Paper Selection Guidelines
- Introduction
- Archival or Permanent Paper
- Good Quality Paper
- Recycled Paper
- Thermal Paper
- Further Information
Introduction
A major factor in determining the prospective longevity of State records is the quality of the paper which comprises the record.
The State Records Office supports two categories of paper for documents that are to be managed in corporate records management systems:
- Archival or Permanent Paper, and
- Good Quality Paper
The type of paper used for a particular record should reflect the intended lifespan of the record, as set forth in an approved Disposal Authority. The quality of paper should be such that it will endure for the expected retention period of the given document. Thus where a record may be judged to have continuing value to the recipient the use of permanent or archival paper is recommended, whereas a record of temporary value will be adequately served by using good quality paper.
Other types of paper that have implications for the preservation of records are thermal paper and recycled paper.
Archival or Permanent Paper
The projected longevity for archival or permanent paper is around 500 years. This can be substantially reduced by poor storage conditions, excessive handling and other environmental factors. This paper should be used for records which are of particular significance such as those recording policy, minutes of high level meetings, legal documents, and cultural documents. Records of this type are identified in approved Disposal Authorities as archival.
The National Archives of Australia test paper on an ongoing basis for adherence to their standard. Paper which meets the standard may be watermarked with the symbol below:
Western Australian agencies should contact the State Records Office Preservation Program Coordinator on (08) 9427 3409 for further information on archival quality paper.
NOTE: The Australian Standard "AS4003 - 1996 Permanent paper" is not endorsed by the State Records Office of Western Australia for determining paper quality suitable for archival records.
Good Quality Paper
Good quality paper, no less than 80 gsm, suitable for use in printers, photocopiers and plain paper facsimile machines. Paper in this category usually meets opacity, whiteness and brightness criteria but does not have the fibre length, tensile strength or alkalinity to meet permanent paper standards. The projected longevity for this type of paper is around 100 years. This is the largest category of paper use and should be used for records which have a disposal sentence within this range.
The State Records Office understands that it may not always be practical for agency staff to decide at the time of creation of a document whether it will be required for more or less than ten years, or permanently, and recommend the use of this type of paper for the majority of records.
Recycled Paper
Recycled paper may be suitable for use in printers, photocopiers and facsimile machines. This type of paper may meet the requirements for opacity, whiteness, brightness and alkalinity, but does not contain sufficient fibre length or tensile strength. Recycled papers may last between 10 and 30 years depending on the percentage of recycled material. Recycled paper should not be used for records which will be incorporated into corporate records management systems, records which are frequently handled, or which may be retained for more than ten years. It may be used for documents which are to be destroyed within ten years of creation, in accordance with an approved Disposal Authority. The State Records Office recommends the use of recycled paper in envelopes, draft and information copies, notepads and other ephemeral documents, including brochures and information sheets.
Recycled paper is not suitable for use with records scheduled for long term retention or for archival records.
Thermal Paper
Thermal paper, commonly used in facsimile transactions, whiteboard printouts and electronic banking receipts, can be highly unstable. Current evidence indicates that images printed on thermal paper may last less than five years, and often less. Thermal paper is, therefore, unsuited for most record retention purposes. Photocopy such records to appropriate quality paper before filing.
Further Information
For further advice on paper selection and information on where to obtain archival or permanent quality paper please contact the State Records Office's Preservation Program Coordinator on (08) 9427 3436 or via email at sro@sro.wa.gov.au.
