Store documents in archival-quality materials
Preserving old paper documents starts with proper storage. One important step is to use archival-quality materials, such as acid-free folders, boxes, and sleeves. These materials are specifically designed to prevent the deterioration of documents over time. Acid-free materials help protect paper from yellowing, brittle edges, and other signs of aging. It is important to avoid using common plastics, such as PVC, as they can release harmful gases and accelerate degradation.
Control temperature and humidity
Temperature and humidity can have a significant impact on the longevity of paper documents. It is best to store them in a cool, dry environment to minimize the risk of damage. Ideally, the temperature should be kept around 65-70 degrees Fahrenheit (18-21 degrees Celsius) with a relative humidity level of 40-50%. Fluctuations in temperature and humidity can cause expansion and contraction, leading to cracks and tears in the paper.
Handle documents with care
Proper handling is essential to preserve old paper documents. When handling fragile documents, it is recommended to wear clean, white cotton gloves to protect them from oils and dirt on our hands. Clean, dry hands can also be used, provided they are free from lotion or any substances that could transfer onto the paper. It is important to avoid folding or creasing the documents, and always support them with both hands when handling.
Digitize documents for easy access and backup
A great way to preserve old paper documents is by digitizing them. This not only provides easy access to the content but also serves as a backup in case the physical copies deteriorate or get lost. There are several methods for digitizing documents, including scanning them with a high-resolution scanner or using smartphone apps designed for document scanning. It is important to choose a file format that ensures the longevity of the digital copies, such as PDF/A.
Limit exposure to light
Excessive exposure to light, especially sunlight, can cause documents to fade and become discolored. It is best to store old paper documents in dark or dimly lit areas. If they need to be displayed, it is recommended to use UV-filtering glass or acrylic to protect them from harmful UV rays. Additionally, rotating the displayed documents periodically can help prevent uneven fading.
