For most, family history and genealogy research means finding a variety of documents and objects that help tell a family's story. Documents can range from important (citizenship certificates, old diaries, love letters) to minor (high school report cards and school photos) to ephemera (party invitations, holiday cards). Each family decides what constitutes an heirloom ranging from jewelry or an old wooden chest to everyday tools used in a family business.
These items can only continue to help tell family stories if they are properly preserved for future generations.
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Taking inventory
"One person's trash is another person's treasure" is also true for family heirlooms and documents. It all comes down to perspective and what items the family members consider worthy of preservation. Before determining what "stays" and what "goes," it is important to take inventory of the items.
A good inventory will including the following information
- Date item reviewed
- Name or description of item
- Condition
- Provenance or history of item
- Disposition or what is to be done with the item
An inventory is also important as an evidentiary document as to what happened to documents and heirlooms in case of any future family "disputes" over the items.
Duplicates and unwanted items
It is difficult to admit, but some documents, photos, and heirlooms are just not worth keeping. Here's how to "dispose" of items:
- For duplicate photos, see if other family members would like to have them.
- There might be several photos for an event such as a wedding or graduation. Select only the best photos to keep and preserve.
- Discard out of focus or over-exposed photos that can't be "corrected" via online photo editing tools.
- Other unwanted items could be used for family history gifts or crafting projects.
Creating a preservation plan
Before jumping right into preserving family documents and heirlooms, especially when dealing with a large collection, developing a preservation plan helps track items and preservation progress.
- Triaging and prioritizing: Determine which items to preserve first based on their condition and significance. Fragile damaged items are usually given a high priority and should be placed in a safe container immediately. Items that are undamaged are given a medium priority or a low priority depending upon the value and importance of the item.
- Documenting and tracking: Use the inventory to keep a record of items and their preservation status. A spreadsheet or a notebook can be used for tracking. Note the name of the item, a brief description, category, priority based on triaging, and proposed preservation solution.
- Get assistance: For large items or expensive items that need repair, consult a professional conservationist. Taking a "do it yourself" approach could result in further or unexpected damage.
Organizing, dating, and labeling items
Once you've taken inventory of documents and heirlooms you may be tempted to "organize" items which may include labeling.
- When encountering "grouped" items - such as a pile of photos, or a scrapbook, honor the original organization method used for the items. If removing photos from an album, first take a photo or scan each page. Then either re-assemble to collection or place in the original order.
- Act like a professional archivist when handling documents and heirlooms ... DO NO HARM. This means handling items carefully and not using any action that can't be "undone" such as laminating or affixing labels to items.
- Use acid-free protectors, sleeves, and boxes to preserve and store items. Affix labels to these items, not the actual document or heirloom.
- Also consider adding notes on a 3x5 index card or print out item information and place the document in the protective holder.
Preservation basics
Here are some basic practices and guidelines to follow when preserving documents and heirlooms:
- Environment: The best environment for items is a cool, dry, and dark location. This means low humidity, little or no light, and a moderate temperature. Also make sure the environment is free from pollutants.
- Handling: Cotton archival gloves should be used when handling photos, negatives, slides, and film. Do not use gloves when handling paper, books, and documents. Wearing gloves will remove the ability to safely turn pages or handle documents.
- Other materials: Remove any fasteners such as staples, paperclips, and rubber bands. Only use plastic clips to group and organize items.
- Digital preservation: Once items are safely preserved, consider digitization using a scanner or outsourcing to a digitization service.
Restoration and preventing damage
Some types of damage will be discovered when handling most family collections of old documents and heirlooms.
- Review and detect. Look for early signs of deterioration including foxing (brown stains and spots on paper due to mold or fasteners). Enter notes about damage in inventory document.
- Basic restoration. Simple tasks such as removing fasteners and placing damaged item in acid-free container can be done easily.
- Seek outside help: When encountering mold, insects, odors, water damage, or other damage, do not attempt a "do it yourself" solution. Seek the help of a conservation professional.
Displaying Documents and Heirlooms
Once inventoried and preserved, the next task is to share and display the documents and heirlooms so they can be enjoyed by family and friends.
- Use safe display techniques: Not all items can be displayed in the same manner. Daguerreotype photos must be kept away from bright lights and should remain in their holders. Keep items out of direct sunlight and away from possible water damage.
- Create a viewing space: Consider using shadow boxes or a glass covered coffee table that allows items to be stored and seen by visitors.
- Go digital: Once digitized, create a blog or website with photos and information on each item. Also share via social media platforms such as Facebook and Instagram.
Explore more about ow to preserve family documents and heirlooms
- Caring for Keepsakes: The Top 10 Family Heirlooms webinar at Legacy Family Tree Webinars