The Importance of Good Storage for Heirlooms, Documents, etc.

[PrueM]

The importance of storage: Part 1

This is a handout I made for some Museum Studies students, which I thought might be helpful for Rootschatters   Please reply on topic if you have any questions.

What is “storage”?
•   Storage refers to any system used for keeping cultural materials.
•   It includes the storeroom or storage area as well as any packaging, housing or containers.

Why is it important?
•   Good storage is one of the most important aspects of keeping a collection safe.
•   Protects items from many of the agents of deterioration
•   Makes it easy to physical store items and therefore easier to find and retrieve them

What is “good storage”?
•   Storage that is appropriate for the type and potential use of an item.
•   Storage that comprises archival/museum/conservation quality materials/conditions.
•   Storage that provides protection from deterioration/damage.

Appropriate storage
•   Storage systems for any type of item should ideally consist of three layers: 
     1.  in direct contact with the item (e.g. a folder, wallet, wrapping)
     2.  surrounding the first layer – may contain one or more items (e.g. box, large folder)
     3.  containing the collection, or part of it (e.g. a cupboard or room)

Layer 1
•   The first layer in a storage system is a means of containing individual items, protecting them from each other and from too much handling, and identifying each item.
•   In the case of papers, pamphlets, archives etc. this may be a folder or wallet.
•   For 3D objects it may be tissue paper, cloth or a solid foam.

Layer 2
•   The second layer may contain one or more items within their individual packaging.  It will keep related items together, make them easier to store and handle, and protect them from handling damage, water, smoke, dirt, dust, insects and pests.
•   Usually a box or folder.
•   Should hold items still within the packaging, so they don’t move around and get damaged.

Layers 1 and 2, when used correctly together, provide an insulated microenvironment which means that it becomes less necessary for Layer 3 (the storage area) to be maintained at optimum levels.

Layer 3
•   The third layer is the storage area, whether this is one cupboard or a whole room.  It serves to keep the collection protected from the outside environment, and to have an organised place in which to store collection items so they can be located and kept easily and safely.

Continued in next message...Part 2!

[PrueM]

The importance of storage: Part 2

How to use the layering system
The success of the system is dependent on the quality of each layer and its relationship to the others.  At its simplest:
•   Layer 1 is the most important layer.  This packaging is in contact with the object, so this is where you need to spend money on the best quality materials you can afford.
•   Layer 2 is less important, as long as Layer 1 is of good quality.  Should still get the best quality possible.
•   Layer 3 is least important, but only if you have been really thorough with Layer 1 and Layer 2.
•   The reverse is also true:  if you do not have ideal packaging in layers one and two, you must have ideal conditions at layer 3.
•   The following table indicates the final storage conditions you would achieve if you combined different quality materials and techniques for each layer – NB this is just an indicator, not a prescription:

Layer 1	Layer 2	Layer 3	Storage conditions
Ideal	Ideal	100% controlled	Ideal
Ideal	Ideal	Not controlled	Adequate
Poor	Ideal	100% controlled	Adequate
Poor	Poor	100% controlled	Adequate
Poor	Poor	Not controlled	Poor

Materials for packaging and storage
•   There are many suppliers of archival materials.
•   Archival materials are also known as museum quality, conservation quality etc.
•   Materials made from paper or board should be lignin-free, free of alum-rosin sizing and optical brighteners, be pH neutral or slightly alkaline.
•   Materials made from plastic should be made from polyester, polyethylene or polypropylene.  Polystyrene foam is OK as packaging, but preferably not in direct contact with objects.  Polyvinylchloride (PVC) is not to be used.
•   Fabrics should be either cotton (white flannel or cotton jersey) or synthetic (such as Parsilk, Stabiltex, Tetex).  Wool should not be used.
•   Do not rely on the term “Acid Free”.  It is not necessarily an indicator of archival quality!  In many materials labelled “acid free”, acids are not the problem, anyway.  See http://www.rootschat.com/forum/index.php/topic,573168.0.html for more info.

How to pack items into a box
•   Don’t pack too much into a box.
•   If you don’t have enough to fill a whole box, pack out the box with materials such as crumpled archival tissue, bubblewrap, or expandable zig-zags made from corrugated archival card.

Storage area
•   Ideal conditions for most organic materials:  Temp 18-22°C, RH 45-55%. 
•   If this cannot be maintained using airconditioning, try to find a well-insulated space that will stay as stable as possible.
•   Most materials like cool, moderately dry, stable conditions – what is comfortable for humans.
•   Don’t use a space that is prone to water leaks.
•   Make sure there are no humid spots where mould can grow – use a fan to move air around.
•   Storage area should ideally have no external walls.
•   Keep the area clean and do not allow food or drink within the storage area.