You pull a dusty cardboard box from the attic and discover a handful of postcards dated from the 1940s to the 1970s, some with handwritten notes, others with faded ink. The paper is brittle, the colors have dulled, and a few edges are torn. Without a plan, the cards will continue to deteriorate, and the stories they hold may be lost. A systematic approach—sorting, protecting, digitising, and labeling—keeps the most valuable items safe while making the rest manageable.
Sorting the collection
Begin by spreading the postcards on a clean, flat surface. Separate them into three piles: items to keep in original form, items to scan before discarding, and items that can be recycled. Keep only those with unique images, personal messages, or historical significance. For cards that are heavily damaged but still hold sentimental value, prioritize scanning. Discard duplicates, junk mail, or cards with no identifiable information. This initial triage reduces the volume that needs special storage and ensures resources are focused on the most meaningful pieces.
Environmental threats to paper
Paper reacts strongly to three main environmental factors: humidity, acidity, and light. High humidity encourages mold growth and adhesive failure, while low humidity makes fibers brittle. Most older postcards were printed on acidic paper that yellow and disintegrates over time; exposure to acidic environments accelerates this process. Light, especially ultraviolet radiation, fades inks and weakens fibers. Maintaining a stable climate—around 50‑55 % relative humidity and 65‑70 °F—and limiting light exposure are essential first steps before any storage solution is applied.
Archival‑quality supplies
Invest in storage materials that meet archival standards: acid‑free, lignin‑free boxes, buffered folders, and poly‑propylene sleeves. A sturdy, flat‑bottom box with a tight‑closing lid protects against dust and physical pressure. Individual sleeves prevent direct contact between cards, reducing friction and ink transfer. While premium supplies cost more than ordinary office items, they are the only options that will not introduce additional acidity or off‑gassing over decades. A modest collection of boxes and sleeves can be assembled gradually, focusing first on the most fragile or valuable postcards.
Handling fragile postcards
When a card feels brittle, support it on both sides with clean, soft tissue or a thin, acid‑free board. Wear cotton or nitrile gloves to avoid transferring oils from skin to paper. Avoid bending or flattening creases; instead, place the card in a sleeve that matches its size. If a card is stuck together with another, gently separate them using a flat, blunt instrument like a wooden spatula, working slowly to prevent tearing. Keep handling time short and return the card to its protective sleeve immediately after inspection.
Digitising key items
Scan each postcard at a minimum of 300 dpi in color, using a flatbed scanner that does not require the card to be pressed too hard. Save the master file as an uncompressed TIFF for archival purposes, then create JPEG or PDF copies for everyday viewing. Store digital files on two separate media, such as an external hard drive and a cloud service, and keep a backup copy in a different location. Metadata—including the date, sender, recipient, and any notable content—should be added to the file name or embedded in the file’s properties.
Labelling for future access
Label each storage box and its internal folders with clear, legible text that includes the date range and a brief description, such as “1948–1952 Holiday Cards – Family A”. Use a permanent, acid‑free label maker or write with archival ink pens on acid‑free paper. Create a simple index, either on paper or as a spreadsheet, that lists every box, folder, and the contents within. This index should be stored alongside the physical boxes and also saved digitally, making it easy for anyone to locate a specific postcard without opening every container.
Archival vs working storage and donation
Separate long‑term archival storage from everyday working storage. Archival boxes stay in a climate‑controlled area and are accessed only when needed for research or digitisation. Working storage consists of shallow trays or filing cabinets that hold cards you are currently sorting or scanning. After the preservation process, consider donating duplicates, historically relevant cards, or those that complement a public collection to a local archive or library. Keep only the items that have direct family significance, unique personal messages, or artistic value that cannot be found elsewhere.
Worth remembering: The most useful step is to sort first, then protect the originals with archival supplies while creating high‑quality digital copies; clear labeling and a simple index keep the collection organized for anyone who follows.
Common questions
What is the simplest way to start?
Begin by laying out all postcards on a clean surface and separating them into keep, scan, and discard piles; this immediate triage tells you exactly what needs protection and what can be let go.
What mistakes should I avoid?
Avoid storing cards in plastic bags that can trap moisture, handling them without gloves, and exposing them to direct sunlight; also, do not skip digitising before the paper deteriorates further.
How do I know when the project is finished?
The project is complete when every kept postcard is placed in an archival sleeve, indexed in a master list, and a digital copy is stored securely; any remaining items should be either discarded or donated.