Letters, newspaper clippings, and original documents or facsimiles all need special care to ensure their preservation. First, consider the environment. Is the temperature too hot or too humid? Is there bright light or too much dust? Light and dust may be kept out by placing documents in a storage container, but temperature and humidity are not as easily controlled.

High heat and humidity accelerate chemical deterioration and result in brittle paper. Thus, the best storage environment for paper is 55 degrees Fahrenheit and 40% relative humidity. Because few people have cool, dry vaults to store paper, 68 to 72 degrees Fahrenheit is acceptable as long as there is no more than two degrees fluctuation. Sometimes a closet offers the best storage area. It is neither too hot (like an attic in the summer) nor too damp (like a basement year round). If the humidity is too low, the paper fibers will lose flexibility, and if it is too high, mold can grow.

Proper environmental conditions can prolong the life of paper, but what about the paper itself? Is it flexible or brittle? If it is brittle and breaks when folded in the same place more than four times, it should be reformatted or copied and then permanently stored. The easiest method of reformatting is photocopying the original on acid-free, alkaline buffered paper. Store the original in a clear, polyester sleeve and kept it away from light, heat, and humidity using it only when absolutely necessary. Document scanning is gaining popularity but remember that the resulting computer file will need its own backup to ensure longevity. If you scan the document make a print copy on archival paper.

If the document is not brittle, check for acidity. Acid paper loses flexibility over time but can be deacidified to halt the process. Using a pH pen, determine if the pH is 7.0 or above. If the paper is considered alkaline, storage in an acid-free folder should be sufficient. If it is under 6.0, the paper is acidic and should be deacidified (solutions are available commercially but should be used with care). Inks can bleed if not painstakingly checked prior to treatment. If you have any doubt, consult a conservator.

A variety of products are available that make storing and handling documents very easy. One of the nicest storage solutions on the market is the polyester sleeve. It is clear and comes with an opening at the top or side so that a document can slide into it. The document can then be held without getting finger oils or dirt on the paper and may be viewed from both sides. Some sleeves have a punched tab that allows them to be filed into acid-free, three-ring binders. Polyester sleeves are especially recommended if you have fragile or brittle paper. The static charge holds the paper in place and gives good protection.

Another storage option is a paper sleeve. This is recommended for items that are not fragile and will be rarely viewed. Because you cannot see a document in a paper sleeve, it must be removed, placing physical stress on the item. The advantages of paper sleeves are the protection from light and, unlike polyester sleeves, no extra storage containers are needed.

Sleeves, whether polyester or paper, can be stored in folders or boxes. Acid-free, alkaline buffered boxes and folders will prevent acid from migrating from one item to the next. Some products on the market are available that act as a molecular sieve and remove acid from the air in the box. However, these containers must be kept airtight or they will lose their effectiveness.

Many products are available for archival storage. The following list of suppliers is a good starting point for selecting sleeves and boxes. Catalogs can also be an important source of how-to information. If further assistance is needed, contact a conservator. The American Institute for Conservation of Historic and Artistic Works (AIC) can provide information and a list of conservators.

Suppliers:
American Institute for Conservation of Historic & Artistic Works
202-452-9545

Archival Products
800-526-5640

Conservation Resources
800-634-6932

Gaylord
800-448-6160

Hollinger Corporation
800-634-0491
hollingercorp@interserf.net

Light Impressions
800-828-6216

University Products
800-628-1912

Articles in this Series
Part 1: Photos, by Karen Frisch

Part 2: Paper, by Barbara Sagraves

Part 3: Books, by Joan Nay

Part 4: Textiles, by George G. Morgan

Part 5: Other Treasures, by Miriam Plans

Barbara Sagraves works as Preservation Services Librarian at Dartmouth College Library. She resides in New Hampshire and is the author of A Preservation Guide: Saving the Past and the Present for the Future.