Have you ever wondered what happens to donations once they are given to the ������Ƶ Allison University Archives? What takes place between the moment a donation arrives and the signing of the Deed of Gift, which transfers legal ownership? And once all the paperwork is complete, where does the donation go?

During the processing of a donation, items are grouped or divided according to their format. Paper, audiovisual materials such as videocassettes, photographs, artifacts, and everything in between each have their own storage requirements. While a collection stays together for processing and numbering, once the Deed of Gift is signed, the materials are moved to their appropriate storage locations. Different types of archival materials can interact negatively with one another. For example, it is never a good idea to store videocassettes or audiocassettes near magnets, as magnets can demagnetize them and cause the information they contain to be lost.

The most common archival records are paper-based. Metal staples, pins, paperclips, spiral bindings, and similar fasteners are removed from these documents. While these materials help keep documents together, over time they can damage the paper. Rust, for example, can accelerate deterioration. Paper documents are placed in acid-free folders. Because paper is naturally acidic and tends to deteriorate over time, acid-free folders act as a buffer and help slow this process. Photographs, the second most commonly donated items, are generally placed in individual photo sleeves, which also serve as a protective buffer. All of these items are then stored in buffered, acid-free boxes.

Newspapers are treated differently because the paper is inherently more acidic than other kinds of paper. It degrades much more quickly and can cause discoloration or deterioration in surrounding materials. In many cases, the archivist photocopies the newspaper and places the copy in the original file. The original may still be retained if it contains especially significant content, in which case it is buffered in a Mylar sleeve and/or placed in a separate folder.

One of the current projects at the ������Ƶ Allison Archives is the preservation of the Raymond Clare Archibald (1875–1955) scrapbooks. This work has been generously supported by Barbara A. McNutt ('53). Raymond Clare Archibald was a noted Allisonian who established the Mary Mellish collection in memory of his mother. 

His scrapbooks contain newspaper clippings, invitations, and programs mounted on paper that has unfortunately become brittle over time. The goal of this project is to stabilize each page individually in Mylar “L” sleeves. Mylar is a type of protective enclosure that helps buffer paper and slow its deterioration. Archives often use it to preserve important documents, artworks, and other fragile materials. The material is transparent, so once a document is placed in Mylar, there is very little need to remove it again. Researchers can view the document without fear of it crumbling in their hands or of transferring oils or residue from their hands onto the paper. Once the pages have been properly protected, each scrapbook will be placed in a buffered, acid-free box.

Some archival materials also require different storage temperatures. Photo negatives, such as nitrate and acetate negatives, can self-combust or off-gas a substance that smells like vinegar. To stabilize these items, they have been placed in a freezer to slow deterioration and preserve their contents. Paper, by contrast, is best stored in a climate where the temperature is around 15 degrees Celsius and the humidity is about 30 per cent. This is the environment the holdings will be kept in during the renovation of the R.P. Bell Library, which is scheduled to begin in 2027. During that time, the records will be stored at the United Church Regional Archives in Sackville. This storage space also includes a security system, smoke detection, sprinkler systems, and motion-sensor lighting.

Most archival holdings are analogue, made up of physical materials. But that does not mean technology is absent from archival work. When searching the ������Ƶ Allison Archives database, one might notice uploaded photographs. These photographs were originally scanned from the originals as TIFF files. TIFF files preserve uncompressed image data and capture more detail than a standard scan. A derivative JPEG image is then created for public access and linked to the database. Both scans reflect the original condition of the image, and image-editing software is not used on the content. Whether an image is damaged or marked, it is uploaded as is. Once an image is edited, it is no longer the historical image itself, but rather a derivative interpretation.

Another major project this year is the transfer of the archives from the Bell Library to the United Church offices. The archives will also be conducting a complete inventory of the holdings to ensure everything is accounted for in the new location. In other words, there is a great deal happening behind the scenes.