Paper selection and appropriate materials
The paper you choose is an important consideration when preserving and storing public records.
What makes paper unstable?
Paper breaks down chemically and physically as it ages. Its chemical degradation creates products that can contaminate and react with other public records. Aged paper is more susceptible to damage when handled.
The condition of paper over time is determined by the quality and type, how it has been made, what is in it and how it has been used, stored and handled.
Archival quality paper will undergo little or no change in its properties.
Types of paper
Recycled paper
Recycled content is measured as a percentage of the paper's weight. This may not be detailed on the product label, making it difficult to gauge its durability and longevity.
Recycled paper may be adequate for public records of short-term retention, drafts and other casual use.
Thermal paper
Thermal paper is highly unstable. The text can fade within months and may not last longer than 5 years. We do not recommend using thermal paper. Public records created on this paper should be copied to a better paper or scanned electronically.
Permanent Paper
Permanent paper must meet certain standards and specifications. Paper advertised as lasting 100 years, 'durable', 'acid-free', 'lignin-free' and 'buffered' does not necessarily meet these relevant standards. Archival paper will be watermarked or have packaging labelled with a statement of compliance with the relevant standard(s).
Relevant standards
AS 4003-1996: Australian Standard for Permanent Paper governs the permanence and durability of paper and how it is stored. It defines permanent paper as paper 'which during long term storage in libraries, archives and other protected environments will undergo little or no change in properties that affect its use'.
The optimal climate-controlled conditions stipulated in AS 4003-1996 will not guarantee the continued strength of paper.
For public records with a retention period of 30 years or more, the paper is required to meet the National Archives of Australia's (NAA) technical specification for archival paper.
These specifications require the paper to have increased pH levels and lignin-free content. Paper that is compliant with the NAA specification will have the following NAA registered trademark.
ISO 18916:2007 Imaging materials–Processed imaging materials–Photographic activity test for enclosure materials applies to paper (and other materials) to use to store photographic materials.
Choose the right paper
The type of paper you should use depends on the public record's retention requirements, use and likely storage conditions.
Paper types and appropriate use | |||
|---|---|---|---|
Record type | Types of paper | Standard | Alternative options |
Permanent or long-term temporary records–library and archival conditions not met. | Permanent paper | NAA approved | |
Permanent or long-term temporary records–library and archival conditions are met. | Permanent paper | NAA approved | ISO 9706 (minimum) |
Permanent or long-term temporary records–subject to frequent use and handling. | Permanent paper | ISO 9706/ | |
Short-term temporary records | Office paper | ISO 9706 | |
Transitory records only | Thermal paper | Nil | Not recommended for records–scan or copy to an alternative paper type |
Suppliers of archival quality paper
See a list of suppliers of papers that meet the NAA specification. Papers that meet ISO 9706/AS 4003 are available from most stationery suppliers.
Resources and tools
Resources and tools for records management have been developed to help you implement best practice records management in your public authority.