Conservation (10): Mixed media collections

The wide diversity of objects found in the HIV/AIDS collections can present many problems for the conservator, as although the varied items may need to be kept together to maintain the original order of the material, they may have different conservation needs.

 

Problems include:

• Storage Conditions
• 3D objects within paper collections causing planar distortion
• Acids released from ring binders integral to the paper collection

 

Storage Conditions

Different materials found in the HIV/AIDS collection have different optimal environmental conditions for their long term preservation. However, often they need to be stored together to maintain the original order of the collection. Also, in some cases, the optimal storage conditions are simply not available.

 

Solution:

 

While some items in the HIVS/AIDS collections such as VHS, audio cassettes and film reels can be moved to a different storage area with a lower temperature. This may not be possible for all items as moving the items risks losing the original order or context of the collection. The British Standard Institute suggests that mixed archival material can be stored at between 13°C to 20°C and 35% – 50% relative humidity (PD5454:2012). Although the conditions may not be ideal for all items, there is an emphasis on keeping temperature low and humidity moderate which will slow the rate of deterioration of all archival materials.

 

3D objects within paper collections

Having different sized objects within a paper collection may result in planar distortion of the paper sheet and potentially cause tearing. In the HIV/AIDS collections, small items such as condoms, balloons and badges are frequently found within paper documents and need to be removed while still retaining their originally meaning within the collection.

 

Solutions:

 

Shallow tray at top of box

If there are multiple items that need to be removed from a series, a shallow tray was created that can be placed at the top of the box which contains the series from which it was taken. The tray has two flaps that can be used to easily lift the objects out of the box and keeps them together if the researcher does not wish to look at them. Each object is wrapped in acid free tissue paper and clearly labelled to show where it originally came from. A sheet of paper with a notice stating that an item has been removed is also inserted into the items initial location, so that the original order can be recreated if needed.

Shallow tray at top of box to store multiple 3D objects.

Keeping items within series

If there are only a couple of items that are causing planar distortion, it is more suitable to keep these items in the original order, but enclose them in a rigid cardboard casing. A double crease folder was created to the depth of the object using a thick card. If necessary the items can be held in place using a polyester strap.

Double crease folder made from thick card to house 3D objects within a series.

Acids released from ring binders integral to the paper collection

Plastics such as condom and pill cases not only form parts of the HIV/AIDS collection, but plastics such as ring binders and poly-pockets are also used to store the collection. As plastics degrade they release acids that can be absorbed into any adjacent materials and result in deterioration. Office ring binders can be especially problematic as they are often formed from PVC (Polyvinylchloride) which releases chloric acid as it degrades. Therefore, paper materials must be removed from this type of plastic storage to avoid acid migrating into the paper.

However, in some cases the plastic storage system is integral to the object. For example, some ring binders form part of a health promotion pack that may have been taken to schools or community groups. This type of object should be kept as it represents a part of the object’s history and without it the original intent of the pack may be lost.

 

Solutions:

 

Integral ring binders

If the ring binder was judged to be integral to the object, it was kept next to the paper materials it contained, so that the original function of the object could be easily recreated if necessary. Firstly the paper materials were removed from the ring binder and placed in a triptych folder. The ring binder was then placed in a custom made triptych folder.

In some cases, when the papers are removed, the ring binder lies at an extreme angle which may result in papers placed above it becoming bunched together at one edge and cause curling. Therefore, a void filler created from mount board was used to even out the level of the ring binder.

 

Also, if the ring binder is smaller than the rest of the papers in the box, it may cause planar deformation of the sheets as the papers placed on top of it will gradually bend around this shape. In this case, the triptych folder was reinforced using two pieces of thick card on the lower and upper cover.  These two folders containing the ring binder and papers were then tied together using cotton tape and placed in an archival box.

An integral ring binder stored with paper materials.

Sample ring binders

Other ring binders that were judged not to be an integral part of the object were removed from the collections. However, samples of each type of housing were retained and kept at the end of the collection. If there were multiple types of the same housing, only one was kept as a reference. When housing was removed from the collection it was noted what type of housing it was and where it came from.  This means that the original look of the material can be recreated if necessary.

Deterioration of modern media

The following audio visual formats can be found in the HIV/AIDS collection:

• VHS and Audio cassettes
• Film reels

Media such as this can deteriorate due to chemical and physical factors, and is also at risk of becoming obsolete as technology advances.

VHS and Audio Cassettes

There are 32 VHS cassettes and 26 audio cassettes in the HIV/AIDS collection. These formats are known as magnetic media as the tape used to carry the information is made from a thin layer which is capable of recording a magnetic signal supported by a thicker film backing.

 

Magnetic media can be damaged through viewing in the following ways:

 

Physical Factors

 

• Mechanical Damage – Playback of the media on poorly maintained viewing equipment can cause stretching or creasing of the tape. Damage to the edge of the tape can be caused by inappropriate winding in the viewing equipment.  The tape will not play if the edge is damaged as the tape’s control track (a signal that tells the viewing equipment to pull the tape through the machine) is located here.
• Unsuitable Storage – This can result in debris becoming embedded on the tape which can interfere with the magnetic signal
• Inappropriate handling – Oils and chemicals compounds can be transferred to the tape through careless handling
• Magnetic Fields - The tape can become demagnetised by contact with strong magnetic forces such as electrical fixtures, loudspeakers, vacuum cleaners, floor buffers. This changes the magnetic signal and it will become unreadable.

 

Chemical Factors

• Binder degradation -  The binder used to hold the metallic particles on the tape substrate may degrade in the presence of moisture through hydrolysis. In this process, the bonds within the binder break resulting in loss of strength. This can lead to the occurrence of “sticky shed syndrome” resulting in a soft binder with a tacky surface. This residue can collect in the viewing equipment and cause it to stop running.
• Loss of Lubricant – Lubricant is added to the tape to reduce friction whilst playing. This facilitates the movement of the tape through the viewing equipment and reduces wear. The level of lubricant decreases over time. It can be lost during playing and it can also evaporate whilst in storage. Without this, the tape cannot be viewed.

Film Reels

In the HIV/AIDS collections seven film reels are dating from the late 1980s to early 1990s. At this time, a polyester-based film would have been used.

Film reels can be damaged in ways similar to VHS and audio cassettes:

 

Physical Factors

 

• Mechanical Damage – Sprocket and edge damage can be caused during playback on poorly maintained equipment
• Unsuitable Storage – If the film is unprotected, there is a risk that debris and dust can become embedded on film and interfere with the playback of the material. Equally, if the film is stored in it’s original metal can, there is a risk rust could leave iron oxide deposits on the film.
• Inappropriate handling – Oils and chemicals compounds can be transferred to the tape through careless handling

 

Chemical Factors

• Polyester based film, such as that found in the HIV/AIDS collection, is not subject to the same deterioration processes found in acetate and nitrate based films. Its natural deterioration process has not yet been identified.

Conservation of Media

The deterioration of magnetic media and film reels cannot be stopped. However, correct storage and handling can slow down the rate of deterioration and reduce the risk of damage due to physical factors.

 

Handling

VHS, audio cassettes and film reels should be handled wearing nitrile gloves. Care should be taken to avoid touching the tape.

 

Environment

A high temperature and relative humidity can decrease the useable lifetime of the media. Ideally, they should be kept in a cool and dry environment.

 

Storage of VHS and Audio cassettes at LHSA

 

• Before storing, the tapes were wound to the beginning, ensuring that a flat tape pack was achieved. Any tape that is outside the tape pack is at a greater risk of hydrolysis.
• If the VHS and audio cassettes were in a case that was integral to the object, it has been kept in its original case.
• If the cassettes were in cases that were not integral, such as a standard cardboard case, they have been removed and placed in a polypropylene case.
• These are then stored vertically on the short edge, like books. This helps to maintain a good tape pack.

Before: VHS cassette in integral case.

After: VHS cassette, after rehousing in clam shell box.

Before: VHS cassette in standard paper case.

After: VHS cassette, after rehousing in a polypropylene case.

Storage of film reels at LHSA

• The film reels were placed in a polypropylene case and stored flat on a shelf like a pancake. A maximum of six cases of the same size can be stacked on top of each other.
• The original metal cans have been stored separately in a acid free box, so that the original look of the object can be recreated if necessary

Before: Film reel, before treatment in unsuitable storage.

After: Film reel, after rehousing in polypropylene case.

Before: VHS and audio cassettes on shelves, before treatment.

After: VHS and audio cassettes on shelves, after rehousing.

Conservation (9): Deterioration of plastics

Plastics are synthetic or semi-synthetic materials that can be processed to form a wide range of objects, from thin films and foams to large, high-strength 3D objects. Plastics are based on polymers, which are large molecules made from many smaller ones joined together. There are roughly 50 different basic types of polymers used in approximately 60,000 plastic formations. The annual production of plastics has risen dramatically in the past years, from 5 million tonnes in the 1950s to almost 100 million tonnes in early 2000. In 1982, the production of plastic surpassed that of steel and, as such, that year has been signalled as the beginning of the ‘Plastic Age’.

Plastics in the HIV/AIDS Collections  

The proliferation of plastics in contemporary life is reflected in this modern collection. The following plastics are frequently found.

• 3.5” floppy discs and CDs used to store information from a computer
• Sound and image recordings such as vinyl records, VHS and audio cassette tapes
• Photographic materials such as colour photographs, negatives and film reels
• Condoms and condom/pill cases
• Balloons, bags, badges and watches used in health promotion campaigns
• Photocopies and faxes use plastics in the form of co-polymers mixed with carbon black, fused to the surface of the paper
• Plastic enclosures such as ring binders and poly-pockets previously used to store the material

A severely degraded balloon that has become stuck to a business card.

Degradation processes

Plastic degradation can be defined as any physical or chemical change that results in the loss of the function and form of the object. Deterioration of plastics can be caused by physical and chemical factors.

Physical factors

The mechanical use of plastics relates to degradation caused by handling or use of an object. For example, the incorrect handling and repeated bending of a plastic doll may result in stress fractures or breakages.

Migration of additives: Plastics contain additives called plasticisers that increase the flexibility of the object. However, as the object ages, the plasticisers evaporate, causing it to become more brittle. This can be particularly problematic if the plasticisers are absorbed by another material in close contact with the object. The photograph below shows a window sticker that has degraded, releasing plasticisers which have in turn been absorbed by the plastic pocket it was previously stored in, resulting in deformation of the pocket. 

A ‘no smoking’ window sticker that has released plasticisers as it has degraded. These have been absorbed into the poly pocket and have resulted in deformation.

Chemical factors

The following factors provide the energy and the environment to promote destructive chemical processes which break the bonds within polymers, resulting in loss of strength, increased brittleness and discolouration.

Light: Ultraviolet light is most damaging to plastics and causes discolouration and increased brittleness. This is due to chromophores in the polymer chain absorbing light and catalysing photodegradation.

Heat: A temperature change can change the physical characteristics of plastics. As the object is heated, it will become more flexible and may distort when handled. The point at which this occurs changes depending on the polymer. Heat also increases the rate of chemical reactions in the object. Heating a plastic object also breaks the bonds in the polymer chain. This is known as depolymerisation and results in a loss of strength.

 

Oxygen: Plastics can react directly with oxygen (auto-oxidation) or with ozone (oxidation). Ozone is a highly reactive material derived from the reaction of oxygen with ultraviolet light. These oxidation processes can, again, cause the breaking of bonds within a polymer and result in loss of strength and brittleness.

Effects of plastics in archives

Plastics not only form part of the HIV/AIDS collections, but are also used to house paper materials. For example, polypockets, ringbinders and spiral bindings are all used to collate and store loose paper in the collections. These plastics are not chemically stable and release damaging acids as they degrade over time. Office ringbinders can be especially problematic as they are frequently made from PVC (polyvinylchloride) which emits hydrochloric acid over time. This acid is readily absorbed by paper materials and can cause them to degrade.

Due to this, all paper materials have been removed from these folders, but reference samples have been kept separately so that the original look and function of the collection items can be recreated if necessary.

An example of a ring binder with poly pockets used to store loose paper in the HIV/AIDS collections.

 A zip lock bag used to store a collection of paper materials from the Take Care campaign.

Conservation of Plastics

The deterioration of plastics is ongoing and irreversible; therefore, preventive care is the best option for this type of material. This involves choosing the best possible storage conditions and handling practices to slow down deterioration and reduce the risk of further damage.

Handling

Plastics should be handled using nitrile gloves. Cotton gloves should not be used, as this can leave specks of lint on plastics that have become tacky.

Environmental conditions for plastics

Plastics should be stored in a cool, dark, dust-free area. The temperature should be kept at 20 degrees centigrade and the relative humidity at 30%-50%.

All UV light should be filtered out and light levels should be kept low during display.

Storage

Plastics should be stored on shelves with good ventilation. The object should not be stored in completely sealed boxes, as acidic vapours released from the object will become trapped and result in a concentration of acids. Plastics can be wrapped in acid-free tissue. However, this is problematic as degrading (and tacky) plastics may become stuck to the tissue.

It is best to store similar plastics together as different plastics will emit different gases, which may adversely affect other objects. While this is not always possible, an activated charcoal cloth can be used to absorb any vapours released from the plastics and prevent them from harming other materials close to the object.

Plastic objects should be regularly inspected for signs of deterioration, such as crazing, discolouration or tackiness. If degradation is suspected, the object should be isolated from other objects.

Plastic objects in the HIV/AIDS collection

The plastics in this collection are in relatively good condition. However, the storage materials used were not of sufficiently high specification. To improve this, the following actions were carried out:

• Holes were cut into the side of the box to increase ventilation
• An activated charcoal cloth was used to line the bottom of the box and absorb any acidic vapours
• Card walls were used to separate different objects to aid in locating the objects and reduce handling
• Items were placed in inert polyester pockets with one edge left open to protect the object, but allow ventilation

Photographs of plastic objects before and after treatment.

Spotlight On (11): Portrait of Dr Elsie Inglis

Elsie Inglis (1864-1917) is of great importance to the history of medical care for women in Edinburgh. She founded a seven bed maternity hospital for poorer women in 1899, which moved to the High Street and became known as the Hospice five years later.

Portrait of Dr Elsie Inglis, c. 1915.

But it was for her work during the First World War that Inglis became famous. She had the inspiration for the Scottish Women’s Hospitals for Foreign Service and it went on to send hospital units to France, Serbia, Russia, Corsica and Greece. She died in 1917 and after the Scottish Women’s Hospitals disbanded it was decided to use the remaining funds to build a hospital in her name. The Elsie Inglis Memorial Maternity Hospital opened in 1925.

The portrait above, part of the LHSA object collection (LHSA ref: P042), shows her in her Scottish Women’s Hospitals uniform in a drawing by A Montefiore Micholls.

Conservation (8): Conservation of modern collections

It is often assumed that modern collections, such as LHSA's HIV/AIDS material, do not need conservation treatment. However, this material is still vulnerable to deterioration because of its inherent qualities or inappropriate storage methods upon accession. Often, modern collections in archives consist of unstable or low-quality materials, as they were not designed to last but sewere intended for practical and temporary use.

For example, modern paper made from low-quality materials may exhibit greater deterioration than an older paper object made with high-quality rag paper. Plastics formed 20 years ago may already be fading or becoming brittle, and modern materials such as VHS and audio tapes could be unreadable after just a few decades.

Problems can also arise with mixed media collections regarding how to store these items together in their original form without losing their meaning, while still adhering to conservation standards. Ethical issues also emerge, such as which items to retain and which can be disposed of. Questions about conserving modern materials will only grow as more modern ones are produced daily, making this a new and fascinating area.

Example of unsuitable housing of collection items upon accession.

Conservation of modern paper

Deterioration of modern paper

Often paper made in the past 50 years shows greater deterioration than papers made 500 years ago. For example, this newspaper page (right) found in the HIV/AIDS collection has discoloured and become brittle.

Paper deterioration can be caused by both internal and external factors.

Internal causes of paper deterioration

The raw materials and the manufacturing process of paper can cause degradation. 

Raw materials

In Europe, early papers were made from cotton, linen and hemp rags which were relatively stable and generally made good quality papers. However, as the demand for paper grew, papermakers began to use different materials and methods which resulted in lower quality sheets. In the 1840s, a method was developed for using ground wood pulp in the paper making process. This type of pulp contains lignin which is acidic and darkens on exposure to light.

The use of new materials, such as recycled fibres, optical brighteners and colourants and new manufacturing processes from the 1980s onwards has increased the types of paper available. However these processes and material all have an effect of the longevity of the paper and a paper conservator must be aware of the methods of production to successfully treat objects made from modern paper.

A newspaper that has discoloured over time, especially along the edges and folded areas.

Manufacturing process

Early papermaking was all carried out by hand, which resulted in a good quality strong sheet. However, it was a long and laborious process and many sought to mechanise the manufacturing procedure to increase production.

The first papermaking machine was invented in 1798 by Nicholas-Louis Robert. This mechanical pulping and formation resulted in shorter fibres and also unintentionally introduced metallic particles into the paper resulting in a weaker sheet.

Chemical pulping was introduced in 1854 by Hugh Burgers and Charles Watt. Chemical pulping removes lignin and does not cut up the fibres as much as mechanical pulping, resulting in a stronger paper.

From the mid-1970s thermomechanical pulping was widely used. This method uses heat and mechanical pulping to soften the wood chips used in paper making. Today, the sulphate process is most commonly used to produce paper. This is a chemical procedure in which wood chips are treated with sulphurous acid under high pressure to produce cellulose and extract lignin.

Alum rosin sizing was introduced in the early 18th century in an attempt to strengthen the paper; however, this sizing caused further acid to form within the paper. Wood pulp paper from before the 1980s also tends to be acidic due to the alum-rosin sizing used. The development of synthetic sizing in the 1980s enabled the production of paper with a neutral to slightly alkaline ph. This, combined with a calcium carbonate filler, acting as an alkaline reserve to prevent acid contamination from the environment, resulted in paper with better ageing characteristics than modern papers from the early 20th century.  

This resource by the Robert C. Williams Museum of Papermaking provides a good overview of the history of papermaking around the world: History of Papermaking Around the World

External causes of paper deterioration

Environmental conditions

Temperature: high temperatures increase chemical reactions. An increase of 10 degrees C doubles the reaction rate. Therefore, a cooler environment is preferred for paper collections.

Humidity: moisture in the air can also accelerate chemical reactions. High levels of humidity can aid mould growth and encourage pests. Equally, low levels can cause desiccation of the object and result in increased brittleness.

Fluctuation of these conditions causes the material to expand and contract. Over a long period of time, this can weaken the physical bonds within the paper and cause a loss of strength.

Pollutants

Gaseous pollutants can originate externally from industrial and vehicle fumes, or internally from common materials such as paint, plastics, cleaning supplies, and photocopiers. These pollutants, especially when combined with a humid atmosphere, can initiate chemical reactions that can result in paper degradation.

Light

The absorption of energy from light can trigger chemical reactions that degrade paper. UV light is particularly damaging as it has more energy than other longer wavelengths of light. Light can cause the lignin in paper to darken and cause inks and dyes to fade. Other forms of light such as direct sunlight and infra-red bulbs can also produce heat which again causes paper to degrade.

Handling and storage

In the HIV/AIDS collection, the majority of the damage to the paper documents is due to poor handling and storage during use, prior to accession. They were often used in offices and, as such, not handled with great care as they were just seen as ephemeral documents.

Paperclips and staples

Frequently, metallic paper clips or staples are used to hold loose sheets together; however, these can rust over time and cause planar distortion of the paper. These damaged areas now represent an area of weakness, which will be more susceptible to damage over time.

Creasing

Due to inappropriate storage and careless handling, papers can easily become creased. These creases weaken the paper fibres and may be more likely to tear in the future. This is often caused by inappropriate storage. For example, documents placed in a ring binder may exhibit tearing around the hole punches.

Tears

This is often caused by inappropriate storage. For example, documents placed in a ring binder may exhibit tearing around the punched holes.

 

Surface Dirt

Although it may seem innocuous, surface dirt can absorb pollutants from the atmosphere. These can then migrate into paper and increase the acidity of the paper. Surface dirt can also provide a food source for pests and encourage mould growth. Without appropriate storage, dirt can accumulate on the paper surface and result in paper degradation.

Conservation of modern paper

Surface Dirt 

Surface dirt has been removed using a chemical sponge. This method was chosen as it is quick and easy to prepare. It can also be used to target specific areas and is very effective at removing surface dirt

Removal of metal fasteners

In the HIV/AIDS collection, metallic fasteners such as paper clips and staples are frequently used to hold together loose sheets of paper. These items are all being removed to avoid the transfer of rust from the metallic fastener to the paper. Care must be taken to avoid the tearing of the paper during removal. 

Once these metallic fasteners have been removed, the nature of the object has been slightly changed and it may not be obvious that these items were previously held together. Therefore, simple paper tabs have been created to hold items that have had their metallic fasteners removed together. The number of metallic fasteners that have been removed has also been recorded so that the original appearance of the items can be recreated if necessary.

Creasing

Creasing has been reduced by gently rubbing the creased area with a bone folder over a piece of Bondina™. In some cases of extreme creasing, the paper has been carefully folded back on itself to help the fold lay flat. In most cases, the papers have been laid flat in the archival folders so that over time they will lay flat due to the weight of other paper items on top of them. In cases of extreme cockling, paper items have been placed in a press between layer of Bondina™ and blotter to reduce planar distortion.

Tear Repair

Tears have been repaired using Japanese paper and wheat starch paste.

Rehousing

All paper items are being rehoused into more suitable enclosures to provide better protection from mechanical damage and to avoid migration of acids from non archival storage methods.

Due to the size of the collection, it is not feasible to house each sheet individually. Instead, loose papers at a maximum depth of 2 cm are placed in triptych folders. These folders are then placed in acid free clam shell boxes.

Postcards from the Take Care HIV awareness campaign

The Take Care campaign in Lothian began in the late 1980s in response to the realisation that cases of HIV and AIDS in the area were four times the national average, affecting mainly young heterosexual people. The campaign aimed to raise awareness among all community members and involved advertising, events, and educational initiatives.

The postcards below display some of the images that were used in the campaign to portray the message of safe sex and 'taking care of the one you love'. The Take Care collection came to LHSA in 2000. It consists of administrative files, information packs, reports and research, advertising materials, postcards and posters, audiovisual items, and objects.

In 2015, resources for teachers in secondary schools and youth groups were introduced largely based on this collection. The resources focused on the Curriculum for Excellence framework. Each resource highlights specific items within the HIV/AIDS collection at LHSA. A fact sheet provides background information on the resources presented, along with suggested activities.

Take care of the one you love. Condoms can prevent.... (GD22/14/4/2/28).

Take Care of the One You Love, 1990s (GD22/14/4/3/1).

Do you come here often?, 1990s (GD22/14/4/1/2).

Lovely latex, 1990s (GD22/14/4/3/3).

If he’s half as big as he thinks he is….10.5 x 14.5 cm (GD22/14/4/5/14).

If they’re half as fashionable as they think they are…. 10.5 x 14.5 cm, 1990s (GD22/14/4/5/15).

You are the sunshine of my life, 1990s (GD22/14/4/3/8). 

Take Care when you xxxx, 1990s (GD22/14/4/3/11).