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SERVICES FOR CONGREGATIONS RECORDS MANAGEMENT Overview Inventory Retention Disposition Preservation Archival Checklist Records Accepted at PHS Deposit Agreement REFERENCE SERVICES Minister and Missionary Biographies Access Policies PRESERVATION SERVICES Microfilming OTHER Traveling Exhibits   SITEMAP

Records Preservation THE NEED TO PRESERVE PERMANENT RECORDS Permanent congregational records document many aspects of the historic development of those middle governing bodies and the commitment to the community of faith. In addition, they are value in understanding legal and financial developments and have ongoing administrative uses within the synod and presbytery. It is therefore, crucial to preserve these records indefinitely. CAUSES OF DETERIORATION The nature of records themselves can be one of the biggest preservation challenges. Whether the records are paper or computer disks, the components of these materials are not permanent and are susceptible to various environmental problems. Acid. Acid is the major cause of the internal destruction of paper based records. Most paper is composed of acidic materials that break down the paper fibers. Light. Natural and artificial light are damaging to all record formats (paper, tapes, films, cassettes, computer disks, etc.) Sunlight is the most damaging of all. Temperature. High or fluctuating temperatures can damage all record formats. Temperature fluctuation is more damaging than a constantly high temperature. Humidity. Extremely dry or extremely humid environments damage all record formats. Mold and rust can develop in high moisture environments and quickly damage most formats. Extremely dry environments cause paper, film, and other materials to become brittle. Handling/Storage. Records are easily damaged through handling. Papers are often folded, bent or rolled. Improper storage and handling can also cause books to warp, tear, or develop sagging text blocks. Computer tapes, disks, audio cassettes and reels become damaged through over-handling, careless storage, or exposure to magnets or magnetic fields. High risk areas, such as unlocked, unsecured rooms or space under plumbing or leaking roofs, can also pose threats to records. SOLUTIONS Here are some basic steps to take to reduce the environmental threats and lengthen the life of the records: Acid Deterioration Acid-free paper: When creating important permanent documents such as minutes or reports, use acid-free (alkaline based) paper. The Presbyterian Historical Society sells heavy weight minute paper, or we can provide you with names of suppliers. Microfilming: Originals that are already on acidic paper can be microfilmed to preserve the information. Microfilming is strongly encouraged since it allows the creation of a security copy of the records in the event of a disaster. The Presbyterian Historical Society offers microfilming services at cost. Heritage Microfilming Grant In honor of its 150th anniversary in 2002, the Presbyterian Historical Society established the Heritage Microfilming Grants. Awarded annually to encourage and support the preservation microfilming of congregations' official records, the award goes to Presbyterian Church (U. S. A.) congregations that have fewer than 250 members, are at least 50 years old, and demonstrate both preservation and financial need. The $250 grants will cover most or all of the cost of microfilming a small church's official records including session minutes and church registers, as defined in the Book of Order, G-9.0406 and G-10.0300. [more information] Light To help minimize light damage, store records in an area without windows, or block out the windows using dark shades or other means. Keep lights off when the area is not in use. Install ultra-violet sheaths on florescent lights. Temperature Keep temperature at a low, constant level (68 to 72 degrees Fahrenheit if possible). Temperature fluctuation is more damaging than high temperatures, so it is better to maintain a constant high temperature of 80 for a 24-hour period, for example, than to have a nighttime reading of 70 and a day time reading of 85. Humidity Maintain a relative humidity of 50 %. The use of de-humidifiers, humidifiers, and air-conditioning can help maintain a good environment. Photocopy materials that are already brittle onto acid-free paper. Handling/Storage Handle permanent records with care. Make sure books and files are not being curled, folded, or bent in storage. Do not use tapes or metal fasteners (staples, metal paper clips, etc.) Do not use Post-it notes on permanent records. The glue remains on the paper and accelerates deterioration. Store permanent records in a dark, cool, dry environment away from food areas and any areas that can cause damage through leaks, floods, excessive light (natural or artificial) and pests. Do not store permanent records on electronic media such as computer hard drives or disks, CD-ROMS, etc. New technologies increase the problem of accessing records with outdated or no-longer-extant software or hardware, and data loss can occur in storage as well as during active use. For short- term storage, back-up copies should be made regularly and stored off-site. For long-term storage, the records should be transferred to paper or to microfilm. These are some very basic steps for storage. If your program and resources permit more expansive steps, please contact the staff at the PHS.

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