Collections Care 1: how to look after archives - the overview
First of all, what do we mean by archives?
Archives are the record of everyday activities of governments, organisations, businesses and individuals. Archives may take many different forms – handwritten, typed, printed, photographic or electronic – and include audio-visual material such as video and sound recordings. As authentic and reliable records, they are preserved permanently because of their evidential and historical value.
Now let’s move onto a simple overview.
- Your records are unique and irreplaceable
- Treat them with great care as they may be easily damaged
- Avoid exposing them to heat, damp and direct sunlight
- Please make sure that people do not eat or drink near any documents, and that any tabletops and surfaces you use are thoroughly clean and dry
- Gloves are not absolutely necessary if hands are clean and dry but are recommended when handling photographs and negatives.
- Handle them with care using two hands to provide support, and a piece of card underneath if something is fragile
- Only handle photographs by the very edge and avoid touching the image surface
- Open books and other bound or linked items carefully, and only as far as the binding or fastening will allow without forcing or creasing. Close books when not in use
- Keep items in archival quality folders and boxes, as this will help protect them from damage and preserve them for the future
- Only use pencil to make notes
- Never try to repair anything yourself
- Digital records are less robust than paper or parchment and need active management.
Some useful sources to get started:
The Institute of Conservation (ICON) helpsheets on caring for documents and archives; books and photographs:
From the British Library:
From the Digital Preservation Coalition:
