Wesley Haynes, Elizabeth Fuller, Marc Zeitschik, Amy Lamberti
New York Landmarks Conservancy
Common Bond December 1995

Maintaining an well-organized record of a building's physical history can save time and money when implementing repairs and restoration.

An archival record of a building's history is an invaluable resource for all stewards of religious properties. Accessible and organized materials relating to building construction, alterations, repairs, and maintenance can function as the "institutional memory" for current and future leadership. By establishing and maintaining an archive, building committees are less likely to be disrupted by changes in leadership and a lack of information about a building's history. This, in turn, will help to save time and money when implementing current and future maintenance procedures, repairs, and restoration.

In general, a building archive should contain information on an institution's physical history from its original construction to the present. When compiling an archive, include the following:

Architectural and Engineering Drawings

Architectural drawings are essential for implementing maintenance plans and repairs. A basic set should include a plan of each floor, a roof plan, and exterior facade elevations. The original architectural and engineering drawings as well as drawings relating to major repairs and alterations should also be preserved. If no drawings exist, a basic set, which can be easily reproduced, should be prepared by a design professional. Copies of these plans can be used to record conditions during routine inspections.

Photographs Historical photographs taken of a property under construction, at completion, during alterations, and at other significant times are important sources of information about the performance of materials' alterations of architectural elements, and previous work undertaken. Photographs taken during inspections are also useful in monitoring changing conditions such as cracks.

A building archive should contain comprehensive information on a religious institution's physical history from its original construction to the present.

Written Documents: Documents relating to the original construction, alterations, repairs, and maintenance of the building should be retained. Annual reports, minutes, and correspondence often reveal the reasoning behind building related decisions. Contract documents, inspection reports, landmark designation reports, and other documents also contain valuable information.

Company Brochures and Product Information Files on professionals, contractors, and other providers of building services, equipment, and supplies should be updated regularly Include brochures, product information, equipment manuals, contracts, invoices, and receipts. These can be used to determine the frequency of needed services and to help estimate future costs.

Maintenance and Repair Log

A comprehensive log that records all building-related repairs is an important reference book that can be used for contractor referrals and maintenance planning. Establish a log by listing the firm name, date of service, and type of service provided.

To supplement an archive, search offices and cabinets, closets, attics, and basements for relevant materials. Request that present and past property members submit materials stored in their homes or offices. Interview older congregants who may have photographs and recall prior projects.

Records maintained by municipal agencies and historical societies may also contain pertinent information:

· City or county buildings department maintains files of construction-related permits and drawings.

· Local landmark commissions may have building inventory documents, designation reports, and permit files.

· Denominational offices contain historical documents on religious institutions within their jurisdictions.

· Local historical societies and preservation organizations may have photographs, documents, and publications.

Once the information has been compiled, it is important to have it properly stored to avoid deterioration. Archival quality storage materials can be purchased through mail-order suppliers (see Resources). Depending on the size of the archive, supplies should cost from $100 to $SOO. Sort the collection by the type of material (photographs, drawings, papers) since each may require a different storage treatment. Remove paper clips, pins, and staples that will rust. Remove adhesive tape if it can be done without damaging the item. Use plastic or stainless steel paper clips or place the items in transparent archival storage sleeves. Organize items by size, date, and subject. An archive should be stored in a central repository that protects it from humidity, insect infestation, extreme temperature fluctuations, and fire.

Drawings -- Store flat in metal drawers or rolled loosely in large acid-free tubes, interleaved with glassine sheets. The use of acid free storage containers prevents the deterioration of paper.

Photographs -- Store in mylar sleeves and acid-free folders and boxes. Label photographs with an inventory number and record the date taken, subject, and location on a separate form. All negatives should be stored separately from the photographs in acid-free envelopes.

Manuscripts, ledgers, papers -- Store in acid-free folders or boxes. Photocopy small quantities onto acid-free paper or microfilm.

Publications (annual reports, institutional histories, newsletters, brochures, etc.) -- Store in acid-free folders and microfilm.

Newspaper clippings and facsimiles - - Photocopy onto acid-free paper, note date and source.

Microfilming is another way of preserving institutional records. Seek proposals from companies that specialize in document preservation or archival-quality microfilming according to standards established by the American National Standards Institute and American Institute for Image Management. While these firms tend to cost more, they are trained to carefully handle and photograph historic documents. Some institutions may wish to consider depositing certain original materials, such as drawings or duplicate publications, with a well-equipped historical society or specialized architectural library that has archival storage facilities.