There are many different reasons why records and archives deteriorate and the best most cost effective way to protect records and archives is to ensure the good and orderly physical and administrative management of the entire organization. In this paper, the author is going to explain with typical examples the causes of deterioration to records and archives and their methods of control.
Archives are defined by Roper (1999:4) as “Records, usually but not necessarily non-current records, of enduring value selected for permanent preservation. Archives will normally be preserved in an archival repository.” He Roper (1999:19) further defines records as, “a document regardless of from or medium created, received, maintained and used by an organization (public or private) or an individual in pursuance of legal obligations or in the transaction of business of which it forms a part or provides evidence.”
The most significant factor is the nature of archival materials themselves is acidity. Acidity is the quality of being acidic or sour. Acidity is the opposite of alkalinity or sweet. Acids contain high levels of positively charged hydrogen ions that can make paper fragile. These hydrogen ions can be introduced during the paper manufacturing process, from writing inks or from poor storage.
Mahapatra (2003:64) goes on to add that “the most common
acid deterioration is caused by sulphur- dioxide present in small amount in the
atmosphere. The amount of sulphur dioxide is larger in industrial environment.
The sulphuric acid, when it reaches to about one percent accumulated in paper
and moisture. The traces of iron and copper present in paper or leather binding
act as a catalytic agent to change sulphur dioxide gas into sulphuric acid. It
causes degradation of cellulose fibers of paper by breaking down the molecular
structure.
Mahapatra (2003:65) goes on to say that paper acidity comes from sizing
elements of alum and rosin. Cook (1999:13) also says ‘size’ is added to paper
during manufacturing process to add strength and make it less absorbent.
Unfortunately, during the process sulphuric acid is formed, and this attacks
the cellulose fibers. Acidity in inks, paper adhesives and even in photographic
materials.
To minimize the effect of paper acidity, it is therefore necessary to test the
pH of paper records and archives, before introducing any materials to the
archives institution or records office, if there are concerns about the high
acidity. It is also possible to test the pH of archival storage materials to
ensure they are as stable and neutral or alkaline as they are supposed to be.
It is also possible to avoid any paper that is high in acidity especially when
creating an archival record.
Light can affect the stability of archival materials. Light speeds up the
oxidation of paper records causing materials to deteriorate faster. Light also
has a bleaching action causing colouring papers and inks to whiten or fade. At
the same time light can increase the chemical activity in causing changes in colour.
Light also generate heat which speed up the chemical
reaction/process of degradation of materials. Ultra violet light is the most
harmful light because the wave length of ultra violet is very active generating
more radiation. Ultra violet light is found in sunlight and florescent light,
so both types of light need to be controlled in the archival institution.
Cook (1999:19-20) says it’s possible to measure light if there is a serious
concern about the level of light, particularly in an archival repository. Light
is measured in ‘lox’ a unit of light intensity. If the room or repository
received more light than is required, it is necessary to control it. The
effects of light can be reduced by keeping all materials covered boxed when not
in use and by providing only the minimum amount of light. Curtains can be
placed on windows to control natural light. Fluorescent lights should be
avoided in records storage areas and replaced by incandescent light which don’t
generate the same level of radiation.
Temperature can be to a great extent affect the stability of records and
archives. Excessive heat can cause records and archives to deteriorate faster.
Bajpai (1999:190) argues that “The rate of increase in the deterioration
of paper is even faster, doubling, for every increase of approximately 4 degrees
Celsius”
Rapid changes of temperatures can be more harmful than a consistently high temperature says Bajpai (1999:191). The oscillating temperature stress paper which will result in paper damages. When books or paper is exposed to heat, materials becomes brittle and crack easily “It causes dehydration and paper loses its usual strength” Bajpai (1999:191)
To monitor the level of temperature a thermometer is used. It is used to measure fluctuations in temperature. The ideal temperature for paper records is 18-20 degrees. If there is excessive heat fans can be distributed in the records rooms in order to cool down the temperature. Rapid fluctuations should be avoided.
Temperature and Relative humidity work hand in glove in the deterioration of records. Relative humidity is defined by (Cook (1999:15) as “The ration of the amount of water vapour in the air to the amount that would be present at the same temperature were the atmosphere to be fully saturated. Relative humidity is expressed as a percentage”
“Paper materials swell or shrink as relative humidity changes as organic materials are hygroscopic. They may cause water soluble inks to ran and paper which is coated with china clay or chalk to stick” Bajpai [1999:58.]
There are many different reasons why records and archives deteriorate and the best most
Archives are defined by Roper (1999:4) as “Records, usually but not necessarily non-current records, of enduring value selected for permanent preservation. Archives will normally be preserved in an archival repository.” He Roper (1999:19) further defines records as, “a document regardless of from or medium created, received, maintained and used by an organization (public or private) or an individual in pursuance of legal obligations or in the transaction of business of which it forms a part or provides evidence.”
The most significant factor is the nature of archival materials themselves is acidity. Acidity is the quality of being acidic or sour. Acidity is the opposite of alkalinity or sweet. Acids contain high levels of positively charged hydrogen ions that can make paper fragile. These hydrogen ions can be introduced during the paper manufacturing process, from writing inks or from poor storage.
Mahapatra (2003:64) goes on to add that “the most common
acid deterioration is caused by sulphur- dioxide present in small amount in the
atmosphere. The amount of sulphur dioxide is larger in industrial environment.
The sulphuric acid, when it reaches to about one percent accumulated in paper
and moisture. The traces of iron and copper present in paper or leather binding
act as a catalytic agent to change sulphur dioxide gas into sulphuric acid. It
causes degradation of cellulose fibers of paper by breaking down the molecular
structure.
Mahapatra (2003:65) goes on to say that paper acidity comes from sizing
elements of alum and rosin. Cook (1999:13) also says ‘size’ is added to paper
during manufacturing process to add strength and make it less absorbent.
Unfortunately, during the process sulphuric acid is formed, and this attacks
the cellulose fibers. Acidity in inks, paper adhesives and even in photographic
materials.
To minimize the effect of paper acidity, it is therefore necessary to test the
pH of paper records and archives, before introducing any materials to the
archives institution or records office, if there are concerns about the high
acidity. It is also possible to test the pH of archival storage materials to
ensure they are as stable and neutral or alkaline as they are supposed to be.
It is also possible to avoid any paper that is high in acidity especially when
creating an archival record.
Light can affect the stability of archival materials. Light speeds up the
oxidation of paper records causing materials to deteriorate faster. Light also
has a bleaching action causing coloring papers and inks to whiten or fade. At
the same time light can increase the chemical activity in causing changes in
color.
Light also generate heat which speed up the chemical reaction/process
of degradation of materials. Ultra violent light is the most harmful light
because the wave length of ultra violent is very active generating more
radiation. Ultra violent light is found in sunlight and florescent light, so
both types of light need to be controlled in the archival institution.
Cook (1999:19-20) says it’s possible to measure light if there is a serious
concern about the level of light, particularly in an archival repository. Light
is measured in ‘lux’ a unit of light intensity. If the room or repository
received more light than is required, it is necessary to control it. The
effects of light can be reduced by keeping all materials covered boxed when not
in use and by providing only the minimum amount of light. Curtains can be placed
on windows to control natural light. Fluorescent lights should be avoided in
records storage areas and replaced by incandescent light which don’t generate
the same level of radiation.
Temperature can be to a great extent affect the stability of records and
archives. Excessive heat can cause records and archives to deteriorate faster.
Bajpai (1999:190) argues that “The rate of increase in the deterioration
of paper is even faster, doubling, for every increase of approximately 4
degrees Celsius”
Rapid changes of temperatures can be more harmful than a consistently high temperature says Bajpai (1999:191). The oscillating temperature stress paper which will result in paper damages. When books or paper is exposed to heat, materials becomes brittle and crack easily “It causes dehydration and paper loses its usual strength” Bajpai (1999:191)
To monitor the level of temperature a thermometer is used. It is used to measure fluctuations in temperature. The ideal temperature for paper records is 18-20 degrees. If there is excessive heat fans can be distributed in the records rooms in order to cool down the temperature. Rapid fluctuations should be avoided.
Temperature and Relative humidity work hand in glove in the deterioration of records. Relative humidity is defined by (Cook (1999:15) as “The ration of the amount of water vapor in the air to the amount that would be present at the same temperature were the atmosphere to be fully saturated. Relative humidity is expressed as a percentage”
“Paper materials swell or shrink as relative humidity changes as organic materials are hygroscopic. They may cause water soluble inks to ran and paper which is coated with china clay or chalk to stick” Bajpai [1999:58.]
Continued…
