Site/facility archival management: how to avoid going on an archeological dig

Camping Magazine, Jan-Feb, 2004 by Wynne Whyman

You know what records are important to keep. You took digital pictures and included prominent landmarks in the images, recorded some videotapes, and collected maps from other organizations. Now everything is jumbled in the corner and in your file cabinets. It looks as if you need to go on an archeological dig to find what you are looking for. How do you archive these materials for later reference as well as maximize the material's life expectancy?

In broad terms, there are four variables that determine how long archival material will last--the type of media used (type of paper, CD, etc.), the quality of original, the use, and how the material is stored. Below are general guidelines to help minimize degradation of your site/facility archival materials.

Storage of Materials

Two Sets of Records

It's a good idea to have a copy of your important site/facility records stored at a different location, as one set may get destroyed in a natural disaster, damaged, or mistakenly lost. In addition to having a back-up copy, you can also think of the two groupings by the types of use--everyday use and archival use.

For example, since each viewing of a videotape continually degrades the tape, you want to minimize the impact. Thus, store the original videotape in a safe place (archival use) and make a copy of the original for multiple viewings (everyday use). A second example is to keep both the original photograph and the original scanned image in the "archival use" location. By having redundancy in the "archival use" storage area, you are prepared if one medium deteriorates faster than the other--expecting that one will last over time. Then, working with a digital copy, you can reformat the image to make a smaller-sized image for an alumni newsletter (everyday use).

For controlled access, some camps/conference centers employ a third technique of renting a safe deposit box off-site to store the originals of their legal documents. Again for back-up purposes, put a copy of these materials in the archival storage.

Physical Storage

For both storage locations (archival and everyday use), select a separate room that is secure and is consistently cool, dry, and dark. Choose a location that is removed from potential disasters--far from water pipes, a leaky foundation, or a basement (because of flooding concerns). You may want to invest in shelving and file cabinets and fireproof storage units. Below are general guidelines--as testing by authoritative sources varies.

Temperature and relative humidity

* Keep both the temperature and relative humidity constant and avoid fluctuations.

Lighting

* Both the sun and fluorescent bulbs accelerate damage to items. Close drapes to windows and limit the UV exposure.

Clean air

* The air needs to be well-ventilated, with minimal dust contaminants, little or no use of chemicals (from cleaning or insecticides), not in the path of campfire smoke, and not near any cigarette-smoking area.

Pest-free

* Prevention is the best pest control. A no-food, no-drinking policy; a frequent cleaning schedule; and the elimination of damp, dark areas will all deter pests. To avoid importing any problems, put any new donations into white kitchen bags for a few days to make detection of eggs, insects, and leavings easier. Monitoring sticky traps in less frequently accessed areas can alert you to potential problems. Insecticide is usually not preferred, since the chemicals may cause as much damage as the insects themselves.

Magnetic fields

* Materials, such as cassette tapes, should not be near any magnetic fields, e.g., electrical appliances, power tools, and television sets.

Storage

* Store materials off the floor using shelving or pallets. Use fire-protected file cabinets for extra protection.

Fire suppression and smoke/heat detectors

* Work with professionals to design a quality configuration for your collection and building.

Archive Management

Establish guidelines and training to help stay organized, safeguard your information, and provide materials requested by the camp/conference center community. Some suggestions for archival procedures, include:

Backups

* How often to make back-up copies and of which materials? Remember to back up your computer's hard drive to avoid losing data as the result of computer virus attacks and computer crashes.

Access

* Who may access, checkout, add, and dispose of materials? Also include procedures that stipulate no food/drink/smoking in the area and the preferred use of gloves, as skin oil can cause damage to archival materials.

Acquisition policy

* What do you accept and not accept from donors? After the camp/conference center has accepted the materials, can the donor check them out and determine the type of uses? Who will send the thank-you letter? Check the Archives Association of British Columbia Web site for samples (see Web Resources).

Maintenance of the storage facility

* Regular cleaning by using chemicals that will not leave harmful residue or fumes.