San Antonio River Grotto sketch, Ford, Powell & Carson collection, Alexander Architectural Archives, University of Texas Libraries, The University of Texas at Austin
This past year as the Alexander Architectural Archive’s GRA, I’ve published finding aids for six separate collections to Texas Archival Resources Online (TARO). Those collections are: the Boone Powell collection, the Ford, Powell & Carson collection,the Mardith Schuetz-Miller collection, the Nancy Kwallek collection, the John Covert Watson collection, and the Richard Cleary collection. The first two collections’ finding aids are the culmination of several years’ work by myself, my GRA predecessors, and the entire AAA staff. Boone Powell is a noted architect in San Antonio. His collection includes records documenting his personal and professional life, such as his work on community projects such as Design San Antonio. Ford, Powell & Carson is likewise a noted architectural firm in San Antonio, known for the construction of the Tower of the Americas for the 1968 World’s Fair and its development of the San Antonio Riverwalk. Records in this collection consist primarily of files and drawings related to major projects conducted over the last fifty years. Pictured above is one such example, a photo of a sketch for the San Antonio River Grotto from the Ford, Powell & Carson collection.
The remaining four finding aids are provisional. These collections have not been processed, and their finding aids, while shortened, are intended to boost accessibility to our collections in the backlog. Mardith Schuetz-Miller is an anthropologist and historian who earned her PhD in American Civilization at UT, and her collection contains publication drafts and drawings, specifically concerning the architecture of Spanish Colonial sites in the American Southwest and Guam. Professor Emeritus Nancy Kwallek is a former director of the interior design program at UT, and was a major contributor to the program’s move to the School of Architecture. Her collection documents the history of the interior design program, as well as some of the works of interior designer Everett Brown. John Covert Watson is a noted Austin architect, known for his residences in the Austin area, especially around Lake Travis and West Lake Hills. His collection consists of architectural drawings for a selection of his projects. Finally, Richard Cleary is a Professor Emeritus in the School of Architecture here at UT, and his collection includes records from his own research and publication processes, as well as materials from courses he taught at UT.
Source: Society for Commercial Archeology records, Alexander Architectural Archives, University of Texas Libraries, The University of Texas at Austin
Introduction
This post is part of a series on personal collection management. The series provides tips and tricks to Society for Commercial Archeology (SCA) members for preserving and organizing their personal collections of photographs and print materials, and digitizing these items.
Personal collections management borrows best practices from collecting institutions like archives, libraries, and museums, scaled down for an individual’s needs. Following a few simple personal archiving guidelines can help preserve your memories into the future, keeping them accessible to the next generation.
In the Spring of 2019, I produced a Records Management plan for the SCA’s administrative records, which are housed at the Alexander Architectural Archives, University of Texas Libraries. These articles on personal collection management supplement the institutional Records Management tool, so that the personal materials of SCA members can be cared for at home, even outside of a formal archive.
Source: Society for Commercial Archeology records, Alexander Architectural Archives, University of Texas Libraries, The University of Texas at Austin
Let’s Get Started!
A picture may be worth a thousand words, but only if it’s preserved. For many of us, our photographs, film, and slides contain our most cherished memories and familial ties. But, all too often these photographs sit neglected in damp basements, stuffy attics, and crumbling shoeboxes. The tips below will help your photos live their best life.
Handling
Do not touch the image side of the print directly, to avoid leaving fingerprints and oils from the skin
For best practice, wear thin cotton or nitrile gloves
Storing
Storage is the foundation of photo preservation. The right storage can be the difference between a photo that lasts a lifetime, and one damaged beyond repair.
Store your photos in acid free boxes or envelopes
For extra protection, photos can be layered between sheets of acid free paper, or slipped into clear archival envelopes
Store negatives in acid free envelopes
Avoid storing photos in spaces with wide fluctuations in temperature or humidity, such as attics, basements, or garages. As one blogger puts it: “A good rule of thumb is storing photos where you are also comfortable: not too hot, cold, wet or dry.”
Store photos in a well-ventilated area
Avoid storing photos or photo boxes in direct sunlight
Avoid using paper clips or rubber bands to bundle photographs
When storing photos in boxes, avoid “dead space” which will cause your photos to tip and lean. This can bend your prints, and mix them up out of order. Fill the dead space with folded pieces of stiff acid-free paper.
Similarly, avoid packing prints or slides too tightly into a box. Give them a little breathing room so that the materials are not stressed or damaged by constantly pushing against one another.
Labeling and Organizing
Labeling your photos may feel tedious in the moment, but it can save you from pain and confusion down the line. Have you ever looked back on an old photograph that you took or one taken of you, and had no recollection of the moment? Or what about inheriting a box of old family photographs, without any idea of who the photos depict or when they were taken? Our memories aren’t perfect, but thankfully, labeling can step in for us.
Types of information you may wish to include in the label:
Full names of people in the photo
Date
Location
Occasion
Photographer
Use gentle pressure to label the backs of photographs at the lower border. Avoid pens which require a forceful hand, as the pressure can damage your photo.
If labeling each individual photo is too time-consuming, label boxes or envelopes which contain photos that are part of a set. (Best practice is to label the envelopes before placing the material in them).
There is no single “correct” way to organize your photos. Chronologically, by person, by occasion? Choose a method that makes sense to you, and will make it easy to find the photo you’re looking for in the future.
Displaying and Sharing Photos
Storing photos for the future is great, but what if you want to enjoy your photos in the moment?
If you want to frame a photo for display, consider making a copy, rather than displaying the original. This way you can enjoy your photo everyday, while the original is protected from light damage.
Storing photos in an album is generally not recommended. Album materials like glue, cardboard, and plastic, can damage your photos. Instead, scan the photos and produce an album with the digital scans (through services like Shutterfly, Mixbook, or Amazon photos), or make photocopies for an album. The originals can then be left in protected storage.
Look for acid-free frames, mats, and albums.
Source: Society for Commercial Archeology records, Alexander Architectural Archives, University of Texas Libraries, The University of Texas at Austin
Further Resources
Looking for more? This section links to lots of helpful outside resources.
Wondering how to take care of a collection of photos that’s already experienced damage? Below are resources for addressing common types of damage or degradation.
