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General Guidelines for Storing Materials
– Barbara Sagraves
(Excerpt from A Preservation Guide: Saving the Past and the Present for the Future)
What kinds of records might a researcher collect? They are many and varied:
Paper: letters, newspaper clippings, legal documents, photocopies, computer printouts. Books: printed and manuscript. Photographs: color, black and white, negatives, slides, instant prints. Films: Super 8, 16mm, videotapes (both commercial and amateur). Sound recordings: phonograph records, audiotapes (cassettes, amateur recordings). Computer disks: commercial software, personal files. Textiles.
All of these items are subject to deterioration, which may occur chemically and/or physically. Chemical deterioration occurs when the chemical properties of an object react to heat or light. Brittleness in paper is a result of a chemical reaction within paper that was made using a sulfite pulping process. Until recently, most paper produced after 1860 has been manufactured in that way. The chemicals added to the paper (alum and rosin) form sulfuric acid when exposed to air and high temperatures. This alters the molecular structure of the paper, causing it to become embrittled. Paper that has undergone chemical deterioration is weakened and can be easily damaged—even to the extent of crumbling in one's hand.
Chemical deterioration often leads to physical deterioration, but physical deterioration is not dependent upon chemical deterioration. Careless handling of books and photographs can damage them. Poor storage conditions can result in exposure to insects or vermin that will destroy paper. Insects, such as silverfish, cockroaches, and beetles, and vermin, such as mice, rats, and squirrels, eat or gnaw on paper and leave droppings on materials. Careful consideration about where and how you store materials can extend their useful life.
Provide a Stable Storage Environment The primary means of protection is a stable environment. Such an environment—one that avoids fluctuations in temperature, relative humidity, and exposure to ultraviolet light—will slow chemical deterioration. Books, paper, computer disks, and phonograph records should be stored at 68 degrees Fahrenheit and 45- to 55-percent relative humidity. Photographs, photographic film, and magnetic media require lower relative humidity of 30- to 40-percent. Above all, strive to maintain a stable, non-fluctuating temperature and relative humidity—especially relative humidity.
Avoid Exposure to Light Color and image fading are dependent on the intensity and duration of light exposure. Maintain low light conditions—store items away from direct sunlight and reduce exposure to other light sources. Do not expose documents to light for prolonged periods. Before storing your materials, consider their proximity to heat sources, such as radiators and heating vents.
Avoid Exposure to Dust Dust is another enemy of collections. If the storage site is not cleaned regularly, place the items in a box or other storage container to protect them from dust. It's a good idea to store materials in a container regardless of cleaning habits.
Storing materials in areas that meet the preceding guidelines will pay off long-term preservation of the material.
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Barbara Sagraves lives with her husband and son in New Hampshire and is the Preservation Services Librarian at Baker Library, Dartmouth College. She has worked in the Preservation Department of Northwestern University Library, taught preservation at the Rosary College Graduate School of Library and Information Science, and done preservation consulting.
A Preservation Guide: Saving the Past and the Present for the Future is on sale today in The Shops @ Ancestry.com.
(Copyright © 1998-2001, MyFamily.com Inc. and its subsidiaries.), "Ancestry Daily News" (http://www.ancestry.com/dailynews)
Surname Databases/Search Engines
Normal search engines are only part of a genealogist's arsenal when hunting for surname information. The internet is now home to large amounts of free and subscription-based surname databases and search engines.
Below is a list of some of the best free and subscription-based surname databases/search engines on the net. Just remember the rule of thumb to follow when dealing with online data is to view it with an element of suspicion until it can be properly verified. Too many people still think "if it's on the internet it must be true".
"Kindred Konnections" is a pay-for-service database that also offers a way to access the database for free. In exchange for extracting names and dates from original source documents, you get one hour in the subscription-based area of the web site. During your one free hour you can access millions of marriage, birth, death, and census records. They also have a 56 million name pedigree-linked archive. You are allowed to build up an unlimited amount of free hours which can be used immediately or saved for a future date.
Click Here to obtain an account number and password. You can select whether you want a paid or free subscription at the beginning of the form.
Sponsored by The Church of Jesus Christ of Latter Day Saints , "Family Search" is one of the most popular geneology sites on the internet. From this site you can search millions of family records from a variety of sources including the Ancestral File , the International Genealogical Index, the Pedigree Resource File and websites.
The Ancestral File
The Ancestral File is a compilation of genealogies submitted by people worldwide to the Church of Jesus Christ of Latter Day Saints. This file contains over 35 million names and provides contact information for the person who submitted the information.
International Genealogical Index
The International Genealogical Index (IGI) lists the dates and places of births, christening and marriages for more than 285 million deceased people. Names were extracted from original records from the early 1500s to the early 1900's.
The Pedigree Resource File
A database of compiled pedigrees submitted by users via the online "Family Search" Internet Genealogy Service, or gathered from printed histories and other sources.
"Family Search" is easy to use for beginners. Once you arrive at the site click on "Help" on the top right corner of the site for instructions on how to use the search features.
This is a searchable list or registry of over one million surnames from around the world. Associated with each surname are dates and locations and the contact information of the person who submitted the information. You can search the RSL by surname or look through the monthly update section for new additions.
Once you arrive at the site scroll down until you see the heading "Search the RootsWeb Surname List".
From there simply type your surname into the "Surname" search field and click "Submit".
You will then be presented with a table of results. You will see the headings "From", "To", "Migration", and "Submitter".
The "From" and "To" columns contain dates. These dates tell you that the person researching your surname has information that covers those dates.
The "Migration" column shows a submitters info about the areas the family lived in.
By clicking on the names in the "Submitter" column you can obtain the email address of the person who submitted the information.
Click Here to browse the Rootsweb Helpdesk.