6 Conservation and Security

Conservation and security are vital to the preservation and protection of archival materials. Conservation improves environmental conditions and inhibits the deterioration process; security protects items against theft or deliberate or unintentional damage and destruction. What can you do to improve the physical condition and safety of materials in your archives?

The most important form of conservation is basic prevention, which is within the reach of every archivist. By removing damaging staples or clips, flattening and unfolding papers, storing items in acid-free containers, and handling them carefully, you can often retard the deterioration of archival material without a great investment of time or money. indeed, there is little value in such elaborate techniques as fumigation or deacidification if you do not care for the records properly later.

Listed below are some common hazards in archives and techniques for preventing and controlling them. Do not feel disheartened because you cannot implement every suggestion. Simply be aware of possible dangers and different solutions and try to implement new ideas, methods, and systems as your money, time, and facilities allow.

Temperature refers simply to how hot or cold something is. ideally, the temperature in an archives will not exceed 19 to 20° Celsius (C) (66 to 68° Fahrenheit [F]). Relative humidity (rh) is the amount of water vapour in the air compared with the amount required for saturation (the point where air can hold no more water) at a given temperature. In an archives, the recommended norm is 40 to 45 per cent rh and not above 53 per cent. Too much heat and humidity speeds the growth of mould and increases the chemical deterioration of paper. Hot, dry air makes items brittle and fragile. Even if you cannot achieve the optimum temperature or relative humidity, keep them as constant as possible, because fluctuations can cause more damage than consistently high or consistently low levels.

Consider the following guidelines:

Monitor temperature and relative humidity regularly, even if you are unable to change conditions in the archives. A record of both items will indicate any fluctuations over time and give you a clear idea of the quality of your storage facilities. To measure temperature, install a thermometer in each room in the archives. Check the temperature regularly, preferably at the same time every day. Keep a record of the daily temperatures so you can compare changes in different months and seasons. You can use a hygrometer to measure relative humidity. Inexpensive hygrometers are available at hardware stores.

Establish adequate environmental conditions. Control the temperature and relative humidity in the archives whenever possible, using devices such as humidifiers and dehumidifiers. Such items can be costly, so before considering any purchase, consult with archivists, conservators, and mechanical engineers about the best equipment, correct installation, and proper usage. You may also install fans to circulate or cool air, blinds to cut out sun and lower temperatures, or heaters to raise temperatures. Monitor the temperature and relative humidity regularly to see if any new technique or device is helping or hurting.

Excessive amounts of light accelerate the aging process of archival materials, fading and drying them. Sunlight causes fading, and ultraviolet light, found in some fluorescent lighting, will increase chemical deterioration of paper. Limit the amount of light in storage areas as much as possible.

Consider the following guidelines:

	Store archival materials away from light. Keep them in a windowless room or cover the windows with heavy black curtains and blinds.
	Keep the lights off or low whenever possible and reduce the wattage of bulbs.
	Install ultraviolet filters over fluorescent lighting. These filters are plastic covers that slip over the fluorescent tubes, screening out ultraviolet rays. There are also fluorescent lamps available with built-in ultraviolet filtration. These are more expensive than sleeves but last much longer than regular fluorescent bulbs. Replace fluorescent lighting with incandescent lamps whenever possible.
	Inspect materials regularly, checking for fading or drying. Closely monitor any items stored in the open or without proper containers.
	Wrap materials in archival tissue and box them in lightproof containers if they need special protection.
	Avoid using original items in displays or exhibits. if possible, replace them with copies, either photographic reproductions or photocopies.
	Monitor light levels regularly, measuring visible light and ultraviolet light, and keep a record of changes in light levels. You can use a 35 mm camera to monitor light levels, and groups such as the Canadian Conservation Institute lend equipment to small archives (see the bibliography for more information).

Insects such as cockroaches, silverfish, termites, booklice and bookworms, beetles, and moths all feed on the cellulose and starch in books and papers and other archival materials. They may stain items and eat them. Rats, mice, and other rodents can also find their way into archival materials.

Consider the following guidelines:

	Check incoming material for signs of insects before it is placed into storage.
	Store infested items away from other archival material, until they can be cleaned.
	Never eat or drink in the storage or research areas.
	Keep the archives clean and uncluttered, eliminating dark, warm corners perfect for nesting.
	If necessary, set traps or poisoned baits to catch rodents.
	Contact a conservator or exterminator about cleaning infested material. One way to eliminate bugs, fungus, or mould is to fumigate: exposing the documents to certain chemicals. Fumigation of any type must be done under proper conditions; chemical fumes are hazardous and must be properly ventilated. Remember that fumigation is not a lasting treatment. Proper care and management is still required to keep the records from deteriorating. It is also possible to freeze materials, killing insects without damaging the materials. Consult a conservator before trying this yourself.
	Clean any new building or storage area before you move in. Also have it fumigated if possible.
	Install temperature and humidity controls whenever possible.

Fungi, mould and mildew weaken materials, causing inks to fade, material to fall apart, and brown spots (foxing) to appear. Such growths are caused by moisture in the air.

Acid is the worst enemy of archival materials. Acid is found in sulfur dioxide in polluted air, in lignin in wood pulp, in the products and chemicals used to make paper, in certain types of ink, and in leather bindings. it can also migrate from other materials. Acid can weaken and damage paper and other materials, causing fading, darkening, and chemical deterioration.

Consider the following guidelines:

	Store archival materials in acid-free containers. Using acid-free storage materials is one of the most valuable preventive measures you can take in your archives.
	Remove all clips, staples, pins, string, tape, and other extraneous items from archival material; these may be acidic or rusty. Be careful not to damage the records themselves when removing these items. Use plastic or stainless steel clips if necessary.
	Use metal shelving whenever possible; wooden shelves usually have a high acid content. Wooden shelving may be covered with special paints to reduce acid migration, Contact conservators for information.

Obviously, materials can be damaged or destroyed by fire and by the water used to extinguish the flame. Flooding is also a danger to archival material.

Consider the following guidelines:

	Store flammable liquids, chemicals, paints, and solvents away from the archives.
	Prohibit smoking near archival material or in the storage area.
	Install adequate fire extinguishers, sprinklers, and/or hoses. Have the manufacturer or supplier explain how to use them and ensure that the chemicals are not harmful or toxic.
	Store archival materials above the basement level to reduce the risk of water damage.
	Store materials on metal shelving at least four to six inches above floor level.
	Have the local fire department inspect the archives for fire hazards and suggest preventive measures specific to your building.
	Ensure the wiring and building construction is sound and free of hazardous materials.
	Try not to store materials in a room with exposed pipes, which may burst or leak. Check and repair all defective plumbing and wrap pipes to prevent or reduce condensation.
	Install fire doors or walls, dividing the archives into compartments to confine fires or flooding.

If archival material is damaged by water, either by flooding or from fire control, it can be cleaned and repaired, usually by professional conservators. Damaged books and documents are often frozen while they await treatment, which may involve vacuum drying, fumigation, and cleaning.

Both staff and researchers can damage documents and archival materials by conserving or storing them ' improperly, by spilling food or drink on materials, or by handling items roughly.

Consider the following guidelines:

	Handle archival materials as little as possible. Keep your hands clean and wear cotton gloves.
	Never use ink on or near archival materials.
	Never use any kind of adhesive tape on archival materials.
	Do not add to or write on archival material, except to note an accession or item number; then, write only in soft pencil on the upper right hand corner of any item, preferably on the back.
	Substitute copies, either photocopies or microfilm, for worn, damaged, or sensitive originals.
	Make sure researchers do not mishandle materials, bending, folding, tracing, or writing on them.
	Examine archival materials after use, especially if you suspect damage.
	Store materials securely in folders and boxes, full but not overfilled. Partially empty boxes will cause items to sag and bend; tightly packed boxes will press materials together and cause them to tear as they are removed or replaced.
	Inform researchers and new archival staff of the requirements for handling archival items.
	Dust and clean the storage areas regularly to keep containers and shelving clean.
	Do not laminate documents, sealing them permanently into a plastic enclosure. if papers need to be enclosed in a protective cover, encapsulate them, encasing them in a special plastic container which can be removed at any time.
	Consult with conservators for advice on the care and conservation of damaged materials.

Many conservation activities, such as fumigation or deacidification, are best employed under proper laboratory conditions, with proper equipment and facilities. They are often beyond the scope of small- or medium-sized archives. if your funds and facilities are limited, it is wiser to use your available resources to improve storage conditions for the archives as a whole, rather than providing special treatments for one or two items.

Whatever conservation measure you undertake, never attempt anything without first checking the suitability of the treatment, its effects and side effects, and its potential drawbacks or hazards. Consult with conservators to confirm the appropriate treatment needed for any archival material. In addition, consider the following warnings about conservation.

Do not use any conservation measure, treatment, or programme that:

	cannot be reversed if necessary
	cannot be used properly or according to instructions
	will not last a sufficiently long time
	is harmful to people, either during the treatment or in the residue left on the paper
	changes the physical property of the archival material in any way (the colour of the paper, for example, or its shape)
	dissolves or damages any part of the archival material

Always examine carefully any conservation treatments and products to be used. Read as much as possible about their uses and effects and consult with conservators for advice whenever possible. When in doubt, do not attempt any treatment. In some cases, it is better to do nothing at all other than provide proper storage, rather than undertake an uncertain conservation treatment which may cause further damage.

In addition to implementing any of the above conservation measures, you may also decide to establish a disaster plan. What will you do in the event of a disaster such as fire, flood, or earthquake? What can you do to prevent disasters? What is the best treatment for damaged records? Are there people in the community who will assist in an emergency? Disaster plans outline not only what to do with damaged material but also how to protect vital or essential records from destruction.

A disaster plan should include:

	information about how to prevent a disaster. For example, if certain rooms in your building are susceptible to flooding, establish a policy never to store records there, regardless of space restrictions elsewhere.
	information about what to do during a disaster. Keep a list of the names and telephone numbers of people to contact in an emergency and a checklist of action to take, such as moving boxes, shutting off water, and so on.
	a description of various recovery procedures you may take. if papers are water damaged, for example, how and when will you dry them? To save papers, they need to be treated within 48 hours, or they can be frozen until you can care for them. Photographs must be dried or frozen within 72 hours.
	a list, in order of priority, of the materials in your archives requiring protection or salvage. This list should include not only vital historical records but also finding aids such as accession records, catalogues, and other valuable descriptive and administrative records. Also include any collections of cultural or monetary significance.
	a list of suppliers, conservators, and available facilities for storing or repairing damaged materials. include names, addresses, and telephone numbers and keep this list up to date.
	a list of staff and volunteers, including their home telephone numbers.
	a list of any resource people you can call for advice.

Keep all the information in your disaster plan current and keep copies separate from the archives, perhaps at home or in another easily accessible place. in the event of a disaster or emergency, follow your list or priorities but don't forget to care for the rest of the material in the archives as soon as the vital records are safe. (For more information on disaster planning, see the bibliography).

Evaluate and improve the security measures in your archives whenever possible. After all, the material in your care is unique and irreplaceable, and some of it may have significant monetary value. Even the smallest archives needs to secure facilities and holdings against theft, vandalism, and physical damage.

To reduce the chance of theft or vandalism in your archives, observe the following points:

	Always supervise the reference area, serving as both witness and visual deterrent.
	Ensure some means of twenty-four hour protection for the archives: guards, alarm systems, locks, bars on windows.
	Try to divide the reference and storage areas and do not allow researchers in the storage areas.
	Do not leave materials unattended or in exposed locations, such as corridors or hallways, unlocked administrative offices, or in an unattended reference area.
	Require researchers to register, providing name, address, signature, and research interests. (For more information, see Chapter 13.)
	If research use is high, institute a call slip system, writing down each request for material on a retrieval form, including the item requested, the person wanting it, and the date. Also include the archivist's initials and when the material was taken and returned. This creates a detailed record of each loan, in case a loss from a box or file is not noticed for some time. Keep these papers for as long as needed. (For more information, see Chapter 13.)
	Restrict the amount of material a researcher can use at one time to lower the chance of confusion and potential loss.
	Don't let researchers bring large packs or cases into the reference area. Provide an area near the entrance for coats, bags, and briefcases.
	Explain your research rules, restrictions, and facilities on a sign or handout so that all researchers are aware of them before they enter the research room. (For more information, see Chapter 13.)
	Don't allow archival material to leave the archives premises without your permission.
	Never allow food, drink, smoking or pens into the reference area. These can only damage materials. If you can afford to, provide pencils for users to work with and don't expect them to be returned.
	Make security copies of all finding aids you produce, and store these in a separate location.
	Examine records after use if you suspect they may have been damaged or abused.