Storing documents is an activity that requires precision and knowledge of law. The relevant regulations clearly specify what temperature should prevail in the archive and what is the appropriate air humidity for storing documents. The regulations also specify the method of binding files to ensure their durability. Therefore, an appropriate archiving string is an important element of the process of securing and storing documentation. How to store documents? Which document string should you choose? What features must it have? What exactly is document lacing? The answers to these questions are in the article below.
How to store documents? Basic rules
Storing documents in an archive has two basic purposes. The first overriding task is to maintain the appropriate durability of documents. The second is to provide easy access to the information you need.
Depending on the class of documentation, some information should be stored in the archive for 5 or 10 years (tax returns, purchase and sales invoices, accounting and financial documents), while some information should be stored for up to 50 years (including personal documents such as work logs and files). employee). Paper is by far the most durable analog information medium invented by man. However, in order for it to withstand the effects of time, it must be stored in appropriate conditions.
It is assumed that the optimal temperature that should prevail in the archive is 21-22 degrees Celsius. Equally important is the lack of sudden temperature fluctuations that could lead to moisture condensation, which in turn could result in damage to documents. Another important factor is the appropriate humidity level, ranging between 40 and 50%. Both air that is too dry and air that is too humid can lead to paper fading, creasing, or unraveling.
How to store documents properly?
Taking care of the right light is also important. Lighting that is too bright can cause the ink to fade. In addition, the archive should have appropriate protection against physical damage, such as flooding, fire or exposure to toxic chemicals. This is partly related to ensuring an appropriate ventilation and air filtration system in the archive. The shelves on which documents are stored should be stable and allow easy access to documents. Furniture for storing documents must not corrode or emit harmful chemicals. An important aspect is also the proper tying of documents with string. This issue will be discussed in detail later in the article.
Stringing documents – what features should a string have?
What type of yarn works best as archiving string? Very often, twine-type string made of natural linen yarn is used to sew documents. It is durable, time-resistant and thin, which makes the sewing process easier. Its significant advantage is that it does not color documents and therefore does not expose them to damage. A polished twine is also used to bind documents, which ensures an aesthetic and durable finish.
Archival strings should be, above all, durable, resistant to breaking and stretching. In addition to the mentioned twine, these features also include strings made of hemp, jute or cotton fibers. Natural yarns are perfect for tying documents with string because they have a neutral PH. Thanks to this, even long-term contact with paper does not cause chemical reactions or damage.
Lacing documents step by step
Choosing the right string is very important. But it is also worth learning how to tie document string. Documents intended for lacing should be arranged in the appropriate order. Then fold them in half along the long edge. Pull the string through the center of the documents and make a loop that will cover the entire stack of documents.
The process must be repeated several times to obtain adequate protection. An alternative method is to staple files together using string and a needle. Organized documents should be arranged in an even stack. Using a needle, pull the string through all the documents, keeping an appropriate distance from the edge so as not to damage the documents. Then you need to pierce the needle back to the top of the pile at a distance of a few centimeters and connect the strings with a knot.