Preserving an accounting book

I am in possession of my grandfather's accounting book. It starts in 1989 and continues to 1936 when he passed away. It contains every penny he earned. This book is something he bought at I would think Woolworths (at the time) and comparable to Walmart today. I live in Arizona and am concerned about how to preserve these books (there are 2). My family lives in the Baltimore area so these books will be passed on to them. My grandfather was well educated but because he was deaf (a result of scarlet fever at the age of 5) he was not considered to be capable to hold a job as an accountant. What strikes me is his handwriting it is beautiful and consistent, like he wrote it at one sitting. Unfortunately because of his disability he could not get a job as an accountant, he had to work in a canning factory in Baltimore City. I need to know how to preserve these books so that future generations can enjoy them. I am coming up on the big 8-0 so need to pass it on to my children and grandchildren. What advice can you give me?

Responses

Here is an answer from our head of collections care, Sarah Stauderman:

Your grandfather’s journal reminds me of the many scientific field notebooks that we have at the Smithsonian Archives, not to mention the diaries and accounting ledgers that form so much of our collections.  It is wonderful that you still have these original documents.  There are just a few simple ideas that will help preserve them for your family.

Considerable amount of scientific research has gone into studying what are the factors of deterioration.  By far and away the two factors that will preserve or destroy these books are: temperature/humidity (environment) and handling. One way that we manage both of these factors is by placing books into handling containers as described by our colleagues at the Northeast Document Conservation Center http://www.nedcc.org/free-resources/preservation-leaflets/4.-storage-and-handling/4.5-protecting-books-with-custom-fitted-boxes

The boxes provide protection against fluctuations in temperature and relative humidity.  In Arizona, where you live, I imagine that the books are never exposed to high relative humidity; in Baltimore, much more care must be taken to ensure that the books are not exposed to a relative humidity more than 65%, otherwise mold can grow. We advise not to put important items into a basement or attic. The boxes also provide some protection against rough handling; we’ve noticed that when items are in neat boxes that people tend to treat them better.

One way to ensure that future generations will be able to enjoy the books without handling them is to digitize the book using a camera copy-stand configuration.  While this can be technically challenging, there are many resources on digitizing books, including this blog post on our site: http://siarchives.si.edu/digitizing-photo-albums-and-historic-books-submitted-email

There are many other features of the books in your possession, such as the paper type, inks used, binding (which you  note is probably a standard office-type binding), and so forth, and all of these interact together to be a unique document that needs attention.  Remember to handle the book with care; clean hands, patient turning of the leaves, and observing the changes that will happen over time. Many journals of this time period are relatively strong and do not deteriorate quickly; the only other feature that will signal quick deterioration is acidic paper.  If you notice that the paper is embrittled, brown, crumbles easily, then you will need to have the book looked at by a book or paper conservator.  Here is a guide for finding conservators: http://www.conservation-us.org/about-conservation/find-a-conservator

I wish you all the best with safekeeping your grandfather’s ledger.  Thanks for being in touch with us.

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