Military service papers and medals records are among the most frequently requested items in a family archive. Discharge papers, service records, pension claims, and accompanying medals form a coherent set of evidence about a person’s service. They are also among the most commonly damaged items, because many were stored in attic trunks, wrapped in newspaper, or bundled with rubber bands for decades before anyone realised their significance.
Sorting service documents before storage
Lay all service-related papers on a clean table and group them by type: discharge papers and certificates, correspondence with a service branch or pension authority, photographs taken in uniform, and any handwritten notes or diaries. Note the condition of each item — folds, tears, faded ink, or adhesive residue from old tape or rubber bands. A checklist helps track which items need immediate attention:
1. Original discharge paper — note any fold damage or tears.
2. Official correspondence — check for rubber-band marks or adhesive.
3. Photographs — assess whether they are stuck together or to envelopes.
4. Handwritten documents — note if ink is faded or if pencil marks are near fold lines.
Medals are a separate category from paper records. They should be stored in a way that prevents oxidation, impact damage, and ribbon fading, but they do not belong in the same acid-free folder as the paper records. Keep them together in a padded, acid-free box with each medal individually wrapped in acid-free tissue.
Environmental threats to service papers
Old discharge papers were typically printed on paper with a high wood-pulp content, making them inherently acidic. Combined with decades of storage in variable conditions, this produces the yellowed, brittle documents commonly found in family archives. High humidity accelerates the acid-catalysed breakdown of the paper; low humidity makes the paper brittle. A stable, moderate environment — around 65 degrees Fahrenheit and 35–50 percent relative humidity — is the target.
Medals, ribbons, and metal insignia pose a secondary threat to paper. Tarnishing on metal transfers oxidation products to adjacent paper, staining it over decades. Never store medals directly on top of service papers, even in the same archival box. Use separate compartments or separate boxes.
Archival storage supplies for service records
Use acid-free, lignin-free folders and sleeves. For large items such as discharge certificates or full-size correspondence, use folders that accommodate the document without folding. A flat archival box that accepts letter-size or legal-size documents flat is preferable to a binder. Interleave individual documents with acid-free tissue to prevent acid migration between adjacent items.
For medals, use a custom archival box with compartments lined with acid-free foam or tissue. Tarnished medals can be photographed with tarnish visible — polishing reduces the metal and erases some surface detail, and should only be done if the tarnish is actively corroding the metal rather than simply discoloring it.
Handling fragile service documents
Unfold creased discharge papers or certificates gently; if they resist, introduce slight humidity first as described in guidance for old maps. When a document is open, support it fully on a flat surface rather than holding it by one corner. For typed or printed documents, the ink is typically more stable than handwritten iron-gall entries, but pencil annotations are easily smudged — avoid contact with areas where pencil is visible.
Photographs of the service member are often tucked inside or clipped to the paper record. Remove any paper clips immediately — they cause rust staining within years. Keep photographs in separate polyester sleeves rather than loose with the papers.
Digitising service papers and photographs
Scan discharge papers and official correspondence at 400–600 dpi and save as TIFF. The higher resolution captures printed serial numbers and official stamps that are sometimes illegible at lower settings. Photographs should be scanned at 600 dpi minimum. Name files consistently: surname, service number or enlistment year, and document type.
Some national archives hold digital copies of service records for the twentieth century. Check the relevant national archive before assuming the family copy is the only surviving record. If the archive holds a copy, note the archive reference number and attach it to the digital filename, making it easy for the next person to locate both the family copy and the official record.
Labelling storage for family use
Label the outside of each archival box with the service member’s name, service branch, approximate dates of service, and conflict or theatre if applicable. Inside the box, keep a folder list with each document type, its approximate date, and the name of the digital file. Cross-referencing the physical folder to the digital file reduces handling of the original.
Write a brief summary of the service record — a paragraph covering the person’s service dates, rank, and any medals received — and keep a printed copy inside the box. Future family members who encounter the box without prior knowledge will have immediate context.
Donation and official archives
Many national and regimental archives welcome donations of service papers, particularly for conflicts where records were lost or incomplete. Contact the relevant archive or veterans’ organization to find out whether the material fits their collection scope. Provide a complete description and your own digital copies before transferring the originals.
Medals without provenance documentation are difficult to attribute and can lose much of their historical significance. Keeping the service papers and medals together, with a clear chain of custody note, increases the value of both for future research. If medals are to be displayed, commission a professional military framer who uses acid-free materials.
Worth remembering: Store military service papers flat in acid-free folders, keep medals separately in padded archival boxes, and scan all documents at 400–600 dpi. A brief summary of the service record kept inside the box provides immediate context for future family members.
Common questions
What equipment is actually necessary?
A flatbed scanner handles most service documents. For large discharge certificates, a camera on a copy stand is more practical. Acid-free folders, tissue, and a box that fits documents flat without folding are the main storage materials needed.
What settings should I use?
Scan at 400–600 dpi and save master files as TIFF. Use a higher resolution for documents with printed serial numbers or faint official stamps. Name files consistently with surname, service year, and document type.
How do I back up the service record safely?
Keep digital copies on an external drive stored away from the physical papers, and upload a copy to cloud storage. Share a copy with other family members who have an interest in the service history. Note any official archive references alongside the digital files.