We are becoming more aware that our precious photographs and digital prints need extra care if they are to survive well into the future. But very often we forget that the original film negatives need extra consideration too – for after all they are our safety net for if the prints are lost or damaged. They are an important link to our family and social histories and need preserving properly too.

Remember that the same rules of preservation will apply to these items. Remove them from the developing envelopes that you receive them in. Then separate them from each other and store in archival sleeves or envelopes. Index the envelopes carefully to avoid having to handle the negatives for identification. Use cotton gloves if the need arises for examination.

Preferably store the negatives in acid free boxes or boxbinders and away from direct heat and light sources. Extremes in temperature and humidity will cause the negatives to become sticky and adhere to each other, another reason to ensure they are stored separately. They prefer cool, dry places!

And finally, as with your photograph storage, whatever you can learn about the type, make and manufacture of your collection, there may be developments in the near future that could improve or affect their chances of survival into the distant future! So, keep abreast of changes and improvements whenever you can.

 

 

 

We will soon be introducing a new range of protective, acid free CD / DVD albums and pages designed for the long term storage of your digital photo and data collections. We have already posted some useful information about how to back up and protect data onto media disks but here are a few general DON’Ts when handling CDs:

1) Don’t write on your disks with ballpoint pen or pencil

2) Don’t try to peel off any labels already stuck onto the disk

3) Don’t apply solvents in an attempt to remove labels

4) Don’t leave disks unprotected and exposed to the dust and dirt in the environment

5) Don’t handle the disks on the recording side, hold at the edges

6)Don’t expose the disks to bright sunlight, extreme temperatures or damp.

Adhesives, glues and other fixings can only be considered archival quality if they are removable without causing unnecessary damage to the mounted item.

Fixings are used to mount fragile photos, prints and artwork to supportive backing boards, album pages and display mounting card. There are many types of adhesives made or constructed from acid free materials that are available for this purpose, such as polyester hinge mounts, linen tape, pH neutral glue and the more traditional photo mounting corners.

We offer the following popular fixings for your special collections:

Acid Free Mounting Corners – made from inert (acid free) polypropylene they allow for photos, prints and design work to be fixed securely without the item coming into direct contact with the adhesive.

Acid Free Hinged V Mounting Strips – a secure, unobtrusive fixing medium made from high quality polyester with a neutral acrylic dry mounting strip on one outside face. The mounted item is positively held within the V shape but can be removed safely at any stage if required.

pH Neutral Glue – a PVA based, acid free adhesive with excellent lay-flat properties. This special formula dries quickly and clear, but is easily reversible by remoistening with water so the item can be removed. This glue was designed specifically for preservation materials and does not become brittle with age. Adheres to most surfaces.

Have you ever wondered why newspapers start to turn yellow and brittle so quickly when left in the sun?

Newspapers are printed on poor quality paper made from flakes of ground wood pulp, which is softened by boiling, then made into the sheets for printing. When the sheets of paper are exposed to heat and UV light, the high amount of lignin (which is a  naturally occurring cohesive substance found in the cells of the wood), oxidises very quickly. The result is the formation of high amounts of damaging acids that degrade the paper itself causing the rapid discolouration and brittle texture.

 Unfortunately, the release of the acidic vapours can also transfer to other items stored in the same box or folder and cause these to deteriorate as well. We advise therefore that newspapers be stored separately where possible, or if they have to be stored together with other keepsakes or collectibles, use acid free tissue sheets, files or sleeves to separate the items and afford each of them some level of protection.

 Using acid free tissue paper is a really good idea, as the tissue will start to change colour as it absorbs any acidic vapours and is therefore a good indication of the state of the collection. If the tissue paper changes colour, simply replace at regular intervals for ongoing protection.

Paper records are very fragile. For greatest protection against environmental pollutants, these documents should ideally be stored in a primary archival enclosure such as a folder or envelope. The primary enclosure should then be stored in an archival box.

The primary enclosure can be any of the following types depending on individual preferences:

 A) Paper Enclosures –
File Folders
Envelopes
Manuscript Folders                      

B) Polyester Enclosures – 
Envelopes
L Velope Sleeves
Binder Pages
Folders

 C) Polypropylene Enclosures – 
Envelopes
Sleeves
Binder Pages

When more than one document page is stored in the same primary enclosure, it is helpful to place interleaving archival sheets between the document pages. For example, a frequent practice is to store a number of document pages in an archival file folder with archival bond paper placed between the document pages. The more fragile paper documents could be further protected using acid free backing / mounting cards.

It is very helpful to spray poor quality paper documents with a deacidification solution before storage. Newspapers are highly acidic and will benefit greatly from this treatment.

After documents are placed in primary enclosures, they should be placed in an archival storage box that is a suitable size to house the primary enclosures. Documents stored in polyester or polypropylene binder pages can be housed in an archival binder album.

Thank you very much Mr S  for your kind enquiry about storing your grandfather’s military records. Protecting your important family documents correctly will go a long way to ensuring their survival for future generations to enjoy.

The aim is to reduce the damaging effects of both handling and environmental pollutants on any item in a collection. We supply a range of storage solutions for documents. To select the most appropriate solution we would recommend that you consider carefully what level of access, handling and viewing you would require for your documents.

As a general guide the following points should be considered:
Protect from handling the documents directly by using cotton gloves.
Protect from transfer of acid vapours from other items in the collection by separating the documents in acid free polyester album pages or document sleeves.
Protect from bending and creasing by using backing/mounting cards in the sleeves.
Protect from UV light and other environmental factors such as dust by storing in an acid free box or archival box binder.
Protect from excessive handling by scanning the documents and making a digital copy for display or research (but remember that scanning involves UV light and should not be repeated unnecessarily).

 We understand the concerns for safety however storing your collection in a loft is not ideal. After exposure to UV light, the two other most harmful factors to be considered when preserving paper items are extreme changes in temperature and humidity. Whilst modern insulation is good for reducing energy loss from the main part of the house it does little to moderate the wide range of temperature changes in a loft through the seasons. Recommended storage areas are those where we ourselves would feel most comfortable such as a bedroom away from direct heat sources. It is possible to purchase small fireproof household safes for protection of family documents if this is also a concern.

 Two main systems could be used for storing your record collections:

a)       Vertical storage using polyester album pages in archival binders (please visit http://www.memories-online.co.uk/acatalog/Acid_Free_Album_Pages_and_Sleeves.html and http://www.memories-online.co.uk/acatalog/Acid_Free_Ring_Binders_and_Albums_2.html for product details)

b)      Horizontal storage using polyester sleeves in document boxes with drop fronts so the sleeves can be slid out easily without bending (please visit http://www.memories-online.co.uk/acatalog/Acid_Free_Document_Storage.html for product details).

 We hope this information will be of some interest to you and wish you every success in preserving your special collection.

Kind regards
The Memory Boxes Support Team

Family history collections consist of large amounts of paper documents, certificates, photos and postcards and good quality indexing and storage solutions are needed to ensure the long life of your collection. PVC pockets, pages and folders are inexpensive and easily obtainable from all high street stationers.

 However, they do contain harmful plasticisers that are unstable and break down over time releasing the acids that cause your photos and documents to become brittle and discoloured. Also they tend to trap moisture which cause the fragile contents to stick to the plastic making them very difficult to remove without damage to the surfaces. Choose enclosures that are the best quality that you can afford and at least are acid free / archivally safe.

 There are two main types of archival, ‘acid-free’ storage sleeves available on the market – polypropylene and polyester. Both are archival quality and chemically inert.  The high clarity polypropylene sleeves are acid free and do not contain the harmful plasticisers and solvents found in PVC enclosures. They are ideal for many types of family history or photo collections.

 The album sleeves made from archival polyester are glass clear and inert that will not crack or yellow with age. They are very strong and can withstand constant handling. Polyester has for many years now been regarded as the safest choice for the long term protection of records, documents and certificates from the risks of handling and moisture. The proven high qualities of archival polyester make these album sleeves, though more expensive, the first choice for the serious archivist or collector.

 

Thank you for contacting Memory Boxes with your question Claire about the lignin content of preservation materials. We hope this brief explanation will help uncloud the issue for you:

All our products are of archival / preservation quality, made from fully tested materials and designed to meet museum standards for the long term safe storage of different artefacts. In reply to your questions I hope the following information will be of some interest to you:

 1) Our standard box ranges are made from blue-grey acid free Perma-Dur board [pH 8.5] and lined with white, acid free, lignin free bonded liner for added protection of contents. These boxes are suitable for textiles, newspapers, books, documents and certificates. We also supply a range of boxes specially designed for photos, fragile documents and prints. These are made from a higher quality milled acid free and lignin free tan archival board. Certain products may also have a calcium carbonate buffering agent added to the board during manufacture which acts to help neutralise any acids which may form following manufacture. Our paper products, such as photo envelopes, slip files and mounting boards are made from acid and lignin free paper and card.

 2) The wood pulp is specially milled to remove as much acidic content as possible. The acid content of paper is measured on the acid-alkali pH scale.

Paper or board with a pH of 7.0 has had enough acid removed to make it test as ‘neutral’. All papers with a pH higher than 7.0 are termed ‘acid free’. However, paper with a pH of 8.5 is testing as ‘less acidic’ than one with a pH of 7.5. So, the actual pH of a paper can be more important than simply terming it as ‘acid free’.

 This is important because during the life of the paper acids may continue to form, either from environmental contaminants or from chlorine residues still present from the bleaching process, effectively causing the original pH to lower. It is important therefore to ensure that the paper remains as far as possible and for as long as possible above the neutral pH of 7.0. So, a paper with an original pH of 8.5 may offer a better protection [and for longer] than one of ph of 7.0. That is, a paper with a neutral pH of 7.0 that is exposed to damaging environmental contaminants may become slightly acidic and fall below the safe limit, but one with a pH of 8.5 may also become exposed but the pH may only fall to 8.0 and will remain within the limits termed ‘acid free’. Hence also the additional use of buffering agents in certain products to further prevent the pH from falling below 7.0.

 3) The term ‘lignin free’ generally refers to a lignin content of less that 1% but does not mean that all lignin may have been removed during the milling process. As a scrapbooker, you may find the Scrapbook Preservation Society definition of ‘lignin-free’ useful:

 “Lignin-Free – referes to paper made with less than 1% lignin, which is more accurately called low-lignin. Papers having a high-lignin content (including papers made using a mechanical pulping process) should not be used for archival applications. Lignin an organic substance that, with cellulose, forms the chief part of woody tissue — it is the bonding element which holds wood fibers together. Its presence causes paper to change color and become brittle. Paper can be made lignin-free by its removed during the papermaking process which makes paper archival safe.
Paper mills buy their pulp based on properties such as lignin content. Paper mills use specific test methods to measure lignin content. One common method is KAPPA. A KAPPA number of 5 or less is sometimes used to determine lignin-free.

 Definition Lignin-free: the term used to describe a paper/paperboard with a lignin content of less than 1%. Below 1%, the test results become too inaccurate to rely on. So, technically, it is “low-lignin” instead of “lignin-free.” But consumers may not be ready for that. Low-lignin papers cost more than high-lignin papers.”

 4) We would always advise separating items in storage to reduce the effect of acid transfer between different materials to prolong their life. Cost and handling requirements of the collection are important factors to consider, Will you need to view them frequently or simply store for posterity? Depending upon the economics, you can use separate boxes, folders and albums, or store items together but separated by acid free sleeves and envelopes. The most simple method of storage is to wrap or layer with white acid free tissue paper sheets. The sheets will act as protective layers that will help to absorb any acidic vapours and by turning yellow over time.

Hope this helps.
Kind regards Helen

There are now an increasing number of people digitally archiving their business or personal data. Collections of audio CD/DVDs, CD-Rom multimedia titles, data disks such as family history collections and image CDs represent significant investments of money and effort and users of writable disks often are especially concerned for their unique data and pictures. However, it is not enough to assume that saved onto a CDROM or DVD that the information will always be available. Without careful planning and management, continued access to your digital images could very easily be lost. We have therefore put together simple advice and guidance to help you make the most of your digital collections – now and for the future.

What are Digital Images?
Images are being created in digital form in two ways –
a. the conversion of existing materials such as photos, documents and video by scanning and copying onto a computer
b. the creation of new images of digital origin through digital technology and software design packages.

What is Digital Storage?
Digital images are stored as data files on a computer’s hard drive or on storage media such as disks and magnetic tapes. The files will be saved in differing formats based upon the type of software program used.

What are the Advantages of Digital Storage?
There are three main reasons for the increase in digital storage –
1. ease of access – there is an increasing expectation that information is easily available on the internet or in digital offline format such as CDROM and DVD
2. availability of computer technology – cheaper, more user-friendly hardware and software options in homes, schools and businesses
3. data preservation – compact, easy, long life storage.

What are the Disadvantages of Digital Storage?
Technology obsolescence is generally regarded as the greatest technical threat to ensuring continued access to digital material; the information on a computer disk cannot be read or understood unless there is also the right computer, disk drive, operating system and software to use it. This would have the following implications –

a. the actual computer technology used to create the digital images changes quickly which means that a CDROM disk could last over a hundred years but there may no longer be a computer or suitable ROM drive to read it

b. a wide variety of software programs that change frequently and where newer versions may have limited backward compatibility. Timeframes during which action needs to be taken is measured in only a few years, perhaps only 2-5, as opposed to decades for traditional materials

c. software programs that compress images to make files easier and more compact to store may in time be rewritten and may not open old files

d. magnetic storage products such as hard drives, floppy disks and tapes are the least stable storage option and may degrade more quickly overtime resulting in poor quality or lost data

e. widely differing types and quality of manufactured disks

f. inappropriate storage conditions and poor handling and management techniques leading to damage and deterioration of files.

g .issues raised by digital technology are relatively new and there are no studies that clearly define the life of CDs and other optical products. Manufacturers of writable CDs have undertaken Accelerated Life tests on their products and national museums and archives are now actively establishing standards and methods of preservation for digital media, but until further information is available, there are a few simple recommendations that should be followed.

So, if you are committed to digital storage as a means of preserving your images you should actively plan for their management throughout their lifecycle. It is important for anyone who will update the images in the future to know exactly what they are working with.

A Simple Guide to Storing Your Images on CD/DVD
Scanned images should be saved where possible in uncompressed format (BITMAP or TIFF). These are significantly larger files for storing, but do not compromise the original quality of the stored image.

Digitally created images are most usually stored in compressed format (such as JPEG or GIF). These are significantly smaller files for storing but may compromise the quality of the saved image. Note – compressed files are created using software programs that may overtime be rewritten and access may be lost if saved data is not updated with a later software version.

Use the highest quality / resolution scanner that is available to you to optimise the images being saved. Note – resolution is measured in pixels (dots) of red, green and blue values. The higher number of pixels per inch (ppi or dpi) will allow for better quality scanned images.

Make more than one copy of the CDs and store in different places. Since CDs deteriorate with handling and exposure to light, dust and heat it is advisable to keep a master copy for reference and a backup copy for access and viewing. Note – copies used for handling and access will have considerably shorter lives and may need to be replaced far sooner.

Document image details as fully as possible – a) PC, Scanner or Camera specifications and CD Writer Drive details (speed, manufacturer, serial numbers / date of purchase) b) Title and Version of the software programs used to create, scan, edit or save your images (including the compatible operating system in use, eg Windows 98) b) CD size, speed, type and manufacturer c) Content of the CD – index and name the images for ease of recognition and access d) The source of the image – digitally produced or scanned image, photo print or paper clipping (denotes the original quality of the image) e) File format (eg. Bitmap, JPEG) and size of files stored f) Date of original digital archiving.

Do not stick labels on CDs (or try to remove them if already applied). Denting, bending or scratching the media can cause physical damage and loss of the stored data (See Choosing Your Media). Do not write on your CDs with a pen or hard point. Using permanent markers may also allow chemical seepage from the ink into the recording layer and cause deterioration of the stored files.

Do not delay in updating both hardware and software technology as they become available. Refresh the data from the old medium to the new whilst an element of backward compatibility is still available.

Remember to refresh and update all copies of your CDs if you have spare or master copies in a different location.

Record all new details for updated images with revised hardware or software specifications, dates and file details.

Handle your CDs as little as possible. Store them in a recommended archival standard storage system and optimal environment.

Do not neglect your original non-digital images. Store your photos and clippings in archival standard storage systems with minimal handling. If your images are digital in origin, it may be worth taking the most special files ‘out of the digital environment’ and having a printed version made as well. (It may seem like going backwards, but two types of storage medium are usually better than one!) Remember to store these images in the optimal environment for photographic prints to extend their lifespan.

Memory Boxes Support  Team

A very warm welcome to all our friends. Thank you for visiting the new blog page from Memory Boxes – we look forward to sharing our memories, news and views with you and hope this will help us to keep in touch with you all more effectively.

We will be posting details of new and exciting acid free storage products as well as interesting articles on archiving and preservation for your mementoes, keepsakes and special collections. So if you are an avid postcard collector, a keen photographer, a proud new Mum or simply putting together a special memory collection of your own life, then this is the place to visit.

Special memories to you all as we start a brand new year.
Be in touch again soon.

Helen, Joy and Gemma