Best Practices for Archival Storage: Materials and Planning Essentials

Proper archival storage is one of the most critical aspects of archival preservation. In addition to housing collections in a dedicated archival storage room, using suitable storage materials and enclosures helps protect archival collections from environmental damage, physical wear, and chemical deterioration.

With various materials available—such as acid-free boxes, folders, and polyester sleeves—understanding how to choose the most appropriate storage solutions for different archival materials is essential for any archivist. Best practices for selecting archival-quality storage materials address the unique needs of various media types and guide the creation of storage plans.

The Resilience of Archival-Quality Storage Materials

The primary purpose of archival storage is to create a stable environment that minimizes the risk of damage from external factors, such as light, temperature fluctuations, and handling. Archival-quality materials meet these needs by being constructed with properties that prevent chemical interactions and deterioration over time.

For example, acid-free boxes and folders prevent the acidity found in standard paper products from transferring to archival documents, which can cause yellowing and brittleness. Similarly, polyester sleeves house photographs and delicate items because they provide physical protection while preventing exposure to dust and pollutants. Choosing the proper storage solutions ensures that collections are preserved in optimal conditions, prolonging their lifespan, and maintaining their accessibility for research.

Selecting Optimal Storage Materials by Item Type

When selecting storage materials for archival items, consider the physical and chemical characteristics of the housed items. Different media types require tailored storage solutions that address their specific preservation needs. Use acid-free and lignin-free folders, boxes, and sleeves for paper-based materials. Acidic storage materials can lead to yellowing, brittleness, and paper degradation over time. It is advisable to look for items labeled as “buffered;” these contain an alkaline reserve to counteract the acidity in the paper.

Archival Storage for Documents

To enhance the preservation of documents, using acid-free folders to separate them is beneficial, as it prevents rubbing or creasing. Additionally, letter- or legal-sized documents should be stored upright in acid-free boxes, while oversized materials like maps or posters require flat storage boxes. Fragile documents can be protected further using Mylar or polyester sleeves, ensuring they are well-supported and shielded from damage.

How to Store Photographs and Negatives

Photographs and film-based negatives are especially sensitive to light, temperature, and humidity. Enclosures made from stable, inert plastics such as polyester or polyethylene are ideal for storing photographs, as these materials do not react with the image’s surface. Paper enclosures should also be acid-free and lignin-free to prevent harmful chemical interactions.

Using unbuffered paper enclosures for photographs is important, as buffering agents can adversely interact with the photo’s emulsion layer. Furthermore, storing photographs and negatives in cool, dry conditions—ideally at a temperature of 65°F (18°C) or lower, with relative humidity levels between 30% and 40%—will help maintain their integrity. Four-flap enclosures or individually sealed sleeves can provide additional protection against handling and environmental fluctuations.

Proper Storage of Books

Books and bound volumes can be stored upright on shelves or flat, depending on their size and condition. Acid-free book boxes or covers safeguard delicate volumes from dust and light exposure.

When handling fragile or tightly bound books, archival book supports or cradles prevent damage to the spine. Avoid overcrowding books on shelves, as this can cause warping and deformation. Rare or fragile books should be placed in individual clamshell boxes for extra support and protection, while oversized or heavy books should be stored flat to avoid straining the spine and cover.

Preserving Audiovisual Materials

Audiovisual materials, including magnetic tapes, vinyl records, and CDs, are vulnerable to deterioration caused by environmental factors and handling. Use storage materials specifically designed for these formats, such as archival plastic cases or enclosures made from inert plastics. Tapes and reels should be stored vertically to prevent warping and uneven tension.

Additionally, keeping audiovisual materials in cool, dry conditions with minimal temperature and humidity fluctuations is crucial for their preservation. Avoid using rubber bands or adhesive labels on tapes and discs, as these can cause chemical reactions that damage the surface.

Archival Solutions for Digital Records

While digital records do not face the same physical threats as analog formats, they still require proper storage and documentation to ensure long-term accessibility. Utilizing high-quality external storage solutions, such as solid-state drives (SSDs) or cloud-based archival CMS, is essential for backing up and storing digital files.

Implementing a robust digital preservation strategy that includes regular backups and multiple storage media is critical. It is also important to use appropriate metadata and file-naming conventions to ensure easy identification and retrieval of digital records. Periodically checking and refreshing digital storage media can help prevent data loss due to format obsolescence or hardware failure.

Developing a Robust Storage Plan

Creating a comprehensive storage plan involves more than just selecting the right materials—it also requires careful planning and organization. Conduct a thorough assessment of the materials in the collection, noting their format, condition, and any specific preservation concerns. Doing so will help determine the types of storage solutions required.

N.B. Proper labeling and documentation are essential for efficient collection management. Use consistent labeling conventions and document storage locations to ensure that items can be easily located and retrieved.

 

Evaluate the effectiveness of the storage solutions regularly and adjust as needed. Collections may require different storage strategies, especially when new materials are acquired, or as environmental conditions change.

Best Practices in Archival Storage Safeguard Cultural Heritage

Choosing suitable storage materials and enclosures is crucial for preserving archival collections and ensuring their long-term accessibility. By understanding the specific needs of different media types and implementing best storage practices, archivists can create stable environments that protect materials from damage and deterioration.

A well-planned storage strategy, proper documentation, and regular evaluation are vital to safeguarding the cultural heritage preserved in archival collections for future generations.