Long-term preservation of your archive

Besides surveying and describing your archive, you also need to work out how to preserve your archive in the long term. Attending to the physical preservation of your archive will ensure that data and information is not lost. There is great variety in the type of documents, objects and materials in an archive, especially an artist’s archive. Each type requires its own specific approach. Appropriate packaging for the archive items is an essential aspect of this. By sticking to certain guidelines and eliminating as many risks as possible, you can limit predictable damage.

On this page

Packaging the physical archive

Ideally, your physical archive should be packaged in acid-free packaging material to keep the items together and protect them from light, moisture and dust. Once your archive item has been described, put it in an acid-free folder and write the inventory number on it in pencil. You can also indicate how many folders there are by noting this as a fraction (e.g. the first of five folders is given the fraction 1/5, the second 2/5 and so on). That way, you see immediately that there are several folders in your archive. Then put the folders into an acid-free box, on which you state the inventory numbers of the items inside it.

Here are a few tips and tricks for packaging a physical archive:

  • If there is not enough room to store large formats flat, it is better to roll them up than to fold them. Another solution is to buy a document storage cabinet with drawers. Consider here that it needs to be easy to get the documents out of the drawers.
  • To label papers or other documents, use a soft pencil.
  • If you remove the original packaging material, be sure to check that the packaging does not contain any information relating to the content, context or organisation of the archive. If it does, transfer this information to the new packaging.

Purchasing packaging material for your archive is an investment. Take into account your budget, the materials and objects in the archive, the quality of your storage space, etc. Cheaper alternatives may offer a temporary solution to prevent damage, such as brown paper or tracing paper.

You will find more information on the TRACKS website about packaging material for your archive. Be sure to check out the FARO Heritage Guide (in Dutch) as well for more information.

TIP: Be consistent in your descriptions on acid-free material. Add them in pencil, so that you can alter them more easily if necessary. Once the organisation and numbering are definitive, you can still make alterations by using labels, for example.

TIP: Take other factors such as size, medium, and material into account when acid-free packaging your archival documents.

Furnishing your storage space

Investing in durable packaging material gets you off to a good start with preserving your archive in the longer term. A potential second step is to consider how much storage space you have available, and how you can furnish it optimally. You can take this as far and invest as much as you want, for example by buying machines that keep the temperature and atmospheric humidity under control, etc.

If you’d rather not do this, the following tips and tricks will get you a long way:

  • Ensure a constant temperature and atmospheric humidity.
  • Ensure that the archive is not resting on the ground and that it is out of the way of risk factors (such as water).
  • Avoid exposure to light.
  • Avoid dust by using closed packaging.
  • Remove damaging material such as metal (in the form of staples, paperclips etc.), elastic bands and plastic sleeves.

TIP: You can also apply these guidelines to furnishing a storage space to preserve the artist’s oeuvre in the long term.

TIP: You will find more information and pratical tips in our First Aid Kit for Archive Care on our website. (only available in Dutch)

Storing the digital archive

Storing a digital archive presents its own challenges. Most likely, digital files you created years ago cannot be opened anymore today, or they are displayed differently. The same applies to files on your computer, tablet, USB sticks, CD-ROMs or external hard disks. Both the data itself and the carriers and accompanying software can become obsolete due to technological changes. Take CD-ROMs, for example: we can no longer access them today without an external CD-ROM reader.

It is also necessary to take the lifespan of the carrier into account. For an external hard drive, we assume a lifespan of four years, so it is important to replace them in good time. To avoid loss, we also advise combining an external carrier with cloud storage.

Here are a few tips and tricks for preserving your digital archive properly:

  • Create a clear and transparent folder structure. Consider the organising system you used for your physical archive. Is it possible to use the same system for your digital archive?
  • Use clear, logical names for your digital folders and documents. Ensure that everyone interprets the name the same way and that no confusion or overlap is possible.
  • Choose durable file formats, such as PDF or TIFF.
  • Make regular back-ups (weekly or monthly) of your digital archive. Check that your carriers are still working and you can still open the files.

Storing the digital archive requires investment, as does the physical archive. So consider your budget and the available resources.

Interested to read more? Go to the next page: Digitisation.

Useful sources:

Explore more:

© CKV 2026
wiki 7