Module 2: Part 4
Storing Analog Materials
When considering your storage options, you need to consider the different methods for your analog materials (i.e., physical objects such as photographs, paper-based materials, etc.) and digital items. Let’s first discuss the best approaches for analog materials.
Each physical format type will have specific storage recommendations, but there are some general principles. Although it may seem basic, it is essential to store items and objects based on the size and format of the materials. Make sure the storage housing is the appropriate size for the contained materials made from a sturdy material that allows you to easily handle it when moving it from a shelf to another location. If possible, look for housing made of inert or non-damaging materials. For paper-based enclosures, including boxes, look for acid-free and lignin-free. With plastics, avoid using polyvinyl chloride (PVC) and look for polyethylene, polyester, or polypropylene. The Conservation Center for Art & Historic Artifacts provides an excellent comparison chart of inert materials.
There are also some general rules for analog storage. You would have dedicated shelving for your items in an ideal world, likely made of powder-coated steel. This is not realistic for home storage. What is most important is that wherever you store a specific housing—let’s say a box of photographs—make sure it is adequately supported. Avoid stacking boxes on top of each other and find a dedicated spot to store oversized items, so they are laid flat. If you use a bookshelf, leave some space between the shelving and the walls.
If you are looking to purchase specific specialized storage or housings, consider one of the following suppliers:
Let’s look at some additional considerations based on specific analog formats.
Paper-based Objects
For storing paper-based objects, folder and box unbound documents in lignin-free, alkaline-buffered file folders and boxes. You should store the material in similar sizes (e.g., 8.5” x 11” materials together and postcards in a different box). If you have a paper-based item that is particularly fragile or brittle, consider using polyester sleeves. You can find both flat and upright storage boxes depending on your preferences. If you are using a flat box, do not store more than three on top of each other.
Larger, oversized materials, such as posters, are best stored in large flat boxes or drawers. Try to use folders or other acid-free enclosures within drawers (cut to match the size of the drawer, not the item). This will help keep the items separated and help support the items. Rolling material is not ideal but could be the only practical method if drawers are unavailable or too small to house the item(s) properly. Additionally, folding material is not recommended, even if it originally arrived folded.
If you have any scrapbooks, you can purchase or create a custom-made box to fit its dimensions. Suppose it is in poor condition or not especially important in its original form. In that case, individual pages can be stored like oversized materials or standard unbound paper.
The National Archives website provides additional recommendations and illustrations on storing paper-based items.
Photographs
There are many good options for storing photographs, but a few things to keep in mind. Consider using protective sleeves or folders to protect photographs. The types of sleeves will depend on their potential use. You could use windowed sleeves so you can look at the pictures without removing them from the sleeve or non-windowed if you wish to store more than one photograph per sleeve. Additionally, the sleeves could be made of plastic or paper, but look for those that have passed the Photographic Activity Test (PAT). If they do not meet these specifications, the sleeves could cause damage to the photographs.
If you have framed photographs, you do not necessarily need to remove them from their frames. Be sure to use a photo matte in the picture frame to ensure the photograph is not directly touching the glass. Additionally, avoid using adhesives to mount the image to the matte. If you are displaying the framed photograph, consider adding u/v protection film to the glass to prevent fading.
If you wish to store your photographs in an album, avoid those with colored, “magnetic,” or sticky self-adhesive pages.
While you can store photographs vertically in boxes, those over 8” x 10” should be stored flat.
For more information about identifying your specific photograph formats and their requirements or general photographic storage recommendations, see the following:
Image Permanence Institute, Graphics Atlas
Canadian Conservation Institute (CCI) Notes: Photographs
Image Permanence Institute (IPI) Storage Guides: Storage Guide for Color Photographic Materials and IPI Guide to Preservation of Digitally-Printed Photographs
National Park Service Conserve O Grams: 14. Photographs
Northeast Document Conservation Center, Preservation Leaflets - 5. Photographs
Moving Image & Recorded Audio Materials
Suppose you have any analog moving image or recorded audio materials. In that case, they are likely on either magnetic tape-based formats, such as VHS or cassette tapes, or optical media, such as CDs.
For VHS or camcorder tapes, make sure the tapes are stored fully wound in one direction or the other. Store tapes upright, like a book, rather than on their side, and use opaque cases (rather than see-through). Do not store them near potential magnetic fields or in plastic bags. If possible, “exercise the tape” every few years by either playing it or winding it to avoid the tape from sticking to itself. If possible, consider migrating the tape contents to a different format.
For cassette tapes, acid-free enclosures are strongly advised. All storage materials should pass the Photographic Activity Test (PAT), similar to photographs. Such enclosures would include:
Plastic: Polyethylene, polypropylene, or polyester (a.k.a. Mylar D or Melinex 516). No PVC or acetate.
Paper/Paperboard: Neutral pH, lignin-free, buffered materials recommended.
Overall, inert plastic containers are ideal. Anything other than a hard plastic (e.g., a cardboard slipcover) container means that it is not sufficiently protected and should be rehoused in a clean, inert plastic container. An enclosure must be truly clean to protect the fragile tape surface. Dust and dirt abrasions can affect sound quality and even render the tape unplayable. Moldy, damaged, and dirty containers must be replaced.
Just like with VHS tapes, the best orientation for a cassette is vertical on its end. Piling tapes one upon the other tends to stress the cassettes at the bottom; this can, over time, cause the plastic housing to warp and even crack. Allowing cassettes to lean for too long in a suboptimal environment can also lead to distortion.
For optical media, such as CDs or DVDs, you should also use inert plastic containers with a non-damaging center hub. The container is acceptable if it is protecting the media from dust, pests, and other contaminants; is not shedding or introducing any contaminants through its own degradation, and is clean and free of mold or excessive dirt. Like other discs, optical media should be stored vertically on end, inside a case.
Textiles
Like most military members and veterans, you likely have some uniforms, boots, or other textiles that you would like to store and preserve. Before considering long-term storage, be sure to have any textiles properly cleaned. If they are in a fragile condition, consider taking them to a textile conservator for cleaning and storage preparation. Otherwise, a local dry cleaner with a good reputation can be used.
Once the item(s) are cleaned and ready for storage, be sure to remove any potential sources of acidity, including, but not limited to, dry cleaner tags, wooden hangers, or lining paper. While you may consider removing any pins, insignia, or ribbons from a
uniform—you do not necessarily need to do this, but seal or wrap them in a polyethylene bag. Additionally, metal buttons should be covered or wrapped with acid-free tissue or linen to prevent staining.
If storing a uniform or other garment that is not in a fragile state, you can keep it on a hanger—but any hanger material touching the uniform should be acid-free (not wood, PVC, or metal). They make padded Tyvek hanger covers that fit over most standard hangers for these situations. They provide protection from the hangar materials. They also offer a larger surface area to support the garments.
If storing on a hanger, you need to also cover the garment with a breathable bag/cover that completely seals the garment. Tyvek bags with zippers are a good choice for this and come in various sizes (including for boots).
If you decide to store any textiles in a box, be sure to follow the same recommendations for oversized paper-based materials described early. You will likely need to use tissue paper in the box to support the item—be sure the tissue paper is also acid-free. It is better to roll an item rather than folding it and use acid-free tissue paper to support the object.
Finally, if you are trying to store hats, be sure to support the inside of the hat with acid-free tissue paper and use a box large enough for the hat.