Community Heritage Grants

Storing and Handling collections

Ian BatterhamNational Archives of Australia

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?

Physical protection – Levels

1. Location 2. Building 3. Room 4. Furniture 5. Housing

Level 1: Storage LocationWhere is your collection stored? What are the risks?

Level 2: Storage Building

Buildings chosen for records storage should:

•Be well constructed and secure

•Be fully weatherproof

•Have good drainage

•Be well maintained

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.

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

Level 4: Storage Furniture

• 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

Level 5: Housing - general

Level 5: Housing - textiles

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

Level 5: Housing – large flat items

Level 5: Housing - photographs

Level 5: Housing - books

Level 5: Housing - documents

Level 5: Housing - objects

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

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

Storage – PestsInsects 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

Storage –MouldMoulds 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

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

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