VMGA Vermont Collections Care Programs

Why are My Records Falling Apart?

A combination of environmental factors in conjunction with pests and public access makes the life expectancy of records and archives decrease dramatically. An awareness of what these issues are and how they interact with each other is necessary to minimize damage. A concerted effort to reverse poor environmental and storage conditions, proper handling, and appropriate conservation treatments will add to the long-term preservation of collections. The success of these efforts is a collaborative effort between those who hold records and archives in public trust and those who use these collections on a daily basis for research.

The five major agents of deterioration for any type of collection are as follows:

Light
Temperature
Humidity
Pests
Humans

Resources:

Basic Handling Techniques for Works of Art and Historic Objects. Lori Van Handel

Preserving Archives and Manuscripts. Mary Lynn Ritzenthaler, Chicago: The Society of American Archivists, 1993.

Society of American Archivists

Northeast Document Conservation Center, Technical Leaflets on-line

Light Damage Facts

Light damage can catalyze damaging chemical reactions in organic materials, which will lead to structural failure in the future.

Light damage is cumulative and irreversible.
The rate and amount of damage correspond to the quantity and quality of the light falling on the object.
Some materials are more susceptible to light damage than others.

Recommendations:

Limit the exposure to light. Books and archives don't need to see each other! Put the vault or storage area lights on a separate circuit so they can be turned on as needed.
Put in an infrared beam across the vault doorway to activate the interior lights if the public uses the vault. When not in use, the lights will stay off.
Pull the shades on the window during the closed hours of the office. This helps with light damage, security, and build up or loss of heat.
If certain documents are being photocopied a lot, then make a good copy to use as a master and don't allow copies made of the original unless it's absolutely necessary.

Resources:

Protecting Works of Art from Damage by Light. Judith Walsh, 1991. Copies can be obtained by calling Tru Vue, Inc. at 1-800-621-8339 for free.

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Temperature Facts

Temperature effects the rate of chemical reactions in organic materials.
Above 75 degrees F in combination with high levels of relative humidity cause mold to grow.
High temperatures desiccate paper and make it brittle.
Low temperatures are generally OK for cellulosic materials.

Recommendations:

Monitor temperature to know what's really going on in storage or in your vault.
Mitigate high temperatures with fans or air-conditioners.
Avoid drastic changes in temperature.

Resources:

"The Environment: Monitoring Temperature and Relative Humidity". Northeast Document Conservation Center Technical Leaflet.

Onset dataloggers

Return to top

Humidity Facts

Relative humidity is water and its presence is temperature dependent
Water is critical in "acid" formation.
Above 60% relative humidity in combination with elevated temperatures, will grow mold.
Moisture can be added intentionally, accidentally, gradually or with a change in temperature.

Recommendations:

Monitor the environment to see what equipment or conditions are needed to mitigate the present situation.
Use a dehumidifier if levels are above 55%.
Fans will help to keep the air circulating preventing moisture to develop on cool surfaces.
Drop the interior temperature during the winter months to help keep the level of relative humidity elevated.

Resources:

In addition to the Temperature section VMGA Lending Library has several books on this topic
The Museum Environment. Gary Thompson, 2nd edition, Butterworth-Heinemann, 1994.

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Pest Damage Facts

When you see evidence of pests, damage has already occurred.
Casual spraying of insecticide doesn't cure the problem and puts chemicals into your collections.
Most insect and rodent damage can be reversed successfully though it is costly.

Recommendations:

Place sticky traps in corners and monitor traps monthly for insects in the area. Be pro-active!
Identify the cause of the infestation and the bug type. Removing the cause will often eradicate the pest.
Save insects in a film canister or plastic baggie for proper ID. Don't squish the bug as all squished bugs look alike!
Isolate new collections and donations in clear plastic bags and observe for two weeks before placing into the permanent stacks or archives. If live insects are found, freeze items.

Resources:

Storage of Natural History Collections: Ideas and Practical Solutions. Rose & deTorres, ed., 1992.

Integrated Pest Management in Libraries and Museums. Michael Trinkley.

Return to top

Human Damage Facts

Improper handling of records and archives will cause permanent damage.
Food and drink should not be allowed in workspaces.
Use only pencil when working around valuable documents.
Clients working in storage vaults and small storage rooms will raise the level of relative humidity and temperature drastically.
Theft of documents and records with poor security and improper supervision.

Recommendations:

Educate the public on the proper care and handling of public records and archives.
Provide a secure area for the records and archives to be used by the public.
Require all users to sign in and out.
Continue to improve storage through the purchase of good-quality archival materials and up grading of the environmental conditions.

Resources:

"Suggested Care and Handling Guidelines for the Public", MJ Davis, VMGA Project Director

"Handling Kit for Public Records", MJ Davis, VMGA Project Director

"Researcher Registration Form", Polly Darnell

Return to top

Return to Preservation Options Introduction


		Why are My Records Falling Apart? A combination of environmental factors in conjunction with pests and public access makes the life expectancy of records and archives decrease dramatically. An awareness of what these issues are and how they interact with each other is necessary to minimize damage. A concerted effort to reverse poor environmental and storage conditions, proper handling, and appropriate conservation treatments will add to the long-term preservation of collections. The success of these efforts is a collaborative effort between those who hold records and archives in public trust and those who use these collections on a daily basis for research. The five major agents of deterioration for any type of collection are as follows: Light Temperature Humidity Pests Humans Resources: Basic Handling Techniques for Works of Art and Historic Objects. Lori Van Handel Preserving Archives and Manuscripts. Mary Lynn Ritzenthaler, Chicago: The Society of American Archivists, 1993. Society of American Archivists Northeast Document Conservation Center, Technical Leaflets on-line Light Damage Facts Light damage can catalyze damaging chemical reactions in organic materials, which will lead to structural failure in the future. Light damage is cumulative and irreversible. The rate and amount of damage correspond to the quantity and quality of the light falling on the object. Some materials are more susceptible to light damage than others. Recommendations: Limit the exposure to light. Books and archives don't need to see each other! Put the vault or storage area lights on a separate circuit so they can be turned on as needed. Put in an infrared beam across the vault doorway to activate the interior lights if the public uses the vault. When not in use, the lights will stay off. Pull the shades on the window during the closed hours of the office. This helps with light damage, security, and build up or loss of heat. If certain documents are being photocopied a lot, then make a good copy to use as a master and don't allow copies made of the original unless it's absolutely necessary. Resources: Protecting Works of Art from Damage by Light. Judith Walsh, 1991. Copies can be obtained by calling Tru Vue, Inc. at 1-800-621-8339 for free. Return to top Temperature Facts Temperature effects the rate of chemical reactions in organic materials. Above 75 degrees F in combination with high levels of relative humidity cause mold to grow. High temperatures desiccate paper and make it brittle. Low temperatures are generally OK for cellulosic materials. Recommendations: Monitor temperature to know what's really going on in storage or in your vault. Mitigate high temperatures with fans or air-conditioners. Avoid drastic changes in temperature. Resources: "The Environment: Monitoring Temperature and Relative Humidity". Northeast Document Conservation Center Technical Leaflet. Onset dataloggers Return to top Humidity Facts Relative humidity is water and its presence is temperature dependent Water is critical in "acid" formation. Above 60% relative humidity in combination with elevated temperatures, will grow mold. Moisture can be added intentionally, accidentally, gradually or with a change in temperature. Recommendations: Monitor the environment to see what equipment or conditions are needed to mitigate the present situation. Use a dehumidifier if levels are above 55%. Fans will help to keep the air circulating preventing moisture to develop on cool surfaces. Drop the interior temperature during the winter months to help keep the level of relative humidity elevated. Resources: In addition to the Temperature section VMGA Lending Library has several books on this topic The Museum Environment. Gary Thompson, 2nd edition, Butterworth-Heinemann, 1994. Return to top Pest Damage Facts When you see evidence of pests, damage has already occurred. Casual spraying of insecticide doesn't cure the problem and puts chemicals into your collections. Most insect and rodent damage can be reversed successfully though it is costly. Recommendations: Place sticky traps in corners and monitor traps monthly for insects in the area. Be pro-active! Identify the cause of the infestation and the bug type. Removing the cause will often eradicate the pest. Save insects in a film canister or plastic baggie for proper ID. Don't squish the bug as all squished bugs look alike! Isolate new collections and donations in clear plastic bags and observe for two weeks before placing into the permanent stacks or archives. If live insects are found, freeze items. Resources: Storage of Natural History Collections: Ideas and Practical Solutions. Rose & deTorres, ed., 1992. Integrated Pest Management in Libraries and Museums. Michael Trinkley. Return to top Human Damage Facts Improper handling of records and archives will cause permanent damage. Food and drink should not be allowed in workspaces. Use only pencil when working around valuable documents. Clients working in storage vaults and small storage rooms will raise the level of relative humidity and temperature drastically. Theft of documents and records with poor security and improper supervision. Recommendations: Educate the public on the proper care and handling of public records and archives. Provide a secure area for the records and archives to be used by the public. Require all users to sign in and out. Continue to improve storage through the purchase of good-quality archival materials and up grading of the environmental conditions. Resources: "Suggested Care and Handling Guidelines for the Public", MJ Davis, VMGA Project Director "Handling Kit for Public Records", MJ Davis, VMGA Project Director "Researcher Registration Form", Polly Darnell Return to top Return to Preservation Options Introduction