大學檔案的保存工作 Preservation Works of CUHK Archival Records

檔案保存工作是檔案管理的核心業務。檔案一旦被鑒定為有永久保存價值，便應作出相應的保存措施，以保百年以後人們仍能利用該檔。中大建有設備達專業標準的檔案庫，為入藏的檔案提供安身之所。然而所有檔案在正式入庫之前均經過多重處理，以防止或減慢檔案變質，延長檔案的壽命。

不同媒體（紙、相片、影帶、光碟等）的檔案需要不同的保存方法。以紙本檔案爲例，檔案入庫前會先放置於庫内工作區。工作人員會帶上清潔的棉手套作狀況評估，檢查檔案是否曾遭浸濕，有無黴菌和蟲害等。較舊的檔案通常會先放進攝氏達零下三十度的冰箱冷藏數日至一星期，確保黴菌和蟲害無法生長；而損壞情況嚴重的檔案，需尋求修復專業人士的意見再處理。工作人員會潔净檔案表面，遇有檔案内容開始褪色變得模糊不清，會利用無酸檔案紙複印内容保存；還有移去原有的文件夾和書釘、幼繩，換上專業無酸的文件夾、隔頁紙、相片套等，然後放進儲存盒内入庫。此程序既能保存檔案本身狀況，亦確保其他已入庫檔案不會受到外來破壞。

以上只是簡單介紹一般保存工作的程序，實際操作可能會複雜得多。大學檔案現正處理大量紙本檔案和舊相片，務求令這些大學珍貴資產得到妥善的保護。

Preservation is at the heart of archives management. Once the record has been appraised as having archival value for long term retention, appropriate preservation measures should be taken to ensure people will be still able to use the record after a hundred years. CUHK has setup an archives repository with facilities with professional standards to provide a safe home for the archives. In fact, before putting the records into the storage, preservation works are necessary in order to prolong their useful life.

Records in different media (paper, photo, video tape, CD, etc.) require different preservation methods. Taking paper records as an example, the records will be placed in the processing area of the repository first, then the staff will wear clean cotton gloves to check the physical conditions of the records, like seeing whether they are water soaked, or infected with mould and pests. Old records are usually placed into freezer with a temperature of -30°C for a few days to a week to make sure the mould and pests cannot grow. Records with serious damages are needed to be reviewed and processed by professionals. The staff will clean the dusty surface of the records. In case that the content of the document is fading out or becoming illegible, the document will be photocopied by using acid-free archival paper. The original folders, staples, clips will be removed and replaced by containers with archival quality such as acid-free folders, papers, and photo sleeves, etc., finally they are put into archival boxes for storage. Such a process not only prolongs the life of the newly acquired records, it also safeguards the conditions of the stored records that will not be affected by the new ones.

The above case is just a brief introduction of the archives preservation works, and the real-life practice can be much more complicated. The University Archives is currently processing a large amount of records and photos to ensure these precious University assets are properly preserved.

參考資料 References

• 香港政府檔案處 – 「保存館藏」HKSAR Government Records Service – “Preserving our holdings”
• 澳門文物保存修復學會 Macau Institute of Conservation of Restoration of Cultural Relics
• Northeast Document Conservation Center (NEDCC) (US)
• The Institute of Conservation (ICON) (UK)

大學檔案部分常用的專業儲存器和保存工具，例如：無酸文件夾、隔頁紙、相片套、儲存箱；除塵或黴菌用的塵掃和擦膠，不會生鏽的膠製或黃銅製文件夾等。
Some of the archival supplies and preservation tools used by the University Archives, e.g. acid-free folders, archival papers, photo sleeves, boxes,  dusting brush and dirt eraser, and plastic and rust-proof brass paper clips, etc.

較舊的檔案通常會先放進攝氏達零下三十度的冰箱冷藏數日至一星期，確保黴菌和蟲害無法生長。
Old records are usually placed into freezer with a temperature of -30°C for a few days to a week to make sure the mould and pests cannot grow.

整理中的馬臨校長相片：將相片放入無酸相片套，再放入文件袋儲存。
Preserving photos of Professor Ma Lin’s the 2nd Vice Chancellor: photos are put into acid-free photo sleeves, then put the photo sleeves into document wallet.