Beginning research on a family tree is fascinating because you are starting at the “end” of your family’s story (the present), and working backwards to the “beginning” (the past). As your search progresses, your research will yield more and more documents, both old and new. What is the best way to store and care for these documents?
Everyone has their own best filing system that works for them, but however you file your information, caring for it is the same for each and every researcher. Documents should be stored in a cool, dry space, away from direct light and any possible moisture. Do not store your documents in a damp basement where mold or mildew could be a problem; on the other side of the coin, do no store your documents in a very hot, dry room, because fragile papers may become too brittle.
If possible, store your documents on a shelf, in a box that allows them to stand comfortably inside a file folder or envelope. Too big a box will allow documents to slide and possibly get creased or damaged, and too small a box will squash them. Try to store your original documents so at they are flat, not folded. Use acid-free folders and boxes for your papers. You may have to seek them out, but they are worth the extra effort to preserve your valuable family history. Very special documents should be stored in their own plastic sleeve, to avoid further damage from handling or oil or dirt from your hands. Be sure that the sleeve is large enough to hold the document without it being folded or crumpled.
Do not use anything that will damage or discolor your papers (or pictures) over time. Things like adhesive tape, glue, photo albums that are the “peel and stick” variety, or even uncoated paper clips could potentially leave marks or damage your documents and photos.
Old family photos should be kept in acid-free envelopes, or plastic sleeves that are made of polyethylene, polyester, or polypropylene. If you are mounting photos in an album, look for acid-free albums and use corners made from acid-free paper. You may want to get reprints made of very special, one-of-a-kind photos, and keep the reprints with your ‘working’ research and store the originals safely away. Try to identify the people in your photos on an accompanying note; do not write directly on your original photo.
Regarding contemporary photos, discussion continues about the best way to save them. Some say that storing them on the computer is the best and safest way to file and store pictures; however, this will work only if you are committed to continually upgrading your photos to the newest software or program as technology changes. Proponents of actual hard-copy images say that printing a good-quality photo and then storing it properly will ensure that the photo is safe for many years. The decision is yours about today’s photos, but either way, remember that photos worth saving are also worth noting with the names of the people in the photos and the dates. Time marches on, and someday someone may be looking at your photos and saying “Does anyone know who these people are?”
Travelling into the past to research your family is a challenging, rewarding, enjoyable experience. Find out more with the Yorkton branch of the Saskatchewan Genealogical Society. New members are always welcome! Every family has a story: discover yours with the Yorkton Genealogy Society!
