Now what?

Here are some guidelines on what you should do with records that you have decided to keep.

Even with limited resources, your efforts to keep important records will not be wasted and the information will be available for years to come.

Care and Management

• make a list of everything to be kept
  
  
• keep all the material together (it forms a whole) and do not separate, lend, sell or destroy any part of it. Separating even damaged material from its original place may destroy evidence
  
  
• keep them in the original order - it will be helpful to future researchers. For instance, don't be tempted to put all similar materials together, such as invoices or letters of condolence, if they are not already arranged like that
  
  
• never update, alter or correct a document, even if it appears to be wrong. If necessary, attach separate notes, signed and dated, with your views on what is correct
  
  
• seek advice on the best way to catalogue the material so that it is easily accessible to the owner and to any researcher in the future. This also provides security as uncatalogued material is at risk from accidental loss or deliberate theft
  
  
• encourage good practice in creating records as well as keeping them; encourage regular records management to avoid future problems of selection and disposal
  
  
• keep computer disks and tapes. Also keep any paperwork that goes with them as this may be crucial if the disk or tape becomes technically outdated and no longer readable with current machines
  
  
• identify photographs with dates and names on the back in pencil whenever possible

Never update, alter or correct a document, even if it appears to be wrong.  If necessary attach separate notes, signed and dated, with your views on what is correct

Practical Care

• store all material on shelves in boxes with lids. Some of the greatest threats to archival material come from light, water, insects and dirt. The best boxes are acid free (made from rags, not wood pulp) but, if you cannot get these, use the strongest locally available. Maps should be stored flat or rolled round in acid free tubes. Acid free folders can be used to wrap individual bundles of paper. Also it may be cheaper and easier to get acid free paper to line boxes and tubes.

Store all material on shelves in boxes with lids

Acid free paper and boxes may not be easy to buy or recognise. If your stationer cannot help you, try contacting your national archives for advice. See acid free paper suppliers for more details

• use acid free paper (if possible) for important documents such as minutes etc.

• store all material at least 15cm (6 inches) off the floor to protect against flooding

• store archival material in secure, stable, cool, dry and clean conditions. If the temperature can be kept the same, records last a lot longer (especially photographs and films) than if it changes with the time of day and the seasons. Monitor the conditions if possible with a thermometer and hygrometer. The ideal conditions for most types of material are no more than 18°C and no more than 60% relative humidity

• when creating records of importance use a fountain pen. Avoid the use of biros, felt tip pens or magic markers, all of which fade

• only use pencil when writing on existing documents

• don't repair materials with sellotape, scotch tape or other sticky tape
  
  
• don't store records in plastic files, or use any materials which degrade or rust such as staples, lever arch files or metal film containers

Store all material at least 15cm (6 inches) off the floor to protect against flooding

• make sure that photocopiers are well serviced for copying records (such as newspaper cuttings and other delicate records)

• handle the material with care. Do not let readers use uncatalogued material and supervise them while they are using original material