Essential Tips for Preserving Microfilm

Microfilm has been a trusted method of document storage for decades, offering a compact and durable way to archive important records. However, like any archival material, microfilm requires proper care and maintenance to ensure its longevity. Whether you're a library, historical society, government agency, or business relying on microfilm for record-keeping, following best practices for preservation is essential. In this post, we'll explore practical tips to help you keep your microfilm in excellent condition for years to come.

1. Store Microfilm in a Climate-Controlled Environment

One of the biggest threats to microfilm is improper storage conditions. Microfilm is sensitive to temperature and humidity fluctuations, which can cause warping, fading, or even deterioration of the film over time.

• Temperature: Ideally, microfilm should be stored in a cool environment, with temperatures between 65°F and 70°F.‍
• Humidity: Keep relative humidity levels between 30% and 40% to prevent mold growth and brittleness.
• ‍Avoid fluctuations: Sudden changes in temperature and humidity can accelerate degradation, so maintaining consistent conditions is key.

2. Keep Microfilm Away from Light and Contaminants

Exposure to light, dust, and other contaminants can significantly impact the lifespan of microfilm.

• Limit light exposure: Prolonged exposure to UV light can cause fading. Store microfilm in opaque, protective cases to block out light.
• Use proper enclosures: Acid-free, archival-quality boxes and sleeves provide an added layer of protection against environmental contaminants.
• Keep storage areas clean: Dust and airborne pollutants can settle on the film and lead to deterioration. Regularly clean storage spaces to minimize risks.

3. Handle Microfilm with Care

Proper handling is crucial to prevent physical damage to the film. Mishandling can result in scratches, tears, or fingerprints that can compromise the quality of stored images.

• Use clean, dry hands or gloves when handling microfilm to avoid transferring oils or moisture.
• Hold film by the edges rather than touching the image area directly.
• Avoid bending or folding microfilm, as this can cause permanent damage.

‍

4. Regularly Inspect and Maintain Your Collection

Even with optimal storage conditions, microfilm collections should be periodically inspected to identify any potential issues early on.

• Check for signs of deterioration: Look for fading, warping, vinegar syndrome (a strong vinegar smell indicating acetate film breakdown), or fungal growth.
• Rewind and reposition rolls periodically to prevent film from sticking together.
• Ensure microfilm readers are clean and functioning properly to prevent damage during use.

5. Digitize Microfilm for Long-Term Access and Backup

While microfilm is a durable medium, creating digital backups is an excellent way to ensure long-term preservation and accessibility.

• Digitization reduces handling of fragile microfilm, minimizing the risk of physical damage.
• Digital copies can be stored in multiple locations, offering a safeguard against loss due to fire, water damage, or degradation.
• Digitized records are easier to search and share, making them more convenient for researchers and staff.

6. Use Proper Storage Containers

Not all storage containers are created equal. Choosing the right materials can make a significant difference in preserving microfilm.

• Use acid-free, archival-quality storage boxes that won’t contribute to chemical degradation.
• Opt for ventilated cases to prevent moisture buildup.
• Store microfilm reels vertically rather than stacked, to prevent unnecessary pressure and deformation.

7. Be Cautious About Chemical Exposure

Microfilm can be sensitive to chemicals found in office supplies and even cleaning products.

• Avoid storing microfilm near adhesives, paints, or solvents, which can emit harmful vapors.
• Use appropriate labeling materials (acid-free labels and pens) to prevent chemical damage over time.

8. Develop a Disaster Preparedness Plan

Fires, floods, and other disasters can pose a serious threat to microfilm collections. Having a solid disaster preparedness plan in place can help protect your valuable records.

• Identify potential risks and take steps to mitigate them (e.g., storing microfilm above potential flood zones).
• Keep duplicates or digital backups off-site to ensure data recovery if the worst happens.
• Train staff on emergency response procedures so they know how to handle microfilm in the event of a disaster.

9. Rotate Storage Locations When Necessary

If your microfilm collection is extensive, consider rotating storage locations to prevent prolonged exposure to a single environment.

• Long-term storage in a single area can lead to localized damage, especially if conditions are less than ideal.
• Occasionally moving microfilm between secure storage sites can help distribute environmental exposure more evenly.

10. Seek Professional Assistance When Needed

If you're unsure about the condition of your microfilm or need help with preservation efforts, consulting with experts can be beneficial.

• Professional archivists and preservation specialists can provide guidance on best practices.
• Restoration services may be able to salvage deteriorating microfilm before it’s too late.
• Digitization services can help transition aging microfilm collections into more accessible and secure formats.

The Bottom Line:

Microfilm can be tough to keep in its proper condition to ensure it stands the test of time. Our best tip for preserving the data stored on your microfilm? Scan and digitize it to ensure that your data remains intact and accessible for future generations.

If you need assistance with microfilm scanning and digitization, The Scanning Company is here to help. Contact us today to learn more about our professional services and how we can support your archival needs.