Best Practices

Best Practices for Archival Document Storage

Preparing a document for storage:

When working with rare and fragile documents, choose a pair of white cotton gloves to prevent static and oily fingerprint transfer. Documents and papers should be stored in their original unfolded condition whenever possible; however, do not unfold a fragile paper if there is any danger of breakage. Remove all fasteners such as staples and paper clips before storing. If fasteners are absolutely necessary, choose non-rusting ones. Because light damage is cumulative, use UV filters on lamps and windows and turn off all table lamps when archival items are left unattended.

Protecting your document:

To keep documents in good condition, store them in acid-free, buffered file folders, allowing no more than 10-15 sheets per folder. To prevent acid migration, don’t allow poor-quality papers to come into direct contact with better-quality papers. Newspaper clippings are very acidic; they should be treated with deacidification spray and stored in their own folders to limit acid migration. Protect valuable and fragile documents by interleaving them with acid-free bond paper or glassine sheets. Documents may also be placed inside archival-quality polyester sleeves or envelopes before file folder storage; the clear Mylar provides protection from handling while keeping stored documents visible.

File folders should then be placed inside an acid-free P.A.T. certified document storage box. These boxes should offer sturdy construction, metal-reinforced corners and resist dust, dirt and light infiltration. They should match the size of the stored file folders to prevent stress on those that need to be removed or replaced. Do not store file folders with documents in the same box with books or pamphlets, as this causes uneven pressure. Boxes may then be stored flat or upright. Flat storage will give overall support and prevent documents from crumbling and slumping. However, boxes should be stacked no more than two high. Upright storage is preferable when documents and folders are well supported. Spacer boards may be used to fill out boxes that are not quite full.

Maintaining documents during storage:

Wood shelving is not recommended for archival storage. Oak, in particular, is considered to have the most volatile acidity. For wood storage furniture that is already in use, apply a sealant such as a moisture-borne polyurethane coating. Baked enamel furniture is also no longer recommended as it raises the concern of off-gassing. The preferred choice for archival storage is metal shelving. Options include powder-coated steel shelving, anodized aluminum storage furniture, and chrome-plated steel shelving.

Documents, manuscripts and papers are sensitive to changes in the environment. Fluctuations in temperature and humidity, if not adequately controlled, may harm valuable items. The best environment for your archival storage is a cool, dark location with low humidity. To further protect documents from moisture, consider document storage cases covered with Tyvek® laminate; these cases offer superior resistance to mildew and remain pH neutral. Whatever location you choose to store your archival documents, avoid long exposure to any light source, including daylight, fluorescent lamps and illuminated viewers.

Brodart Supplies & Furnishings, 100 North Road, McElhattan, PA 17748, is your source for products to conserve, restore, preserve and exhibit your valuable collection. For more information or to request a copy of our current Archival Catalog, call 1-888-820-4377 or go to www.shopbrodart.com.