In "Along Those Lines …" this week, I want to talk about preservation methods for these important treasures, and perhaps this will help you to look more carefully at what materials you have and whether they might be stored in less-than-ideal conditions.

It is one thing to collect these precious documents as part of your genealogical research. It is quite another thing to store and preserve them sensibly. Look at your collection now. Yes, RIGHT NOW! Are materials stacked in piles on the floor of your office or guest bedroom? Are papers in cardboard boxes in the attic or garage? Are photographs in shoeboxes in the basement? None of these “storage methods” does anything to prevent the deterioration of the materials or to preserve it for posterity.

File folders and cardboard boxes are fine as extremely temporary storage units. Unfortunately, the manila file folders and envelopes, as well as cardboard boxes, are constructed of non-archival-quality materials. Most contain some acidic chemicals. Over even a short period of time, these materials introduce acids that cause the papers you place inside them to deteriorate. The precious family papers absorb the acids and begin to deteriorate. Once removed, the deterioration can even continue until the document disintegrates.

There are a number of alternatives for storage of your family's paper-based heritage. First, if you must store these materials in boxes, invest in archival-safe storage boxes. These are available from a number of companies. Local photographic and some office supply stores may carry these items. If not, contact companies on the Internet.

Binders can provide an excellent storage facility. Make sure they are archival quality, or at least insure that every document is encased in a sheet protector. Binders are portable and easily read. Using top-loading polypropylene sheet protectors, the documents can be handled without fear of deterioration. Binders and sheet protectors are available in 8.5" x 11" and 8.5" x 17" sizes, and unusual-size binders can also be located. A nice feature of using this storage method is that documents of different sizes can be made more uniform for storage and display when inserted into sheet protectors. Some people have suggested taping a small page to a standard 8.5" x 11" notebook page. Tape, however, deteriorates over time, and the adhesive will definitely leave a residue on the document. If you want to mount a document in this fashion, use a piece of acid-free stationery and archival quality photograph mounting corners to mount the document. Then, place the document in a sheet protector.

If you are enclosing a sheet of paper with notes along with the document in the sheet protector, make sure the notes are on an acid-free paper stock too. Make note that most computer printer paper you purchase at the office supply store is not archival quality material.

Newspaper Clippings
The preservation of old newspaper clippings can be difficult. There are several reasons for this. Most important, modern newsprint paper stock was never intended for archival usage. (Some of the paper used in old 19th century newspapers was, however, made with rag stock and has endured for many decades.) Modern newsprint tends to disintegrate quickly. Have you ever left a newspaper in the sun for a short period of time and noticed that it had yellowed? It was actually disintegrating. Add moisture and you have a recipe for extremely rapid deterioration. There are, however, several things you can do to preserve newspaper clippings and/or their content.

1. Make Copies Immediately
Photocopying newspaper clippings admittedly exposes them to a dose of bright light, and light is an enemy of newsprint. However, if you are interested in preserving the content of a newspaper article or clipping, there can be no substitute for a one-time exposure when the clipping is new. Make sure you are copying onto acid-free, archival-safe paper stock. Once done, you will then have a backup copy on a more stable type of paper.

2. Store Them Separately
Never store newsprint with other documents. The acidic nature of the newsprint may contaminate other documents. Stored against another document, over time you will observe the yellowed silhouette of the clipping on the other document, perhaps even with some of the printing bleeding onto the other document. This is an excellent example of acidic transfer. Even storing newsprint and other, acid-free documents in the same container over time may contaminate the acid-free papers and damage them.

3. Store Them Safely
Selecting the proper storage medium and the proper place is essential to preserving newsprint materials for long periods. Heat, light and moisture are detrimental to newsprint, so make sure you choose a cool, dark, and dry place for the storage of these items. Make certain you store the items in acid-free, archival-safe materials. Your best choice is to place these flimsy, fragile clippings inside another container for storage. Don't rely on common business envelopes and manila file folders for this purpose. Depending on the manufacturer, these items may not be acid-free, and may ultimately destroy the newsprint. Polypropylene sheet protectors are great for this purpose. Check with a professional stationery printer or a reliable office supply store for acid-free envelopes, folders, or sheet protectors. Store your clippings in these materials. Also, once you have sheathed the materials, you may want to store them vertically in binders or flat in the archival storage boxes used for photographs. There are a number of companies that provide quality, archival-safe storage containers. (See the list below.)

Professional conservators also use acid-neutralizing sprays on some newsprint materials to stop the acidic decomposition. Professional framers, for instance, neutralize acidic decomposition of art prints that have been mounted using poor-quality matting. Check with a professional art framing company or with the conservators at your state archives for advice.

Photographs
Photographs present special preservation challenges. Depending on the era in which the photograph was made, the type and quality of materials used will vary. Some photographs are highly light sensitive and must be stored in dark and dry conditions. Some may have been mounted on cards of archival quality, while others were not. The quality of photographic paper and the chemicals used may be high or poor, depending on age. In more modern times, the use of color film and processing doesn't lend itself to long-term storage. Worse yet, the “magnetic” photo albums used in the 1970s and 1980s may not have used acid-free mounting stock, or the plastic sheets or sleeves may have emitted PVC or other chemical contaminants.

Wherever and in whatever container your photographs are stored, go take a look at them. NOW! If they are in cardboard cartons and shoeboxes, you need to take immediate action. If they are fading (or turning black), if the paper is beginning to crumble, or if the card stock is discolored, you have a real problem. Photographs should be stored in cool, dry conditions, in acid-free, archival-quality storage boxes, and they should be protected from direct sunlight. If there are special photographs you want to frame and display, have professional copies made and store the original in your archive. If you want to organize your family's photographic treasures into albums, there are many sources for archival quality albums of all shapes and sizes. If you see an album in a retail store and it is not labeled as archival-quality, acid-free, or PVC emission-free, don't take a chance.

Resources for You
These are family treasures you're dealing with, and you want to be certain they endure. Many places on the Web contain details about the preservation of paper documents, newsprint items, and photographs. Using your favorite Web search engine, search for keywords "archival quality" and "preservation" and you will locate many informational resources. One of the best collections of articles is at the Library of Congress' Web site. Please look at:

http://lcweb.loc.gov/preserv/care/paper.html
ttp://lcweb.loc.gov/preserv/care/newspap.html
http://lcweb.loc.gov/preserv/pubscare.html#photo

There are many places you can obtain archival-quality storage materials. Check with your local office supply and photographic supply stores, and always look for materials labeled as archival quality. If you aren't sure, don't buy them.

The best archival materials are also available on the Web. The following are just a few of the companies that manufacture or sell them.

Light Impressions
http://www.lightimpressionsdirect.com/lightimpressions/index.icl

Creative Memories
http://www.creative-memories.com/index.asp

20th Century Direct
http://www.20thcenturydirect.com/

E. Gerber Products, Inc.
http://www.egerber.com/Default.asp

Pioneer Photo Albums, Inc.
http://www.pioneerphotoalbums.com/

You have a responsibility to preserve your family's treasures for future generations. Take the time to examine the materials you have collected or that have been bequeathed to you. Check their condition, and consider how they really should be stored. And please invest the time to learn more about the preservation of these irreplaceable treasures, and take the steps to care for them properly. Your family will be forever grateful to you.

Happy Hunting!

George

George G. Morgan is a proud member of the Council of Genealogy Columnists. He would like to hear from you at atl@ahaseminars.com, but due to the volume of e-mail received, he is unable to answer every message. Please note that he cannot assist you with your individual research. Visit George’s Web site at http://ahaseminars.com/atl for information about speaking engagements.