Caring for your own documents

These general guidelines are provided mainly for the benefit of corporate custodians of historical records such as local Church of England parishes and Medway Council departments, for whom they are obligatory. They may be of interest to other owners and members of the public who are looking for informal advice.

Custodians outside the area covered by the collecting policy of Medway Archives should refer to their nearest archives office given in the on-line repository listing published by the Royal Commission on Historical Manuscripts at:
http://www.hmc.gov.uk/main.htm

The following web sites may be of interest:

http://www.pro.gov.uk/about/preservation/conservation/guides.htm and http://palimpsest.stanford.edu/.

Storage and use of documents

Archival books and documents should be kept in a secure, fire-proof safe or be deposited in Medway Archives by prior arrangement with the borough archivist ( archives@medway.gov.uk ).
Safes or other storage facilities should be inspected at regular intervals for any signs of dampness or insect infestation.
The door of the safe should be opened periodically to allow air circulation, for security reasons it is important that someone is present while the door is open.
When documents are out of the safe they should not be exposed to food or drink (or other fluids or substances attractive to insects and animals or damaging to documents). In fact food and drink should not be consumed in the same room nor should other substances be used.
When members of the public or visitors are allowed to study documents a responsible person, preferably an authorised representative of the custodian or owner, should always be present.

First Aid for documents damaged by water or insects.

Damp books should be fanned out and placed in a current of cold air to minimise the risk of mould growth. Interleaving with blotting paper or paper towels will also help. Small numbers of documents can be carefully separated into single sheets and laid on blotting paper to air-dry. Photographs should be carefully separated and laid onto blotting paper; do not attempt to separate photographs if they are stuck together.

Wet and sodden books should be tightly packed into polythene bags, then, having expelled as much air as possible, tied around with a length of soft white tape which should be tied off at the foredge. Contact this office immediately for advice about longer-term treatment.

A thorough check for insect or vermin infestation should be carried out; closely examine the inside covers, the text-block and the gutters. Silverfish, booklice, woodworm, cockroaches, rats and mice can all damage books and documents. Some insects which are not directly harmful can be a food source for others that are, they can also attract vermin. Always remove dead insects or vermin from storage areas if you see them.

For localised infestation, books can be put into polythene bags, tied around and placed in a freezer for 48 hours, but do not keep books in polythene bags routinely.

Do not use sticky tape on any part of a document or book.

Good housekeeping and awareness can prevent most potential disasters.

Further sources:

BS 5454: Recommendations for storage and exhibition of archival documents (Work in hand, Current 24 pages.) 1989 and
Church of England Parochial Registers and Records Measure (1978)

Society of Archivists' Best Practice Guideline 4: Preservation and Conservation, a guide to policy and practices in the preservation of archives. Medway Council cannot accept any liability for the use, incorrect or otherwise, of the information contained above.