Paper for posterity

Much of the Library’s collection and of Australia’s documentary heritage is on paper that is rapidly deteriorating. Leanne Brandis explores the importance of the recently released Australian Standard for Permanent Paper in safeguarding our future history.

The paperless office is a birthchild of the digital age. While society gradually advances towards this ideal, for many of us, such an office continues to exist only as a concept — paper retains its utility as a recording medium for books, journals, letters, reports, messages and transactions. For as long as we choose to curl up with a book rather than a lap-top, paper will survive as an important medium for recording information. While it does, it makes sense to use paper that will withstand the rigours of time and convey any significant information it carries into the future.

In contrast to the problematic nature of preserving information in digital form, much of the difficult thinking and research for preserving paper and the information it carries has been done. We are now in a position to capitalise on these efforts. With the adoption of the Australian Standard 4003-1996 Permanent Paper, it is a simple matter for users to choose paper that is expected to last for a few hundred years, given appropriate storage and handling. This promise of long-term stability currently eludes all forms of digital storage.

Such an emphasis on permanent paper is not a step back into the past. It is a sensible move based on the premise that much of today's information is still recorded on paper. By taking the relatively simple action of using permanent paper for information that is liable to be of long-term value, we're giving the information the best start in life and consequently the best chance of long-term survival.

So what is permanent paper? The recently released Australian Standard AS4003-1996 defines it as 'paper which during long term storage in libraries, archives and other protected environments will undergo little or no change in properties that affect use'. The Standard specifies those properties that are known to be critical factors in paper permanence and durability. It is based on the equivalent International Standard and has drawn extensively on current knowledge and research. By providing a single definition of permanent paper, the Standard serves to overcome confusion that can result from a proliferation of vaguely defined terms like acid-free, alkaline, buffered and archival.

AS 4003 specifies that paper must be alkaline — it is a well documented fact that acidic paper deteriorates faster. Alkaline materials like calcium carbonate must be included in the paper. These will scavenge any acidic materials that develop on aging and so prevent the paper becoming acidic. The Standard also restricts the amount of lignin that can be present. Lignin is the component of wood that imparts strength to trees. It’s also the main culprit in causing newspaper to yellow, and is thought by some researchers to make paper deteriorate more rapidly. Consequently, permanent papers must contain only minimal amounts of lignin. Finally, permanent paper must have sufficient strength to enable it to withstand considerable use over time.

The Standard incorporates an international symbol of compliance XXX to identify paper that meets the requirements of the Permanent Paper Standard. With the cooperation of manufacturers and suppliers in labelling their papers, it will be an easy task for users to identify and choose permanent paper. Look for the symbol in advertising, promotional material as well as on the packaging.

Permanent paper brings additional environmental benefits. All permanent paper is produced under alkaline conditions. Compared to the papermaking methods in common use earlier this century, alkaline papermaking is less polluting, and uses less energy and water. Because of this, and associated economic factors, there has been a widespread shift to alkaline paper-making. As a result many of the ‘run-of-the-mill’ papers produced in Australia today will now comply with the Permanent Paper Standard. As a fortunate consequence, a switch to the use of permanent paper need not result in increased expense for the user. Indeed society will be saved considerable future expense in salvage and preservation costs.

Aware of the long term benefits of the use of permanent paper, the National Initiatives and Collaboration (NIAC) branch of the National Library have embarked on an extensive campaign to advocate the appropriate use of paper complying with AS4003, to ensure that valuable records on paper are accessible in the future. The campaign will primarily target paper manufacturers and suppliers, printers, publishers, authors and the general public. The National Library in particular, charged with the task of preserving access to Australia’s documentary heritage, stands to benefit from the effective implementation of this campaign. By promoting the clear labelling of paper conforming to the Standard, and encouraging paper suppliers, printers and publishers to provide information about its compliance, the campaign hopes to both increase the use of permanent paper and also to raise awareness of the consequences of failing to use permanent paper to record important information. NIAC's campaign is one of a number undertaken world-wide to promote the use of permanent paper. The International Federation of Library Associations (IFLA), International Publishers Association (IPA), International Organisation for Standardisation (ISO), United Nations Educational, Scientific and Cultural Organisation (UNESCO) and the Canadian and United States governments have all promoted or legislated the use of permanent paper for information of enduring value.

Permanent paper need not be used for everything. Records managers, collecting institutions, and each of us when sorting through overflowing filing cabinets, routinely make decisions about what information should be kept and what is only of short-term significance. These decisions correspond to the choice of paper type: if its worth keeping, its worth putting on permanent paper.

The preface of the Permanent Paper Standard lists specific applications for which permanent paper should be considered: important non-fiction and fiction works, scholarly works, collected editions, reference works such as encyclopaedias, dictionaries, bibliographies, indexes and abstracts, important musical scores, original art and art reproductions, original records not appropriate to transfer to other media, legal or commemorative documents such as citizenship certificates and vice-regal matters, master building plans, Government records such as cabinet submissions, Royal Commission findings, scientific papers, and documents of Parliament.

The widespread adoption of digital technology has caused changes in work practices related to recordkeeping and publishing. Consequently, many policies that record managers, archivists and librarians use to decide what information to collect and keep have been translated into clear guidelines suitable for daily use. Based on these guidelines, users can easily determine what type of information is liable to have long-term value and print this information on permanent paper.

With the approach of the centenary of Australian federation, there is a resurgence of interest in Australia’s recent history. Much of our documented history dates from the past 150 years. Unfortunately, some of this has deteriorated considerably. Our knowledge of the past disintegrates with the paper that carries it. A switch to permanent paper for important information will safeguard our heritage for the future.

Whether you are an author committing your words to paper, or a researcher recording unique results, a government employee with a responsibility to the nation, or a citizen who wishes to save documents for your descendants, make the switch to permanent paper. By choosing to use paper that meets AS4003, and by storing it under favourable conditions, you can be confident that the information you record on the paper will remain accessible for many years.

Amidst the hype and frenzied activity of the electronic era, paper endures as a medium for recording information.

Look for the symbol of compliance when choosing paper —
if its worth keeping, its worth putting on permanent paper!

Copies of the Australian standard may be purchased from Standards Australia. For more information, please contact:

Preservation Services Branch
National Library of Australia
Canberra ACT 2600
AUSTRALIA
Telephone: +61 (0)2 6262 1278
E-mail: nipa@nla.gov.au

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