The urge to document knowledge is the very essence of our human identity. 

Humans have always been storytellers, weaving narratives to pass on to our future generations, connecting with the future via a meticulously documented past.

From cave paintings to ancient manuscripts on papyrus and parchment, we have expressed an innate need to articulate and communicate the story of our lives and times. Each human generation has built on the knowledge left behind by the past generations. And that's how the human race evolved. 

Today, printed paper forms the basis of a large part of modern urban life. Our biggest discoveries and our brightest ideas are documented on paper. But if this paper yellows and crumbles or the ink fades and becomes illegible, how will our future generations build on our achievements?

To continue the chain of progress, we must enable the transfer of knowledge from one generation to the next—and for that, it is vital to document and archive our experiences and the events of our times.

Protecting paper archives is not just a business need but a social responsibility. We owe it to our future generations.

Document or records preservation techniques have evolved, and we now have extensive knowledge about how to preserve old documents and extend their lifespan. One such method is mylar encapsulation.

In this article, we discuss how mylar encapsulation helps preserve historical documents for years to come, leaving an irreplaceable legacy for future generations. 

The Basics of Document Archiving

We live in the age of information. The modern enterprise generates millions of paper documents every day. Whether it is contracts, agreements, invoices, purchase orders or receipts, every business activity is documented. Our government agencies also generate, process, and store vast amounts of documents—citizen data such as birth, marriage and death records, land ownership records, geological maps, land surveys and much more.

As our precious documents sit in dingy storage areas year after year, time takes its toll. The paper starts turning brittle and yellow, the ink starts to fade, and eventually, the document is barely legible.

There is a constant need to preserve documents from various industry sectors, including businesses, government institutions, libraries and historical institutions, and various other organizations that are keepers of our cultural heritage.

Document archiving is a systematic process of storing and preserving old documents safely and securely so that they are available and accessible for future reference. It is symbolic of preserving our history. 

Archivists must meticulously categorize, index, and store vast numbers of documents in a way that allows for efficient retrieval of any documents when needed. 

There are various methods of archiving and preserving documents: 

Physical preservation involves securely storing paper originals in controlled and monitored storage areas. Techniques such as deacidification, mylar encapsulation or using protective sleeves and boxes can shield documents from physical damage and environmental factors. 

Digital preservation involves document scanning to convert paper to digital file formats that can be efficiently managed via a robust, cloud-based document management system (DMS). 

Effective document archiving safeguards valuable information, facilitates knowledge sharing, enables the preservation of historical documents, and streamlines access to information as and when required.

Challenges faced in document archiving

• Degradation: Paper is inherently prone to decay and degradation with time. The organic fibers and lignin, which are important components of paper, oxidize easily and are a primary cause for the paper to become acidic. 

• Environmental factors: Fluctuations in temperature, humidity and exposure to light can cause paper documents to turn yellow or brittle and the ink to fade.

• Wear and tear: As time passes and more and more people handle documents, the paper starts to show signs of wear and tear. Folded corners, creases, finger imprints, and stains due to spillage can cause paper to deteriorate at a faster rate.

• Pest infestations: The organic fibers in paper attract insects and pests. Dark and infrequently used storage areas harbor all kinds of pests that pose a danger to the structural integrity of paper. Insects can also leave residues that cause the paper to become more acidic and deteriorate faster.

Clearly, preserving paper originals requires specialized materials and techniques. Mylar encapsulation is one of the simplest and most effective ways of preserving the integrity of fragile or frequently handled paper documents. 

Mylar Encapsulation: A Savior for Historical Documents

While it sounds complex, this preservation method is actually quite simple. 

Mylar is a popular brand name (owned by DuPont) for a clear polyester sheet that acts as a protective shield for individual sheets of paper. 

Mylar is the ideal barrier to protect paper—it is durable and inert, forming a robust shield from environmental pollutants, insects, mold growth, accidental spillage and wear-and-tear caused by frequent or improper handling.

Encapsulation refers to a specific document preservation technique where a single sheet of paper is 'encapsulated' or sandwiched between two Mylar sheets, effectively sealing the paper within the protective sheets. The polyester sheet is impervious to dust, humidity, water or pests. It acts as a barrier to physical contaminants or pollutants and thus prevents the paper from decaying. It also protects paper from improper or frequent handling and accidental tears, spills or creases.

Polyester is a durable and stable material. Unlike paper, it does not turn yellow with time or become brittle. Nor does it crease or tear easily. It doesn't warp or decay with moisture, and it won't succumb to an insect. 

It doesn't allow air, moisture or pollutants to interact with printed ink, so the ink does not fade easily. This extends the lifespan of the documents and safeguards the information for many more years.

It can even guard against harmful ultraviolet rays, minimizing damage due to excessive or prolonged light exposure.

Mylar encapsulation is a versatile technique that works for various sizes of documents. Mylar sheets are available in various sizes and can be customized to fit various types of documents.

The benefits of mylar encapsulation

• Longevity: Mylar sheets are made of polyester, which is an inert material. So, it does not react with ink or any liquid with which it comes into contact. It does not degrade over time and can last much longer than paper—making it an ideal protective cover for paper documents.

• Clarity: Mylar sheets are made of clear polyester, so you can see clearly through the encapsulation. This makes it possible to read the paper clearly through the protective layer. Also, since the mylar sheet protects against environmental damage from pollutants, pests, and UV rays, the ink is less likely to fade easily, preserving the clarity of printed documents.

• Adaptability: Mylar sheets or sleeves are available in a variety of sizes and thicknesses - both standard paper or photo sizes. Moreover, they can also be cut into custom sizes or shapes for any documents that are of a non-standard or unusual size. 

Considerations for Specialized Documents: Tailoring Mylar Encapsulation Techniques

Every paper document requires a different type of protection. 

Consider ancient maps. They are invaluable as they provide a view of a geographical area that may have changed over time. It offers a glimpse of a town or city as it was at the time the map was generated—an irreplaceable slice of history.

Maps are often oversized compared to regular paper documents and need a preservation method that takes into account their size. Mylar sheets can be cut into various sizes—making it easy to protect even odd-sized documents.

Photographs are another example. They need protection from light exposure and also surface contaminants like dust. The colors in photographs must remain vibrant over time to represent the scene in the photo accurately—mylar sheets protect the colored inks on photographic paper from excessive light and harmful UV rays so they won't fade as much over time and prove to be more accurate raconteurs of a bygone era.

Ancient manuscripts are fragile and brittle. Protecting them from damage may involve preventing any handling by researchers or students who may benefit from the knowledge held within them. Mylar encapsulation maintains the balance between protecting fragile documents and maintaining accessibility by allowing safe handling.

Mylar encapsulation is a versatile document preservation technique. Highly adaptable and effective, it has clear and definite advantages. 

Of course, it also has a few drawbacks:

• For one, mylar encapsulation only works for single sheets of paper. So, if you want to preserve a bound book, you will need to separate it into individual sheets, encapsulate each sheet in mylar and then rebind it into a book or folio.

• Another drawback is that encapsulation does not solve the problem of paper acidity. So, if you want to encapsulate sheets that have high acidity, you must first use a deacidification treatment on the paper and then carry on with encapsulation.

Work with a specialized document restoration and preservation services provider to protect and preserve valuable and sensitive document archives. 

Learn more about archival scanning services from RDS.

RDS: Securing the Legacy of Paper Documents with Mylar Encapsulation

At RDS, our experts work to preserve visual and written narratives that symbolize our cultural history and informational heritage.

Our historical document preservation services protect fragile paper documents and safeguard legacy records for future generations, preventing a potential loss of valuable information.

We have worked with several government agencies across the US, preserving document archives that contain irreplaceable land records, court records, permits, maps, vital records, blueprints—and all of which must last a lifetime and beyond! 

We use physical preservation techniques to mitigate the risk of damage due to accidents such as fire, natural disasters such as earthquakes or hurricanes, and other calamities. 

We also recommend document digitization to create digital backups and make electronic copies easily accessible to students, researchers or government officials who need to access old records. Take a look at our archival scanning services for specialized care for fragile paper documents.

We specialize in techniques such as deacidification and mylar encapsulation. 

Mylar encapsulation plays a key role in preserving physical document archives. It gives valuable documents a new lease on life. What's more, it allows people to handle important documents and access the information contained in them without fear of damaging the paper or endangering the longevity of the document.

Connect with our document preservation experts to discuss how mylar encapsulation can protect your valuable documents and preserve them for the future.