How do stable conditions protect archival resources?
The conditions in which archival documents are stored have a direct impact on their durability and safety. Excessive humidity causes the growth of mould and fungi, which can not only damage the paper, but also cause an unpleasant, difficult-to-remove odour. On the other hand, too low humidity dries out the documents, making them brittle and susceptible to mechanical damage. High temperatures accelerate the ageing process of materials, and sudden fluctuations in temperature and humidity further increase the risk of degradation.
Archive storage standards indicate that the ideal temperature should be maintained between 14 and 20 °C (daily fluctuations & <the regulation>), and relative air humidity between 45–60% (daily fluctuations <from the regulation>). Maintaining these parameters is not only a recommendation but a necessity in order to protect valuable resources from irreversible damage, as stipulated in the Regulation of the Minister of Culture of 15 February 2005 on the conditions for storing employers’ personal and payroll records.
When implementing the ISO 27001 standard, one must not forget about the requirements for monitoring temperature and humidity monitoring requirements, including in archives, ensuring that rooms used for processing and storing information are protected from environmental hazards such as inappropriate temperature and humidity.
Regulations require:
- Monitoring of environmental conditions – the organisation should implement systems to monitor temperature and humidity in document storage areas to prevent damage or loss as a result of adverse conditions,
- Immediate response to parameter exceedances – the system should enable automatic notification when set temperature and humidity thresholds are exceeded, allowing for quick preventive action,
- Recording and archiving of measurement data – the organisation should document and archive data on environmental conditions, enabling the use of data during audits and verification of compliance with legal regulations.
The requirements of the Regulation concerning temperature and humidity monitoring apply to both state archives and private companies that store documents or information carriers subject to protection. This standard requires all organisations, regardless of ownership, to ensure appropriate environmental conditions to effectively protect resources from damage, loss or degradation.
The CoolSens system meets these requirements by providing:
- automatic, continuous measurement of temperature and humidity in archives,
- immediate notifications of parameter exceedances,
- secure archiving of measurement data for audits and inspections, stored for up to 10 years,
- remote access to reports and measurement history, which facilitates management in both large and extensive archives, as well as in smaller enterprises,
- non-invasive installation without cabling.
The implementation of the CoolSens system in state and private archives enables compliance with the requirements of the Regulation and ISO 27001 in terms of environmental protection of resources, regardless of the size and nature of the archive.
Secure your collections - see the warning sign before damage occurs
Without systematic monitoring of conditions in archives, it is difficult to detect subtle changes that can lead to serious damage. Documents that look fine today may show the first signs of degradation within a few weeks if appropriate action is not taken. Protect your collections from damage with sensor-based alarm systems. They will allow you to spot the problem before it becomes visible to the naked eye. This is particularly important in archives, where manual inspection of each room is practically impossible. This allows you to respond quickly to threats, minimising the risk of losing valuable documents.
Simplify control through automation
Temperature and humidity monitoring should be automated to ensure continuous and accurate supervision. CoolSens® system is a convenient solution that meets these needs. It consists of CoolSens Node wireless sensors, a data concentrator with a built-in CoolSens CloudHub sensor, and the CoolSens application, creating a cohesive ecosystem for ongoing environmental control.
The system is quick and easy to install – the sensors operate in Plug & Play mode, which means that they do not require any specialised installation work. Data from the sensors is sent to the cloud, where it can be monitored from a web browser or mobile devices. If the set temperature or humidity thresholds are exceeded, the system immediately sends a notification, enabling a quick response.
Maintain a stable environment for document security
The longevity of archival resources depends to a large extent on their storage conditions. Monitoring temperature and humidity is not a luxury, but a necessity, which is now supported by modern technologies.
An environmental monitoring system is a solution that allows for:
- continuous monitoring of environmental parameters,
- automatic alarms in case of threats,
- access to data from anywhere,
- compliance with regulations and audit requirements,
- easy implementation and scalability,
- time and cost savings thanks to automation and no need for cabling.
Investing in CoolSens means consciously allocating capital to security, responsible management and long-term sustainability of resources – values that are important both today and in the future.
If you want to take care of your archive and ensure that your documents are stored in optimal conditions, a temperature and humidity monitoring system is a solution worth learning about and implementing. It allows you to see the differences and feel in control of the environment that protects your resources.
