Preserving family archives

Preserve the connection as well as the paper

A receipt, inscription photograph or family letter can explain why an object mattered long before anyone tried to price it. The U.S. National Archives offers practical preservation guidance for family papers and photographs. Use it to plan how these records will be handled, housed and copied, not as a method for authenticating their contents.

Before sorting, photograph existing labels and note which documents arrived together. Give the related object and its record folder matching references in your catalogue. Keep a family recollection identified as a recollection, with the contributor’s name and date recorded separately from facts supported by documents.

Handle paper and photographs differently

Prepare a clear, clean surface and keep food and drinks away. For ordinary paper, the National Archives recommends washed, lotion-free hands; gloves can make delicate sheets harder to handle. Photographs and negatives are different: use gloves to avoid permanent fingerprint stains.

Do not assume that a glove rule learned for metal applies unchanged to every archive item. Work with one supported item at a time, and stop if safe handling would require pulling apart stuck surfaces or forcing a damaged binding.

Choose a home the originals can fit

1. Move papers away from damp basements, hot attics and likely leaks. Store them on shelving rather than directly on the floor.
2. Use correctly sized acid-free, lignin-free or buffered folders and boxes as appropriate. Originals should fit without bending or projecting beyond their enclosure; do not overfill boxes.
3. For photographs, check that enclosures have passed the Photographic Activity Test, rather than relying only on an “archival” label.
4. Avoid adhesive mounting, self-stick albums and unknown or PVC plastics. Preserve useful order and label the enclosure so the original need not be handled for every enquiry.

Make a copy that reduces handling

Keep the originals after digitizing. A flat original should fit fully on the scanner; a closing lid must not crush an overhanging edge. Fragile or valuable papers should not go through an automatic-feed scanner. Books need supported photography rather than being forced flat.

Add identifying information to files, including who, what, where and when, and use consistent filenames. Follow the National Archives’ backup advice: three copies, on two different media, with one off-site. Check that the saved files actually open and that backs containing annotations have not been overlooked.

Leave damage repairs to the right specialist

Stuck documents, mold, brittle rolled sheets and damaged bindings can need a paper or photograph conservator. Wet or actively pest-infested materials need prompt attention. Avoid turning a storage task into an improvised repair: safe housing and a professional assessment may preserve more evidence than an attempted cosmetic fix.

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