Books and Documents
Books and documents in churches can range from historical to legal, administrative, handwritten or printed records and can differ widely in age and value. As documents of the parish's life, they can be of immense value for present and future historians and need to be cared for in an appropriate way.
Under the Parochial Registers and Records Measure (1978) all parish records more than 100 years old have to be deposited with the diocesan record office, unless special dispensation is granted by the bishop. Any records over 100 years old which the parish is permitted to retain must be stored in the stringent conditions set out in the 1978 Measure and the place of storage will be inspected by a diocesan archivist. More recent, non-current records and registers should also be deposited in the diocesan record office and a list of these should be kept with the church inventory.
Irreversible damage can be caused by inappropriate treatments, such as the use of self-adhesive tape, and an accredited conservator should always be consulted in the case of damage.
Maintenance
Books and historic documents are in danger from four main causes of damage: frequent usage (past and present), storage conditions and their construction and materials.
Books and documents should be stored at stable, cool (16-19° C), dark, dry and well-ventilated conditions. Damp and warm conditions can provide the ideal environment for mould and insects. Therefore, no books or documents should be kept near radiators or external walls. Documents should be stored flat and in acid-free folders and boxes. Important historic documents and books should be displayed only for limited periods and in low light.
Correct and careful handling is equally significant. The binding and paper may be fragile and pages need to be turned with care. Be careful when taking books from a shelf as the top edge of the spine (the headcap) can easily be damaged. Some books may not open fully and should never be forced open. Old books and documents should only be handled with cotton gloves. When dusting the top edge of books they should be held firmly shut and a soft brush should be used to brush the top edge from spine to fore-edge.
It is important to check both documents and books regularly for signs of damage such as mould and insect activity.
If you require advice on storage and handling or if any damage has already occurred you should consult a specialist book conservator.
Parish Records
Parishes can get advice and guidance on the care of historic and modern record materials from their diocesan record office.
In 2006 the Church of England published Keep or Bin? The Care of Your Parish Records. This guide gives comprehensive advice on how to care for paper and electronic records and which records should be kept.
November 2007
Further Information
ICON, Care and Conservation of Books and Family Bibles
ICON, Care and Conservation of Documents and Archives
(available on the Conservation Register website)
