Genealogists are a lot like archivists. They have boxes of records, ephemera, photographs, and artifacts in their genealogical record collections. Both genealogists and archivists have a responsibility to preserve and archive these records so that they will survive for future generations to enjoy as generations before them have done. The following are some important items to keep in mind when creating your own personal archive.
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A dedicated space
Archivists have worktables and work rooms dedicated to working on processing records. Genealogists should do their best to do the same, even if it’s a small area in your home.
Original order
When archives receive a donation of boxes of records, one of the first rules we follow is “original order”. The definition of “original order” from the Society of American Archivists is: The organization and sequence of records established by the creator of the records. Original order is a fundamental principle of archiving.
Maintaining records in original order serves two purposes[1]:
- It preserves existing relationships and evidential significance that can be inferred from the context of the records, and
- It exploits the record creator's mechanisms to access the records, saving the archivist the work of creating new access tools
Binders, folders, and boxes
The method you choose to organize and archive your genealogy research is purely a personal decision. In archives, there are set standards that are followed to preserve a record collection, but the home archivist can use the method that works best for them.
- Binders: Some genealogists choose the binder method where they put all their genealogical records in sleeves and put them in a binder. The sleeves need to be archival quality and when storing the binders on shelves, they need to be laid down on their sides so that the documents do not sag which can cause damage.
- Folders: Some genealogists choose the folder method of archiving genealogical records. Having a file folder for each ancestor that contains only their documents is the method that I use. The folders are then filed in a filing cabinet or in an archival box by surname. Archives use the folder method when compiling their Vertical Files Collection.
- Boxes: In an archive, most record collections are archived in file folders and then placed in archival boxes. These collections of records are what make up the Manuscript Collections in an archive.
Whatever method you choose to store your genealogical records, it is important that the records themselves are processed and stored properly.
Unfolding and flattening records
Once you have decided on the method you will use to archive your records, it’s time to start processing your genealogical records. In the archives, the first step is to unfold and flatten the records.
In the archives we unfold and flatten all documents possible. The act of unfolding and folding documents over time causes damage at the crease lines. Home archivists should also unfold and flatten their documents whenever possible.
Cleaning records
Home archivists could find that many of their records are dirty. Records could have become dirty where they were stored, and could have surface dirt or soot on the actual records. Use a soft bristle brush, like a make-up brush, to sweep away any dirt or debris that is on your records. Soot and dirt cleaning sponges can be purchased at any online archival materials store, and are designed to be used on documents to remove surface dirt such as soot or other stains. CAUTION: DO NOT USE ON DOCUMENTS WITH PENCIL WRITING! The sponge will erase all pencil writing from the page.
Removing hazards
Documents may have items attached to them that are damaging and can be a hazard to the life of that document. These items need to be removed carefully:
- Metal Paper Clips: Metal will rust and once rusted can damage the documents.
- Removing metal paper clips: Use a piece of plastic Mylar or other plastic film, slide the plastic under the paper clip and then continue moving the plastic off the document until the metal paper clip is completely off the records.
- Staples: Staples are very damaging need to be removed from all documents. There are no exceptions to this rule.
- Removing staples: Do not use a claw staple remover or a wand staple remover, use a micro spatula to lift each prong and then slip the spatula under the staple and slowly remove it.
- Straight pins: This is one type of metal fastener that is not found as often as staples and metal paper clips, a straight pin could only hold together a few sheets of paper.
- Removing a straight pin: A straight pin should easily pull out of the document. If the pin has rusted to the document, use wire cutters to cut the pin in half and then remove the pieces carefully.
- Rubber bands: Using rubber bands on genealogical records, photographs, a stack of old family letters or any family heirlooms is highly discouraged. Rubber bands, over time, can be very destructive to records and anything it touches.
- Removing rubber bands: If the rubber band has dried and adhered to the document, use a micro spatula to gently scrape off the rubber band, being careful not to tear the document. Don’t try to use any kind of solvent to remove the rubber. The most important thing to remember is to be patient when trying to remove rubber bands.
- Tape: Cellophane tape or transparent tape should not be used on genealogical documents. In the past, this type of tape was used on documents to mend tears and sometimes to attach pages together. Tape breaks down over time and, like rubber bands, is susceptible to temperature and humidity and can become very sticky or it can become brittle. Either way, tape can cause damage to documents by sticking to the pages and leaving a yellow stain on the records.
- Removing tape: If the tape has become very sticky and is sticking to the documents, try using a micro spatula to scrape off the tape. If the tape has become dried out and brittle, you might get lucky, and the old tape might come right off only leaving a brown stain on the page.
Records storage and climate controls
Archives and archivists watch the climate controls in their facilities every day. Humidity and heat are the enemy to any archives, and it should be the case for all home archivists. It’s true that not everyone can have the perfect climate in their homes for genealogical records, but we can try.
When creating your genealogical archive, do your best to adhere to the following whenever possible:
- Store records in the coolest part of the house, preferably where the temperature is between 35-65 F°, the colder the better.
- Do not store records in a basement, attic, or garage.
- Be sure the storage area has a steady temperature and does not fluctuate by more than 5 degrees.
- Store records where the humidity is between 30%-50%. Keeping records as close to the 30% humidity is preferred to slow the deterioration rate of documents.
- Always keep away from sunlight. Sunlight will fade writing on records and images on photographs.
Taking care of our family records and artifacts is as important as researching our ancestors. Protecting and preserving our family records for the next generation will hopefully ensure that our ancestors are not forgotten.
Consulting with a conservator
If you come across metal fasteners, rubber bands, tape, or some other damage to your documents, you don’t feel comfortable taking care of yourself. Please consider consulting with a professional conservator. Contact your state archives to see if they have a conservator on staff or can direct you to one that does work locally.
Preserving and archiving our family records is just as important as the research we conduct.
Explore more about how to create a personal archive
- Family History: What do we do with our ‘stuff’? at MyHeritage Blog
- 5 Easy Steps to Preserving Newspaper Clippings at MyHeritage Blog
- The Home Archivist: Preserving Family Records Like a Pro! at Legacy Family Tree Webinars
- Preserving Family Photographs: 1839 to the Present at Legacy Family Tree Webinars
- What Are Archives? at the Society of American Archivists
- Find a conservator at the American Institute for Conservation