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An archive storage environment requires optimal conditions to preserve its stored artifacts. Otherwise, items degrade and might be vulnerable to mold damage, depending on the temperature and relative humidity levels. By knowing the signs of a poorly regulated archive storage environment, you can take quick action to remedy the situation and prevent costly damage.

Libraries and archival collections create the ideal conditions for pests when there is a lack of integrated pest management, which includes environmental controls and pest prevention techniques. Integrated pest management focuses on pest prevention and control using techniques that are environmentally friendly and products that pose the least risk of toxicity. By knowing which conditions lead to pest problems in archives, you can take steps to prevent a costly infestation.

A library collection’s life expectancy is most dependent on its environmental conditions. When conditions are sub-par, damage generally occurs slowly, making it easy to go unnoticed. One of the most common forms of damage is mold growth, which first becomes apparent when a collection gains a musty smell. Because cellulose-based materials are vulnerable to several types of mold, humidity control for libraries is an essential step to maintaining an ideal environment. By knowing which environmental factors are crucial to preserving collections, you can take steps to ensure they are within acceptable ranges.

Information, regardless of its form, travels. Knowing how it travels with a well-documented chain of custody gives an organization a better understanding of where confidential documents have been and who handled them from the beginning of a project to the end. In addition to implementing chains of custody for physical documents, it is also possible to use them for electronic records to show the chronological documentation, or paper trail, regarding their guardianship, use, safety, transfer, and analysis. By having a record of all the individuals who maintained unbroken control over documents, they are more likely to maintain their archival integrity and be kept together.

When an organization collects any type of personal information, it is responsible for safeguarding the data from loss, misuse, modification, unnecessary disclosure and unauthorized access. When gathering data, keep in mind that some types of information may not be considered “personal information” on its own. However, when combined with other types of information, it might be necessary to safeguard it. By understanding the dynamic nature of the information kept within your organization and knowing how to protect personal information, you ensure the security of those who trust the services the organization provides and ensure compliance with privacy laws.