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