Archival Supplies: What They Are, What to Avoid, and Why It Matters
Archival supplies are essential to preserving the collections we care for, but navigating the market can be confusing. The word "archival" is often used as a marketing term and does not indicate adherence to any specific standard or certification. That means archivists, librarians, and caretakers of collections must be equipped with the knowledge to evaluate what materials are safe, stable, and appropriate for long-term preservation.
Using the right housing and materials for your collections can make the difference between damage and preservation. Good housing protects archival materials from light exposure, moisture, pests, excessive handling and shelf wear, and environmental contaminants. Each of these factors contributes to deterioration in its own way, and many interact to accelerate damage.
Understanding Acidity and Buffering
One of the major culprits of long-term damage is acidity. Acidic environments can develop due to plant matter decay, external pollutants, and the breakdown of certain plastics. These acidic conditions can cause paper to yellow, become brittle, and break down more quickly over time.
Buffered enclosures help combat this. Buffering refers to the addition of alkaline chalk, usually calcium carbonate, to paper and board products. This alkaline material balances the pH and helps protect surrounding items by neutralizing acids that may off-gas or develop within an enclosure. However, buffered housing is not always appropriate. Some materials, such as color photographs or protein-based artifacts, can be sensitive to alkaline environments. It is important to understand what materials you are housing before making a choice.
Generally speaking, paper with higher cellulose or tree content will be more acidic. Look for archival paper products that are labeled "acid-free" and consider whether they are also buffered. For objects that require a neutral pH environment, unbuffered paper is the better choice.
What to Look for When Purchasing Supplies
When sourcing supplies, always look for specific information about material composition. Some key terms and certifications to look for include:
Photographic Activity Test (P.A.T.): A standardized test that evaluates whether a material is safe for photographic materials.
Inert: Indicates the material is chemically stable and will not react with stored items.
Polypropylene: A stable, inert plastic often used in archival enclosures.
pH details: Look for products that specify pH range or describe the product as acid-free or buffered.
Avoid any product that does not provide these specifications. Unknown plastics, vinyl (also called PVC), and dyed or colorful products can pose serious risks. They may off-gas, become brittle, or transfer colorants to collection materials.
Decoding Box Terminology
Archival boxes go by many names, often based on brand or traditional usage. These include:
Each box serves a different purpose, from general document storage to housing rare books or photographs. Be sure to choose a style and size that supports the items without requiring bending or overfilling.
Types of Board
Understanding the structure and strength of different boards helps in selecting the right enclosure. Common options include:
E-flute and B-flute cardboard: These refer to the thickness and rigidity of corrugated board. E-flute is thinner, while B-flute provides more strength.
Barrier board: A high-quality board often used in preservation boxes.
Corrugated plastic: Lightweight, moisture-resistant, and used in some custom enclosures.
Fasteners and Their Risks
Fasteners can become a hidden source of damage. Metal fasteners are prone to rust, which can permanently stain or degrade materials. Plastic fasteners may seem safer but can have unknown chemical compositions or colorants.
Avoid: Rubber bands, which dry out and adhere to paper; plastic comb bindings, which become brittle and chemically unstable.
Preservation-friendly alternative: Paper jackets or folders that require no metal or plastic.
Plastics in Preservation
Plastic enclosures are commonly used for photographs, negatives, and other vulnerable materials. The safest plastics for archival use are:
Archival polyester (brand names include Melinex and Mylar)
Polypropylene
Polyethylene
Avoid any product that contains or smells like PVC or vinyl. These plastics off-gas harmful chemicals and degrade unpredictably. Laminating materials is also discouraged, as the process is irreversible and often traps harmful substances against the surface of the item.
Labeling Best Practices
How you label materials matters. Pencil is the gold standard for archival work because it is stable, erasable, and does not fade or bleed. For materials where pencil will not work:
Use inks designed for non-porous or slick surfaces
Choose inks that are chemically stable, waterproof, and fade-resistant
Check toxicity standards to ensure safe use
For labeling boxes and objects:
For irregular objects, use tags made from undyed paper and cotton string
Padding and Protection
Padding is used to stabilize fragile items inside boxes or to cushion movement. Common materials include:
Archival foam: Available from trusted suppliers; always check specifications
Tissue paper: Comes in buffered or unbuffered versions
Glassine: A translucent, pulp-based material that resembles wax paper; it is useful but degrades over time and must be replaced periodically
Adhesives and Reversibility
In general, adhesives should never be applied directly to collection items. Instead, they are used to construct enclosures and housings. Reversibility is a key principle in conservation, meaning that any preservation measure should be undoable.
Recommended adhesives include:
pH-neutral glues
Archivally-sound tapes, including paper and linen varieties
Housing for Media
Non-paper materials need protection too. Analog audio and video recordings, optical discs like CDs and DVDs, and obsolete storage media such as floppy disks and hard drives all have specific housing needs. Consult reliable sources for media preservation strategies, and do not assume one-size-fits-all.
Building Your Own Enclosures
Sometimes, making your own housing is more cost-effective or better suited to irregular items. If you are creating your own folders or boxes:
Invest in the highest-quality materials that come into contact with the objects
Use buffered folders even if the outer box is unbuffered
Refer to tutorials and guides from trusted vendors like Gaylord
Tools of the Trade
A basic toolkit for creating or modifying archival enclosures might include:
Cutting mats
Metal rulers
Utility knives or scalpels
Casselli spatulas
Bone folders (also available in plastic or bamboo)
Brushes and air blowers for cleaning
Where to Source Supplies
There are many archival suppliers available, and some offer educational or regional discounts:
University Products: Offers a New England regional shipping discount
Gaylord: Discounts for educational institutions
Print File and other direct manufacturers
Blick Art Materials and other local art stores
If your organization is a 501(c)(3) nonprofit, be sure to set up a tax-exempt account with your suppliers.
Delivery Considerations
Before placing an order, find out whether materials will ship flat or assembled. Some boxes are built to order and may take a week or more to ship. Others arrive in large, unwieldy cartons. Always inspect your deliveries on arrival. Compare contents against the packing slip and your receipt to ensure everything is included and in good condition.
Watch the full webinar on archival supplies below:
