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Storage and Housekeeping
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The Archives of Ontario’s preservation strategy
stresses preventive measures first and foremost. This is a cost-effective
strategy as damage to the collections is minimized as much as
possible and the need for conservation intervention is reduced
overall. Effective storage and good housekeeping practices are
essential pillars of the Archives' strategy.
Theoretically, a record might last forever in a vacuum-sealed
bombproof, light tight black box kept at a constant temperature
of -273° C (Absolute Zero).
Unfortunately, no one would ever get a glimpse of it either. |
The challenge for the Archives’ Conservators
is to create and maintain an environment that maximizes the life
span of the record while providing as much access to it by researchers
and the public as practicable. This requires regular inspections
of all the storage areas to ensure that the ambient temperature
and relative humidity are maintained at stable levels with minimal
fluctuations.
The Conservator to the right is calibrating
a hygrothermograph, a machine used to monitor the temperature
and relative humidity of the storage environment. Conservators
will regularly take spot readings with the portable hand-held
unit to ensure the hygrothermographs are functioning properly.
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| Food and drink are not permitted in storage areas
or anywhere near records. This helps to prevent contamination or
the introduction of anything that may attract pests. |
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a larger image (109K)
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Due to the extensive nature of the collection, the Archives
currently stores records at five record centres throughout the
Greater Toronto Area as well as at the main Grenville Street facility.
Preservation Services staff routinely work in collaboration with
Archives and Record Centre staff to ensure records are transported
and stored safely.
Even when no shelf space is available,
records are never stored directly on the floor where even a minor
leak or spill could cause damage. In the example below, strips
of inert, non-absorbent, polyethylene foam are used to raise framed
artworks at least 5cm off the floor. |
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Preservation & Access
Occasionally, records are closed to the public for conservation
reasons. This could be because the record is too fragile to be
handled safely or because it poses a potential health risk due
to mould infestation. Where possible Archives staff try to make
a record safe for public access by either copying it to a more
accessible format, stabilizing the item through conservation treatment
or, in rare cases, allowing access under tightly controlled conditions.
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Reformatting |
Microfilm |
| Permitting researchers access to microfilm copies
protects the original document from damage by handling or loss through
theft. |
The Archives has over 60,000 reels of microfilm available in
its Reading Room and approximately 15,000 available through the
Inter-Library Loan
Program.
Where pages of books or documents are folded, glued together,
rolled tightly or too fragile to be handled safely by the microfilm
operator, they are first treated by Preservation Services
staff. This may involve flattening in order to minimize wear and
tear on the original documents, or minor repairs such as removal
of fasteners, tape or other adhesive. |
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Click
to see a larger image (112K) | Microfilming records is an indispensable means of preserving
textual records at the Archives. Here the Archives' Senior
Microfilm Operator checks a 35mm film he just processed
to ensure the film meets appropriate standards.
Microfilm continues to be the most cost-effective and stable
preservation reformatting option for textual records. If properly
processed and stored according to international standards, black
and white, polyester-based microfilm can last more than 100 years.
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Preservation Photography |
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| The Archives also undertakes preservation photography to reformat
original records. Photography satisfies increasing customer demand
for copies of images from the collection and reduces handling
of the originals. The Photographic Unit can reproduce a variety
of media including textual records, architectural plans, maps
and photographs. Like microfilm, black and white silver gelatin
photographs are still considered one of the most stable preservation
reformatting formats.
Preservation Services Staff will first treat
any item requiring stabilization prior to photography. Assistance
with handling fragile or oversized records in the photo studio
is also provided when necessary.
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Digital Imaging
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Digital imaging is another reformatting option that the Archives
uses for its photographic and documentary art collections. Reproducing
images digitally allows for broader access to the collections
without subjecting the originals to continual handling.
The digital imaging program began in 2000 and, to date, it has
created over 12,500 images that are accessible through the Archives'
Visual Database.
Preservation Services Staff often assess the
condition of records prior to scanning to determine if they can
be imaged safely. Sometimes items are removed from frames and
mats to reveal more of the image. |
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