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Museums, libraries and other organizations have the important and vital job of preserving historical archives and books for future generations. The best way for institutions like these to prevent document and archive loss is to implement storage techniques that will protect valuable articles against such catastrophes as flood or mold outbreaks.

Though digital archiving is becoming more prevalent, there remain certain types of documents that just can’t be stored digitally. Documents like the Declaration of Independence must be maintained in their physical form. It is for posterity’s sake that we keep priceless pieces of American history safe.

It is not always true that older the documents are more susceptible to damages than newer pieces. Many modern documents are printed on paper that has been processed to such an extent that it is also extremely fragile. This is why all important documents should be stored with the same care and attention to detail, regardless of whether they were created in the 1970s or the 17th century.

Institutions like libraries and national archives must take physical inventory and make an assessment of their pieces. Older leather-bound books are surprisingly resilient to the aging process and water damage because the leather used prior to the 17th century was of much higher quality. Water damage can do the most damage to coated paper because it tends to absorb more water than its non-coated counterparts. Coated documents should be stored in easy to control and manage areas. Books and papers created before the 1800s will absorb about 20 percent more water than documents created today.

Archival file boxes are one of the best assurances against flood damage to books and documents. A paper archival box will absorb a large amount of the water, protecting their contents from extensive damage that can occur in an area that gets an unexpected amount of water, whether from broken pipes or a major flood. Place archival boxes on sturdy shelving well off the ground but not so high that the documents would experience damage should they fall. Storage tubs are a popular way to keep documents safe, but make sure the tubs you choose are waterproof and airtight. Tubs can be dangerous should water seep in some way because the lack of ventilation will cause mold to form very quickly. Make sure to avoid stacking a large number of document storage boxes on top of each other as the weight can damage the documents or book binding over a long period of time.

Contact a restoration specialist if your archived documents somehow become water damaged. Using state-of-the-art technologies, document restoration specialists are often able to safely and effectively return your books and papers to near-original condition. Where possible, find a service that can provide environmentally friendly and safe processes like a desiccant air-drying or vacuum-freeze drying systems. These will often allow you to access your documents faster than other methods.

Knowing the types of documents you are looking to preserve, proper storage techniques and the help of a good document restoration service can go a long way to properly preserving archived documents and books for several generations.

~Ben Anton, 2008

Want to learn more about historical archive restoration? Visit the Rapid Refile website and read about the latest in high tech document freeze-drying techniques.