CONSERVATION AND PRESERVATION OF ARCHIVAL
MATERIALS
RM: 526
TOPIC ONE: THE CONCEPT OF PRESERVATION AND CONSERVATION
Introduction
Preservation is one of the most important activities and responsibility of an information
specialist. It is an important underline concept included in the general management of
information centres. (Libraries, archives records centres, documentation centres e.t.c). The aim
of archival preservation is to prolong the usable life of useful research information in two ways.
First, preventive preservation seeks to reduce risks of damage and to slow down the rate of
deterioration. This is accomplished by stabilizing the environment where information are kept
and stored. Secondly, prescriptive (renewal) preservation is a means of identifying and treating
or copying damaged materials to restore useful access to the information
Terms and concepts in preservation and conservation
Preservation: Is a passive protection of archival materials in which no physical or chemical
treatment of the item occurs.
Deterioration: It is the gradual process of physical and chemical change to information
materials
Conservation: It means restoration of damaged information materials
Restoration: This implies physical repair of damaged information materials. Restoration is not
generally viewed as an archival activity.
Techniques: These are methods, procedures, or ways of approaching of doing something
Examination: Physical check to the information resources to determine the extent of
deterioration. OR Is the preliminary process that has to be taken by the person before any repair
of information material is done.
Maintenance: The daily care of records and archives, particularly in the current and semicurrent records environment, when they are housed in offices or records centres; maintenance
ensures the general protection of records against environment hazards or other physical dangers.
The reasons/importance of preserving archives
Prolong the usable life of useful research information
To enable records to be used for future/referral purposes
To enable records to be easily accessed and obtained
To support education matters
To uphold the reputation of organization
To save unwanted expenses on conservation
TOPIC TWO: PAPER AND INK
Meaning of Paper:
Paper is a thin material produced by pressing together moist fibres of cellulose pulp derived from
wood, rags, or gasses and drying them into flexible sheet. OR Paper is defined as fibres that have
been reduced to pulp, suspended in water and matted into sheets. Paper is the most common
material found in archival collection. Paper is mainly used for writing upon, printing upon or
packaging. Paper making involves four main processes namely:
Pulping
Bleaching
Beating
Sizing
Paper making processes
PULPING
Is the process by which wood is reduced to logs and then reduced to pulp. Traditionally Chinese
used mortar in pulping, after 1770 paper making machine was invented and the process of paper
making become mechanized. Today the paper making process is mechanized and as a result the
fibres that are produced are short and contain broken pieces. Wood and other plant contain:Water
Cellulose fibre (desired for paper making)
Lignin (A three dimension polymer that binds cellulose together)
Hemi cellulose (shorter branched carbohydrate polymers)
Pulp can be manufactured by using:1: Chemical process: This is achieved by degrading the lignin and hemi cellulose into small,
water soluble molecules.
2: Mechanical process: In mechanical means grinders are used to grind logs into small particles.
BLEACHING
Bleaching means purifying and whitens paper fibres. This is a chemical process carried out on
various types of wood pulp to decrease the colour of the pulp, so that it becomes whiter. The
main use of wood pulp is to make paper, where whiteness is an important characteristic.
Bleaching of wood pulp also depend on the customer requirement. Bleaching is carried out by
using chlorine which was invented by Swedish chemistry by name of Karl Wilhelm in 1774. The
first use of chlorine was unsuccessful because no one knew the amount to use in paper
manufacture.
Chlorine is a chemical element
Its symbol is CL
Its atomic number is 17
It has relative atomic mass 35.5
BEATING
This is another important process in the production of wood pulp; in this stage beaten fibres bond
together much better and produced much stronger, smoother and generally better paper. Beating
helps to separate the fibre after pulping and adds refinement by making fibre smoother.
Unfortunately this process affects the paper strength and durability negatively by chopping fibres
into short pieces rather than long ones.
SIZING
Sizing is also a crucial process in paper making. This comes after beating and bleaching. It
involves the blending of wood pulp with other substances such as fillers, size and dyes (give
paper colour). Traditionally starch was used as a sizing agent but it has been replaced by AlumRozin (double sulphate of aluminum and potassium). These make paper to accept ink during
writing and printing. Hereunder, are the advantages of sizing:Prevent spread of ink
Resist to water penetration
It gives paper a smoother surface
It consolidates and hardens the paper
Meaning of ink
Ink is defined as liquid medium having colouring agent used in writing, printing and drawing.
OR ink is defined as liquid medium which giving colour in writing.
Basic Components of any Ink:
 Colouring matter/ pigment colour the ink
 Solvent ( a medium in which the pigment is dissolved/ immersed)
 Binding Agent ( to hold particles of pigments together and bind it in the support)
 Mordant ( Chemical substance that fixes the ink to the support- sometimes it works as a
binding Agent)
Qualities of Good Ink:
 Yield permanent writing which becomes relatively der se on maturity after few day
 Flow rapidly from the pen and penetrate the fibres of papers rightly through them
 Should neither gelatinize nor become mouldy in the ink- pot
 Writing must not be stickly and should dry quickly
 Flow readily from the pen and yield permanent sharply formed characters
 Should not corrode the paper pen or instrument used for writing. This means that the ink
should penetrate the fibres of the paper without passing through them.
 The ink should be clear and not in suspension
 The ink should be mobile lent that doesn‟t spread
 Should have intense and permanent colouring agent which doesn‟t fade away quickly.
 Should not be water washable/ soluble
 Should not be smelly and should have less or little acidity
Types of Ink:
(i)
Writing ink
(ii)
Printing Ink
TOPIC THREE: AGENT/CAUSES OF RECORDS/ARCHIVES DETERIORATION
EXTERNAL CAUSES
1. Temperature
This is the level of heat or cold in a substance body or environment. It is general rule that the
higher the temperature, the more quickly archival materials will deteriorate. This is because the
high temperature speeds up the chemical processes that cause determination. Ideally achieves
should be stored in an environment with a lower temperature than higher temperature. Office
environments of cause must be comfortable for people to work. Temperature obvious cause
paper to be dry and brittle. Temperature is measured by thermometer.
Preventive measure temperature

Use air condition to maintain the temperature of 18- 200c

Plantation of trees surrounding records building

Have good ventilation to allow air circulation inside the building
2. Humidity
Humidity is the amount of water vapor in air. Water vapor is the gaseous state of water and is
invisible. Humidity is measured by hygrometer and is regulated by a dehumidifier. An archives
environment, changes in relative humidity can have a negative effect on records and archives.
High relative humidity, particularly when coupled with high temperature, accelerates the
chemical deterioration of materials. Relative humidity also encourages growth of fungus, mould
etc.
Preventive measure against humidity

use dehumidifier to regulate humidity and keep between 35- 40% for better preservation
of records

Reduce humidity and moisture by use of silicaged and anhydride calcium chloride.
3. Light
Light is electromagnetic radiation within a certain portion of the electromagnetic spectrum.
Direct sunlight or fluorescent light damage information materials. Light or radiant energy of a
particular wove length also affect the longevity of collection materials. Damage caused by light
includes;
o Affect longevity of records material
o Speed up oxidization of paper and its chemical breakdown
o Bleaches papers
o Cause collared paper and ink to fade
o Radical change to some photographs and other sensitive image.
Preventive measure against light

Prevent direct sunlight entry into records building

Curtains (black, green, yellow)
4. People
Human being can be the agent of records determination due to poor handing of archive/ records,
continuously photocopying, vandalism, theft and disfiguring of records. However, eating and
drinking in a repository can attract the biological organisms such as rodents and cockroaches that
can harm the archival materials.
Preventive measures against people

Close inspection

Fix grills on windows and doors

Single entry point

Unauthorized access should not be allowed

Prohibit taking food and eating in the records room

Education (awareness)
5. Air (atmospheric pollutant)
Pollutants in the air initiate or hasten the degradation of archival material. Atmospheric pollutant
includes smoke, ozone, and dust and dirty. Atmospheric pollutant mainly comes from industrial
areas due to smoke which in emitted by working machine affects documents. In addition,
vehicles and trains emit smoke due to combustion as Sulphur compounds present in petrol oil,
files like diesel.
Preventive measure against air

Plantation of trees

Cover windows with curtains

Use vacuum cleaners

Prohibit smoking of cigarettes

Records/ archive building should be constructed far away from industrial areas.
6. Biological agent
Where there is condensation or moisture due to high humidity there is always the presence of
biology growth such as molds or fungi, insect and rodents causing infestation. Biological agents
affect paper and other organic materials when both temperature and humidity are uncontrolled.
Same common biological agents include cockroaches, rodents, termite and silverfish. The
following circumstance favors the growth and proliferation of insets.
o Accumulations of dirt and dust
o Introduction of foodstuff
o Entry of insect infested
o Open windows/poor sealed windows and doors
o Unattended roof leaks and cracks
6:1 insect these includes;

Silverfish

Cockroaches

Termites

Book wars

Book lice

Beetles
Preventive measures against insects

Avoid eating food in storage areas

Regular inspection of storage areas

Regular fulmination of the premises

Good hygienic practices
6:2 Rodents: they include

Rats

Mice

Bats

Cats
Preventive measures against rodents

Blocking/ sealing all opening and entry points into storage areas

Avoid consumption food in storage area
6:3 micro- organisms (microbes) these include

Moulds

Fungi

Bacterial
Preventive measures against micro- organisms

Regular cleaning of the storage area

Regular fumigation of the premises

Regular inspection of storage area

Controlling environment condition
INTERNAL CAUSE
1. Acidity
Acidity is the level of acid in substances such as water, soil or wine. Acids contain high level of
positively charged hydrogen ions that can be introduces to paper make fragile and prone to
determination. These ions can be introduced during the paper manufacturing process or from
writing ink used.
Preventive measures against acid

Avoid staring archival materials with acid- contaminated materials

It can also be solved by the paper manufacturers
2. Chemical
When internal properties are exposed to external agents such as oxygen and hydrogen they
trigger a chemical reaction called hydrolysis, which breaks up the cellulose polymer or chains of
the information materials. These weaken the paper, make it brittle, reduce its mechanical
strength, and cause it to deteriorate
Preventive measure against chemical

It can only by solved by manufactures of information materials.
TOPIC FOUR: METHODS OF PRESERVING ARCHIVAL MATERIALS
A) PREVENTIVE METHODS OF ARCHIVAL PRESERVATION
1. Effective air conditioning
It‟s one of the best preventive measures. The air can be cleaned with special carbon filters, and
the temperature can be controlled by air-conditioning systems. A temperature of about 15oc is
regarded as optimal for the storage of records. However, this is too cold for people and a
temperature of about 20oc is recommended in record rooms. Humidity can be controlled by air
conditioning to a certain extent. This keeps out dust and limits the development of fungi and
bacteria.
2. Efficient Security Measures

This is necessary to protect records. Records such as books can be protected with magnetic
strips and a detector system. These strips can also be fitted to microforms and audio
cassettes.

In archives, the limited access to records is a security measure in itself.

To prevent theft, windows can be kept closed or fitted with burglar bars. Supervision in
record areas discourages theft.

Vandalism can be prevented through supervision and the provision of photocopying
facilities.

Researchers must not be allowed to take briefcases, jackets, shopping bags, etc. into reading
and consultation rooms.
3. Education of staff and clients

Staff and clients should be educated in the correct methods of handling records. This includes
removing records from shelves or containers, how to carry them, how to make photocopies,
and so forth.

It is a good policy to prohibit the consumption of food and drink inside the archives building.
4. Storage
Different types of records require distinctive treatment. However, there are general principals
which apply to all records:
a) General storage principals:

Store records away from direct sunlight, sources of radiation energy and
magnetism, in dust-free areas.

Ensure good ventilation and air-conditioning

Storage areas must be planned when the building is being designed.

No records should be stored in paper containers before the archivist has
ascertained whether they were manufactured from acid-free or chemically neutral
paper. Otherwise, the acid can be transferred to the record, and the record may be
damaged.
b) Specific storage principals:

Books should not be stored on shelves that are too high-this causes books to be
pulled from the shelves by their spines. Large books should be stored flat while
smaller books can be stored in containers made from acid-free paper.

Records such as leaflets, fly sheets, posters, etc. can be stored in vertical files.
Another method is encapsulating them in archival polyester covers and storing
them flat in cabinets similar to those used for maps and plans. The advantage is
that the record is protected from external hazards.

Film records require special containers.

Slides can be stored in projection trays or in plastic envelopes in vertical files.

Open reel films are stored vertically in their metal containers on special shelves.

Microfilms are stored in their containers while microfiche are stored in acid-free
envelopes in drawers.

Magnetic media such as audiotapes and videotapes are stored in their containers
on shelves away from sources of magnetic radiation.

Compact discs and gramophone records should be stored upright on special
shelves-never flat on top of each other.

Maps are stored flat one on top of another in cabinets, in special tubes or in
vertical files.

Photographs are stored in acid-free envelopes in drawers or vertical files. They
may also be encapsulated.

Art prints and original works of art can be hung on the walls, but away from
direct sunlight or harsh lighting. If they are mounted, acid-free paper should be
used.
5. Handling Records

Handling records correctly can lengthen their lifespan considerably. Using photocopies
instead of the original records can help to preserve the records for longer.

To limit handling, damaged records or records that need to be restored are first placed in
„phase boxes‟. These boxes are made of acid-free cardboard and are made specially for
the specific type of record which is stored in them.

Touching of the surfaces of sound recordings or microfiche should be prohibited. The
natural oils present on people‟s fingers can damage records.

Compact discs should be checked for the presence of dust on compact discs or
gramophone records before they are played.

Users must be taught how to use the necessary equipment correctly. This can prevent
damage or total loss of the record.
6. Maintenance of the collection

This includes tasks of keeping the records and building clean. In buildings without airconditioning, records must be cleaned regularly.

Pests can be controlled with fumigation and sufficient circulation of fresh air.

New acquisitions should be disinfected before they are shelved.
7. Planning of the building

During planning of the building, preservation principles should always be kept in mind.

Direct sunlight should be eliminated.

The building should be on high ground away from rivers to minimize the danger of
flooding.

Construction of basement storage areas should be avoided. If basements do exist, pumps
should be installed to prevent flooding.

Water pipes should be fitted on the outside of the building.

Fire extinguishers that use water must not be used since water often causes more damage
than fire.

Fire alarms must also be installed.

Air-conditioning and humidity control mechanisms should be incorporated during the
planning stage.

A safe is necessary for valuable items.
8. Emergency Planning
Every archives should have an emergency plan, which must be implemented in the event of a
disaster. Provision must be made for facilities to transport and freeze water-damaged records. At
a later stage, these must be dried correctly.
9. Binding
Binding records is another protective method that is used for correspondence, minutes, annual
reports, etc. Binding should be done carefully so that the records are not damaged in any way,
and the process should be reversible.
10. Preservation in another format

In certain instances, there will be need to consider preserving or making records available
in another format. Newspapers can be stored on microfilm or microfiche, hence they can
be preserved in electronic form for the future.

Migration.

Valuable items, e.g. maps can be photocopied.

Optical technologies may be considered for the storage of illustrative materials.

Printed material may be stored on digital optical discs and illustrated material on
analogue optical discs.

Scanning and digital imaging may be considered for valuable and unique records.
B) PRESCRIPTIVE (RENEWAL) METHODS OF ARCHIVAL PRESERVATION
 Fumigation
 Lamination
 Encapsulation
 Leaf casting
 Reprography
 De-acidification
 Binding
 Disaster management
All conservation treatment methods and procedures should nearly always be preceded by what is
known as “Diagnostic Examination” which is intended to fulfill a number of objectives namely:

Determine the nature, composition, characteristics or inherent properties of information
materials

Determine the cause and scale of damage

Determine the type and quantities of repair materials required

Determine the expertise required.
FUMIGATION
Fumigation is the process of exposing documents and records to a toxic chemical, in a gaseous
form, to kill the insects and mould.
This procedure usually requires special equipment,
chemicals, and a level of preservation expertise; it is not advisable to try fumigation without
receiving specific training in the techniques.
Methods of fumigation

Thymol Fumigation

Vacuum Fumigation

Open/ Domestic Fumigation
Thymol Fumigation:
Is the exposing of record materials to thymol vapor in a sealed chamber or cabinet. How Thymol
Fumigation is carried out/done
(i)
A simple cabinet of 150 cm length and 75 cm width and 135 cm height is made wood
(ii)
The interior of the cabinet is left unpainted and unvarnished ( if painted, use Epoxy paint to
prevent absorption of thymol by wood walls)
(iii)
The cabinet is designed such that it can accommodate books, loose papers, manuscripts
maps and prints.
(iv)
Material for fumigation is spread in an invited form with a stitched out bound part forming
the apex on a removable framework of wire netting of about 15 cm from the bottom of the
cabinet.
(v)
A 40- 60 watt electric lamp/bulb is installed at the base of the cabinet over which thymol
contained in a dish is heated.
(vi)
On heating, Thymol vapour rises and the closed space inside the air- light cabinet becomes
saturated with Thymol which destroys the mildew and other insects.
(vii)
Heating of Thymol must be done for 2- 4 hours
(viii) Before fumigation, record materials infected should first of all be cleaned.
Effects of Thymol:

Causes eye irritation

Has pungent smell

Over exposure causes gastric pain, vomiting, skin irritation and headache.
Precautions under Thymol Fumigation:
 Thymol chamber should be sealed to present thymol vapour from escaping
 Use Epoxy paint ( oil) if thymol chamber is made of wood to present absorption of thymol
 Do not use vanishes / coatings
 Don‟t over-heat thymol crystals with electric bulb over 60 watts because excess thymol will
vapourize and deposit on chamber walls and docs/ record materials being fumigated which will
be very difficult to remove

Put on mask to prevent inhaling off poisonous gas / air from heated thymol.
Vacuum Fumigation:
Is the process of ridding records infestation by treating each record with vapour of lethal chemicals or
toxic such as Ethylene Oxide mixed with carbon dioxide (CO2). How Vacuum Fumigation is done:
(i)
Installation of a Fumigation plant made of stead chamber of 10m3 capacity and an
Accumulator for mixing of Ethylene Oxide and CO2 used for sterilization.
(ii)
Record materials to be sterilized are put in fumigation chambers while they are in their
containers ( trolleys of platform)
(iii)
The steel door of the chamber is closed and air inside is expelled.
(iv)
Mixture of Ethylene Oxide and CO2 is introduced into the chamber
(v)
Fumigation should last for 3 hrs during which gas is once circulated in the chamber by
electric pump.
(vi)
The door is opened the record materials removed
(vii)
Materials treated may now safely be stored in the storage rooms without fear of attack
provided the area itself is free from micro- organisms.
LAMINATION
The lamination process involves applying a film of plastic on document or important papers in
order to preserve them. When an item is given a plastic coating, it becomes tear-proof and
waterproof since the laminating film encapsulates the item completely, by being bonded to both
its sides.

This method is not recommended for the repair or treatment of either library or archival
materials primarily because it is not reversible.

It is a method whereby thin transparent thermoplastic sheets of plastic are pressed onto
original documents securing them almost permanently.

Over time, removal of the plastic becomes difficult resulting in damage should an attempt be
made to remove it.

Secondly, if lamination is done before the document is thoroughly cleaned of impurities, this
could also become a source of deterioration to the laminated items.

However, on a positive note, lamination has commonly been used to protect documents that
are fragile and brittle.

This is often achieved by placing the fragile items between two sheets of plastic. Then
subjecting them to heat and pressing using a laminating machine.
ENCAPSULATION

This is a form of protective enclosure that is put over paper and other flat objects.

Unlike lamination, encapsulation encloses documents between sheets of polyester which are
then sealed at the edges only, leaving the document free within the enclosure.

This method provides physical support to fragile and brittle documents. It also protects
documents from physical wear and tear caused by frequent handling.

Encapsulation unlike lamination is reversible simply by cutting the edges of the polyester
sheets to free the document.

It is also used to safeguard fragile and brittle documents awaiting repair.
LEAF CASTING
A process in which damaged paper is repaired by means of wetting the old paper in a cast and
concurrently aging pulp to the damaged part or parts

This method of repair employs the technique of using new paper to fill in holes occurring in
the original document as a result of some form of damage.

The document is placed over a fine mesh or gauze and immersed in water to which slurry of
cellulose is added.

A vacuum is created below the mesh, draining the water through the holes in the document
and leaving the slurry to fill them up.

The problem with this method is that though it fills in the holes, it does not necessarily
strengthen weakened paper or repair whatever tears that may exist.

Various leaf casting equipment are available on the market today.
REPROGRAPHY
When archival materials are extreme fragile, heavily used, deteriorating or highly valuable, it is
common for archival institutions to reproduce the materials and make the copies available for
research use. The originals are then kept in safe storage or sent for conservation treatment. Exact
copies of records and archives help preserve material in two ways.

Making one or more copies multiplies access to the information embodied within a book or
document.

Copying limits the use of the original work saving it from wear and teas.
There are a number of methods of reproduction or reprography, including microfilming,
photocopying, photographic reproduction and digitization.
1. Microfilming.
Microfilming is the photographic process of creating miniaturized images of records on highresolution film. Microfilming is one of the major means of reproducing and preserving records
and archives. Microfilming is also a valuable way to provide security or reference copies of
recorded information, either in offices or in archival institutions. Microfilming concentrates
information into a compact and relatively easy-to-use form, so that information from many
records may be stored in a small space and read using microfilm or microfiche readers. The
storage places of microforms as other film materials temperatures are best at 18-20c relative
humidity at 35%. Microfilming has several advantages, these benefits include

providing multiple copies of records within or outside the archival institution without
damaging or risking originals

preserving the original order of records preventing disorder or loss of information

ensuring the safe preservation of information through the provision of security copies of
documents

protecting original records by providing copies for research use

saving money, particularly in an office environment, through reductions on storage space,
increase in speed of retrieval and improved security.
There are drawbacks to microfilming, including the following.

Poorly organised records will be more difficult to use on microfilm, as disorganised
information is more difficult to retrieve.

Microfilming is costly and so, if poorly planned, can be a heavy expense without
adequate benefits.

In many countries, microfilm copies of records may not be admissible in a court of law.

The preservation of microfilm requires good quality environmental conditions, which can
be difficult to achieve.

Microfilming requires high technical standards.

Users often dislike microfilm as it can be difficult to use and can cause eyestrain and
fatigue.
2. Photocopying
Another method of reprography is photocopying. Photocopying has become such a common
practice in many archival institutions and offices that the need for policies and procedures is
often ignored. However, it is important when developing a preservation reprography programme
to consider photocopying and to establish appropriate guidelines to ensure the physical quality of
the originals and the copies is protected. Following is a list of main issues to consider when using
photocopying as a preservation tool.

Usually, only single items or small groups of records will be photocopied for preservation
purposes. It is more cost effective to microfilm large series of records.

Photographs can be photocopied but the quality will not be high unless expensive copying
machines are used; photocopies may serve as useful reference tools but from a preservation
perspective photographic reproduction of photographs is a better choice.

If many copies might be needed of a popular or fragile item, a master copy should be made
and stored near the original, so the copy can be used to make additional copies, reducing the
need to expose the original to high light levels.

Archival quality (acid-free) paper should ideally be used for preservation photocopies, so that
the copy is as stable as possible.

When copying bound materials, extra care should be taken not to bend or damage the spine.
Some photocopiers have a special cradle that allows for copying of books and bound items
without damaging the spine. However, such equipment is very expensive and should not be
purchased unless the institution has a regular and heavy need for such work.

All copies made should be labelled „copy‟ in order to distinguish them from originals.

Black and white copies made of coloured items should clearly indicate that the copy does not
present the full spectrum of colours found on the originals.

Copies made for researchers should always be labelled „reference copy only‟ and the
researchers should be advised that any copyright clearance is their responsibility.

It is important to remember that electrostatic copying does not actually reduce storage
requirements.
3. Photo reproduction
Photography may also be used as a preservation tool, particularly for copying original
photographs. Copy negative or prints can be made and used in place of originals, ensuring
originals remain as secure and stable as possible. Photographic reproduction can also be used for
documents and maps, although the benefits are sometimes outweighed by the costs of
photography; in such instances, microfilming is often a better alternative. When developing a
preservation programme, it is important to consider photography and determine an appropriate
role for such technologies. For best results, it is important to use professional photographic
materials and copying equipment suited to the types of materials and the kinds of copies you will
require.
4. Digitization
Digitisation, the transfer of records or information into electronic form, is an increasingly
popular activity in archival institutions in many countries. Document image processing systems
allow for the conversion of materials from paper or other form, to machine-readable form, which
allows them to be stored and viewed electronically, saving space and increasing accessibility.
The preservation benefits of digitisation have yet to be proved.
While electronic images
certainly take up less room, their long-term stability is not guaranteed, so regardless of whether
an archival institution or records office makes use of digital technologies for copying, it is likely
to wish to retain the originals in safe storage.
DE-ACIDIFICATION
De-acidification is the process of removing/ neutralizing acidity contents of records and
documents in order to prevent them from its injurious effects it may have on records so that the
records may live longer for posterity. Many archival materials, particularly paper-based
materials, are of inherently poor quality because they contain high quantities of acid, which can
weaken and deteriorate the structure of the paper itself, causing it to degrade. Causes of acidity in
information materials include:
Treatment of wood pulp during paper making

Acid Migration

Ink

Absorption of impurities from the environmental atmosphere
Testing the pH of Paper
The level of acidity or alkalinity in something is measured on a pH scale; a pH scale is an
arbitrary numerical scale ranging from 0 to 14. Neutrality – a state neither too acid nor too
alkaline – is found at 7.0. All numbers above 7.0 represent increasing alkalinity; all numbers
below 7.0 indicate increasing acidity. The following steps should be taken.
1. Place a small piece of polyester under the areas to be tested, to protect the item and contain the
moisture.
2. Place a drop of distilled water on the area to be tested (do not test near ink, as the ink may be
fugitive, that is, it may be soluble in water).
3. Lay one end of the pH indicator in the drop of water and move it around to wet the entire end of
the indicator.
4. Place a second piece of polyeste on top of the pH stick and cover with a light weight to provide
even pressure.
5. After about five minutes, remove the top layer of polyester and the pH stick and check the
colours on the stick against the colour chart provided by the manufacturer of the pH indicator.
6. Gently blot any remaining water on the paper then place the paper between dry blotters under a
light weight to allow it to dry completely without warping (water stains may remain from the
test).
Use of Flatbed Electrode which may Applied on Documents surfaces:
Colour
Acidity Indicated
PH
Red
Very Acidic
0-4
Orange
Moderately Acidic
5-6
Yellow
Slightly Acidic
6-6.5
Green
Neutral
7.0
Bluish Green
Moderately Alkaline
7.5 -10
Blue 9 Violet)
Alkaline
10-14
Types of de-acidification process
De-acidification processes are either aqueous (using water) or non-aqueous (not using water).
Aqueous processes
This document cannot be used on documents that are sensitive to water, or that contain watersoluble inks or dyes. Aqueous processes can only be used on single items, and cannot be used on
bound documents and books unless the books are taken apart, treated and rebound.
Non- aqueous processes
This process use gas to carry the alkaline buffering agent. They are well-suited to treat books and
other bound materials because the gas or solvent is able to penetrate deep into the crevices and
close spaces of books and treat the material evenly.
BINDING
Is a multiple operation by which flat sheets or loose manuscript sheets are converted into a form
in which they can be used by Reader, and be kept on shelve. The process of attaching the loose
material together.
Book binding
Bookbinding is the process of physically assembling a book from an ordered stack of paper
sheets that are folded together into sections or sometimes left as stack of individual sheets. The
stack is the bound together along one edge by either sewing with thread through the folds or by a
layer of flexible adhesive.
Processes involved in Book binding:
Binding of books or archival materials involves many processes which combing to produce a
bound volume and the durability of the bound book depends mostly on the binding materials
used and the techniques employed. However, book binding involves:

Forwarding

Finishing
Forwarding

Sewing (stitching)

Attaching end- paper

Back liming
Finishing

Putting Tittles

Putting decorations on the cover
Classes of Binding
i) Publisher binding

It is done machines

Use for mass publication of books
ii) Pamphlet binding

Use for texts

Shreads/ wire stitches the centre of the fold.
iii) Book binding

To make wall back

Used for accounts/ Book leaders
iv) Archival binding

For binding are books and manuscript

Used to strength then because they are to be consistently handled
Types of binding

Tape binding

Coil binding

Over-sewing

Double fan adhesive binding

Re-casting
Advantages of binding

Provided safety against physical damage to record material during use handling and
storage.

Making sheets live loge

Maintaining sheet clean

Protecting sheet from loss.
Equipment involved in binding includes:
Nipping press, Board cutter, Knife, Kit stone, glass,
paste brushes, strays, serving frame,
barking, hummer, polishing iron, scissors, small ten on saw, glue pot, drying ranks, guillotine
cutting machines, repairing binding title and stools, water. Starch past or glue, threads, tapes and
needles, gas or electricity point and so forth.
Qualities of book-binder
 Possess stitching skills
 Knowledge of the steps involved in binding
 Work man ship and ride in the job
 Well trained in binding work
 Education
DISASTER MANAGEMENT
A disaster is a natural or man-made (or technological) hazard resulting in an event of substantial
extent causing significant physical damage or destruction, loss of life, or drastic change to the
environment. Information centers such as registries, records centre, archives, libraries even
museums are usually at risk from hazards like fire, flood, rodents, excessive humidity, and other
all of which may deteriorate information and hence inhibit the continuity of the organization and
the business it operates. To avoid this, information managers need to take appropriate measures
to protect information so as to minimize if not to eliminate the said hazards which endanger the
survival of many organizations by destroying their vital information. Natural disasters cannot be
prevented, but measures can be taken to eliminate or reduce the possibility of trouble. Regardless
of the many forms a disaster may take, the actual damage to collections is usually caused by fire
or water. Even when they are not the initial factor, fires and floods almost invariably occur as
secondary causes of library and archives disasters.
Types of disasters

Natural disaster:
The term "natural disasters" refers to those disasters that are triggered by natural phenomena.
These phenomena are known technically as natural hazards. Natural disasters include: Rain and wind storms
 Floods
 Biological agents (micro-organisms, insect or vermin infestation)
 Earthquakes
 Volcanic eruptions

Man-made disasters
These are the disasters generally taking place due to human activities and human negligence and
can lead to a lot of destruction in the terms of life and property. Man-made disasters include: Acts of war and terrorism
 Fires
 Water (broken pipes, leaking roofs, blocked drains, fire extinguishing)
 Explosions
 Liquid chemical spills
 Building deficiencies (structure, design, environment, maintenance)
 Power failures
Disaster management
It means arrangements about managing the potential adverse effects of an event, including, for
example, arrangements for preventing, preparing for, responding to and recovering from a
disaster. Disaster planning is a matter of basic security for libraries and archives, their staff and
their collections. It is considered to be an essential part of any preservation programme to be
implemented by any kind of library or archives. A formal written plan enables an institution to
respond efficiently and quickly to an emergency, and to minimize damage to the building and its
contents. The following are stages in disaster plan:
Disaster Prevention
Activities to provide outright avoidance of the adverse impact of hazards and means to minimize
related environmental, technological and biological disasters. Depending on social and technical
feasibility and cost/benefit considerations, investing in preventive measures is justified in areas
frequently affected by disasters. In the context of public awareness and education related to
disaster risk reduction, changing attitudes and behavior contribute to promoting a "culture of
prevention".

Disaster Preparedness
Disaster preparedness includes arrangements that ensure that an organization is aware of and
prepared for any disaster and, that should a disaster occur; all those resources and services which
are needed to cope with the effects can be efficiently mobilized and deployed. Community,
business, volunteer, agency and individual preparedness is critical to assist in minimizing the
impact of an event in the organization and to ensure effective and timely operational response in
the event of a disaster.

Disaster Response
Disaster response includes the activities taken in anticipation of, during, and immediately after
an event to ensure that its effects are minimized. Disaster response activities are undertaken
during disaster operations.

Disaster recovery
Once emergence needs have been made and the initial crisis is over, then the people/information
center affected and the communities that support them are still vulnerable. Recovery activity
includes building infrastructure and rehabilitation.
Important of disaster management plan
 facilitating effective and efficient methods of preventing damage to or destruction of records
 facilitating the effective and efficient coordination of recovery tasks
 minimising interruptions to normal business operations of the organisation
 limiting the extent of the damage and preventing the escalation of disaster
 establishing alternate means of operation
 providing smooth and rapid restoration of essential services and operations
 preventing injury to the organisation‟s personnel
 preventing damage to the organisation‟s property or facilities
 ensuring the continuation of organisation.
PRESERVATION
AND
CONSERVATION
STRATEGIES
FOR
ELECTRONIC
MATERIALS
There are three sets of challenges to digital information materials:
 Those relating to the nature of the media that are used to store digital materials;
 Those resulting from the technologies required to create, store and access digital materials.
 Those characterised as challenges to the integrity of digital materials.
Media deterioration and loss remain a problem when digital materials are not integrated into
systematic management and maintenance programs and where there is no adequate system of
security and back-up. Digital preservation techniques that are used to ensure the long term
preservation of e-records include the following:
Migration
Migration is the most widely used strategy in repositories that have established digital holdings.
Migration techniques consist of periodic transfer of digital materials from one technology
generation to another, both in terms of hardware and software. All migration techniques imply
transformations of the original bit streams so that they can be read, understood and behave
adequately on new platforms.
Refreshing
The concept of refreshing involves periodically moving a file from one physical storage medium
to another to avoid the physical decay or the obsolescence of that medium. Because physical
storage devices (even CD ROMs) decay, and because technological changes make older storage
devices inaccessible to new computers, some ongoing form of refreshing is necessary. This
strategy may need to be combined with migration when the software or hardware required to
read the data is no longer available or is unable to understand the format of the data.
Replication
Creating duplicate copies of data on one or more systems is called replication. Data that exists as
a single copy in only one location is highly vulnerable to software or hardware failure,
intentional or accidental alteration, and environmental catastrophes like fire, flooding, etc.
Digital data is more likely to survive if it is replicated in several locations. Replicated data may
introduce difficulties in refreshing, migration, versioning, and access control since the data is
located in multiple places.
Emulation
Emulation is the replicating of functionality of an obsolete system. Emulators are programs that
are designed to provide the same behaviour of a given application on platforms different from
the original. Emulation does not focus on the digital object, but on the hard- and software
environment in which the object is rendered. It aims at (re)creating the environment in which the
digital object was originally created. Examples are having the ability to replicate or imitate
another operating system e.g. emulating WordPerfect 1.0 on a Macintosh.
Encapsulation
Encapsulation requires metadata to be bundled, or embedded into the digital object. The
metadata allows the records to be intellectual understood and technological accessed in the
future. A viewer is then required to display the records. The packaging of contextual information
ensures the integrity and authenticity of records over time. However, the same risk that important
metadata may be overlooked during encapsulation. On its own, encapsulation cannot preserve
records. This technique should be used in conjunction with migration or emulation to ensure the
ongoing accessibility of the records.
Computer museums
Computer museums or repositories of obsolete computer hardware, peripheral devices, operating
systems and application software. There are attempts in some museums to extend the useful life
of obsolete hardware.
TOPIC FIVE: CHALLENGES OF PRESERVING ARCHIVES IN AFRICA
Challenges of archival preservation
o Lack of essential preservation materials and equipments
o Lack of training to records managers and archivists
o Lack of financial resources
o Poor lightening in records room
o Lack of disposal schedules, which create sub-standards and allow congestion of records
o Quality of paper and ink
o Tropical climate
o Maintenance culture
Solutions to identified challenges
TOPIC SIX: PRINCIPLES AND ETHICS OF PRESERVATION
Guidelines of preservation
o Works on macro scale; means seek impact on large volume of materials to treat or
investigate the records of whole institution in case of records problems occurred and they
need some sort of treatments.
o Focus on preventive rather than prescriptive work
o Establish a baseline of care for all holdings and not just the few items
o Focus to the important problems or diagnosis to give far treatment to records
o Ensure storage methods and facilities do not endanger the integrity and authenticity of
documentary materials
o Document all treatment fully both before and after the work done
o Interfere with originals as little as possible
o Validate new techniques or technologies to each treatment
o Do not use process or materials that can weaken the materials of which the records is
made
o Choose repair material and methods that are compatible to the problem being treated
Principles of preservation
The principles of conservation include the following:
1. Principle of restoration
2. Principle of reversibility
3. Principle of documentation
4. Principle of compatibility between problem and solution
5. Principle of economy
6. Principle of stabilization
7. Principle of antiquarian value.
Principle of Restoration
Restoration is the application of techniques which return a deteriorated document to its original
or near-original form. It also concerns restoration of the integrity of a document as well as the
well being of that object.
The principle states that repair rather than replacement of damaged documents should be
undertaken with careful planning to ensure that the least intervention possible takes place. The
aim of restoring documents is not merely cosmetic improvement- It includes restoring the
physical and chemical stability of a document.
Relevance
1. Ensures that the chemical and physical stability of information materials are long term (can
be achieved through binding, de-acidification, etc).
2. Helps in preserving the authenticity and integrity of documents by ensuring that the
information content isn‟t lost to agents of deterioration e.g. acidic reactions, mold stains, etc.
3. Makes the information materials legally admissible in a court of law because integrity and
authenticity have been preserved.
4. Ensures that the evidential, legal and historical values of a document are not lost but are
preserved.
Principle of Reversibility
The principle of reversibility states that to the degree possible, no procedure of treatment should
be undertaken that cannot later, if necessary, be undone without harm to the document e.g.
binding should be removable.
Relevance
1. Due to continued research in this area, there may be need to adopt new methods e.g. silk was
previously used in binding but was found to be weaker than paper and was discouraged.
2. It ensures that no restoration is carried out on documents that can cause damage or accelerate
the rate of deterioration of documents without the means of removing the techniques or
reversing the regimes.
3. It allows removal of any treatment procedures that can cause damage to documents over a
period of time.
In order to comply with this rule it is important to know the physical and chemical nature of
materials kept in your holding. You must have the necessary skills and knowledge regarding the
removal of materials used to repair.
Principle of Documentation
It states that all treatments on materials must be documented. Documentation is a record of
materials and techniques used in restoration and ways in which they react with the document or
storage media. All the procedures and materials used in treating documents should be recorded to
ensure that there is a possibility for future removal if it becomes necessary.
The principle also augments/works hand-in-hand with the principle of restoration.
Relevance
1. Allows us to avoid duplication of effort – the conservator avoids using previously
administered treatment.
2. Facilitates study of treatment conservation techniques since the effect can be assessed over a
period of time.
3. Provides a documentation of all the changes done on a document, thereby playing a role in
ensuring that the document remains legally admissible.
Principle of Compatibility between Problem and Solution
The principle states that it is appropriate to apply a treatment regime that is equal to the problem
being remedied.
NB. Particular problems require particular solutions and they must be weighed against a range of
possible solutions, and the most compatible method chosen.
The treatment materials used must be compatible to the document in terms of color, strength and
nature. Conservation ethics dictate that one uses stable materials and treatment procedures, i.e.
the treatments and materials used should not react with the document and must be appropriate to
the character and properties of the document. This calls for a comprehensive and careful
examination of information materials to determine the type of damage and subsequently identify
the possible treatment methods. The conservator must also determine the nature and properties of
information materials so that he can establish how they will react with alternative treatment
procedures and materials.
NB: It is more acceptable using the principle of compatibility to do nothing if none of the
possible solutions is compatible to the problem, instead of applying an inappropriate method.
Relevance
1. It will ensure that you get the right materials for treating a document.
2. Offers the right treatment methods for the appropriate damage.
Principle of Economy
The principle states that the repair of documents should be done using minimum materials. Care
must be taken not to over-repair the item or document. In other words, excessive repair must be
avoided.
This means that conservation work in an organization should be undertaken by professionals
who will know the cost of each procedure and weigh against the available resources. Such
persons are better placed to know which expensive methods can be substituted with cheaper
(generic) materials that can work.
This principle augments/supports the principle of compatibility in the sense that it offers
solutions where economic feasibility of a conservation method is considered. The restoration
method used must be economical, affordable to the organization, and the benefits of the
treatment method must out-weigh the cost. The conservator must therefore ensure that he/she
uses the exact amount of treatment needed to treat or restore a document and no more.
Relevance
1. Helps conservators in selecting a treatment procedure that is most economical when
compared to the organizational resources.
2. Ensures that conservators conserve the materials used in the repair of documents so as to use
only that which is necessary and to avoid waste and wastage.
Principle of Stability
It states that conservation work is meant to merely stabilize the document in order to conserve its
value and not to replace it. It is therefore necessary that any conservation work administered on a
document should ultimately aim at achieving physical and chemical stability of a document.
Therefore, a conservator should not tamper with the document‟s originality but instead stabilize
it. The document should remain as original as possible after the treatment procedures are carried
out.
Relevance
1. Helps in assessing the stability of information materials before trying to apply any treatment
procedure.
2. Enhances the chemical and physical stability of materials through conservation treatment
methods.
Principle of Antiquarian Value
The principle states that the treatment procedure and materials used should not interfere with the
intrinsic/inherent value of a document. The methods and procedures used must not in any way
alter the evidential value of the item or object being repaired. After treatment of a document it
should still retain its value to serve the purpose for which it is preserved.
Relevance
1. It ensures that the materials retain their original intended values.
2. Ensures that the treatments administered do not interfere with their intrinsic values of
information materials.
TOPIC SEVEN: STORAGE SYSTEMS OF ARCHIVAL MATERIALS
Storage facilities used in archival institutions
o Mobile filing cabinet
o Mobile cabinet
o Open steel shelves
o Acid-free boxes
o File covers
o Ladders
o Filing trolleys
o Hydraulic lift
o Cardboard tubes
Factors to consider when deciding records storage furnitures
o Building
o Utilization of space
o Archives format
o Acquisition
o Resources
Storage media for digital materials
o Magnetic drive such as cassette, VHS, Microfilm
o Optical media such as CD, DVD, smart card, gramophone
o Solid state such as flash disk, hard disk, floppy disk, memory card
o Online storage such as i-clouds
Factors to consider when choosing digital storage media
o Cost of storing and retrieving the records
o Access time to retrieve stored records
o Reliable vendors
o compatibility
o Duration