Continuing our discussion of preservation during Preservation Week 2018, we would like to highlight the biggest preservation project we’ve taken on to date, our Estate Records. This is an ongoing project that includes multiple step rehousing, removing materials that will further deteriorate the records, and finally scanning what we can so that we no longer have to physically access the oldest records.
What we’ve done is broken down each step in the images below:
Step #1 – Rehouse the files from wooden shelving units to cardboard boxes. This step was done years ago. It is always best to store like items together, so moving paper records from lacquered wood boxes was the first step of preserving them in their current condition.
Step #2 – Refile the records from their original accordion style non archival quality folder to new flat archival quality folders. This doesn’t seem like it would make much of a difference but the ideal way to store paper is flattened and in paper based folders that are designed to absorb some of the acidity of the paper to keep it from deteriorating further. While we are transitioning the documents we are also flattening them as best we can, we let time and the environment they are stored in do the rest.
Step #3 – Digitize as many of these records and make them available to search online. This is the final and most time intensive step in the process because of the fragility of the records and we don’t want to expose them to more light than necessary. This step helps people who are unable to visit the archives access these historic records and if they are needing copies of the record all we have to do is hit print, as opposed to copying it and exposing it to light multiple times.
I refer to this as the largest project based on the sheer volume of records we have. We are duplicating these efforts for many of the other records we house including our historic court records and smaller collections within each county department.
If you would like to view the digitized images we have uploaded thus far, go over and check out our website. We will be uploading additional images as they become available, so if there is a record you would like to view and there are no images please contact us direct. Warren County Old Common Pleas Estate Packets Index