Best Practices

STORING OF HISTORICAL PAPERS:

The best method of storing historical papers is in acid-free archive storage boxes. Boxes may be obtained from your Records Center or the Utah State Archives (http://www.sos.wa.gov/archives). If boxes are to be stored at the Records Center, a Records Transmittal Form needs be filled out.

The following should be done to preserve records:

  1. Unfold and carefully flatten papers.
  2. Remove paper clips, staples and rubber bands.
  3. Provide information needed to identify records.

STORING OF DISTRICT PHOTOGRAPHS:

Photographs should be stored in a good environment to protect them from creases, fading or water damage. Three things that cause damage to photographs: humidity, temperature, and air pollution. Once a department or school no longer uses the photographs they should be sent to the Records Center for permanent storage or transferred to Utah State Archives.

Labeling of district photographs, negatives or slides:

Storing of district photographs or slides are only valuable if it is known what was photographed, therefore, they should be properly labeled. It is the responsibility of the individual employee taking pictures to label photographs properly. All photographs should be labeled with the following:

  1. Event of photograph.
  2. Individuals in photograph.
  3. Location of photograph.
  4. Date of photograph.

Keep photographs of same event together, if possible.

Scanning of photographs:

Some departments have access to scanners so they have the ability to scan photographs for storage on-line. After the photograph has been scanned, send the original photograph and negative to the Records Center for preservation of original copy. Note: CDs and optical disks are not acceptable storage media for records of permanent value.

Storing of videotapes:

Videotapes should be stored on end in their original boxes in a dust free environment. They are to be sent to the Records Center once they are no longer of use by department or school, but have a historical value.

Newspaper clippings:

Newspaper clippings are printed on paper with high acid content. These papers yellow and become brittle with age and exposure to heat and light. This should be taken into consideration when they are being stored. They should be labeled with the following:

  1. What newspaper was article taken from?
  2. Date of article.
  3. What school or department was article written about?

The newspaper clippings can be stored at the Records Center once they are no longer referred to by department or school.

Audio tapes:
Store tapes vertically on end in their original boxes and away from magnetic fields. If a tape is to be used for reference, a copy should be made for that use and a copy made to preserve the original. Tabs should be removed to prevent accidental erasure. Periodic rewinding of cassette tapes is recommended to minimize "print through" of sound.

HISTORICAL RECORDS FOR RESEARCH

Historical material can be used at the Records Center or checked out for use. It is the responsibility of individual checking out historical material to make sure they are kept in good condition and returned promptly after use.