Long-Term Map & Document Storage: The Ideal Way to Preserve Physical Treasures

Keeping Physical Maps and Documents Safe for the Future

It’s easy to ignore the worth and fragility of our maps, documents, letters, and photos now that we have digital storage. Digital files are convenient, but they can be lost or become outdated. Physical records give us a connection to the past that digital files can’t.

So, how do you keep these important items safe for years to come? It takes more than just putting them in a box. Keeping things safe long-term means paying attention to the environment, the materials you use, and how you handle them. Here’s how to keep your paper items safe.

Chapter 1: Controlling the Environment

Where you keep your paper items is the most important thing. The environment can slowly damage paper.

• Temperature: Paper does best in a cool, steady spot, around 60-70°F (16-21°C). It’s better to be too cold than too hot because lower temperatures slow down damage. The key is to avoid big temperature changes, which can cause paper to crack.
• Humidity: You need to balance the humidity. Usually, 30-50% is good, but some say up to 60-65% is okay. Again, keep it steady, with changes of no more than +/- 3% each day.
  • Too Humid (over 60-70%): This is bad. High humidity causes mold, attracts bugs, and speeds up acid damage, which ruins paper fast.
  • Too Dry (under 15%): Too little humidity can make paper break, shrink, and become less flexible.
  • Keep an Eye On It: Use humidity and temperature monitors to check your storage area. If it’s humid, get a dehumidifier.
• Light: Light, especially UV light, fades and harms paper. Keep documents and maps in the dark, away from sunlight and fluorescent lights, which give off UV rays. If you have to show something, use UV-filtering glass and keep the lights low (5-165 lux).
• Air and Location:
  • Air Flow: Good airflow stops mold from growing.
  • Clean Air: Use air purifiers to get rid of dust and pollution that can harm paper.
  • Good Spots: Don’t keep important papers in basements (too humid, floods, bugs), attics (temperature changes), or near outside walls (unsteady temperature and humidity).
  • Off the Ground: Keep things at least 4 inches (10cm) off the floor to protect against leaks.

Chapter 2: Using the Right Materials

What you put around your maps and documents is as important as the environment. Use protective materials that won’t cause harm.

• The Rule: Acid-Free: Make sure all boxes, folders, sleeves, and paper are acid-free, this is very important.
  • Why? Most paper made since the mid-1800s has acid in it, which, along with lignin from wood, makes paper yellow, break, and fall apart. Archival materials stop this.
  • Buffered Materials: Look for buffered materials, which have something to fight off acid and keep things stable.
• Protection: Sleeves
  • Keep Things Separate: Put each item in its own clear sleeve to keep out dust, moisture, and damage from handling.
  • What to Use: Use sleeves made of safe plastics like polyester (Mylar D is good), polypropylene, or polyethylene. Make sure they don’t have additives that can harm paper.
  • Warning: No PVC! Never use PVC sleeves. They get sticky, break down, and release chemicals that will ruin your documents.
• Containers: Boxes
  • Archival Boxes: These boxes protect against light, dust, and damage.
  • Different Kinds: Get boxes with lids or drop-front boxes for easy access.
  • Strong Build: Look for strong boxes, often with metal edges.
  • Air Flow: Good boxes let some air in to stop mold.
  • No Bad Paper: Don’t use colored paper or newspaper inside, as they have acid that can hurt your items.

Chapter 3: Proper Storage Techniques

How you store your items affects how long they last and how easy they are to get to.

• Flat Storage: For most maps and documents, flat storage is best.
  • Use flat file cabinets or large, shallow archival boxes.
  • Make sure the inside is smooth to avoid rips.
  • Use acid-free folders or polyester film for each item inside the flat storage.
• Rolling: For big maps that can’t be stored flat, rolling is okay.
  • Roll the map loosely around a wide acid-free tube. A wide tube (4 inches or more) stops creases.
  • Wrap the rolled map in acid-free paper.
  • Store it in a strong tube or box.
• Folding: As a Last Choice
  • Don’t fold maps if you can help it. Folds weaken paper and cause tears.
  • If a document was made to be folded, keep it along the original fold lines.
  • Put strips of acid-free paper along the folds.
• Organization: Good labeling helps you find things and avoids handling.
  • Sort: Sort your items by topic.
  • Label: Use clear labels on everything.
  • Index: For big collections, make an index of what’s inside each box to help you find things fast.

Chapter 4: Handling and Regular Maintenance

Even with good storage, handle things carefully and check on them regularly.

• Be Gentle: Be careful with delicate items. Wash your hands before handling. For fragile items, wear cotton or nitrile gloves to keep off oils and dirt. Handle things as little as possible.
• Check Regularly: Check the temperature and humidity. Look for mold, bugs, or damage. Finding problems early stops major damage.
• Fix Acid: For acidic documents that are turning yellow, get them professionally deacidified to stop the damage.
• Cleanliness and Safety: Keep the storage area clean and dry. Make sure it’s safe, waterproof, and above flood levels.

Keeping your maps and documents safe protects history and memories for the future. It takes planning, but it’s worth it to know your treasures are safe. Take these steps to protect your legacy.