In the second of our Preserving Archives blog, we’re following on from our tips on handling, packaging and storing Great Aunt Bessy’s birth certificate and now we’re going to talk about digitising, displaying and repairing your precious archives.
Digitising
Thinking about digitising some of your archive is a great idea. It means you can share documents with the family line in New Zealand, prevent over-handling of very fragile items, and can display photographs without the risk of them fading. You can employ a company to digitise your archive (DHC, for example, can provide this service for a reasonable fee) or you can digitise them yourself.
Tip 1. It is important to handle your documents carefully and never use an automatic feed scanner. Flat-bed scanners are suitable for photographs and paper but be careful not to crush documents or crease them if they do not fit on the bed. Books should never be placed on a scanner as it can break the spine. Support the open book and use a camera from overhead.
Tip 2. Make sure you add the correct metadata – this is all the information your grand-niece Myrtle would want to see in 50 years from now; where, who, when
Tip 3. Back up your images. When you leave your laptop on the train, you’ll be glad there’s a hard drive with all your photos on at home.
Displaying
Unfortunately, it is the sad truth that all light; daylight, lightbulbs and UV-free bulbs, at any level, will all irreversibly damage your archives. However, we can’t keep our archives locked in a darkened room forever, we want to see and enjoy them. Whilst sporadic ventures into the light won’t damage your archives too much, framing and hanging them on a south-facing wall opposite a window will mean your precious documents won’t survive very long.
Tip 1. Display a copy. Having spent time carefully digitising your favourite archives, it makes sense to have them printed out and displayed around your house. And when these images fade, you have the digitised image from which to print another copy (and the original safely stored to digitise again when you lose your laptop and have forgotten to back it up!)
Tip 2. If you absolutely must display an original, invest in ‘Conservation’ or ‘Museum’ grade framing. This will include archival, acid-free mountboard and UV filtering glass or acrylic. Avoid sunlight and fluorescent lighting as they contain higher levels of UV light.
Repairing
Many fragile or lightly torn documents can be supported with good packaging and do not require repairing. We cannot stress enough the damage you can potentially do to your archives by carrying out your own repairs – remember the Spanish Jesus painting?
‘Repairing’ documents with sticky tape or by laminating them can cause irreversible damage. Tape and laminating pouches deteriorate – the adhesive will discolour and the plastic will shrink and warp. Adhesives can also cause inks to bleed. Please don’t do it – future generations won’t thank you for it!
Tip 1. Support fragile documents with archival folders or polyester sleeves
Tip 2. Most Conservators will provide a free treatment proposal so you can find out what work might be required to stabilise your damaged archive and have time to think about your options. They can also provide you with advice about packaging and digitisation.
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We hope this has given you some inspiration to have a go at preserving your own family archive, and if you have any queries, the team at DHC will do their best to help!