SCAM: Standing Conference on Archives and
Museums
ARCHIVES IN MUSEUMS
Archive Preservation and Conservation
Introduction
1. This information sheet provides basic guidance on the care and handling of
archives in museums.
2. Good practices in the physical care, storage and handling of archive material
will help to maximise its life expectancy and limit the need for physical
intervention in a document. Much of the work required to put right damage is
highly specialised and should be undertaken only by qualified, professional
archive conservators. However, much damage can be prevented or limited by
using curatorial common sense and following some basic guidelines.
3. Museums with archive collections should employ, or have access to,
professional paper or parchment conservators. A list of useful contacts is
supplied at the end of this information sheet, but your local record office may
well be able to provide help and guidance in this.
Terminology
4. The fundamental approach to providing proper physical care of archive
material is the same as for museum objects. There are however, some
differences both in principle and technique, and museum staff should be aware
of these.
* Preservation:
This term covers what in museums is usually called 'preventative
conservation'. It includes any action taken to prevent damage occurring, for
example by storing material in a suitable and secure environment, packing it in
an appropriate way, removing surface dirt. It does not involve any direct
intervention in the structure or physical make-up of the document and is work
that can be undertaken by suitably trained staff or volunteers.
*Conservation:
This term covers what in museums is usually called 'remedial conservation'. It
is one stage further and aims to prevent continuation of damage that has
already occurred by halting the process with minimal intervention. This can
include deacidification of papers, repair of tears or making good of holes
which threaten the stability of the document, re-sewing broken binding
structures, removal of substances which obscure or threaten the legibility of
the text. Some very basic 'first aid' work, for example, minor paper repair,
basic re-sewing can be undertaken by conservator-trained staff or volunteers,
but it is essentially the work of a professional archive conservator. Always
seek advice before tackling any of these tasks.
*Restoration
This is a process that destroys historical evidence and attempts to 'hide'
any repair work undertaken. It is not appropriate for archival material
and should be avoided.
Basic Do's and Don'ts
Do:
5. Keep items as far as possible in the conditions specified in British Standard
5454 Recommendations for the storage and exhibition of archival documents
(see also SCAM Code of Practice on Archives for Museums and Galleries in
the UK ).As far as possible, material should be boxed or wrapped to limit the
effect of any environmental changes and restrict light. As a guide, paper and
parchment items may be stored at about 15oC and 55% relative humidity,
which will feel cool to people. This will restrict mould growth and limit the
speed of any chemical processes occurring within the paper. There should be
good air circulation and the use of a cool fan can help in areas of high
density shelving. Solar heat gain can be reduced through the use of blinds
at windows.
6. Keep photographs cooler and drier, at about 5C or less and 20-35% humidity.
If possible store negatives in boxes or sealed bags in a freezer or as close to
zero degrees as possible. Further information can be found in the MGC
Standard on the Care of Photographic Collections.
7. Ensure that storage material such as boxes, envelopes, wrappers are low-acid
or acid free. Fragile items can be given additional stability by storing in inert
polyester sleeves (‘Melinex’), but these must not be sealed on all sides as
some circulation of air is important. Inert polyester is also suitable for the
storage of photographs.
8. Allow the circulation of air around the back of framed items if they are hung
for display, particularly in less than ideal gallery conditions. Small pieces of
cork can be stuck to the back of the frame to hold it slightly away from the
wall.
9. Use brass paperclips to hold papers together, replacing steel pins and staples
where possible as they will rust and stain paper. Avoid the use of ink, biro or
permanent markers near archives.
10. Ensure any fire extinguishers are CO2 rather than water or powder. This will
limit the damage from the extinguisher in the event of a fire.
11. Ensure that the museum Disaster Plan includes provision for archives such as
a nearby freezer facility for wet papers.
Do Not:
12. Do not store archives near sources of heat, or where temperatures (and
therefore relative humidity) will fluctuate wildly. This includes storage near
water pipes or on floors where a possible flood could damage material.
13. Do not try to dry damp documents using direct heat sources. This will
encourage mould and may damage the structure of the medium. Allow them to
dry naturally and slowly in good air circulation.
14. Do not re-use old envelopes, brown paper or newspaper as wrappers. Use only
acid free tissue paper. Do not staple items together.
15. Do not stack boxes more than two or three high on shelves.
16. Do not allow frequent photocopying of the same document. If it is a popular
item make a photograph or 'reference' copy from which further copies can be
made. Fragile or very damaged items should not be copied at all.
17. Do not use sticky tape or 'magic tape' to repair tears, or elastic bands to hold
bundles together. Bundles can be tied using unbleached cotton tape and tears
should be properly repaired, or the torn item put into a protective sleeve, until
repairs can be done.
18. Do not use ordinary rubbers to clean marks off documents. Plastic erasers
which do not contain grit are much safer. Always use a soft brush rather than a
cloth to clean off dirt.
19. Do not attempt to dress leather bindings or treat parchment with any
chemicals. Consult a professional conservator.
Calling in the Professionals
20. If you do not have an archive conservator on the staff you will need to
commission work from a freelance archive conservator or studio. Be clear
about what you want (see Terminology above) and how far you want to go.
You should aim for sympathetic conservation with the minimum of
intervention necessary to ensure the stability of the item. You should establish
the conservator's credentials and qualifications, and check any insurance with
your own institution if items need to be worked on off site. An archive
conservator can also be employed as a consultant to give guidance on storage
media and conditions, and to undertake a survey for future programmes of
work to be done.
Sources of Help
Publications
Standard for Record Repositories (2004 edition) published by The National
Archives.
Best Practice Guidelines IV: 'Preservation and Conservation: A Guide to
policy and practices in the preservation of archives' by Chris Pickford et al.
(1997) Society of Archivists (see below)
Standards in the care of photographic collections.(1996) MGC. (See below)
SCAM Information Sheet 1: Collections Policy and Management (1999, minor
revisions 2006)
SCAM Information Sheet 2: Archival Listing and Arrangement (1999, minor
revisions 2006)
SCAM Information Sheet 4: Access to Archives (1999, minor revisions 2006)
SCAM Information Sheet 5: Managing a Museum's Administrative Records
(2002)
The Code of Practice on Archives for Museums and Galleries in the United
Kingdom, which was first published by the Museums and Galleries
Commission in 1990, and revised in 1996 and 2002.
Organisations
Advice on archive conservation issues and details of suppliers for suitable
storage materials can be obtained from the following sources:
The Institute of Conservation, 3rd Floor, Downstream Building, 1 London
Bridge, London SE1 9BG. Tel: 020 7785 3803; fax: 020 7785 3806 ; website:
www.icon.org.uk
Preservation and Conservation Group, Society of Archivists, Prioryfield
House, 20 Canon Street, Taunton, Somerset TA1 1SW. Tel: 01823 327030 ;
Fax: 01823 271719 ; email: societyofarchivists@archives.org.uk ; website:
http://www.archives.org.uk/ . This group publishes a Directory of Suppliers
for conservation materials.
Further advice on archive matters is available from:
National Advisory Services, The National Archives, Kew, Richmond, Surrey
TW9 4DU. Tel. 020 8876 3444; fax 020 8878 8905; email:
nas@nationalarchives.gov.uk ; website: http://www.nationalarchives.gov.uk
or, in Scotland, from:
The National Archives of Scotland, HM General Register House, Edinburgh
EH1 3YY. Tel. 0131 535 1314; fax 0131 535 1360; email:
enquiries@nas.gov.uk ; website: http://www.nas.gov.uk
or, in Wales, from:
The Convenor, Archives and Records Council Wales/Cyngor Archifau a
Chofnodion Cymru. Details of the current contact can be obtained from the
local record office or from The National Archives
or, in Northern Ireland, from :
The Public Record Office of Northern Ireland, 66 Balmoral Avenue, Belfast
BT9 6NT. Tel. 028 9025 5905; fax 028 9025 5999. email:
proni@dcalni.gov.uk ; website: http://www.proni.gov.uk
Advice is also available locally from the appropriate local authority record
office or from the regional agencies of the Museums, Libraries and Archives
Council (listed at: http://www.mla.gov.uk ). They will be able to give
guidance on other museums in the region which have developed appropriate
archive policies, or tackled particular problems.