# Presentation: 023030

## Extending the Longevity of NPS Photographic Collections

**Harpers Ferry Center, Department of Media Assets**

**Extending the Longevity of NPS Photographic Collections**

**PMIS# 107851**** **

**Notes:**
PMIS statement # 107851 was funded with approximately $3.6 million through the National Parks Pass 30% Program.  The project started in May 2006 and the duration of the project may be up to five years.

## Film-based Collections

**cellulose nitrate sheet film **
**cellulose acetate sheet film **
**polyester- based sheet film **
**color negatives **
**color slides **
**motion picture film **
**microfilm **
**microfiche **
**x-rays**

**Notes:**
Cellulose nitrate, cellulose acetate and color materials are particularly susceptible to deterioration which can be significantly slowed by introduction into cold storage.

## Why do we need this project?

- Develop and implement efficient procedures for managing NPS film-based collections
- Provide cold storage that will slow the rate of deterioration of all film-based materials and
- Provide valuable training and expertise to park staff that will generate a higher level of professional care for collections

- NPS has not yet addressed, on a service-wide basis, the vast
- quantities of deteriorating acetate and color film in its collections.
- This project will:

**Notes:**
NPS has an estimated 13-15 million negatives, slides, transparencies, reels of motion picture and microfilm, and other film-based photographic images that are deteriorating primarily because they are not in cold storage. 

Most photographic materials degrade significantly and quickly at normal or mixed media museum storage conditions of 70F/50% RH.  While the focus of this project is on film-based materials (nitrate, acetate), the cold storage strategy can be effective for many materials (i.e. organic dye materials such as ink jet systems, recordable optical media, etc.). 

## Cold Storage – What is that?

- Temperatures ranging from approximately -20F to 40F appear in the professional literature under the rubric of cold storage.  Relative humidity is usually between 30-40%
- All color photographic materials, cellulose nitrate films and cellulose acetate films will benefit from cold storage

**Notes:**
NOTE: We are considering the idea of performing a cost benefit analysis before making a final decision on storage temperature to be used in this project, as there is a significant operational cost associated with lower temperatures.  At the present time, we are aiming for 35/35.

## The Long-term Benefit of Cold Storage

- Our goal for this project is to get all of the NPS film based collections
- into cold storage at 35 degrees F and 35% RH

**Notes:**
This reference tool (seen above) was developed by the Image Permanence Institute (IPI), now a partner on this project.  The Image Permanence Institute is a university-based, nonprofit research laboratory devoted to scientific research in the preservation of visual and other forms of recorded information. It is the world's largest independent laboratory with this specific scope.

They have also developed Acid Detection Strips (A-D Strips) and the Climate Notebook environmental monitoring software.  We will be using these materials, in addition to other resources, for the duration of the project.

What you see here is an example of the time currently deteriorating acetate film can be stored in conditions before deterioration advances to the next level.  In other words, on the left, we see that in normal museum storage conditions for mixed media (70/50%), it will only take 5 years for deterioration to advance.  However, at 35/50, that time is extended 15 times.  It is notable that cellulose acetate film deterioration 
(“vinegar syndrome”) is an autocatalytic process, and therefore once it begins it cannot be stopped.  It can only be slowed down. Cold storage can significantly slow the deterioration process. 

The estimated time for deterioration to increase from 0.5 to 1.0 at 35 F/35% RH would be hundreds of years. The goal of long term preservation will be achieved if collections can be held in these conditions. 

## Project Goals

**Assess collection content and storage techniques through a web based mini-survey**
**Respond to individual needs of parks through onsite visits and training**
**Conduct additional analysis of collections by testing with Acid-Detection Strips**
**Develop cold storage packing requirements, equipment and installation procedures**
**Provide cold storage units and packing supplies**
**Continue to monitor collections through environmental software**

## What parks are eligible to participate?

- Fee collection parks that retain 100% of admission fees
- Parks that do not collect admission fees
- 80% retention parks can also benefit from this project

**Notes:**
For those parks not eligible to participate -  we will be able to provide technical assistance and advice on writing PMIS statements for cold storage projects.

## What regional assistance do we need at this time?

- Designate a regional contact for this project
- Submit regional contact names to HFC project staff
- Submit list of designated park contact names to HFC project staff
- Encourage parks to complete web-based mini survey in a timely manner
- Distribute additional information about this project to parks in your region

**Notes:**
At the end of this presentation, I will provide you with HFC project staff contact information to enable you to submit information to us.

## What will this project cost the parks?

- Salary of park staff member who is the contact for the project
- Salary of the park staff member(s) who will receive training and work with project staff on packaging collections
- Use of space during on-site visits and training
- Use of space for freezer units
- Use of additional power for freezer units

## Benefits to Participating Parks

**Improve condition of film based collections relative to the NPS and DOI standards (NPS Goal Ia6 and DOI Strategic Plan Goal PEM3.002)**
**Address health & safety issues in collections (exposure to acetic acid, nitrate film issues, etc)**
**Provide archival supplies, freezers, training and training materials at no cost to parks**
**Provide training for park staff that will increase the professional level for the care of collections**
**Facilitate long term preservation of film based collections**

**Notes:**
Mention 1st bullet then say this:

Though overall conditions for park collections currently show approximately 56 percent of parks with collections in good condition according to DOI standards, and parks meet nearly 70 percent of NPS standards, these figures would be much lower if they were applied solely to film-based photographic collections in parks. By the end of this project, if the NPS and DOI storage and environmental standards were applied solely to film-based photographic collections the percentage for each measure would be significantly higher. 

## Collaboration with Technical ExpertsFilm Preservation Conference

**Gathered expertise from around the country concerning museum collections and cold storage for three-days of brainstorming sessions (February 2006)**
**Consulted and involved NPS Museum staff from various regions to make sure specific needs were addressed**

## Film Preservation Conference Participants

- U.S. National Archives And Records Administration
- National Gallery of Art
- Library of Congress
- Image Permanence Institute
- Conservators in Private Practice
- NPS – Museum Staff from WASO, HFC, SEAC, WACC

**Notes:**
Topics discussed included: 
1) procedures for analyzing cellulose acetate deterioration in NPS collections using A-D Strips supplied by IPI
2) skill sets needed for individuals who will be hired or contracted to work on this project
3) parameters for selection of materials used for cold storage
4) criteria for reformatting in terms of setting priorities 
5) standards for cold storage packing
6) equipment needs and installation and maintenance procedures for cold storage facilities 

The direction we are taking on this project is a direct result of these discussions and the information gathered from the attendees.

## Web-based Mini Survey

- To be completed by park staff and contains:
- film based collection information
- size, media type, age, use, etc.
- collection storage area information
- heating, cooling, humidification, dehumidification, ventilation, air filtration, T and RH monitoring
- information on staff museum experience and expertise
- IPI is the contractor for design, management and interpretation of data

**Notes:**
This survey was developed by the project team, based upon NPS policies and practices and site conditions.  The information was turned over to IPI for their expertise in gathering and interpreting data that will be most valuable.  IPI will complete their revisions within the next two months and plan to have the survey available online by January.

This survey has been designed to require minimal time for completion by park staff. We estimate it to take a half hour to complete. We will ask park staff to complete it within a month of it being available.

The information gleaned from this survey will enable project staff to identify both collection needs and staff training needs.  This will facilitate the appropriate direction for the upcoming years of the project.  

## On-site Visits & Training

- Use and interpretation of
- 	A-D Strips
- Film Identification
- Proper housing and storage techniques
- Preventive conservation practices
- Environmental monitoring

**Notes:**
After receiving data from the web-based survey, we will be able to better determine training needs.  We will offer on site training and regional training, as well as remote training from HFC.  Additionally, project staff will be available to offer assistance and expertise via phone and email for the duration of the project. 

In early 2007, project staff will begin traveling to parks to survey collections.  Although the data from the survey will not be available by then, we expect to have information from some parks to enable us to begin our work.

## A-D Test Strips

**Developed and manufactured by the Image Permanence Institute (IPI)**
**Dye-coated paper strips for detecting and measuring the severity of acetate film deterioration or "vinegar syndrome“**
**A-D Strips are acid-base indicator papers that change color in the presence of the acidic vapor given off by degrading film**

**Notes:**
The use of A-D strips will facilitate the testing of acetate films for deterioration levels.  This data will indicate the levels of deterioration present in park collections and help us prioritize and make decisions regarding duplication and reformatting.

## Provide cold storage units and packaging supplies

**Upright commercial freezers (SAJU)**

**Notes:**
Freezer Storage (San Juan). These are commercial-grade freezers with thermostats on the exterior.  

Discussions with experts have included cold storage options. These include on site storage in household or commercial-grade freezers, on-site walk-in cold vaults, off site repositories, regional repositories, etc.  However, we need more information from participating parks before making these decisions.  Different parks and/or regions will have different needs, thus all options will be considered on an individual basis.

## Commercial-grade freezer at EVER

- Cold storage vault at YELL

**Notes:**
Issues being considered regarding freezer units include: different types of freezer units, dimensions, space demands and costs, vault options and costs, units vs. vaults basic costs, etc.

Of course, cold storage is a long term solution .  We will assist park staff with decisions such as scanning and  reformatting priorities (ie, what can be scanned, what should be reformatted, what should go into freezers now and be reformatted later, etc.)

Additionally, cost effectiveness is being discussed:
Freezer units usually cost effective for amounts less than 200 CF, but are cumbersome & expensive at 400 CF.
Simple freezer vaults are cost effective for collections greater than 100 CF.
Climate-controlled vaults are ideal, but they cost more than freezers at 400 CF.

## Cold Storage Vault (YELL)

**Notes:**
Cold storage vault at YELL. This vault has both temperature and RH controls. Often, cold storage units are simply freezers with no RH control.  In this situation, special care must be taken in packaging objects for cold storage to prevent condensation due to fluctuations. 

We have been discussing different packaging methods for collections. Options include using sealed, vapor-proof (Marvelseal) bags and archival freezer kits using the CMI (CMI = Critical Moisture Indicator method). Both provide necessary microclimates and are currently being considered.

## Freezer Storage Boxes(using CMI method)

- Multi-layer packing system
- Low density, polyethylene Ziploc bags
- Pieces of precut matte board
- Humidity indicators
- Archival storage boxes

**Notes:**
This was the freezer packaging method used by EVER.

## Vapor-proof Packaging

- Marvelseal ® PE/Metal/Nylon
- 3 layer laminate
- Heat-sealable
- Bonds well to tape
- Aluminum foil layer (opaque) is excellent barrier to gases and water vapor
- Marvelseal ®360
- Marvelseal ® 1311 Nylon fabric-bonded
- Mitsubishi Pealpepet ® (PE/Metal/PE/PET) may be an option

- Copyright S. Wagner, C. McCabe 1.30.06

**Notes:**
This is an example of vapor proof packaging used at the National Gallery of Art.

This method uses a metallized plastic film (Marvelseal, in this example), offers excellent moisture vapor protection, and there is less need for periodic replacement of the buffer. These pouches can be re-used (tape seal).

## What happens to collections if they are not placed in cold storage?

- Health & safety issues
- High costs to duplicate and reformat later
- Deterioration
- Loss of collections

## Health & Safety Risks

- Gasses from deteriorating negatives omit noxious odors
- Skin, eye and respiratory irritations
- Allergic sensitivity
- Dizziness and lightheadedness
- Flammable nitrate film

**Notes:**
Deteriorated negatives, both acetate and nitrate, can emit noticeable and noxious odors. Such gasses can cause skin, eye, and respiratory irritations. Allergic sensitivity has also been noted, as has dizziness and lightheadedness. 

The threat posed by degraded nitrate film to the security of a collection can not be understated. Spontaneous combustion of deteriorated nitrate film has been documented as low as 106o F. Once ignited, even nitrate film in good condition burns rapidly. Since it generates its own oxygen during combustion, nitrate film will burn even without the presence of air. Gas released during a nitrate fire can be lethal and is itself flammable. 

This image is used through the cooperation of the Northwest Museum of Arts & Culture/Eastern Washington State Historical Society in Spokane, WA. This was a nitrate movie film that ignited a fire in a cold storage unit that was found to have been in excess of 100 degrees for a week or more.  

## Examples of costs associated with the acetate film preservation project at EVER

- $1,845 per freezer x4
- $3,146 to transfer four 16mm films to DVD
- $107,081 estimate for preservation copies of (26) 16mm films
- $1,785 to strip pellicles and duplicate 28 severely deteriorated negatives

**Notes:**
The cost of not doing this project may be very high. 

This is an example of a pellicle, which is the tissue paper-thin image layer of a severely deteriorated cellulose acetate negative (date c. 1937) from EVER. The pellicle was removed by a professional lab so a duplicate and interpositive negative could be made.  

At EVER:
One freezer will have about 5,000 negatives (4x5 & 5x7) housed in freezer kits when it is full.
An example of cost savings with this project: At EVER, a volunteer rehoused 1,859 4x5 negatives in 28 freezer kits. Excluding costs of supplies, with labor estimated at $15/hr, the cost would be $1,890 or $ 0.98/image. Thus, the project cost (freezer, packaging supplies and labor) is still significantly less than the cost of duplication and/or reformatting of severely deteriorated negatives will be later on.

## Acetate Deterioration

**Notes:**
On the left is an example of severe deterioration. This is channeling. Distortion of the image occurs as the film base forms channels and delaminates, separating into layers. Plasticizers may crystallize and appear opaque.

The image in the upper right shows silver mirroring, which begins to show early in the deterioration process.  The image below it is channeling and warping, another severely deteriorated negative. 

## Motion Picture Films

**Motion Picture Films**

**Notes:**
These are two examples of deteriorated acetate movie film.  They show warping and curling.

## Blue staining – result of dye reforming in anti-curl layer

**Notes:**
Blue staining which is the result of a dye that is reforming in the anti-curl/halation layer of the film from exposure to high RH.

## Cellulose Nitrate Film

**Notes:**
As you know, the nitrate film reformatting project was effective and is still ongoing.  Although the primary focus of this project will be on deteriorating acetate film, nitrate film may still remain in many park collections.  This project will enable us to do a final survey of collections for nitrate film.  It is possible for eligible parks to still participate in the nitrate film reformatting project if nitrate film is discovered during collections assessments.

These images show various stages of deterioration in different nitrate film formats.
On the left, the emulsion is separating from the base, and nitric gas bubbles appear.  In the upper right example, the image has faded, and in the lower right example, the image layer is completely lost. These negatives are highly acidic and hazardous.
Stage five (not shown here) is the most advanced level of deterioration, and film in this stage is considered very hazardous.  The film can self-combust if stored at high temperatures or near sparks.
NOTE: Even the best preserved nitrate film is now probably at least in the first stage of deterioration.

## Color Slides

**Color slides are subject to fading, as seen here (c. 1960’s)**

## Color Prints & Cold Storage

**Faded chromogenic prints**

**Notes:**
Cold storage is the only known alternative to slow down the fading mechanism of color film materials. 
Most color photographic images in NPS collections can be classified by the photographic process known as chromogenic. The colors used to create these images are dye couplers which are extremely light-sensitive and can even fade in the dark. If left unchecked these films will suffer image loss overtime. 

## Project Status

- IPI will have the survey online in early 2007
- Select a term or contract photo conservator
- Develop training materials (Conserve-O-Gram, video, workbooks, etc.)
- Develop SOP’s
- Travel to parks

## Please call or email us 

**HFC MA Conservation Office ****	****304-535-6139**
**Theresa Voellinger****	****	****	****304-535-2914****theresa_voellinger@nps.gov**
**Jenny Barton****	****	****	****	****304-535-6184**
**jenny_barton@nps.gov**

**We look forward to working with you!**