4. Knowing your collection
• What type of material do you
have?
• How much do you have?
• Is it in good or bad condition?
• Are some items more
important or valuable than
others?
• Does the material need to be
better organised?
• What resources do you have?
6. Level 1: Storage Location
Where is your collection stored? What are the risks?
7. Level 2: Storage Building
Buildings chosen for records storage should:
• Be well constructed and secure
• Be fully weatherproof
• Have good drainage
• Be well maintained
8. Level 3: Storage Room
Rooms chosen for records storage should:
• Have no external walls.
• Have cool, dry, stable conditions
• Be away from known risks
• Have reduced light levels
• Be secure
• Have functional fire and smoke detection systems
• Be subject to good housekeeping practices.
9. Level 4: Storage Furniture
Do:
• Give easy access
• Have clear labelling
• Use shelves made of coated metal
• Start shelves 150 mm off the floor
• Have tables nearby
Don’t:
• Store items on outer walls
• Use the top of shelving units
• Store items on the floor
10. Level 5: Housing
• Use only archival materials – see our website for
information
• Think about your storage location and environment and
how this will impact on your requirements for packaging
• Package appropriately for the format, and for easy
access
• Poor packaging can be worse for a collection than no
packaging
• Repackage anything that is currently poorly housed
• Extra paper and card packaging can be used as insulation
inside boxes containing collection items
11. Level 5: Housing
Oversized items
• Large items should be stored flat in folders,
Solander boxes or portfolios
• Plan cabinets are preferable to open
shelving
• Interleaving or encapsulating items is
recommended
• Very large items can be rolled individually
around cores
12.
13. Using storage levels
Levels 3 and 4
the storage
environment or
room, and
shelving
Level 5
holds several objects together as a group, e.g.
a box, and wraps around or encloses an
individual object, e.g. a folder around a file.
If Level 5b is
Archival
Archival
Not archival
Not archival
And Level 5a is
Archival
Not archival
Archival
Not archival
Then Levels 4
and 3 are
Less important Important
Important
Extremely
important
Ideal storage: Level 3 fully controlled stable conditions, Level 4 inert materials and Level
5 archival
14. Storage – Environment
• Most materials in archival collections like
cool, dry, stable conditions.
– Stability is important
– Ideal conditions:
• 20°C ± 2°
• 50% relative humidity ± 5%
• Make sure there are no humid spots where
mould can grow.
• Reduce dust and pollution
Paper cockled (wobbly) from
too many changes in humidity
15. Storage – Light
• Light = heat + UV; causes extreme and irreversible damage.
• Most changes are slow and not obvious, so it is difficult to know they are
occurring.
• Paper will go yellow or brown and turn brittle.
• Dyes will fade.
• Block sunlight in storage areas, using curtains or blinds
• Turn off lights when storage area is not in use
• Store vulnerable items in opaque containers
16. Storage – Pests and Mould
• Insects eat organic materials.
• Mice, rats and birds can also damage collections.
• Moulds digest and break down the materials they
feed on.
• Mould can be hazardous to your health.
• Learn about and practise Integrated Pest
Management
• Monitor your storerooms
• Store items in closed containers
• Practise good housekeeping in storage and
work areas
• Keep humidity below 65%
17. Handling and Use
Do:
Don’t:
• Insist on clean hands
or gloves
• Keep work areas
clean and free from
clutter
• Store vulnerable
items so they can be
protected while
viewed
• Make working copies
of very fragile items
• Use supports to carry
items
• Make items easy to
locate and retrieve
• Eat or drink in storage
areas or work areas
• Use document
feeders to photocopy
fragile material
• Pack items too tightly
into boxes or shelves
• Use pen on or near
original material –
always use pencil
• Use post-it notes,
plastic flags or PVC
paperclips on original
material
18. Security
•
•
•
•
•
•
•
•
•
•
•
Supervise the reference area
Ensure twenty-four hour protection
Separate the reference and storage areas
Do not leave materials unattended or exposed
Require researchers to register
Institute a borrowing system to track materials
Restrict the amount of material a researcher
can use at one time
Don't let researchers bring large bags
Explain your research rules, restrictions, and
facilities on a sign or handout
Don't allow archival material to leave the
premises
Examine records after use
19. Disasters
Some obvious disaster scenarios are
flood, fire and earthquake.
Large outbreaks of insect, pest or mould
activity also count as disasters.
Create a Disaster Preparedness Plan
Store your collection safely
Monitor your collection
Monitor the storage areas
Regularly clean storage areas
Keep disaster response materials handy
Flood at Uni of WA, 2010
Example of disaster bin
20. Monitoring your collection
• Check storage area regularly
for insects and environment
– Insects: sticky traps
– Environment: data loggers or
non-recording monitors for
temperature and relative
humidity
• Check items regularly for
mould, insect and other
damage.
21. If you discover a problem
•
•
•
•
•
Pests: sudden increase in numbers or types
Mould: new growth
Environment: unusual fluctuations or high/low humidity
Disaster: leaking roof, fire damage
Security: lost or stolen materials
• Determine what has changed since last normal
results/readings
• Rectify if possible, or call for help
• Consult your Disaster Preparedness Plan
22. Help and information
• Follow your organisation’s disaster plan
• Check information sheets at national and state
institutions
• See useful web links on your handout
• Contact a conservator – find them via the
AICCM website (www.aiccm.org.au)
Notas do Editor
Further levels include the building and its location.