Caring for paper collections

Paper appears in museum collections in many forms, from early plant-based papyrus to modern newsprint. Paper items include:

• Works of art on paper and posters
• Stamps and paper money
• Documents, maps, and archives
• Books
• Wallpaper
• Photographs
• Historic labels on collection material
• Decorative paper items and paper-decorated objects, including decoupage, papier-mache, models, globes, screens, toys, and craft items

For advice on caring for photographs specifically, read our guide to caring for photographic collections.

Although papermaking has changed little since it was first recorded in China in the second century, industrialisation moved production from exclusively handmade items to widely available paper products. Paper in your collection will therefore vary in quality, the additives and mediums used, and how items have been decorated.

Paper can be seriously and irreversibly damaged by:

• Physical damage from handling, poor storage, or lack of support
• Environmental factors, including fluctuating relative humidity, temperature, light, and air pollution
• Pests and micro-organisms such as mould
• People, including biological deposits from handling, and loss from theft or fire
• Materials in direct contact with objects in storage or display
• The quality of the object itself, from its manufacture, past display, storage, or use

In poor conditions, paper can discolour, become dog-eared, or turn brittle. It is also vulnerable to tears, abrasion, creases, stains, crushing, and fading of ink and pigments. Simple improvements to display and storage conditions can prevent or reduce most of these problems.

Unstable objects

Unstable materials used in the production process mean some paper objects deteriorate faster than others. Modern newspapers, cheap paperback books, and faxes on thermally treated paper will degrade more quickly than other items. A cool, dry environment slows this decay, as do conservation-grade storage enclosures and display cases. Handle these objects as little as possible and make copies before they deteriorate entirely.

The sections below cover the main environmental and practical threats to paper, with recommendations for each.

How does humidity and temperature affect paper?

Relative humidity (RH) and temperature directly affect paper. The cellulose fibres paper is made from absorb water when RH is high and release it when RH drops, causing distortion, loss of flexibility, and shrinkage. Even when paper can tolerate this cycle, the mediums and binders on the surface are often less flexible. Changes in RH cause cockling or tearing when paper is under tension.

Temperature makes RH fluctuations worse. Central heating, direct sunlight, and hot lights in showcases all exacerbate the problem. Store paper in cool, dry places and avoid basements or attics for display or storage. Where rooms are naturally humid, install insulation, low-level heating, or dehumidifiers.

Aim for:

• RH maintained between 45-65%
• Minimal RH fluctuations, especially within 24 hours — aim for no more than plus or minus 5%
• Temperature maintained between 10-20°C
• Minimal temperature fluctuations — avoid rapid heating or cooling of spaces

How does light damage paper?

Light breaks down cellulose and past repairs, causing paper to discolour, bleach, fade, and become brittle. Writing and images can become illegible or disappear entirely. Light fades inks and watercolours, especially over extended periods or under high intensity. Store all paper items in the dark.

Pay particular attention to ultraviolet (UV) radiation, which is present in all light but is not needed for viewing items. Our guide to conservation and lighting has more detailed guidance.

Aim for:

• No light in storage — block all light outside visitor hours
• Limit daylight in display rooms, as artificial light is easier to control
• No more than 100,000 lux hours of exposure per year — remove items from display once they reach this limit, or turn pages regularly for bound items
• Maximum 50 lux visible light when on display
• UV-absorbing precautions such as laminated glass or UV-absorbing filters on all glazing
• No UV radiation, especially for watercolours
• Limited display periods — rotate paper items in and out of storage to reduce total exposure

How does air quality damage paper?

Airborne pollutants can make paper more acidic and cause visible damage. Dust is particularly problematic as it is difficult to remove from paper without causing further harm. Airborne contaminants cause discolouration, foxing, acidic migration from poor-quality mounts or storage materials, and corrosion of iron gall ink. These reactions weaken paper and make it more vulnerable to further damage.

Our guide to identifying and reducing air pollution has more detailed guidance.

Aim for:

• Reduced particulate pollution
• Chemically inert display and storage materials
• Reduced gaseous pollution
• Good housekeeping practices to keep dust levels low

How do pests damage paper?

Paper is less vulnerable to pests than textiles, but threats still exist. Booklice and silverfish feed on starch products and mould on paper. Mice and flies can also damage or destroy paper items. Insects are the most common pest threat to paper collections. Be aware that housing materials such as wooden boxes can harbour woodworm.

Our guide to integrated pest management and the Archives and Records Association’s guidance on integrated pest management for paper archives have more detailed information.

Aim for:

• An established pest control and IPM procedure across your museum building
• Good building hygiene and food storage and disposal management
• Staff and visitor awareness — limit and control food and drink in collection areas
• Immediate quarantine of affected material
• Good housekeeping practices

Protecting paper from people

Museum staff, researchers, and visitors handle paper items for research, exhibitions, loans, and educational purposes. Incorrect handling, overuse, acids from skin, accidents, theft, and vandalism can all cause damage or loss.

Some paper items may contain materials that pose a hazard to people. Our guide to hazards in collections has more detailed information.

Aim for:

• Systems that help people handle paper objects safely
• Clean, food-free workspaces for handling archives and paper
• An emergency preparedness plan for incidents that could affect paper collections
• Barriers or mounts for sensitive items that cannot be handled directly
• Labels and storage for hazardous materials in line with health and safety guidelines

Plan ahead when preparing paper for storage or display.

• Storage needs to provide security, physical support, a good environment, and access
• Display needs to be secure, use support mounts and fixing systems that do not damage items, and allow items to be seen clearly

Store large quantities of loose paper in small bundles inside high-quality archival sleeves, acid-free card folders, and archival boxes or drawers to reduce handling. Keep items out of the light and free from dust.

Three-dimensional paper objects such as models need more thought, particularly around support, handling, and preventing crushing when stored or displayed.

Degraded or damaged paper, large and glazed works, and fragile media are difficult to handle safely. Train museum staff and volunteers in correct handling and practical procedures. Contact a paper conservator for advice on storage and display.

What materials should you use for storage and display?

Any materials in direct contact with paper items need to be high quality. Poor materials transfer damaging substances onto paper, causing discolouration, staining, and embrittlement.

Avoid:

• Wood pulp papers and card
• Wood, MDF, and painted surfaces
• Polyvinyl chloride (PVC) plastic sleeves
• Paperclips, elastic bands, staples, Post-it notes, self-adhesive tapes, and labels
• Dry mount adhesive

Invest in high-quality materials. They cost more upfront but save the expense of restoring damaged items and preserve your collections effectively. Paper, card, and plastic storage solutions are available from dedicated conservation suppliers. Paper and card are easy to label and are often cheaper and more environmentally sustainable than plastic.

Transparent, inert plastics allow you to view paper items with minimal handling. Avoid using plastics on loose media such as charcoal, as static can lift loose media from the surface.

Good conservation paper and card:

• Contains 100% cotton fibres or a high percentage of alpha cellulose fibres
• May be buffered or unbuffered
• Contains molecular sieves to trap airborne pollutants

Good conservation plastics:

• Are free from plasticisers and coatings
• Are chemically inert

Follow these guidelines when handling paper items to reduce the risk of damage:

• Make sure you have access to the right facilities: clean, well-lit work surfaces, and regular hand-washing
• Protect work surfaces and paper items from abrasion by working on layers of acid-free tissue or large sheets of polyester film
• Clean brushes and museum vacuum filters regularly to prevent the transfer of micro-organisms such as mould
• Use small fabric-covered or glass weights to hold down sheets of paper. Do not force paper flat. Only trained staff or specialists should unroll rolled items.
• Label storage cabinets and packaging clearly. Archival boxes, books, and associated material can be heavy. Store off the floor.
• When moving paper items between spaces or outside, make sure they do not abrade each other and wrap them in archival materials to buffer against environmental changes
• Handle items as little as possible. Use archival enclosures, folders, and trays where possible.
• Label paper items using HB or 2B pencils only. Use waterproof archival ink with fine-nibbed pens for mixed media objects. Never use biros or felt-tip pens and keep water and pens away from paper items. National Museums Scotland has guidance on object labelling.
• Never use Sellotape or ferrous metal paperclips. For adhesives, use acid-free gummed paper or linen tapes, but only following advice from a paper conservator.
• Remove ferrous paperclips, bulldog clips, and degraded tape where possible, unless doing so would damage the item

Use non-invasive display methods that support the paper item and protect it from theft. Limit open display of paper unless glazed and framed.

Paper and paper-based materials are especially vulnerable in a fire or flood. A robust, active emergency plan that identifies hazards and sets out how to reduce or respond to them is essential.

Read the Scottish Council on Archives guidance on emergency planning for practical advice.

Scotland has dedicated networks for specialist help during emergencies. Find contact details on the Scottish Council on Archives page for emergency response networks in Scotland.

For more collections care guidance, read our other advice guides on collections.

The Collections Trust provides a wide range of guidance and advice on collections care, including resources on emergency planning for collections.

The Scottish Council on Archives offers practical collections care guidance for archive and mixed collections.

National Museums Scotland has produced guidance on how to pack paper and unframed artworks, with practical advice on safe packing methods.

The Scottish Council on Archives also provides guidance on emergency planning and maintains a directory of emergency response networks in Scotland for specialist help during incidents.