PreservatioPreservation of n of
Historic Historic RecordsRecords
Threats to RecordsThreats to Records
WaterWater HeatHeat LightLight Dirt and PollutantsDirt and Pollutants Rodents and pestsRodents and pests HandlingHandling FireFire Theft or LossTheft or Loss
Preservation of Historic Preservation of Historic RecordsRecords
Physical HousingPhysical Housing
Storage FacilitiesStorage Facilities
ReformattingReformatting
Preservation of Historic Preservation of Historic RecordsRecords
Physical Housing – Archival Physical Housing – Archival Supplies:Supplies:
Acid free file foldersAcid free file folders
Acid free paper for interleafingAcid free paper for interleafing
Archival storage boxes Archival storage boxes
Mylar enclosuresMylar enclosures
Loose PaperLoose Paper
Bound VolumesBound Volumes
Bound VolumesBound Volumes
Maps, Drawings and Oversize Maps, Drawings and Oversize MaterialsMaterials
Maps, Drawings and Oversize Maps, Drawings and Oversize MaterialsMaterials
Photographs contain Photographs contain chemicals on their surface chemicals on their surface and are extremely delicate. and are extremely delicate. They can also be irreversibly They can also be irreversibly changed through poor changed through poor handling, so extreme handling, so extreme caution must be taken to caution must be taken to preserve these materials.preserve these materials.
Handle photographs while Handle photographs while wearing clean cotton or wearing clean cotton or polyester gloves.polyester gloves.
Consider storing negatives Consider storing negatives in Mylar negative sheets.in Mylar negative sheets.
Photographic MediaPhotographic Media
ReformattingReformatting MicrofilmMicrofilm
– Microfilm is an eye-readable formatMicrofilm is an eye-readable format
– Master copy is off-site back-up copyMaster copy is off-site back-up copy
– ReproducibleReproducible
– Requires little storage space.Requires little storage space.
Digital copiesDigital copies– Primarily for accessPrimarily for access
Reformat and RetireReformat and Retire
State Archives is the end-of-the-line State Archives is the end-of-the-line repositoryrepository
Records Storage SpaceRecords Storage Space
Make an assessment of your Make an assessment of your buildingbuilding
Threats to RecordsThreats to Records
WaterWater HeatHeat LightLight Dirt and PollutantsDirt and Pollutants Rodents and pestsRodents and pests HandlingHandling FireFire Theft or LossTheft or Loss
Preservation of Historic Preservation of Historic RecordsRecords
Storage FacilityStorage Facility DryDry
Climate controlledClimate controlled
Dark (protected from UV light)Dark (protected from UV light)
CleanClean
Locked and secureLocked and secure
Preservation of Historic Preservation of Historic RecordsRecords
Storage FacilityStorage Facility Avoid storing historic records in the Avoid storing historic records in the
basement or the atticbasement or the attic
If you must…If you must…– Store in archival quality boxesStore in archival quality boxes
– 4-6 inches off the floor4-6 inches off the floor
– Monitor for pests and rodentsMonitor for pests and rodents
– Routinely check for water problemsRoutinely check for water problems
– Fire extinguishers and smoke detectorsFire extinguishers and smoke detectors
Climate Control: Climate Control: Minimum RequirementsMinimum Requirements
Stable conditionsStable conditions
Limit fluctuationsLimit fluctuations
Temperature: no higher than 70 degrees F Temperature: no higher than 70 degrees F
RH: 30% - 50%RH: 30% - 50%
– No lower than 30%No lower than 30%
Monitoring EquipmentMonitoring Equipment
Record Storage EquipmentRecord Storage Equipment
ShelvingShelving
CabinetsCabinets
Oversize cabinetsOversize cabinets
Physical SecurityPhysical Security
Well constructed doorsWell constructed doors
Deadbolt locks for all storage areasDeadbolt locks for all storage areas
Secure windowsSecure windows
AlarmsAlarms
Key trackingKey tracking
Box labelsBox labels
Preserving Your RecordsPreserving Your Records
Create a basic disaster Create a basic disaster planplan
Have disaster response Have disaster response supplies on handsupplies on hand
Preserving Your RecordsPreserving Your Records
Do not do anything to yourDo not do anything to your
records that cannot be records that cannot be undone.undone.
Comments and Comments and Questions?Questions?
Contacts and LinksContacts and LinksUtah State Archives: Utah State Archives: www.archives.utah.govwww.archives.utah.gov
Utah History Research Center: Utah History Research Center: www.historyresearch.utah.govwww.historyresearch.utah.gov
National Archives: National Archives: www.archives.govwww.archives.gov
Northeast Document Conservation Center: Northeast Document Conservation Center: www.nedcc.orgwww.nedcc.org
California Preservation Program: California Preservation Program: www.calpreservation.orgwww.calpreservation.org
Conference of Intermountain Archivists: Conference of Intermountain Archivists: http://www.lib.utah.edu/cima/http://www.lib.utah.edu/cima/
Gaylord Supplies: Gaylord Supplies: www.gaylord.comwww.gaylord.com
Metal Edge Supplies: Metal Edge Supplies: www.metaledgeinc.comwww.metaledgeinc.com
Utah State Archives