Preserving Paper: A Practical Guide
Paper is one of the most common materials found in archives and personal collections. It’s also one of the most vulnerable. It can fade, tear, mold, or crumble, especially if it’s stored in the wrong environment or handled carelessly. Whether you're preserving family letters, legal records, or historic documents, this guide walks you through the basics of keeping paper in good shape for the long haul.
A Brief History of Paper
Paper as we know it has been around a long time. Ancient Egyptians used papyrus around 3000 BCE, while true paper was invented in China as early as 200 BCE. In Europe, paper mills began to appear in the early 1800s, helping to make paper more widely available.
Older paper, especially anything made before the late 1800s, often contains high amounts of cotton or linen, making it more durable. Paper made after that period, especially from wood pulp, tends to degrade more quickly because of the acids and chemicals used in production. If you’ve ever handled a newspaper that’s yellowed and crumbling, that’s exactly what we’re talking about.
The Storage Environment
Paper hates change. The most damaging environmental factors are light, humidity, temperature, and fluctuations in any of those.
Light: UV light causes fading and weakens paper fibers.
Humidity: High humidity can lead to mold, while low humidity can make paper brittle.
Temperature: Heat speeds up deterioration.
Fluctuations: Even if your storage space is generally fine, constant ups and downs in temperature and humidity can wreak havoc over time.
Keep paper somewhere dark, dry, and stable. Avoid basements and attics. Store materials off the ground in case of water leaks, and check on them periodically.
Office Supplies to Avoid
A lot of common office supplies are actively bad for paper. Avoid using:
Metal paper clips
Rubber bands
Staples
Tape
Pen ink
Laminators
Standard plastic sheet protectors
If you're wearing gloves, make sure they're not powdered or textured. And honestly, clean dry hands are often better for handling paper than cheap cotton gloves that reduce dexterity.
Storing Individual Documents
Documents should be stored in acid-free folders and boxes. Here are a few ways to do that well:
Avoid standard cardboard. Use archival-quality containers instead.
If you need plastic, use inert polyester, often sold under names like Mylar or Melinex.
Store documents flat and unfolded whenever possible.
Remove letters from envelopes and unfold them fully before storing.
If you’re stacking documents inside a folder, interleave them with acid-free or bond paper.
Keep folders upright or flat in the box, but never force them in. Overfilling or underfilling causes warping.
Containers Matter
“Archival” is not a regulated term, so be picky. Reputable archival supply companies will provide details about the materials they use. For extra-sensitive documents, use air-tight containers made of PVC-free plastic. But keep in mind that sealing a document inside plastic can trap moisture, so only use this method in very dry climates or with added humidity control.
Scrapbooks and Newsprint
Scrapbooks are made with poor-quality paper, adhesives, and weird materials that don’t age well. Never store them next to your other documents. Make a digital copy to reduce the need for handling. If you’re storing them long-term, interleave the pages with acid-free paper and place the whole thing in a Mylar sleeve or flat box.
Newspapers degrade quickly. If you’re trying to save clippings, make photocopies onto acid-free paper or scan them. Originals can be stored flat in polyester sleeves, but they’ll still degrade over time.
Labeling and Organization
When labeling folders and boxes, be clear and consistent.
Title folders with a description of the contents.
Include dates whenever possible.
Spell out full words.
Print clearly so others can read it years from now.
Final Thoughts
Paper can last hundreds of years if it’s cared for properly. But it can also fall apart in a decade if it’s left in the wrong place with a paperclip rusting through it. The good news is that it doesn’t take a huge investment to store paper the right way — just some thoughtful choices and a few good materials.
If you want more detail or to see these tips in action, check out the full recorded webinar here:
