STORAGE OF BOOKS AND ALBUMS

The use of appropriate storage methods and materials for archival records is one of the most important elements of preservation. This article addresses recommended procedures for safe storage of bound records, such as books and albums. Shelving In general, shelves for bound records should be of a width and height that will accommodate all the volumes without any projecting beyond the edge of the shelf. This provides better support for the volumes and prevents physical damage from carts, ladders and staff moving through the aisles. As for other archival records, powder-coated metal is the preferred material for shelving units. Shelving may be constructed from wood or other wood products if the shelving is sufficiently sealed to prevent harmful acids and other by-products, such as glues and resins, from off gassing into the storage room. If the binding is sound, shelve books upright on the tail of the book among other volumes of equal size. Store miniature books separately from larger books since they may be damaged if stored between larger volumes or may accidentally be pushed to the back of the shelf. This method provides support for the cover boards, eliminates warping, and lessens the chance of the text block sagging. Books are not designed to stand unsupported on a shelf. Use sturdy, non-slip bookends large enough to provide adequate support for the covers if the books do not fill an entire shelf. Book covers are generally designed to be slightly larger than the text block to provide protection for the pages. For additional support, small blocks constructed from acid free mat board or foam board can be placed beneath the text block to prevent the pages from sagging and straining the binding. Book Boxes Books with warped covers or a loose binding should be stored in individual acid free book boxes to facilitate shelving and prevent distortion of books on either side. Rare books and those with fine bindings will also benefit from storage in a book box. I prefer to use boxes that completely enclose the book rather than a sleeve, which is open on the spine. The open book spine is not protected from light and dust as adequately as a completely enclosed book. Further more, sliding a book in and out of a sleeve may abrade delicate or deteriorated covers. Oversize Volumes If a book will not fit upright on the shelf, place it spine down to avoid stress on the binding, or lay it flat. Always shelve oversize volumes (elephant folios and books over 24 inches tall) and books with detached covers, flat. Books stored flat should not be stacked more than two or three high, especially if they are heavy. Iona McCraith, Archives Advisor, July 2016

STORAGE OF BOOKS AND ALBUMS

Loose Covers If a book cover is loose or detached, tie the book together with white cotton twill tape and store it flat in a box or wrapped in acid-free paper, until it can be repaired. Ensure the knot of the twill tape is tied at the spine or fore edge of the book rather than against the front or back cover to prevent marking the cover. The tie should be firm but not so tight as to damage brittle text pages or a delicate cover material such as vellum. Never use butcher string or elastic bands to tight loose volumes together. String is too abrasive and sharp and may damage covers or brittle text paper. Elastic bands degrade with time and break. Elastic materials may also adhere to the book, resulting in physical damage or staining. Labeling Volumes For general collections acceptable acid free book labels are available from library suppliers. Alternatively, use a soft pencil if it is absolutely essential to label the inside of a book cover directly. However, never use any type of adhesive label, nor stamp reference numbers on rare or fine bindings. For rare books, write the reference number in pencil on an acid-free paper flag and carefully insert the flag between the pages of the text block. Albums and Scrapbooks Photograph albums and scrapbooks should be treated like oversize volumes. The binding structure is not usually designed for storing the volume upright on its tail. These items are best stored flat in a protective box, or in a 4-flap folder if the album is small. An enclosure provides protection for the cover and also ensures any loose items will not be separated from the volume to which they belong. The pages of scrapbooks can be interleaved with lightweight acid-free paper or tissue and the pages of photograph albums with lignin-free, unbuffered paper or tissue. This prevents the transfer of acids, stains or unstable medium from one page to another. However, inserting extra sheets between pages will increase the bulk of the text block. Be careful not to insert too many as this may strain or break the binding.

Iona McCraith, Archives Advisor, July 2016