Heirlooms and Documents: Preservation and Donation

Not...best practice...

As you're going through old family documents and scanning them into digital copies and organizing them accordingly, you may have run into the question: what do I do with the originals?

Depending on how many original documents and photographs you have, and what format they come in, as well as what they are printed on, this may or may not be a pressing issue for you.

Not all documents are 8.5"x11" and in good condition.  Many may be bound books, rolled documents, scrapbooks, fastened documents, folded documents, hand-written documents, unstable items, oversized items, or damaged items, or a combination of the above - each with their own special and unique considerations.  So, what to do?

While I have seen about a hundred articles all detailing nifty file-storage-organization-systems, I generally recommend that people convert their files to digital format so they aren't using the originals repeatedly for research, and proceed directly to storage and preservation.  How you wish to store them?  That's up to you.  By surname of the head of the home of the family would be my first recommendation, but again, that is up to you.

For family heirlooms (e.g. military medals, military uniforms, antique household items) if they are something you wish to keep, I would recommend researching how best to preserve them for posterity.  Each are going to have their own considerations, and as the number of different items cannot possibly be listed or addressed here, I will turn you to your own research.

However, if you are unable to keep them, you may consider donating them to a local historical society or museum.  Often they will take donated items of a historical or significant nature and display them.  Call around, ask and do your homework. Today's items are tomorrow's history!

Depending on the documents and photographs, some historical societies may take your genealogical papers as well for the preservation of posterity.  Often they have more resources than might be available at home for document storage and preservation, long term. Again, call and do your homework.

Might need some TLC

But what of document storage and preservation?  Briefly:

"Paper preservation requires proper storage and safe handling practices. Your family documents will last longer if they are stored in a stable environment, similar to that which we find comfortable for ourselves: 60-70 degrees F; 40-50% relative humidity (RH); with clean air and good circulation. High heat and moisture accelerate the chemical processes that result in embrittlement and discoloration to the paper. Damp environments may also result in mold growth and/or be conducive to pests that might use the documents for food or nesting material. Therefore, the central part of your home provides a safer storage environment than a hot attic or damp basement. 

Light is also damaging to paper, especially that which contains high proportions of ultra violet, i.e., fluorescent and natural day light. The effects of light exposure are cumulative and irreversible; they promote chemical degradation in the paper and fade inks. It is not recommended to permanently display valuable documents for this reason. Color photocopies or photographs work well as surrogates. 

Family papers should be stored in appropriate sized enclosures, such as a folder, box, portfolio, etc., that will provide physical protection as well as protection from light and dust. The enclosure itself should be made of stable permanent quality materials that will not contribute to the document's deterioration" (From the National Archives.)

Don't forget your map collection....

However, the actual preservation and storage of documents of all different types is much more detailed and critical than can be outlined here. For this reason, I'm attaching a link to the  National Archives Preservation of Archival Records Page which covers much more detailed considerations and education on different files and preservation tips.

Given that the National Archives arose out of the loss of the 1890 federal census to a fire, and is responsible for the keeping of the US Constitution, Declaration of Independence, Magna Carta and many other historical items - I think it is safe to say that they know what they are talking about and you can rely on the information given by them.

At any rate, always do your homework and have fun!