Storage and handling collections - Ian Batterham
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Storage and handling
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Storage and handling collections - Ian Batterham
- 1. Community Heritage Grants Storing and Handling collections Ian Batterham National Archives of Australia
- 2. 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?
- 3. Physical protection – Levels 1. Location 2. Building 3. Room 4. Furniture 5. Housing
- 4. Level 1: Storage Location Where is your collection stored? What are the risks?
- 5. Level 2: Storage Building Buildings chosen for records storage should: •Be well constructed and secure •Be fully weatherproof •Have good drainage •Be well maintained
- 6. 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.
- 7. Level 4: Storage Furniture Do: •Give easy access •Have clear labelling •Use coated metal or sealed wood •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
- 8. Level 4: Storage Furniture
- 9. Level 5: Housing - general • Where possible use archival materials – see the NAA website for information. If not possible use sturdy materials. • Think about your storage location and environment and how this will impact on your requirements for packaging • Package appropriately for the material, and for easy access • Repackage anything that is currently poorly housed • Extra paper and card packaging can be used as support and insulation inside boxes containing collection items
- 10. Level 5: Housing - textiles
- 11. Level 5: Housing – large flat items Large flat 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
- 12. Level 5: Housing - photographs
- 13. Level 5: Housing - books
- 14. Level 5: Housing - documents
- 15. Level 5: Housing - objects
- 16. Storage – Environment • Most materials in historic collections like cool, dry, stable conditions • Ideal conditions: • Less than 22°C • 35% - 55% relative humidity • Reduce dust and pollution Paper cockled (wobbly) from too many changes in humidity
- 17. Storage – Light • Light = heat + UV; can cause extreme and irreversible damage. • Most changes are slow and not obvious, so it is difficult to know they are occurring. • Paper and textiles 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
- 18. Storage – Pests Insects eat organic materials. Mice, rats and birds can also damage collections •Practise Integrated Pest Management including good housekeeping in storage and work areas •Monitor your storerooms •Use sticky traps to control insects and baits to control rodents •Store items in closed containers
- 19. Storage –Mould Moulds digest and break down the materials they feed on. Mould can also be hazardous to your health. To minimise the risk of mould: •Practise good housekeeping in storage and work areas •Monitor your storerooms •Keep humidity below 65% •Avoid areas of dead air
- 20. Handling and Use • Always handle items with clean hands • Keep work areas clean and free from clutter • Store vulnerable items so that they can be viewed safely • Use supports to carry items • Make items easy to locate and retrieve • Provide work surfaces adjacent to storage • Don’t use document feeders to copy fragile documents
- 21. Security • Ensure your building is locked and secure • If possible employ a security firm to provide twenty-four hour protection • Properly document the collection • Institute a borrowing system to track materials
Editor's Notes
- The site is located away from natural and man-made hazards: flood plains, creeks, rivers or stormwater drains that are prone to flooding • bushfire-prone areas • land liable to subsidence • heavy industry such as oil refineries, chemical plants, paint or rubber factories, which may emit atmospheric pollutants or liquid contaminants, or add risk of explosion • fuel depots • airports • industrial installations.
- Rooms chosen for records storage should: Have a minimum of external walls. These can be sites of condensation. The environment will be more stable the further it is inside a building. Have cool, dry, stable conditions - most materials in historical collections like this Be away from known risks – eg water leaks Have reduced light levels Be secure Have functional fire and smoke detection systems Be subject to good housekeeping practices
- Do: Give easy access Have clear labelling Use shelves made of coated metal or well-sealed wood Start shelves 150 mm off the floor to mitigate against pests, water incursion etc Have tables nearby to assist with access Don’t: Store items on outer walls – these can be sites of condensation. The environment will be more stable the further it is inside a building. Use the top of shelving units Store items on the floor – they will be easily damaged if there is a flood, it also assists insect access.
- The storage furniture needs to match the material being stored. It can comprise: open racking, screens, slots, drawers etc.
- Where possible use archival materials – see the NAA website for information. If not possible use sturdy materials Think about your storage location and environment and how this will impact on your requirements for packaging eg dust, water sources Package appropriately for the material, and for easy access eg not too heavy, the right shape and size 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. Also as packing to keep things upright and stop them moving around
- Textiles can include clothing, embroidery and banners Clothing should not be crushed flat – hang on padded hangers or pad out in flat storage Large flat items can be rolled around padded cores
- 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
- Photographs as used her includes negatives, slides and prints; both colour and black and white. Always use archival materials – photographs are very sensitive Separate photos individually to avoid them damaging each other Handle photographs by the edges – they are very susceptible to damage Use bags, sleeves, albums as appropriate; cheap poly bags are acceptable
- Books that are strong and well bound can be sat upright on shelves Fragile books can be protected with a tailor made box Heavy or weak books should be stored flat, preferably one to a shelf
- Documents should be protected from handling damage Archival folders and wallets are storage options Groups of documents can be placed in display books for safe viewing Individual documents can be simply placed in poly-bags Encapsulation in mylar is a better solution
- Each object has its own particular needs Proper support is essential Keep items separate so they do not damage each other Boxes are good for transporting items around
- Most materials in archival collections like cool, dry, stable conditions. Ideal conditions: Less than 22°C 35% - 55% relative humidity Make sure there are no humid spots where mould can grow Reduce dust and pollution
- Materials degrade more quickly when exposed to ultraviolet (UV) light. Paper and textiles will go yellow or brown and turn brittle, dyes will fade. Fluorescent tubes that are low in UV should be used wherever possible in storage areas. Ultraviolet light can be measured with a light meter. Levels should not exceed 0µW/lumen. Lights should be turned off whenever possible and storage areas should have no windows, or windows should be covered with curtains or blinds. Timers are good too. Store vulnerable items in opaque containers
- Insects and rodents attracted to record storage areas may start eating the records. To reduce the risk of pest damage: Check incoming material in a separate room before putting into storage Do not eat in storage areas – keep food scraps away Keep surfaces (floors, tops of shelves) clean Check storage areas regularly for outbreaks of insects or rodents. Should an infestation occur, baiting or fumigation may be necessary. See our online advice on integrated pest management for further advice.
- To minimise the risk of Mould: Keep humidity below 65% mould can grow above this level Ensure there is some air movement – mould does not grow in moving air
- To reduce the chance of theft or vandalism in your archives, observe the following points: Always supervise the reference area, serving as both witness and visual deterrent. Ensure some means of twenty-four hour protection for the archives: guards, alarm systems, locks, bars on windows. Try to divide the reference and storage areas and do not allow researchers in the storage areas. Do not leave materials unattended or in exposed locations, such as corridors or hallways, unlocked administrative offices, or in an unattended reference area. Require researchers to register, providing name, address, signature, and research interests. If research use is high, institute a call slip system, writing down each request for material on a retrieval form, including the item requested, the person wanting it, and the date. Also include the archivist's initials and when the material was taken and returned. This creates a detailed record of each loan, in case a loss from a box or file is not noticed for some time. Keep these papers for as long as needed. Restrict the amount of material a researcher can use at one time to lower the chance of confusion and potential loss. Don't let researchers bring large packs or cases into the reference area. Provide an area near the entrance for coats, bags, and briefcases. Explain your research rules, restrictions, and facilities on a sign or handout so that all researchers are aware of them before they enter the research room. Don't allow archival material to leave the archives premises without your permission. Never allow food, drink, smoking or pens into the reference area. These can only damage materials. If you can afford to, provide pencils for users to work with and don't expect them to be returned. Make security copies of all finding aids you produce, and store these in a separate location. Examine records after use if you suspect they may have been damaged or abused. Also consider the following security questions: Who will have access to the stacks, and who will have keys? Can you, and should you, check the backgrounds of archival employees and volunteers? Will you allow access to unprocessed or partly processed bodies of material, when you may not be certain of their contents or value? Are all the doors and windows in the archives necessary? Are any of them security risks? Can they be closed off or removed? What procedure will you follow if you suspect a theft? What are your legal limits and rights? What are the laws in your area about theft or damage in archives? Contact your local police and have them advise you on how to approach and deal with potential or suspected theft.