Conserving Documents and Photographs for Future Generations

Boxes:
When you think of boxes, I’m sure the first type that come to mind are the corrugated cardboard boxes we use to send Christmas gifts through the mail with. When conserving documents, however, these are not a good for long term storage because they are not necessarily acid free. Gaylord, Light Impressions, and a company called Hollinger all sell great boxes for long term storage of documents. I personally prefer Hollinger brand boxes, but that is more for the color than anything. All 3 companies seem to have different shades of boxes, so go with whatever brand you prefer based on color or price since the quality of the boxes themselves are the same. The main feature to look for is metal edged boxes because they will last longer and are more durable. There are many different styles as far as how the documents are stored (vertical vs. horizontal) and how the lids open. As far as the lids, pick which ever you like, but as far as storage goes, documents stored vertically are better.

Folders:
Many people store their documents in manila envelopes or folders. Although these are good for short term storage of documents, it is best to invest in some acid free folders that you can purchase from Gaylord or Hollinger, as well as other companies I am sure. Many tab styles are offered as well as colors. It does not matter what style or color you pick as long as it is acid free and will help to protect your documents.

Gloves:
Gloves should always be worn when handling fragile documents or photographs that are not in sleeves. 100% cotton gloves are the best and can be found in many place. Light Impressions, a company that specializes in photograph conservation offers 5 different types based on your needs. Check them out to see what works best and then either order from them or use that information to get them elsewhere.

Photo Sleeves:
With saving your pictures, you want to make sure they are saved in acid free sleeves, either in an album or individually. Many older photo albums, and even ones today, use those album pages with the gum and you have to pull back the clear sleeve and stick the picture to the page and then close the sleeve. Although these are convenient, they are very bad as most are not acid free at all, even if they do say "archival quality" In the depository where I am working, they recommend 3 things. These are all available from a company called Light Impressions which specializes in photographic conservation. If you can afford it, Light Impressions offers a "Photo Library Value Pack" for around $150 (check out there website for more information and updated pricing). If you already have a photo album, but just want sleeves, they have those as well in many varieties and styles. I am not trying to drum up business for this (or any other) company, but it was a recommended company to me. You can probably purchase items of similar quality and style elsewhere at a cheaper price. The main thing to look for when storing your photo collection is the words ACID-FREE. If you are wanting to store slides, Light Impressions, as well as places, have Acid-Free sleeves for that as well. Both Light Impressions and Gaylord have good sturdy acid free albums. I personally recommend the kind enclosed in a sleeve in order to block out light, dust, bugs, and any other pollutants.

If you are wanting to store your photos in a box rather than an album, you can purchase sleeves for that as well. Light Impressions, as well as other places, offer a wide variety of this type of sleeve. You can get clear sleeves, sleeves that are opaque white, sleeves that opaque white back and clear front, etc. I personally suggest getting clear sleeves or clear/opaque combo sleeves if you plan on viewing the photos at all. In order to figure out what is best though is where you plan to store them. Like documents, they need to be in a cool, dry, dark place. Light and heat are especially detrimental to photographs. If you do not have an especially dark place to store them, then opaque would be best. Although I do not recommend storing photos in the basement (or even ground floor if your house is prone to flooding), do not store your photos in an attic because heat rises. If you have negatives that need storing, there are opaque sleeves for these as well. A key thing to remember is that just beause something says "archival Quality," it does not mean that it is acid free. Look specifically for the words "acid free" when considering a purchase for preservation and storage.

PH Tester:
There are many types of pH testers. One type of tester is a pen you can use to mark a small inconspicuous spot on a folder or box, etc. When the ink dries, the spot's color indicates a pH level of 7.0 or higher (good) or 6.5 and lower (bad).

Plastiklips:
These are acid free pure plastic paper clips that contain no metal. You can order Plastiklips online from many office supply stores, such as Office Depot. Check around for the best price. I have not actually been able to find any by going into a store to buy them, only online.

Staple Removers:
Two main types of removers are used by archives. One is referred to as a "Staple Extractor" that has a bulbous, round wooden handle with a beveled edged flat metal dull blade (You can purchase through Gaylord.com, item number GF-T1245). In my own experience, these are great for sturdier materials or thick packet of pages stapled together. The blade is very strong, but at the same time has a potential for damaging delicate material. The other type is referred to as a "Spatula." A spatula is a long thin piece of metal, about 8" long with one tapered head and one rounded head. To get an idea of what I am talking about, try going to Gaylord.com and looking up item GF-MIC. I use these most often as they work great without causing further damage to most stapled material. They come in 2 different styles, either bent or straight. I prefer the straight. In my opinion, the bent style are more for preservation departments of libraries than at home use or archival use. However, some may be more comfortable with the bent, either really is fine.

• Go back to the Introduction (Part I)
• Go forward to Conservation and Storage of Documents (Part II)
• Go forward to Conserving Your Digital Photographs (Part III)
• Go forward to Conserving Your Original Photographs (Part IV)
• Go forward to Conservation Resources (Part VI)