How to Preserve Military Documents and Certificates

Preserving Military History Through Documents

Military documents represent some of the most personal and historically significant items in any collection. From discharge papers that marked the end of a soldier’s service to handwritten letters from the front lines, these paper artifacts connect us directly to individual experiences within larger historical events. Proper preservation ensures these irreplaceable items survive for future generations to study and appreciate.

Types of Collectible Military Documents

Discharge Papers: Official separation documents, including the DD-214 and its predecessors, record a veteran’s complete service history. These documents list duty stations, awards, and campaign participation, making them valuable for both collectors and genealogical researchers.

Orders and Assignments: Military orders documenting promotions, transfers, and special assignments provide detailed service narratives. Award citations and commendation letters often accompany medals and explain the circumstances of heroic actions.

Certificates and Diplomas: Training completion certificates, commissioning documents, and military school diplomas mark significant career milestones. These formal documents often feature ornate printing and official seals.

Personal Correspondence: Letters between service members and their families offer intimate perspectives on military life. V-mail, censored letters, and postcards from various conflicts remain popular with collectors seeking personal narratives.

Operational Documents: Maps, battle plans, intelligence reports, and after-action summaries document military operations at unit level. These items often carry classification markings and provide tactical-level historical detail.

Paper Preservation Fundamentals

Acid-Free Materials: Standard paper and cardboard contain acids that accelerate document deterioration. Use only archival-quality, acid-free folders, sleeves, and boxes for storage. Lignin-free materials provide additional protection against yellowing and brittleness.

Environmental Controls: Maintain storage areas at stable temperatures between 65-70 degrees Fahrenheit with relative humidity between 30-40 percent. Fluctuating conditions cause more damage than slightly imperfect stable environments. Avoid basements and attics where temperature and humidity swing dramatically.

Light Protection: Both natural and artificial light damage paper over time. Store documents in opaque containers away from windows. If documents must be displayed, use UV-filtering glass and rotate items periodically to minimize exposure.

Handling Protocols: Clean, dry hands or cotton gloves protect documents from oils and moisture. Support fragile documents with acid-free boards when moving them. Never fold documents that were originally flat, and avoid unfolding creased documents that resist flattening.

Authentication and Forgery Detection

Document authentication requires examining multiple factors. Study paper type, printing methods, and ink characteristics appropriate to the document’s purported era. Military forms evolved over time, and anachronistic elements suggest forgery.

Compare signatures against known examples when possible. Examine typewriter fonts (which varied between models and eras) and handwriting characteristics. Official stamps and seals should show appropriate wear and ink distribution.

Be especially cautious with high-value items like Medal of Honor citations or documents signed by famous military figures. Request provenance documentation and consider professional authentication for significant acquisitions. Ultraviolet examination can reveal alterations invisible to the naked eye.

Framing and Display Considerations

Proper framing protects displayed documents while allowing appreciation. Use only acid-free mats and backing boards. Specify UV-filtering glazing (glass or acrylic) to reduce light damage. Ensure frames are sealed against dust and insects.

Never allow documents to directly contact glass, which can trap moisture and cause sticking. Use spacers or sufficient mat thickness to maintain separation. Consider using archival corners rather than tape or adhesives to secure documents in frames.

Rotate displayed documents periodically, ideally every three to six months, to limit cumulative light exposure. Keep framed documents away from exterior walls where temperature fluctuations occur and avoid hanging above heat sources.

Factors Affecting Value

Historical Significance: Documents connected to notable events, famous individuals, or significant units command premium prices. First-hand accounts of major battles or campaigns hold particular interest.

Condition: Clean, intact documents with sharp folds and legible text maintain higher values. Tears, stains, foxing, and fading reduce desirability, though extreme rarity can override condition concerns.

Completeness: Document groups that remain together (such as a complete service record with multiple orders and citations) often exceed the sum of individual item values.

Provenance: Documented history of ownership, especially direct descent from the original service member, adds authenticity and appeal.

Storage Solutions

Organize documents in acid-free folders within archival storage boxes. Label folders clearly without writing directly on documents. Consider using polyester sleeves for frequently handled or particularly fragile items.

Store boxes horizontally to prevent document shifting and slumping. Avoid overfilling containers, which causes crushing and deformation. Maintain an inventory catalog with photographs and descriptions for insurance and reference purposes.

For particularly valuable or fragile documents, consider professional conservation treatment. Conservators can stabilize damaged items, remove harmful adhesives, and flatten creased documents safely. The investment in professional care protects both historical value and monetary worth of significant pieces.