1. Preservation of Historic Records

2. Threats to Records Water Water Heat Heat Light Light Dirt and Pollutants Dirt and Pollutants Rodents and pests Rodents and pests Handling Handling Fire Fire Theft or Loss Theft or Loss

3. Preservation of Historic Records Physical Housing Physical Housing Storage Facilities Storage Facilities Reformatting Reformatting

4. Preservation of Historic Records Physical Housing – Archival Supplies: Acid free file folders Acid free file folders Acid free paper for interleafing Acid free paper for interleafing Archival storage boxes Archival storage boxes Mylar enclosures Mylar enclosures

5. Loose Paper

6. Bound Volumes

8. Maps, Drawings and Oversize Materials

10. Photographs contain chemicals on their surface and are extremely delicate. They can also be irreversibly changed through poor handling, so extreme caution must be taken to preserve these materials. Photographs contain chemicals on their surface and are extremely delicate. They can also be irreversibly changed through poor handling, so extreme caution must be taken to preserve these materials. Handle photographs while wearing clean cotton or polyester gloves. Handle photographs while wearing clean cotton or polyester gloves. Consider storing negatives in Mylar negative sheets. Consider storing negatives in Mylar negative sheets. Photographic Media

11. Reformatting Microfilm Microfilm –Microfilm is an eye-readable format –Master copy is off-site back-up copy –Reproducible –Requires little storage space. Digital copies Digital copies –Primarily for access Reformat and Retire Reformat and Retire State Archives is the end-of-the-line repository State Archives is the end-of-the-line repository

12. Records Storage Space Make an assessment of your building Make an assessment of your building

13. Threats to Records Water Water Heat Heat Light Light Dirt and Pollutants Dirt and Pollutants Rodents and pests Rodents and pests Handling Handling Fire Fire Theft or Loss Theft or Loss

14. Preservation of Historic Records Storage Facility Dry Dry Climate controlled Climate controlled Dark (protected from UV light) Dark (protected from UV light) Clean Clean Locked and secure Locked and secure

15. Preservation of Historic Records Storage Facility Avoid storing historic records in the basement or the attic Avoid storing historic records in the basement or the attic If you must… If you must… –Store in archival quality boxes –4-6 inches off the floor –Monitor for pests and rodents –Routinely check for water problems –Fire extinguishers and smoke detectors

16. Climate Control: Minimum Requirements Stable conditions Stable conditions Limit fluctuations Limit fluctuations Temperature: no higher than 70 degrees F Temperature: no higher than 70 degrees F RH: 30% - 50% RH: 30% - 50% –No lower than 30% Monitoring Equipment Monitoring Equipment

17. Record Storage Equipment Shelving Shelving Cabinets Cabinets Oversize cabinets Oversize cabinets

18. Physical Security Well constructed doors Well constructed doors Deadbolt locks for all storage areas Deadbolt locks for all storage areas Secure windows Secure windows Alarms Alarms Key tracking Key tracking Box labels Box labels

19. Preserving Your Records Create a basic disaster plan Create a basic disaster plan Have disaster response supplies on hand Have disaster response supplies on hand

20. Preserving Your Records Do not do anything to your records that cannot be undone.

21. Comments and Questions?

22. Contacts and Links Utah State Archives: www.archives.utah.gov www.archives.utah.gov Utah History Research Center: www.historyresearch.utah.gov www.historyresearch.utah.gov National Archives: www.archives.gov www.archives.gov Northeast Document Conservation Center: www.nedcc.org www.nedcc.org California Preservation Program: www.calpreservation.org www.calpreservation.org Conference of Intermountain Archivists: http://www.lib.utah.edu/cima/ http://www.lib.utah.edu/cima/ Gaylord Supplies: www.gaylord.com www.gaylord.com Metal Edge Supplies: www.metaledgeinc.com www.metaledgeinc.com

23. Utah State Archives