to size to support the photograph. This allows safe storage without handling the image. The polyester sleeves can also be used for documents. Only handle photographs and documents on the edges because fingers can leave greasy marks on the surfaces which can cause further deterioration.

Silica Gel packets: These can help absorb excess moisture whilst items are in storage. They will really work well to help protect your family papers. Put a packet in each storage box. Each time you check the box, check to see if the packets are hard and solid. If so the crystals have absorbed excess moisture and you need to replace the silica gel packet. It is also a good idea to move the boxes to another storage area because there is too much moisture in the air where they are currently stored.

How you store your archive is also important. Store your archive on clean shelving. Epoxy-coated steel shelving is the best but metal filing cabinets provide good protection from the elements. Generally, pack items vertically but smaller items should be stored upright. Heavy or fragile, items need to be stored flat for good support. Don’t store the items too tightly because they may get damaged when trying to remove them. Books and video tapes should always be stored vertically. Good air circulation is paramount to proper preservation so don’t place things directly against walls; allow a couple of inches for air to circulate behind. This is particularly prudent if storing against an external wall.

Archives such as video tapes, coins, medals, vinyl records, cassette tapes and textiles sometimes require special storage conditions but excessive heat and humidity variations, and exposure to insects and light are still the main enemies for these items. Textiles and leather goods are very susceptible to mould growth and are often prone to insect attack. Wood dries and cracks in certain conditions, textiles fade when exposed to direct light, video tapes and cassettes are ruined if stored horizontally and will quickly lose their definition. Metal is subject to surface rust and corrodes in humid conditions. It is imperative to inspect the inside of all containers at least twice a year and take immediate remedial steps if anything is discovered that affects the integrity of the archive. You may need to consult specialist conservators for a remedy.

Do not use anything that can rust. Brass paper clips are fine and legal ribbon is also useful. Avoid any material that causes physical damage, discolours or may be difficult to remove in the future such as rubber bands, Sellotape etc. Ordinary cardboard, paper and plastics contain chemicals that can be harmful. Don’t wrap things in brown paper as it is acidic. If you have rolled parchment or papers wrap them round or in archive-quality tubes with adequate space so they can be handled correctly. Don’t use over-the-counter postal tubes.

It is not advisable to laminate record unless you want the process to be permanent as lamination cannot be undone. In some cases lamination may cause deterioration in the long term but the jury is still out on the long term effects.

The long term future of your family archives depends on the actions you take to prevent damage now. For some people the cost of specialist materials could be an issue, so gradually build up your storage materials, perhaps starting with inert sleeves to protect papers, certificates etc. and this will reduce the effects of box or drawer storage until you can invest in archive storage boxes.

The phenomenal interest in family history research has grown rapidly in recent years so there is a great need to preserve records of the past. In order to do so, it is important to realise what family archives are and which are the essential records worth keeping in support of your family’s backstory. They are, after all, unique to your family!