Setting up an in-house Archive
Records Storage
Boots record centre. Image courtesy of Boots UK.
Small collections (<1000 boxes)
Archives should be stored securely and handled with care. Here are some best practice tips for looking after your archives and maintaining their physical condition:
Do store archives in a secure facility/rooms with controlled access via archive manager or company archivist.
Do try and keep archive store at stable temperature and humidity levels (within a range of 13°C–19°C and 45% – 60% respectively, for paper and parchment material).
Do install fire detection in the archive store, and have either fire suppression systems or a rapid response from the fire brigade.
Do have spare capacity, or contingency storage for new material in your archive store.
Do store archives in archival-quality boxes - available from specialist suppliers listed at the Arcives and Records Association's directory of suppliers at: http://www.archives.org.uk/publications/arcdirectoryofsuppliers2010.html
Do use “acid-free” archival quality folders and plastic sleeves, not office stationery, to store photographs and other fragile documents. For suppliers see http://www.archives.org.uk/publications/arcdirectoryofsuppliers2010.html
Do consult a professional conservator if archives are frail. Most public sector archives employ conservators. For more information visit the directory of archives at http://www.nationalarchives.gov.uk/archon/
Don’t expose archives to undue risk – keep away from cups of coffee, scissors, staplers, sticky labels or tape, and other office hazards!
Don’t write on archives – unless using a soft pencil when cataloguing items with unique reference numbers.
Don’t break up archives either by removing papers from files, cutting out sections, re-arranging internal file make-up, as these actions will affect the historical integrity of the record.
Don’t break up archive collections (where possible) as this may affect the historical integrity of your archive.
Don’t lend archives to thir parties unless you are sure they will treat them with care, and return them in one piece!
Large collections (>1000 boxes; multi-site location etc)
Ideally disparate collections of records (from multi-sites or buildings) should be co-located in a purpose-built archive repository either in a stand-alone facility or within existing office accommodation. The latter is more accessible for company employees wanting to use the resource.
If investing in a new-build or refurbishment to create a purpose-built archive it is highly recommended that you consult the relevant British Standard, BS5454: 2000 Recommendations for the storage and exhibition of archival documents. For more information about the British Standard visit The National Archives website at http://www.nationalarchives.gov.uk/archives/environmental_managment.htm
The National Archives also offers guidance on risk-assessing sites for a new archive build and has published a Standard for Record Repositories at
http://www.nationalarchives.gov.uk/archives/standards-framework.htm
Key risks to consider include:
1. Water ingress:
· Extreme weather - rain, high tides or river levels
· Leaking/ or damaged roofs
· Leaking pipework, blocked drains and gutters, water hydrants
· Malfunctioning air conditioning or other equipment
· Humidity and condensation
2. Fire or smoke damage:
· Poor storage of flammable materials
· Malfunctioning electrical wiring and equipment
· Lightning
· ‘Hot work´ by contractors
· Arson/ smoking
3. Theft and vandalism
4. Structural damage:
· Terrorism
· Gas leaks
· Industrial or chemical accident
· Collisions from vehicles etc
· Risks from neighbouring premises or activities