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undles of straw or similar material placed at the bottom of the box (Wills, 1987). In Tunisia the wooden boxes were
treated with olive oil to withstand the salty humidity of the coastal climate and in the Sahara the fresh wood was
rubbed with palm oil to prevent it from drying out and cracking (Jo urdain, 1990). Measuring the changes in
temperature and relative humidity inside the preservation boxes Toshiko Kenjo concludes that they are very low.
If double preservation boxes were used, changes would be even less. The wood material, however, should have been
dried naturally and sufficiently until no resin is emitted (Kenjo, 2000).
The provision of cardboard boxes has improved the initial situation where archival documents were kep t in
bundles or box files. In many cases the metal clasps and attachments have become rusty. Higher quality cardboard
boxes can be added as resources allow (Rhys-Lewis, 1999). Archive boxes with pull cords are preferred over those
with holes through the box wall, because they protect the records more fully. Multiple layers of paper separated by
air pockets are especially helpful. For example, records within a wrapper or folder that is placed within a closed box
can be placed within a larger closed box (Bellardo, 1995). For the Mass Preservation Project at the National
Archives in Asunción, Paraguay Alvaro Gonzàlez designed a box and protective enclosures for the valuable and
seriously damaged collection of manuscripts from the 16th–19th centuries. The box style, which was given the name
‘Paraguay’, proved to be very resistant to the subtropical climate (Esteva, 1993).
Instead of altering a large space, such as a large stack space, a measure of control can be obtained by creating
micro-environments. Such protective enclosures not only add an insulating layer to reduce the effects of varying
levels of temperature and humidity, but can provide also other opportunities for control (Dean, 2000).
In the Fiji Museum in Suva monitored climate conditions showe d that a wooden artefact wrapped in a simple
plastic bag minimised the daily fluctuations of temperature and relative humidity (Daniel et al., 2000).
5.7.2 Wrapping
Preferably records should not be left uncovered. Often old documents are covered with either paper or cloth
wrappings before being put away in b oxes. In ancient times the palm -leaf manuscrip ts were kept in wrappings
(Kathpalia, 1973). In order to repel insect attack certain leaves were kept next to the manuscripts. Red is generally
the repelling colour for the insects that attack books and manuscripts. Silk is also remarkably immune to book
worms. So red coloured silk should be used for wrapping palm -leaf manuscrip ts (Berdigalieva, 1995 ; Swarnakamal,
1975). In a conservation programme in Laos palm-leaf manuscripts were wrapped in cotton cloth and kept in
approp riate, recently manufacture d glass-fronted bookcases (Noerlund et al., 1991). If no boxes are available the
records can be wrapped in plain paper, not newspaper or coloured paper as the printing ink might rub off or the
colours might bleed (Ling, 1998). Wrappers used to protect bundles of records are often found covered with dust
and even soot, while the records inside are clean. The worst thing to do in such situations is to remove the wrappers
and leave the clean records exposed to dust and pollution. Good paper that meets international standards for
permanence may not be available locally or may not be affordable (see also Preservation and conservation –
Appropriate technology). If that is the case, custodians should first try to ob tain alkaline paper. Cigarette paper is
available in many countries and is generally alkaline though not very strong (Bellardo, 1995).
5.8 Good Housekeeping
It is important to ensure a high level of good housekeeping. The building in which library materials are stored should
be kept clean and in good condition (Thomas, 1987). But adequate maintenance procedures constitute a big problem
and have plagued tropical countries for a long time (Egbor, 1 985). Internal housekeeping measures should always
be of a high standard. Obviously, food and drink should never be taken into storage area s. Proper receptacles should
be provided in canteen and restaurant amenities, which should be cleaned regularly. Foodstuffs should never be left
overnight, uncovered or in unsealed containers (Ling, 1998; Rhys-Lewis, 1999). When lending books personal
hygiene and housekeeping at the users’ home, are also important factors to keep in mind (Ezennia et al., 1995). Good
housekeeping is well illustrated by the Dr. Albert Schweizer Museum in Gabon. Compared to the other buildings
on the premises, which were cleaned less often, Schweizer’s quarters were surprisingly well preserved (Rosenberg,
1986).
Building maintenance can also be considered as part of good housekeeping. The archive will be there for a long
time protecting records and providing a working environment for staff and visitors. In recent years there has been
an emerging trend in western countries to outsource maintenance activities, outdoors as well as indoors. Many
standards have been developed to maintain buildings, equipment and services. It is often thought that maintenance
begins following the completion and handover of the facility, but in truth it starts well before that. It begins as part
of the building’s overall design, which should include the requirement that it is constructed from low maintenance
materials (Ling, 1998). The suitability of the sustainable materials and constructions for maintenance should be
considered especially carefully.
In tropical settings, the power supply can som etimes be erratic and surges or spikes are not uncommon.
Similarly, violent electrical storms can wreak havoc to equipment such as computers. To compensate for the effects
of a comp lete power failure, including a shutdown to the air-conditioning system or P C-network, a reserve power
supply may need to be considered in the form of an auxiliary generator. P rotection against power surges can be
accommodated by means of an UPS e.g. an Uninterrupted Power Supply unit (Ling, 1998). It is still true, however
that the major threats to records come from human beings. Records can be damaged by mishandling, carelessness,
or by deliberate criminal activities, including theft and vandalism (Thomas, 1987); (see also section on Disaster
Preparedness – Manm ade Disasters). For further reading see Christensen, 1989.