How do I protect and handle objects?

Contents

Types of objects

Some examples of objects held in archival collections include:

  • sculptures, statues, and dinnerware 
  • large and small decorative or functional items – chandeliers, plaques, vases, jewellery, furniture, trophies, keys, seals, rubber stamps and typewriters 
  • natural history objects – geological samples, anthropological collections and zoological specimens 
  • textiles – stuffed toys, rugs, embroidered items, lace, tapestries, clothing and uniforms 
  • models – scale models of ships, buildings, cars, landscapes

Materials

Objects are made from numerous materials and are often composed of more than one material, for example, a clock may be composed of a wooden case containing the moving metal parts, hands and a glass cover. The clock may also be varnished, painted or coloured in some manner. Objects may include the following materials:

  • glass, ceramic or pottery
  • paper and cardboard 
  • fur or skin products such as leather 
  • organic matter such as soil samples 
  • textile materials such as silk, cotton and wool 
  • wood, metals or plastics 
  • stone, bone and ivory

Deterioration of materials

All materials degrade over time. We cannot control this inevitable deterioration, but we can control how fast it happens. It is useful to know that certain materials are susceptible to deterioration in particular ways just because of their properties, and that other materials deteriorate as a result of particular environmental conditions.

  • Textiles, fur and leather are susceptible to mould growth and insect attack in humid conditions. 
  • Wood has a tendency to crack in dry conditions.
  • Some coloured textiles are subject to fading when exposed to light.
  • Plastics gradually lose their plasticisers and other additives making them brittle. 
  • Bone and ivory tend to become brittle and discolour. 
  • Metals corrode.

Handling and care of objects

  • Handle with care. 
  • Put the box on a table before removing an item. Doing this on a ladder is dangerous (both for you and the item). 
  • Try to remember how the item was packed so you can repack it in the same way. 
  • Trolleys should be used when moving bulk items. It is acceptable to carefully carry single items. If the item is big or heavy, get another person to help you. 
  • Wear lint-free cotton gloves, or ensure your hands are clean and dry.
  • Do not clean archival objects with commercial cleaners. If you must clean them, simply wipe over with a dry soft cloth or brush gently. 
  • When packing broken items, make sure broken edges do not touch. 
  • Do not try to glue anything. Repair of broken objects is a job that should be referred to specialists.

Protective packaging

Before placing an object in protective packaging it is important to ensure that the object is free of dust and that it is unaffected by mould, insects or active corrosion. Affected items should be isolated from other objects and advice on how to deal with them sought from your local office of the National Archives.

Objects are usually non-standard in size and shape, so tend to become damaged because of their awkwardness. They will not fit neatly into drawers or shelves and you cannot have one box size that will fit them all. They are harder to retrieve and are often made out of breakable materials.

Here are some guidelines when packaging objects:

  • Wrap objects individually so they don't touch and damage each other. 
  • Use suitable shock-absorbing packaging materials like acid-free tissue, archival foams or bubble pack. Do not use newspaper. 
  • Use acid-free boxes. These are available commercially in both standard and custom-made sizes. 
  • Make sure the box is not too big or too small, and the box is not underfilled or overfilled, as both instances can cause serious damage. 
  • Label the object and box clearly, but do not write or stick things directly onto the object's surface. A good option is to tie a label onto the object with cotton tape. 
  • If the object is too big to box, drape it with cotton dustsheets. 
  • Objects should be transported in their protective packaging.

Textiles should be handled differently from most other objects. They should be laid out flat in a box and interleaved with acid-free tissue paper. Folds in the textile should be padded out with a sausage-shaped roll of tissue. Take care not to crush textiles under heavy things and remember that natural fibre textiles can be very fragile.

Storage and environment

Objects should be stored at temperatures between 18–20°C and relative humidities between 45–50%. In these conditions the natural deterioration of the objects can be slowed. In some instances deterioration can be slowed further by lower temperatures. It is important that these environmental levels are stable. Mould will start to grow around 60% relative humidity and if the humidity fluctuates more than 10% in 24 hours or the temperature is too high, the items in the collection will be stressed, speeding up their deterioration.

Materials degrade quicker when exposed to ultraviolet light. Fluorescent tubes which are low in ultraviolet light should be used wherever possible in storage areas. Ultraviolet light can be easily measured with a light meter, and levels should not exceed 75µW/lumen. Lights should be turned off whenever possible. Storage areas should not have windows, but if they do they should be covered with curtains or blinds.

Insects and rodents once attracted to a records storage area may start eating the records, so:

  • do not eat in storage areas 
  • keep surfaces (floors, tops of shelves) clean 
  • bait regularly for rodents and fumigate annually for insects
  • Insect pest strips can be used as localised insect deterrents, however, the strips should not come into direct contact with individual items

Storage equipment

Storage equipment should be designed and set out to minimise damage to any items that are stored within it.

  • Store items off the floor in case of flood. Plinths or pallets may be used to do this if the item will not fit into shelving. 
  • Equipment should be made of coated metal. Wooden equipment should be avoided, as it can release harmful vapours, can contribute to the spread of fire and may harbour insects. 
  • Items should not be stored on the top of storage equipment. They will be too close to ceiling lights and there is also the possibility of water damage from fire sprinklers. 
  • Aisles between equipment should allow easy access to and removal of items. 
  • Suitably sized tables should be located next to the storage cabinets, so that staff can comfortably and safely check the contents of boxes and drawers and retrieve individual items. 

When objects are suitable to be stored within drawers the drawers should be clearly labelled with their contents so that items may be retrieved with a minimum of handling. To prevent damage to the objects when the drawers are opened and closed, the drawers should:

  • operate smoothly 
  • have stops to prevent them from being pulled completely out when they are opened 
  • have a lip at the front to prevent items from falling onto the floor and at the back to prevent items from falling behind the drawers 
  • never be overfilled and ideally be only half-full or contain only one flat object, eg a textile object such as a dress.

Documentation and exhibition

Many objects within archival collections are unique and cannot be easily copied or reproduced. However, a good quality professional photograph of an object can sometimes satisfy reference needs without needing to use the original and also provides a record of the item if anything should happen to it.

Precise requirements for the safe display of objects vary with the exact composition and structure of the object and specialist advice should be sought before displaying objects of value.

Further advice

Please contact the Agency Service Centre if you require further advice on protecting and handling objects.

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