A file is a collection of documents on a similar subject or resulting from similar transactions that are held together in some way, usually by a file pin in a folder. The types of documents on a file can include:

• written or typed correspondence
• printed material (ie pamphlets, reports or brochures)
• maps, plans and posters (often folded)
• photocopies, thermal paper (ie fax paper)
• photographs, negatives and x-rays

The documents within the file are often held together in smaller numbers using various fasteners such as staples, paperclips and pins.

This advice discusses the particular problems associated with the protection and handling of files as objects in their own right. The various document types listed above are also covered in more detail by other advice on:

Since almost all the items on any file (including the cover) are paper-based, it is important to understand how paper deteriorates.

Paper is mostly made up of cellulose fibres derived from plants. Until recently the vast bulk of paper produced was acidic in nature and/or contained impurities that produced acids as the paper aged. Over time acids in paper can be quite destructive causing the papers to become yellow and brittle. The inevitable destruction of acidic paper can be slowed through storing the paper in alkaline conditions, or accelerated through storing the paper in acidic conditions.

In more recent times, standard paper grades are being produced using an alkaline process. This produces a paper with a somewhat better life expectancy than the old acidic papers. However, an alkaline production method alone does not produce a high quality paper. Many other factors influence paper quality, including the quality of the fibre stock used to produce the paper, the different additives and impurities present and the method of manufacture. Papers produced ensuring the highest quality in all these areas are referred to as 'archival'. For more information on paper quality and on choosing a suitable paper for a particular need, please see the advice on which paper to use.

Recycled paper is often more unstable than the non-recycled, or 'virgin' type, as it may contain impurities such as printing inks and plastics from toners used in copiers. Also, the recycling process shortens and weakens cellulose fibres, affecting paper strength and so limiting the amount of wear and tear it may endure.

Two paper types which are commonly found on files and which are of particular preservation concern are thermal papers and carbonless copy papers.

Thermal paper, which is used for older fax machines and electronic whiteboards, is treated with a heat sensitive chemical coating. This coating provides the means of producing the image on the paper. Unfortunately, the image may in time be affected by friction, other heat sources, or contact with certain materials. Thermal fax copies are also affected by light, which causes fading of the image, and some highlighter pens, which dissolve the images. Thermal paper should be photocopied if the information on it is to be retained for any length of time. For more information on thermal papers and their deterioration, please see the advice on thermal papers.

Carbonless copy papers are, as the name suggests, a type of copy produced without the aid of carbon paper. Typically carbonless copy papers are used for such things as freight dockets and stationery requests. The images on these papers are highly unstable and can fade quite rapidly. As a result of this instability carbonless copy paper should be photocopied onto plain paper if the information is to be retained for any length of time. 

As for any archival item, correct handling of files will aid in preserving them for as long as they are required:

• Handle with care.
• Ensure your hands are scrupulously clean and free from food, grease and hand creams.
• Use pencil when working near archival records, not marker pens or ink pens.
• Turn pages carefully, with two hands if necessary, to avoid tearing pages off the file pin.
• Do not use a wet finger to turn pages.
• If you need to mark a page in a file use a piece of clean white paper – avoid using 'post-it' notes and remove the paper when finished.
• Do not use adhesive tape to repair tears. It will discolour and degrade the paper and eventually fall off.
• Polypropylene, polyethylene or polyester plastic bags are very useful for placing damaged pages back on files and isolating photographs and other materials from other pages on the file.
• File pins and other metal pins will eventually rust. Use stainless steel pins and paper clips. Placing a piece of archival quality paper between the clip and the document will prevent damage to the paper.
• If folios are protruding from files then the papers should be carefully re-aligned. Any torn or loose folios can be placed into a polyester sleeve.

Before placing files in protective packaging it is important to ensure that they are free of dust and unaffected by mould, insects, or active deterioration. Affected items should be isolated and advice on how to deal with them sought from your local National Archives office:

• Every item, or group of items, should have some sort of file cover or protective material enclosing it.
• Cotton tape may be used to bundle loose papers.
• Items should not be folded to fit them into the file cover. Provide a covering that suits the size of the item and place it in a suitably sized box.
• Boxes, file covers and other packaging materials should be made of archival materials.

The way in which files and general papers are arranged in boxes is very important:

• When in boxes, files should be stored on their spine with the file pin at the bottom of the box.
• Individual documents or items may be stored flat on the bottom of a box, but care should be taken not to stack too many items on top of one another. They will be difficult to retrieve and will squash the items at the bottom.
• If thin items are stored on their edge, they must be supported to avoid curling and sagging of the paper.
• Cards may be stored upright in boxes with lids. They should be packed tightly enough to allow a search for individual items. Avoid using rubber bands to hold cards together. Use cotton tape instead.
• Make sure the box is not too big or too small, and the box is not full or too empty – easy retrieval means less handling.
• Boxes should not be stacked more than four high and should be stacked in a staggered formation, like brickwork, to avoid caving in boxes on the bottom row.

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

• Shelves should be made of coated metal. Wooden shelving should be avoided, as it can release harmful vapours, can contribute to the spread of fire and may harbour insects.
• Shelves should start at least 150 mm off the floor in case of flood.
• Paper records should not be stored on the top of shelving units as they will be too close to ceiling lights and there is also the possibility of water damage from fire sprinklers.
• Aisles between shelving should allow easy access to and removal of the records.
• 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.

Storage drawers should be clearly labelled with their contents so that items may be retrieved with a minimum of handling. To prevent damage to the items when the drawers are opened and closed, they 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 one at the back to prevent them from falling behind the drawers
• never be overfilled

Valuable paper items should be stored at temperatures between 18 and 20°C and at relative humidity between 45 and 50%. In these conditions the natural deterioration of paper objects can be slowed. Other materials may require slightly different conditions. It is important that these environmental levels remain stable. Mould will start to grow at 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 become stressed, which will accelerate the deterioration process.

Materials degrade more quickly when exposed to ultraviolet light. Fluorescent tubes that are low in ultraviolet light should be used wherever possible in storage areas. Ultraviolet light can easily be measured with a light meter. Levels should not exceed 75mW (microwatts)/lumen. Lights should be turned off whenever possible and storage areas should have no windows, or windows that can be covered with curtains or blinds.

The National Archives publication Standard for the Physical Storage of Commonwealth Records provides further information on optimum environmental conditions for storage of all types of archival materials.

Pests such as insects and rodents can be attracted to record storage areas in search of food and shelter. When particularly hungry they may take to eating paper-based material such as files. To reduce the possibility of pest damage:

• keep the area clean, dust can be a breeding ground for insects and mould
• do not eat in storage areas, as food scraps can attract pests
• check storage areas regularly for outbreaks of insects or rodents – should an infestation occur, baiting or fumigation may be necessary

For more information on this subject, please see the advice on integrated pest management.

Files are usually labelled by writing on the file cover. Loose papers may be labelled in pencil on the actual item, placed in a box and the box labelled, or wrapped in some way and the wrapping labelled.

Clear labelling, both on the item and the box, will reduce the amount of handling an item receives.

Photocopying of documents from files may occur for several reasons:

• to preserve a copy of the information
• the original document may be deteriorating because of constant use and a photocopy of it can be substituted for the original
• sometimes a copy of the item may be used in exhibitions instead of the original

Photocopying of archival records is a handling process that requires particular care to ensure that the condition of a record is not compromised:

• If a record is damaged or in poor condition it should be referred to a conservator before copying is done.
• The platen on the photocopier should be clean.
• Document feeders should not be used for archival documents.
• Original photographs should not be photocopied as the ultraviolet light emitted by the photocopier may damage the photograph. If possible, photocopy a reference print.
• Before copying an archival file, it should be disassembled and all metal clips, staples and pins carefully removed.
• Documents that are slightly wrinkled and/or folded may be smoothed out by gently pulling the wrinkles flat with your fingers and the palm of your hand. Severely wrinkled or folded items should be treated by a conservator before copying.

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

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