Conservation

Processors will often encounter conservation issues when processing archival material. Some common issues include:

• Acidic, crumbling paper.

• Broken or damaged spines of books.

• The presence of frames.

• Large staples.

• Masking and duct tape.

• Mildew and mold contamination (this is serious!).

• Loose/detached material (e.g., from a scrapbook page; loose pages can be put in a folder).

• Pest damage (this is serious!).

• Rolled or folded material.

• Severely torn or ripped documents or photographs.

• Sticky notes attached to materials (blank notes can be removed).

• Dangerous film bases (e.g., acetate and nitrate film) that can cause further issues, such as vinegar syndrome (this is serious!).

To become familiar with different kinds of conservation issues, processors should review the following:

• Guidelines for Project Archivists (internal link): Originally developed by the Bentley's conservation staff for project archivists, this handout provides examples of common issues (e.g., mold, pest damage, etc.) as well as conservation treatments and their timelines. 

• Audiovisual Condition Issues (internal link):  Developed by the Bentley's Lead Archivist for Audiovisual Curation, this guide provides processors with instructions on what to do if they encounter different kinds of conservation issues (ranging from peeling media labels to finding mold or mildew on the media itself).

Other sources that can be used to identify preservation and conservation issues include the Preservation Self-Assessment Program's Collection ID Guide (public link) and the NEDCC's preservation leaflets (public link).

Processors are allowed to perform the following simple treatments when arranging and describing material:

• To remove material with minimal dirt, the processor can clean the surface using a cheesecloth to wipe gently from the center out, being careful not to dislodge loose edges. They can also gently clean the surface with eraser crumbs.

• To remove particularly nasty rusty metal staples, paperclips, and fasteners, the processor should use a micro spatula to carefully remove rusted metal without damaging paper. Not every rusty staple needs to be removed, and processors should not remove staples, paperclips, or fasteners that are not rusty.

If interested in receiving training in basic conservation treatments, the processor should consult with their supervisor and the Bentley's Conservator. 

For conservation issues that require the conservator's expertise, it is typically best to complete processing and separating material before sending material to the Conservation lab. In these kinds of situations, the processor should flag the material with conservation needs for a later time. Once processing is complete and the material has been stored in the stacks, use the Conservation Request Form (internal link) to submit a request for conservation treatment for particular material. 

However, there may be situations where collection material cannot be processed without causing damage to items, jeopardizing the processor's health, or contaminating the processing space. In these cases, please consult with conservation staff about possible solutions (which may include working under the exhaust hood in the Conservation Lab to identify and separate non-archival material)!

NOTE: If physical audiovisual material has a serious conservation issue (e.g. mold), alert the Lead Archivist for Audio Visual Curation.

When a processor encounters suspected or actual mold, pest (i.e., insect or rodent) infestations, or nitrate film, they should immediately alert Conservation staff (or the Lead Archivist for Audio Visual Curation) for a quick consult. If staff are not available, the processor should enclose the material in a plastic bag—taking care to seal any holes with tape to prevent any potential dispersal—and place the material on the "Challenge Cart" in the Conservation Lab. 

Depending on several factors—such as the overall importance of the material itself, the importance of retaining the original carrier vs. retaining the information on the carrier, and the extent of the conservation issue—processors can undertake one of several actions.

Select the appropriate drop-down option for more information.

In situations where the material possesses little unique or valuable information or evidence, the processor can simply separate the affected material. 

In situations where 1.) the material possesses sufficient informational or evidential value to be retained; 2.) the extent of the conservation issue is minimal; and 3.) the original carrier (e.g., the original paper) is less important than the information or evidence printed on the carrier, the processor can simply make a preservation copy of the material using the flatbed scanner of a multi-function printer or scanner. Once all material has been scanned, the processor will wipe the flatbed scanner with isopropyl alcohol (retrieved from the conservation lab) and appropriately dispose of the originals.

It is important to note the following:

• Do not use the printer's sheet feed capabilities when performing preservation scanning.

In situations where 1.) the material is important and 2.) one or more folders' worth of material is affected, it is more efficient to isolate all affected folders and bring them to the Conservation lab for consultation, review, and/or treatment.  In these situations, the processor will do the following:

• Create a paper flag that briefly describes the material and notes from which box it came from.

• Place the affected folder into a specially designated "For Conservation" box.

• Place the flag in the spot where the folder was taken from.

• Repeat as necessary until all affected folders are in the "For Conservation" box.

• Bring the "For Conservation" box to the conservation lab for review by conservation staff. At this point, the following may occur:

  • If the original folder or other container will be discarded by Conservation staff, the processor should provide them with new archival folders that 1.) have the exact same titles as the original folders and 2.) are in the same order as the folders in the "For Conservation" box. 

  • If the processor is considering separating some material, Conservation staff will need the processing archivist to either appraise material in the lab or consult with them about the retention of each piece.

• Fill out any documentation required by conservation staff.

It is important to note the following:

• When working with material with mold or other kinds of airborne contaminants, the processor should work under the fume hood, wear gloves, and/or wear a mask.

In situations where 1.) the material is important and 2.) approximately one or more boxes' worth of material is affected, do not work on the material. Instead, the processor should:

• Enclose the boxes in a large, durable plastic bag.

• Place the box or boxes on the shelves in the garage designated for moldy materials (near the “shred” shelves).

• Clearly label the box with a sticky note that includes the following information: 

  • The processor's initials.

  • The material's accession number.

  • An appropriate label, e.g. “MOLD.”

  • The collection name.

  • The date the material was put on the shelf.

  •  The words “DO NOT MOVE”.

• Repeat as needed for each real or potentially contaminated box.

• Once all material has been moved to the garage, inform Conservation staff of how many boxes are in the garage and that the boxes are ready for inspection. The processor will then coordinate with conservation on a time to bring the boxes down to the lab for review.

• Depending on the instructions of Conservation staff, the processor will either:

  • Return the box(es) to the garage. 

  • Leave them in the Conservation lab for treatment.

  • Return the boxes to the processing room. 

• Processing archivists may also be asked re-house material under the exhaust hood. If this is undertaken, the processor should bring their:

  • Work laptop.

  • A box of folders or other suitable containers.

  • Pencils and a pencil sharpener.

  • An eraser. 

  • Paige box(es).

• If the box will remain in the conservation lab, fill out any documentation required by Conservation staff.

It is important to note the following:

• When working with material with mold or other kinds of airborne contaminants, the processor should work under the fume hood, wear gloves, and/or wear a mask.