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Control of security and storage of holdings
D L Thomas
1. INTRODUCTION
1.1 There exists a large literature on the subject of the preservation of archival documents. This RAMP study is intended to provide archivists with an outline of current standards which they can apply to their own specific situations. It is not intended as a literature survey, but as a series of guidelines for the solution of specific problems which can be used by archivists, architects and others involved in the planning or running of archival institutions. It is, however, closely linked to recent publications and full references are given.
1.2 In particular, it is written with the problems of developing countries, especially those in tropical areas, in mind. Such archives face formidable problems; not only is their environment hostile to records, but they often face shortages of funds, trained personnel and training facilities, as well as finding it difficult to obtain complex machinery or spare parts. Consequently, the approach of the report is deliberately oriented towards economy and a low level of technology; complex machinery has not been suggested unless its use cannot be avoided and the simplest acceptable solutions have been put forward.
1.3 Records are at risk from two major types of hazard. Firstly, they may be affected by unsuitable environmental conditions : a climate which is too hot, dry, humid or polluted. Secondly, they may suffer physical damage as a result of lack of care which may result in their being exposed to fire, water. excessive light, insects and pests or to their being mishandled or stolen.
1.4 A three pronged approach is needed to the care of records. Firstly, it is important to ensure a high level of good housekeeping. The building in which they are stored should be kept clean and in good condition : rubbish should be quickly removed and storage areas kept tidy and free from dust. Any structural damage should be repaired as quickly as possible. Secondly, all records (including bound volumes) should be boxed; this is the cheapest and most effective way of providing a reasonable measure of protection against unsuitable environmental conditions, light, fire, water, insects and mishandling. Thirdly, there should be a considered, long-term plan for the preservation of the records. Information should be assembled about their current condition, the environment in which they are stored and the dangers to which they are exposed. In particular, the temperature and relative humidity levels in the repository should be measured over a long period to obtain information about the effects of seasonal climatic changes; data about the local climate and air pollution levels should be obtained from appropriate experts. The advice of specialists in fire prevention and security should be sought, while the physical condition of the records should be examined by a skilled conservator. When all this information has been gathered, it should be possible to make a proper assessment of the situation and to draw up a long-term programme for the preservation of the records. The existence of such a programme will make it possible to allocate resources effectively and could form a basis for requests for further funding. This study, by providing detailed information about specific hazards and ways of dealing with them should help in the compilation of such a long-term programme.
1.5 Archivists who are planning new buildings should read this report in conjunction with the excellent Unesco published study, Bell, Lionel, and Faye, Bernard, La Conception des batiments d'archives en pays tropical, Paris, Unesco, 1979 (Documentation, bibliotheques et recherches).
9 GUIDELINES
References in parentheses are to the relevant paragraphs in the study.
9.1 Introduction
This study is concerned with the protection of records against unsuitable environmental conditions, air pollution, light, theft, damage, fire, water, insects, mould and vermin. These hazards are described in detail (3.1 - 3.12).
9.2 Specific Recommendations
9.2.1 Location of building
The building should be on a site which is free from natural and man made hazards, is large enough to accommodation future extensions, is close to users and provides suitable environmental conditions (4.1).
9.2.2 Building structure
The building should provide protection against natural hazards and have a high degree of thermal inertia to ensure that the interior temperature and relative humidity remain reasonably stable and unaffected by fluctuations in the exterior conditions (4.2).
9.2.3 Maintenance of safe and stable climate
The main priority for climatic control is to ensure a suitable level of relative humidity which should be stable and within the range 45-65%. The actual level chosen should be close to local climatic conditions. The ideal temperature should be between 15 and 22°C. There are a number of alternative methods of controlling the climate (5.1).
9.2.4 Protection against air pollution
It is possible to provide protection against indoor sources of pollution by good planning and sensible work practices. Outdoor sources of pollution can only be totally controlled by full air conditioning, although there are a few simple steps which can reduce the impact of polluted air. Cleaning is vitally important in the fight against pollution (5.2).
9.2.5 Protection against light
Provided that all records are boxed, there is little danger from light in the repository, although it should be kept off the face of shelving. The principles to be observed in designing lighting for archive buildings are safety, practicality and economy (5.3).
9.2.6 Security
The problem of security in archives may be greater than is generally realised. New staff should undergo background checks and the identity of readers should be confirmed. One official should be resources effectively and could form a basis for requests for further funding. This study, by providing detailed information about specific hazards and ways of dealing with them should help in the compilation of such a long-term programme.
1.5 Archivists who are planning new buildings should read this report in conjunction with the excellent Unesco published study, Bell, Lionel, and Faye, Bernard, La Conception des batiments d' archives en pays tropical, Paris, Unesco, 1979 (Documentation, bibliotheques et recherches). given responsibility for security, although all staff should be encouraged to have a positive attitude towards it. Security procedures should be carefully defined and strictly enforced, particularly in the repository and reading rooms. Special care should be taken to protect fragile or valuable items. There should be a comprehensive set of rules governing the conduct of readers (a simple model for such rules is given). The design of the building is important in preserving security and special attention should be given to the problems of shared buildings and the possible use of electronic security measures (5.4).
9.2.7 Protection against physical damage
The most important ways to protect documents are to pack them properly and to train and motivate the staff. There is a major risk of damage when records are being photocopied or filmed and safe working procedures must be established (5.5).
9.2.8 Protection against fire
Prevention of fire requires special work practices, building design and the installation of systems for detection and extinction (5.6).
9.2.9 Protection against water
The major dangers are from storms, failures of plumbing and firefighting. They can be minimized by good maintenance, by avoiding the use of basements and by other techniques, including the use of sensors which detect flooding. All archives should have a disaster plan for dealing with severe flooding (5. 7).
9.2.10 Protection against insects, mould and pests
Technical methods are required for dealing with these pests. Care is always needed in the choice and use of substances potentially harmful to people (5. 8).
9.2.11 Shelving and packing
Minimum requirements should be prescribed for shelving and for the materials and methods used to pack volumes, files and loose sheets, outsize documents and seals (6.1 - 6. 2).
9.2.12 Exhibitions
The exhibition of documents presents a conflict between the need to preserve material and the desire to make it available. The main problems are the requirement to maintain a stable environment, the difficulty of displaying bound volumes safely, the provision of protection against light and pollution and the necessity of providing a high level of security. It is also important to have a clear policy on lending material for exhibitions (7.1 - 7.7).
9.2.13 Non-traditional materials
Photographs, sound recordings and computer tapes are much more susceptible to damage due to unsuitable environmental conditions and atmospheric pollution than are traditional records. While it may be possible to preserve conventional records without using elaborate methods of controlling the environment, these materials will not survive without sophisticated air conditioning (8.1 - 8.12).