REPAIRING PAPER ARTIFACTS

REPAIRING PAPER ARTIFACTS
by Sherelyn Ogden
Preservation Consultant and Conservator
St. Paul, MN

The generally accepted method of repairing torn paper or reinforcing weak areas in a sheet uses strips of strong, almost transparent, acid-free paper, adhered with a strong, colorless water-based adhesive that is acid-free and easily reversed. The following materials are recommended for repair of documents, book pages, and other paper objects.

The preferred repair papers are made in Japan from kozo fibers. These papers (often erroneously called rice papers) exist in different weights with names such as Sekishu, Tengujo, Kizukishi, and Usumino. The fiber content of Japanese papers differs, with some papers containing fibers that are not of conservation quality. To be safe, only papers that contain 100 kozo, mitsumata, or gampi fibers, or a combination of these, should be used. These Japanese papers are ideal for repairs because they do not discolor or become brittle over time, they have long, strong, flexible fibers, which produce a lasting repair. The lighter-weight papers are especially well suited to the repair of documents since they are translucent and unobtrusive and will not obscure the text of a document. Most conservators use strips of paper with torn rather man cut edges because a frayed edge makes a less visible, softer repair.

ADHESIVES
Use of a proper adhesive is essential. Any adhesive used for mending paper objects must have the following properties:
-Sufficient strength: it should hold the object for an indefinite length of time.
-No tendency to discolor: it should not yellow, darken, or stain.
-Reversibility: it should allow the repair paper to be easily removed with minimal effort and no damage to the object, even after many years.
-Few commercially available adhesives meet all these criteria. Commercial library and wallpaper pastes may lose hold as they age and often contain harmful additives. Rubber cement and animal glues usually darken or stain. Several synthetic adhesives, such as white "glues," are very difficult if not impossible to remove once they have begun to age.
-Pressure-sensitive (self-adhering) tapes should be avoided. Most of the adhesives on these tapes cause staining over time and require toxic solvents and technical expertise for removal. In recent years pressure-sensitive tapes that are advertised as archival have been introduced. These are probably more stable than other similar tapes but because their aging properties are not yet known, their use should be avoided for objects of value. The adhesives on commercial gummed tapes, which require wetting, are less damaging, but most stain in time and these tapes also should be avoided for objects of value.
-Commercial products in general should be avoided even if they are reputed to be safe because commercial products are subject to alteration by the manufacturer. This year's non-staining tape may have an adhesive with a different formula next year.

Starch-Based Paste
For many years conservators have favored homemade starch-based pastes. These are made most often from either rice starch or wheat starch (not flour, but the starch that has been extracted from the flour). There are many recipes for these pastes. One recipe for wheat starch paste follows:
1. Place one part of wheat starch and four parts of distilled water in a saucepan or the top of a very clean double boiler.
2. Mix well and let stand at least 20 minutes.
3. If a double boiler is used, fill the bottom part with a small amount of water making sure that the upper section does not touch the water.
4. Place on medium high heat and cook, stirring constantly with a clean wire whisk.
5. When the paste begins to thicken (this may happen right away), reduce heat and continue stirring. Stir for about half an hour; then remove from the stove. The paste should be thick and translucent. As it cooks and thickens, it will become more difficult to stir. To aid in stirring, a wooden spoon may be substituted for the wire whisk, but the spoon should be one that has not been used for the preparation of food.
6. When cooked, the paste should be transferred to a clean container for storage. It should be allowed to cool before use. Prior to use the paste should be strained. A Japanese paste strainer works well for this.

Quick Wheat Paste
University Products, a supplier of conservation materials, has published a quick recipe for wheat starch pastel. The advantage of this recipe is that small quantities of paste can be easily prepared- If necessary strain the paste prior to use.
Place 1 tablespoon wheat starch in a microwave-safe container, add 5 tablespoons distilled water and place in microwave unit. Microwave on high setting 20 to 30 seconds. Remove paste and stir. Place back in unit and microwave another 20 to 30 seconds. Remove and stir again. Continue this process several times until the paste is stiff and translucent. If larger quantities are made in the microwave oven, increase the cooking time between stirrings. Paste should cool before use.

Diluting and Storing Paste
Different consistencies of paste are required, depending upon the particular mending task at hand. A consistency similar to heavy cream is adequate for most mending. Pastes should be diluted with distilled water to achieve the consistency required.
Starch paste should not be refrigerated; cover and store in a cool, dry place. It will keep for only a week or less. Some conservators recommend adding a preservative. The preservatives used, however, are toxic. It is preferable to make paste in small quantities when it is needed rather than add a preservative and store it for long periods. If paste discolors, grows mold, or develops a sour smell, discard it immediately. Discard it if dark flecks appear in the paste since they may indicate mold or bacterial growth.

Methyl Cellulose
Starch pastes require time to make and thus are not practical if they are to be used only occasionally. A simpler adhesive can be made from methyl cellulose, which comes in powdered form and is sold by viscosity (in general, the higher the viscosity the more stable the methyl cellulose). Mix one rounded tablespoon of methyl cellulose with 1/2 cup of distilled water. Let it stand for several hours before use. It will thicken on standing but can be thinned to me appropriate consistency with water. Methyl cellulose is not as strong as starch paste but should hold adequately if the document is not to be handled extensively or if it is to be encapsulated in polyester film. Methyl cellulose keeps well for several weeks and does not require a preservative.

MENDING PROCEDURES
Tearing Mending Strips
It is desirable for mends to have a soft edge, both to increase the strength of the bond and to prevent paper from breaking where it bends against the edge of the mend. To tear mending strips, draw parallel lines of clean water on the Japanese paper using a small, soft artist's brush, a ruling pen filled with water (instead of ink), or a small cotton swab. Tease the mending paper apart along the wet lines. Make the strips different widths to conform to different tears; 1/4", 1/2", and 3/4" will be most useful. If many mends are to be made, it is helpful to tear a supply of strips m advance.

Applying the Mending Strips
Using a flat piece of glass or plastic as a pasting surface, apply starch paste or methylcellulose to a strip of Japanese paper with a Hat brush (about 1/4" wide). Include the exposed fibers on &e edges of the strip. Then lift the strip with tweezers and place it over the tear. If the document is one sided, then mend on the reverse, with the pasted side against the document. Lighter-weight papers tend to pull apart when wet with paste. For this reason it is easiest to use strips not more than two inches long. For longer tears, several short strips may be used, placed end to end. It will take practice to manipulate the thin, wet repair strips. Once the mending strip is in place, lay a sheet of silicone release paper or non-woven polyester (Reemay, Hollytex) over the repair. Tap the repair lightly.

Drying the Mended Sheet
If possible, weight the repair while it dries. Weighting insures good adhesion and prevents cockling of the paper. Repairs may be weighted as follows: first place small pieces of release paper or non-woven polyester over and under the area to be dried. Sandwich these and the mend between pieces of blotter. Lay a piece of glass on top of the sandwich and put a weight (about one pound) on top of the glass. The weights may be small bags of lead shot or pieces of lead covered with cloth. One pound fishing weights from sporting good stores make excellent weights provided they have at least one flat side to prevent rolling. Repairs should be weighted for one hour or longer. A photographer's tacking iron, placed on a low to medium setting, can be used to speed up the drying process- The tacking iron should not be applied directly to the document. Place a piece of non-woven polyester between the iron and the document- Iron until dry (10 to 20 seconds) then weight for a few minutes to flatten.

Report on the 11th Annual National Archives Workshop

As I flew over the southern Midwest USA on Thursday, September 6 I really had no idea what to expect at the 11th Annual National Archives Workshop in Phoenix, Arizona. I had heard that it was the key site for archivists of Alcoholics Anonymous and that there was a lot of work done but I how was I to know how critical a gathering until it all began to unfold.

Receiving the weekend’s agenda I had a feeling of ease and comfort knowing that each day’s activities began with an AA meeting. First things first. Anyone, anywhere … and each morning of the 78 attendees from all over the United States about 30 of us gathered to share our experience, strength and hope.

The Workshop opened on Thursday evening with Vick Jo (Immediate past Delegate, Phoenix) getting us started with an evening of open sharing of “what’s on your mind?”
Participants – archivists, archives chairs and those interested in archives. The discussion ranged from photographs and anonymity; anonymity and the internet; access to GSO Archives; and what to do with oral histories. The information shared in these short two hours was rich and immediately applicable to our work in Area 83. You can read some of the consensus that emerged out of these discussions on the Area 83 Archivist’s blog.

On Friday the work began in earnest. We spent the whole day on preservation and conservation with workshops being led by Dave C., former archivist for Western Washington, Area 72. We spent the whole day at tables laden with conservation and preservation tools and material. We received instruction on how to receive material, catalogue, assess condition, repair, clean, de-acidify, preserve, encapsulate, sew Grapevines. There were 3 working tables with 2 other facilitators, Terry and Dennis ? and though there was not enough room for everyone to participate the rest of us circled round the tables and shared the resources. There was a lot of excitement about actually doing the preservation and conservation that has a tendency to be shrouded in mystery for those of new to the work. Our evening was well rounded by the sharing of 4 of Phoenix’s longtimers with an average of 45 years each.

Saturday was consumed with workshops conducted on What Are Archives? What to Keep/throw; Storage-Repositories; Long Time Collections; Disaster Recovery; Collections vs. Archives; and bid presentations for the 13th Annual Archives Workshop in 2009. The sharing on these will presented on the Area 83 Archivist’s blog over the next few months.

During a Saturday evening banquet we enjoyed fellowship and a great supper after which we listened to a presentation by Amy Filiatreau, GSO Archivist on GSO’s Archives with a real nice set of clips of Bill W., Dr. Bob, Nell Wing, Ebby T. and a few others. This will be the basis of her presentation at the 23rd GTA Archives Breakfast on November 4, 2007 at the Oasis Convention Centre.

Sunday is the business meeting of the NAW. Everyone registered becomes a voting member. We voted on the bid for the 2009 NAW which will be in Woodland Hills, California, just outside Los Angeles. Other items of business related to the composition of the NAW Steering Committee, guidelines around the NAW bids and other miscellaneous items.

STEPS IN CONSERVATION

1. Record acquisition
2. Assessment - what action is needed?
3. Remove staples, paper clips, tape, backings
4. Clean
5. Repair
6. Deacidify
7. Encapsulate
8. Select storage/display conditions

1. Record Acquisition
· documents, books, etc- should be logged in file system or computer database;
· Record any information that might later be helpful in accessing (e.g., title, author, etc.)
· Record condition in which item was received;
· Note any known history of items, including groups or events involved, and donor;


2. Assessment
· Examine the document for:
· Staples & paper clips;
· Tape and backings;
· Dirt and stains;
· Tears and folds;
· Yellowing and brittleness


3. Remove Staples & Backings
· Remove staples by bending up and clipping off ends; do not use office staple remover;
· Remove paper clips, replace with acid-free plastic clips;
· Remove paper or cardboard backings, if possible - they will often be acidic;
· Remove adhesive tape; if possible, residue comes off with toluene.


4. Document Cleaning
· Do not use common erasers;
· Surface dirt can be removed with document cleaning powder. Be careful not to remove pencil marks that might be wanted; Most stains cannot be removed without damaging the document.


5. Document Repair
· Do not use adhesive ( " Scotch " ) tape to repair tears in paper documents and books;
· Avoid using materials that require solvents for removal - solvents may attack inks;
· Archival quality repair tapes are available that are water reversible;
· Tissue repair gives nearly invisible results.


6. Most paper made in the last 80-100 years contains acids that will cause deterioration; acids cause paper to turn brown and brittle, so treat darkest documents & books first;
Indicator pens can show acidity in paper but will leave a small, permanent stain; if testing, use a small area first to be sure it will not be affected by treatment.

WeiTo
- Uses flammable solvents, may attack some inks;
- Clogs spray nozzles;
- Less expensive;
- Treatment may penetrate better.

Homemade recipes also available, but are unproven

7. Encapsulation
· Use only archival quality, acid-free materials;
· Seal seams with double-sided tape or use heat sealer;
· Leave small air gap in seal - do not seal around document;
· Use open top Mylar envelopes for multi-page documents such as newsletters.

8. Storage/Display Conditions
· Choose storage and display conditions appropriate to the age, condition and rarity of
the document or book.



Don't forget Security!!!

The Sale of Oral Histories - What Do You Think?

I have never heard of oral histories being made available for distribution as a revenue generating strategy for AA Archives collections until recently. Though the Archives Workbook, Guidelines and Oral History Kit do not refer to this at all, I think the information posted here [all excerpts from the Archives Workbook, Guidelines and Oral History Kit] provides guidance to determining how to view this emergent practice.

Your comments on this are very important as they help to form the group conscience on this practice. Please take the time to post your comments before you sign off.

Yours in love and service, Máire. Area 83 Archivist

Technical suggestions
1. Always begin the recording by identifying yourself, the date, and place of recording on the record (tape or electronic form) itself.
2. Allow the interviewee to talk freely on whatever topics he/she wishes to. Use the questionnaire only as a general guide to keep the flow of discussion focused.
3. State whether or not the material will be available for research.

Use of oral histories in research
Access to oral recording is guided by the local collection’s research policy, unless the interviewee specifically specifies that he/she does not wish to make the record available for research.

The interviewee might request that the record not be available for research for a particular time period. It is important to note this time period on the audio record.


Oral history release form
Local collections are encouraged to develop an oral history release form. A list of suggested statements to be included on the release form is summarized below.

A local archives committee (area, district) collecting oral histories should obtain a release from the interviewee granting the committee the rights to use the material obtained during the course of the interview and make it available for research. Such release takes many forms, and consultation with legal counsel may prove to be a wise investment in order to protect both the interviewee and the local committee.

A form release generally might include:
1. Name of the interviewee.
2. Name of the committee under whose auspice the history is being obtained.
3. Date or other significant notation marking the recording.
4. A brief explanation of the intended uses of the recording.
5. An affirmation that the committee will protect the anonymity
of the recording against misuse at the public level.
6. Language of release.
7. A signature block, including date signed.
8. Statement of limitations, if any.
(Archives Workbook. Guidelines for Collecting Oral Histories. http://www.alcoholics-anonymous.org/en_pdfs/m-44i_archivesworkbook.pdf)


Ethical and Legal Considerations
Most A.A. members will be delighted by your interest in collecting their histories. Unfortunately, a few may be uncooperative and even hostile. Because of the personal nature of the stories that you will be collecting, you should be especially careful to preserve anonymity at the level of the public media, and in all other ways, protect the privacy and rights of all involved.

Be honest about your intent from the very beginning. Explain your reasons for doing the recordings. Do you simply want to record the stories for posterity? Do you plan to publish your findings? Do you plan to make copies of the tapes, post interviews online, or in any other way make them available to other A.A. members? The ultimate disposition of the collection may affect their willingness to talk about certain subjects.

Don't make promises you can't or don't intend to keep. If you say that you will erase part of a tape, do so, even if it means losing some important information. Respect confidences and privacy. Let your informants see anything that will be published before it is too late to alter the manuscript. The intimate nature of these oral histories places burdens on the researcher that are restrictive and sometimes frustrating, but the rights of the interviewee must be respected.

Do have the interviewee sign a release form. Oral history involves interviewing individuals on a voluntary basis with the explicit intention of creating a historical document that will be preserved (generally in the form of the audio recording as well as the transcription of what was spoken) for the use of future researchers. By means of a simple release form, the interviewer insures both the integrity and continuity of an oral history project and safeguards each interviewee's rights. A sample release form is available from the G.S.O.


Oral History Release Form
A release of some kind, establishing ownership of rights to the interview, should be obtained from every oral history interviewee, whenever possible. This sample form may be applicable in some circumstances. It is advisable to seek legal counsel whenever embarking on a large-scale recording project.
I, __________________________________ (name of narrator), hereby give this interview recorded on ___________________ (insert date) to the [include name] Archives as a donation. With this gift, I transfer to the [include name] Archives legal title and all literary rights, including copyright.I understand the interview may be made available for research and such public programming as the [include name] Archives may determine. This includes right and license to reproduce, copy, modify, display, distribute, perform, broadcast, transmit, and create derivatives from the recording. This may include use of the interview material in print and in live or recorded programs for radio, television, or any electronic publishing medium.
I transfer all of the above rights without limitation, to support the mission of AA and to disseminate information about AA, upon the condition that I, and any other A.A. member Identify, remain anonymous at the level of the public media.
Narrator’s Signature_________________________________________
Address__________________________________________________
City, Province,Postal Code ________________________________________________________
Date______________________
Interviewer’s Signature_______________________________________
Address__________________________________________________
City, Province, Postal Code____________________________________________________
Date_____________________
Comments:

(Oral Histories Kit (http://www.alcoholics-anonymous.org/en_pdfs/en_oralhistorieskit.pdf), pp.6-7 and 15)

Anonymity and Photographs

Following is a response to a query with respect to photographs in AA from our GSO Archivist, Amy Filiatreau.

"Hello and greetings from the GSO Archives! Thanks for writing, and for your thoughtful questions. It’s a pleasure to be in touch with you. I too am greatly looking forward to my trip to Toronto.

This is indeed a difficult and interesting topic, with opinions that vary greatly depending on the group conscience of any given Area or other group of AA members. AA members often photograph one another, and these images often end up in the Archives, leaving archivists to wonder if or how to use them!

With regard to displaying photographs of AA members, I can say that here in the GSO Archives we display photographs of our co-founders, as well as a few other early AA members such as Ebby T. As you likely know, we also send out photographs of our co-founders to those who are interested in them, and when Pass It On and Dr. Bob and the Good Oldtimers were published, they printed photographs of our co-founders.

Though we do have many photographs of other AA members in our collections, both alive and deceased (such as past delegates, trustees, GSO general managers, or staff) we don’t display these photographs of other AA members here. This is in accordance with the Board’s Anonymity Policy, which I’ve attached below this message. Our large photograph collection of people remains largely unused, as one might expect. We tend to use photographs of AA literature, signage, meeting places, and other images that don’t show the faces of AA members. Our photograph collection is only open to members, and usually would require the permission of the trustees’ Archives Committee to do any extensive research using our photo collections.

However, in my experience most of the Area archives I have visited, or when I have seen their traveling displays at events, there are often framed photographs of significant members in that Area: longtimers, or those active in service, who made an impact on the area. I’ve seen archival displays that contain photographs of members as well, including albums such as those you mention, with personal, candid photographs of AA members. For example, I’ve seen this in Area 18-Idaho (whose archives are housed at the Central Office in Boise); various district and Area archives within SENY (at a SENY convention); Northern New Jersey’s archives traveling display; and at the Akron Intergroup Archives, where a very large exhibit shows the faces of several early AA members from the Akron/Cleveland area. People do love looking at these photographs and albums. There are other Areas that do not display these kinds of photos. Each Area has to come to its own group conscience regarding whether revealing the faces of AA members, in areas where non-AAs might visit, constitutes a violation of the 11th and 12th Traditions.

You also mention photographing oral history interviewees – this practice also varies from place to place. Some areas choose to videotape the oral histories they gather, rather than audio-only. Others do take photographs of the members, for the historical record. Many times I’ve received a CD with an oral history interview, along with a photograph of the interviewee. Others choose not to take photographs. Here at the GSO Archives we’ve long had a policy of not videotaping oral history interviewees..."


G.S.O. Public Information policy on the Co-Founders Posthumous Anonymity, approved by the General Service Board, July 30, 2001:

"The G.S.O. Public Information policy should maintain the anonymity of all A.A. members living or dead, including the co-founders, to the maximum extent possible.

The Public Information desk of G.S.O. exists in relation to the general public as a source of information regarding the recovery program and the Fellowship of Alcoholics Anonymous, not as a source of information regarding individual members of Alcoholics Anonymous, living or dead.

To the extent that non-anonymous information concerning our co-founders exists in A.A. literature, which is already available to the general public, inquiries may be directed to that information. The Public Information desk can also provide copies of such information to the media. Addition information should not be volunteered or provided, out of respect for A.A.’s traditional principles of personal anonymity, and the honor accorded those principles by the co-founders themselves as members of the Fellowship of Alcoholics Anonymous.

No information should be provided regarding any other A.A. members, past or present, under any circumstances.”

Agenda - 2nd Annual Area 83 Archives Workshop - June 9, 2007. Kingston, ON

I am really excited about being able to share with all of you the progress made to date on putting together a really dynamite Archives Workshop. With the help of the Archives Association of Ontario's (AAO) Archives Advisor, Carolynn Bart-Riedstra, and Preservation Consultant, Iona McCraith, we have been able to confirm two excellent speakers who are professionals in their fields and also to secure the commitment of Queen's Unviversity Archives to give us a tour on Saturday afternoon (which they don't ordinarily do for it is closed on Saturdays)! Both speakers, Jermey Heil on Electronic Data storage, and Iona McCraith on Principles of Preservation, are aware of our principle of poverty and anonymity. Though they are professionals in their respective fields they have spoken often to groups of novices such as ourselves and are intrigued by our 'unorganized' organization.

Remember this is a potluck lunch so bring a bag of sandwhiches, a bunch of fruit, a little something sweet and let's have a really great day!

Area 83 Eastern Ontario International

Archives Workshop

Queen Street United Church

221 Queen Street

Kingston, ON

June 9, 2007

10:00
Opening Remarks
Oral Histories: Review of G.S.O. Oral History Kit & Electronic Storage

10:50 Break

11:00
Electronic Data Storage presented by Jeremy Heil, Queen’s University Archives

12:00
Potluck LUNCH

1:00
Principles of Preservation presented by Iona McCraith, Preservation Consultant, Archives Association of Ontario (AAO)

2:00
Question & Answer Period

2:30
Break for Tour of Queen’s University Archives

3:00
Tour Queen’s University Archives presented by Heather Home, Public Services Archivist, Queen's University Archives

Getting Started in Archives

Just been 'elected' to be the District Archives Chair? The job ahead of you is not as scary as it may seem. Any one of us that has taken on a position in service has faced the question of whether or not we can do this job. For archives it is almost easier than all the other positions. Wait now before you get all excited it is true. As the Archives chair, archivist or liaison, a big part of your responsibility is to get the groups active in recording their own history. When I began my archivist journey as the archivist for the Greater Toronto Area (GTA) Intergroup Archives Committee, I went and visited all the Districts here and spoke to them about the contents of the Archives Workbook (found under Documents & Forms) to take the mystery and fear out of what we do. One way to get the groups in your District to participate in archives is to get the G.S.R. to have a look at the Area 83 Group History form and get them to fill it out at a group business meeting. Talk to the District table about what you read in the Oral History kit (found under Documents & Forms) and get the G.S.R. to identify a few long timers in their group, make a date over coffee and get them to 'tell what it was like when they came in.' If you can encourage your District G.S.R.s and officers to do these things and actually have them do it,then you have done a remarkable job of accomplishing what would not have been done had you not started.

Any questions about these things? Come to the 2nd Annual Area 83 Archives Workshop on June 9, 2007 in Kingston!

Preserving Our Future

Friends and kindred spirits,
The choice to create this blog was born of a need to try and reach as many of those in Area 83 that are or want to be doing something archives. It can sound like such a large task - being elected to be an archives chair, trying to get an active committee going, grappling with what seems like innumberable tasks such as oral histories, group histories, memorabilia vs. artifactual and archival material, preservation and conservation! We have precious little time in our busy days with meetings and our group service commitments that it seems that we may indeed have bitten off more than we can chew, except that the rewards are so great. To sit down with a longtimer as they reminisce about times gone by, to actually hold the first edition of our meeting in print, the Grapevine, to listen to Bernard Smith orate on the spiritual vision of the Alcoholics Anonymous movement and to share these 'spiritual goose bumps' with kindred spirits, all these conspire to evaporate the trudging that this work sometimes is.

As the archivisit for Area 83, it is my intent to make this piece of your service journey as smooth as possible. As I gain more skill with posting documents and so on, you will be able to download what you need for your group and district to record oral and group histories.

I will be regularly posting information that will be helpful to you in carrying out your responsibilities as archives chairpersons and archivists.

You will want to put into your calendars June 9th, 2007. It is the 2nd Annual Area 83 Archives Workshop to be held in Kingston. We are still working on getting the location settled - we are deciding between two group meeting locations (visit again soon and this will be posted). The day will commence at 10:00 and end around 3:00. We will have 3 hour long seminars on oral histories, data storage methods, and preservation of paper and textiles. For those interested we are working on arrangements with a local archives to get a first hand experience of a working archival collection. There will be a pot luck - these are always great fun.

Pass the information along and visit this blog often for updates on archives events throughout Area 83.