Preserving Your Documents

Preservation at Home

Many family documents, photos, letters, and diaries are passed down from generation to generation. You can help to preserve your own family documents by properly storing and safely handling them in your home.

By keeping your documents in appropriate conditions, you can help ensure that they are preserved for generations.

Storage Conditions

Temperature extremes and fluctuations lead to degradation of documents. UV light from the sun or interior light bulbs can cause paper to degrade and ink to fade. To ensure that your documents last, keep them in conditions that are comfortable for people. A good rule of thumb is to keep your family documents in the central part of your home, where it is not too hot or cold, and not too dry or damp.

Handling of Records

Treat your historical family documents with care. Don't do anything to the documents that cannot be reversed (such as writing on them, laminating, taping, or gluing them.) Avoid frequently handling your records which can expose them to wear and tear.

• Don't eat or drink near records
• Keep hands clean and dry (or wear white cotton gloves) since oil on skin can damage records
• Use plastic paper clips instead of metal clips or rubber bands (which can rust or tear paper)
• Don't put documents on permanent display (since light can damage them) and use copies for display purposes instead
• Contact a professional conservator to repair or clean historic documents

Writing on Photographs

Record as much information as possible on your personal photographs, including the names of the individuals in the photo, the date the photo was taken, where the photo was taken, and if applicable, the special occasion.

Method for NOT Writing on Photographs

• Place photographs in an envelope or sleeve that contains the relevant information

• Go through vendors such as Carr McLean, Brodart, and Gaylord, to purchase transparent photographic sleeves or acid-free envelopes that will safely hold your photographs

• Apply a label to the sleeve or writing on the envelope to record your information and avoid marking the original photograph

Method for Writing on Photographs

• For modern, glossy photographs:

  • We do not recommend ever permanently marking a photograph. In many cases, the inks will smear and sometimes bleed through to the front of the photograph. Additionally, you cannot change the information after you have marked it down in permanent ink.

  • The Stabilo-All pencil is a good option that will write on the glossy photographs but can be erased dry or wiped off of smooth surfaces. The Stabilo-All pencils are like a pencil crayon, and you can find them for purchase online.

• For many older photographs:
  • Write on the back of the photograph,
  • Keep your letters small and neat to minimize the impact
  • Make your markings lightly

Your Local Resource

You can protect your precious family heirlooms by enlisting the help of Lambton Heritage Museum's Family Heirloom Service - Archive Encapsulation service. Remember, if you properly store and handle your family records today, they will be saved for your descendants! For more information on how to store historical documents or performing minor repairs, contact Lambton County Archives.

Written by guest blogger Archivist Heather Lavallee.