Archives 101: Preservation, Conservation, Restoration
Historical records, like the 35.5 million documents and 45,000 maps and sketches that make up the General Land Office Archives, require diligent and careful maintenance to ensure their long term survival. There is a spectrum of intervention when it comes to maintaining archival materials that ranges from “do nothing” to the most rigorous, highly technical work, as seen with the United States Constitution. Preservation, conservation, and restoration are three points on this spectrum.
Preservation
“Do nothing” is the most basic preservation technique. While this sounds ineffectual, it actually means not doing anything more to harm the item by actively taking steps to ensure its survival. The most that preservation can accomplish in terms of intervention is to encapsulate an item in some kind of inert, acid-free enclosure and place it in environmental conditions that would slow deterioration as much as possible. That environment differs depending on the item. For maps, the ideal is some humidity (45–55%) in a cold room (68–73 degrees Fahrenheit). All items benefit from total darkness.
Maps in the GLO Archives are stored flat in polyester film enclosures with similarly-sized items inside map case drawers that keep light exposure to a minimum. Land grant files are stored flattened within acid-free folders and polyester film enclosures. Temperature and humidity are controlled by state-of-the-art HVAC and dehumidification systems. The maps and documents are protected from fire by a non-water-based fire suppression system.
Additionally, digitization has become an important aspect of the preservation of GLO records. The GLO Scan Lab has been consistently scanning maps and land grant documents since 2000, with nearly 4.5 million documents currently hosted online. While this convenient online access is great for those who rely on GLO documents for work, research, or historical enjoyment, it is even better for the documents — less handling and less frequent exposure to uncontrolled environments reinforces the other preservation methods in use at the GLO Archives and helps protect the documents even longer.
Conservation
Intervention by a conservator occurs when an item is too damaged or deteriorated for an archivist to handle. In its current state, the item may have lost significant informational value, but often, a good portion of the pieces are present. The map can’t simply be taped back together, as that would do more harm than good in the long term, so more delicate methods are used. In most cases, the pieces are mounted on Japanese silk paper. The ultimate goal of conservation is to restore the informational value of the item in question.
In the case of the GLO’s 1879 map of Cass County, a conservator, Cheryl Carrabba with Carrabba Conservation, successfully reassembled the pieces of the map, removed the acid from the paper, and repaired the informational value of the map. She describes the process on her website:
“After the map is cleaned, inks are tested for water solubility and the map is ready to be washed. The paper is gradually humidified and introduced to water with a fine mist. Once moist, the paper relaxes and linings can be peeled off. The map is then blotter washed, a lengthy process by which a series of wet blotters is used to wick out yellowing and embedded dirt. Once the map is sufficiently cleaned the maps are lined with an archival lightweight Kitakata paper and a heavyweight Okawara paper. The map is then dried under weights to flatten over a period of days, housed in large individual Mylar D files for safe handling, and returned to the client for digitization.”
Restoration
Generally speaking, the realm of historic documents and maps isn’t a place for restoration services. Restoration professionals tend to work with paintings, drawings, and artifacts. Paintings fade over time, and artifacts deteriorate. These items, unlike maps or documents, may or may not hold significant informational value; instead, their value lies primarily in their historical significance. Should an artifact break, fray, or tear, restoration services would be used to mend or glue the item back together in such a way that the repair becomes invisible.
Creating Balance
Preservation, conservation, and restoration can be balanced by weighing the value of the item versus the budget of the institution. At the GLO, an operating budget is allocated by the Legislature for preservation items such as the Archives staff, facilities, vaults, shelves, folders, sleeves, and other archival materials. Funds are not, however, provided for the conservation of GLO records. This both incentivizes proactive, preventive care of the documents, and also causes the agency to look outward when conservation needs arise. The Save Texas History Program aims to meet these needs through outreach, sales, and private donations.
Many GLO maps have transcended their functional use as documents simply bearing information, and have taken on a reverence and artful presence that merits the attention of a conservator. This important attention ensures that not only will the item physically endure for generations of Texans to appreciate, but the original artistic spirit will be evident in a document worthy of display for visitors to the Archives and those who access GLO collections online.
There are plenty of ways you can participate in the GLO’s conservation efforts! Funds received from reproduction map sales go directly toward the conservation of other maps. You can make a tax-deductible donation directly to the Save Texas History Program. Or you can e-mail archives@glo.texas.gov to enquire about adopting a specific map in our collection!
