Looking after your records

• Dirt and dust can trigger the chemical decay of your documents.  Regular cleaning is important and gives you an opportunity to check the condition of your records.  Use a clean soft brush to gently remove any loose particles of dust.
• Remove metal clips, staples, pins, and rubber bands carefully if there is no risk of causing damage.  Use brass clips to hold single documents or small numbers of related papers together - clips made of other metals tend to rust or corrode and will damage your records.  Unbleached cotton or linen archival tape, tied loosely around bundles of documents, can also be used to keep papers together.
• Do not use self-adhesive tape on tears.  The adhesives from this type of tape can leach into the fibres of documents, causing yellow staining which is difficult to remove.
• Do not use self-adhesive slips (such as 'post-its') as page markers.  These leave a residue of adhesive on the page which can attract dirt.
• If possible, keep papers flat and unfolded in archival-quality folders and boxes of appropriate size.  Keeping papers in protective enclosures will help to prevent further deterioration and will provide some protection against air-borne pollutants, light and dust.
• Avoid enclosures made from material containing un-purified wood-pulp as these will damage papers.
• Papers can be enveloped individually in acid-free paper folders.  Avoid using standard paper envelopes as most are not of archival quality.
• Never wrap your documents in common household plastics such as bin liners, plastic bags, or cling-film.  These plastics emit harmful gases as they degrade and may also encourage condensation.

• Make sure hands are clean before handling documents.
• Wearing white cotton gloves when handling documents was traditionally considered a good preservation practice, however, current research suggests that handling fragile records with gloves may in fact increase the risk of damage.  This is because when wearing gloves, the sensitivity of touch needed for handling fragile documents is lost.

• Hot and dry conditions cause paper to become dried-out and brittle.  Damp, humid conditions encourage mould growth and pests.
• Temperatures between 13–19°C and a relative humidity of 45–60% are recommended.  If you can’t achieve this, aim to keep your storage environment as cool and dry as possible.
• Avoid fluctuations and extremes of temperature and humidity.  Keep documents away from direct sources of heat such as radiators and fireplaces.
• Avoid placing documents next to external walls.  These walls may be affected by dampness and temperature fluctuations caused by outside weather conditions.
• Good air circulation is vital to prevent stagnant air pockets.  Stagnant air can cause condensation and mould will be encouraged to grow.
• Avoid storing documents in attics, garages or basements.  Fluctuations in temperature and humidity tend to be a problem in these areas.  Your documents could also be soiled, torn or eaten by vermin such as rats and mice.  Water damage is also more likely to occur as a result of leaking pipes or floods.
• Allow at least four inches of space between document storage boxes and the walls/ceiling.  This provides good air circulation and raises documents off floor level by at least six inches to help prevent damage should a flood occur.