Understanding How Paper-Based Records Deteriorate

Despite the widespread transition to electronic records management, many institutions continue to grapple with managing extensive paper-based records. 

Preserving such records remains a critical concern for many institutions.

This is especially so in developing countries where the transition to electronic records management may be slower because of infrastructure limitations and resource constraints, among others.

Unlike electronic records, paper-based records are susceptible to deterioration, underscoring the importance of understanding what contributes to their deterioration.

The most effective method of safeguarding them is to implement sound physical and administrative management practices throughout the organisation.

Factors that cause paper deterioration include:

• The Nature Of Paper

Deterioration primarily stems from the inherent characteristics of archival materials, such as paper, which is acidic.

Sulphur dioxide, found in small quantities in the atmosphere, is the most common catalyst for acid deterioration.

The presence of iron and copper in paper facilitates the conversion of sulphur dioxide into sulphuric acid, ultimately breaking down the structure of the paper.

Archival paper should be non-acidic to prevent deterioration.

• Environmental Conditions

Environmental conditions have a significant impact on the stability of paper-based records.

Exposure to light, humidity, temperature variations and pollutants can expedite the deterioration of paper. Elevated humidity levels can foster mould growth and distort paper, while dry conditions can induce brittleness.

It is advisable for institutions preserving paper-based records to acquaint themselves with optimal storage conditions for paper.

• Water

Water can significantly compromise the integrity, readability and longevity of paper-based records.

When paper-based records come into contact with water, they can become saturated and weakened. This can lead to the distortion of the paper, causing it to become misshapen.

Water can cause ink used in writing or printing on paper to bleed or smudge, making the text illegible and compromising the information contained in the records.

• Biological Organisms

Organic paper is susceptible to insects like silverfish, cockroaches and rodents such as mice.

These organisms are drawn to various components of paper including glues, binding adhesives and sewing thread.

Also, it’s crucial to refrain from consuming food or drinks in records rooms to prevent attracting insects.

• Handling

Frequent handling, flipping through pages and improper storage can subject paper-based records to physical stress, which can eventually lead to the weakening of paper fibres, resulting in tears, creases and eventual deterioration.

Moisture from human hands can cause staining, discolouration and deterioration.

Improper folding of paper records, especially those that are fragile or brittle, can lead to permanent damage. Folding weakens the paper along the fold lines, making it more susceptible to tearing and breakage.

PRESERVATION

To ensure the longevity of paper-based records and mitigate deterioration, institutions can employ several measures.

This involves investing in suitable storage facilities equipped with controlled environmental conditions to prevent harm and minimise exposure to external factors.

Professional conservators can employ various treatments such as de-acidification, encapsulation and repair to stabilise and restore damaged paper records.

Regular inspections should be done to check for signs of deterioration and take preventive measures to address any issues promptly.

Alternatively, institutions lacking adequate preservation capabilities can opt to transfer their paper-based records to commercial storage facilities.

By understanding the factors contributing to paper deterioration and implementing effective strategies, institutions can safeguard their valuable paper-based records for future generations.

• Asser Nakale is an assistant archivist in the ministry of education, Oshikoto Region. This article is written in his personal capacity. Twitter (X): @AsserNakale; laudikanakale@gmail.com