ALL ABOUT: Handling Special Collections Materials

What makes materials fragile?

Agents of Deterioration

The Ten Agents of Deterioration Links to an external site. describe the primary physical, chemical, environmental, and human factors that contribute to the deterioration of materials.

Deterioration in paper

The paper in books, archival documents, works of art, and photographs are all made from plant cellulose. Over time, many agents of deterioration can weaken the the physical structure of cellulose:

  • Chemical acids (from the paper making process or from pollution in the air)
  • Temperature (the higher the temperature, the faster aging occurs)
  • Humidity (drastic swings in humidity speed up aging)
  • Exposure to bright light (molecular bonds break and the paper turns brown)
  • Mold and pests eat away at paper
  • Glue and thread that hold books and photo albums together age over time

Note: When pages become loose, or paper breaks into pieces, information can get separated and lost.

How to prevent damages

Use caution

  • Aged paper is brittle and can break when flexed

  • Folded paper can break along the creases

General handling tips

  • Wash and dry your hands immediately before working with special collections.
  • Be aware of what your hands and body are doing. Slow down, and move the items gently. 
  • Be aware that an item may be placed between book pages, or hidden in a folder or stack of paper.
  • Notify staff if materials are difficult to handle, damaged, or out of sequence. Researchers who mishandle materials may be denied further access to the collections.
  • Food and drink are not permitted because they can damage collections and attract vermin and insects.
  • Always use a pencil, never a pen or marker.
  • Keep computer cords away from collections.
  • When leaving for a short time, close the volume, folder or box.

Books and bound volumes

  • Keep volumes on the table; do not hold them in your hands.
  • Do not rest your hand, arm, or any object on a book or manuscript.
  • Use a book cradle and special weights to hold the book open.
  • Turn fragile pages by the middle, not the edges or corners.
  • Use a page lifter to separate pages.
  • Ask for assistance with any fragile, heavy, or awkward items, especially scrapbooks.

Manuscripts

  • Remove only one folder at a time from manuscript boxes.
  • Use only the acid-free strips provided by the repository as place markers.
  • Use a mat board strip to hold the hinged box lid open.
  • Narrow standing boxes may be placed on an angled wedge.
  • Keep folders and pages flat on the table; do not hold them in your hands.
  • Maintain the order in each folder.
  • Never remove manuscript pages from folders.
  • Align pages carefully but do not tap to realign them.
  • Use a separate folder to turn over fragile or large items.
  • Ask for assistance with folded, rolled, and other awkward items.
  • Use light weights to open items.

Photographs

In addition to the tips for Manuscripts:

  • Wear gloves and use two hands when handling photographs.
  • Ask for assistance with rolled items; open only to the portion you need to see.
  • Use a separate folder to turn a photograph over.

Preservation resources

  • Connecting to Collections Care Links to an external site. “provides resources, professional development opportunities, and support for caring for collections to all types of small to mid-sized cultural institutions.” This website also includes a community discussion board and many training videos.