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Preventing Deterioration By Encapsulation

An Informative Article in 3 Parts
By
Aaron D J Brünger

Part 3
Label Encapsulation

Purpose:  I first started collecting matchbox labels when I was given a suitcase with some loose labels stuffed in it.  Sadly, mice had got at some of them and naivety at others.  However, that was many years ago and since then I’ve learnt a little more about these miniature works of art (or at least some of them are).  It took quite a while to sort them out into some form of order especially as I knew absolutely nothing about the subject at all.   Fortunately, I was a quick learner and even more fortunately, I found that there is a whole world of collectors out there.  Unfortunately, it seems that we are getting older without the advantage of younger blood to follow on.   Hopefully, this will gradually change but it will be an uphill struggle!

Being medically retired at 50 with spinal arthritis was a blow but, I have always been an optimist and believe that there is always a good reason for everything.  I found myself with time on my hands and very little to do with it.  However, when I checked with fellow collectors it became apparent that an Encyclopaedia of Matchbox Labels was something that had been muted on many occasions, the earliest as far back as the birth of The British Matchbox Label & Booklet Society in 1945, yet it was something that had never materialised!!

Around about the same time, computer technology started to gather apace and the Super Highway transformed itself into The Internet or World Wide Web.  Telephone lines became ISDN  which then became ADSL or Broadband.   All this happened in just a few short years.

For some reason I kept returning to the same question - “Why no encyclopaedia?”  It just didn’t make sense.  Books had been written, research had been undertaken but only two attempts at anything like an encyclopaedia.   So, I went out on a limb and decided that an encyclopaedia during my lifetime was a distinct possibility - especially with all the different advancements being made daily with computer, printer and Internet technology.

So, here I am today, sitting at a computer writing this article in preparation of producing a Simplified World-wide Encyclopaedia of Matchbox Labels!!   But how, does this have anything to do with ‘Preventing Deterioration of Matchbox Labels’?  Strange you should ask, as it has everything to with it, as I will explain:

 The Encyclopaedia:  I  first started to compile an encyclopaedia some 6 years ago.  At that time Inkjet Printers were really taking off as was the software that I could use to create the pages for the encyclopaedia.  Additionally, the prices for scanners was coming down whilst the speed of computers was going up!

My first task after making the decision to compile an encyclopaedia was to sort my own labels into some form of order, mount them on pages so that they could be scanned into the computer, allocate a unique identification number so that they could be identified and then make the appropriate entries in the pages I prepared using the now ever advancing software that I had obtained.  At this point I began to run into a number of administrational dilemmas.   The major problem for me was whether I listed the labels by country or alphabetically by name on the label?   Then came the question about labels written in foreign languages.   Before long I was snowed under with more questions than my brain could cope with so, I pulled back on the reins and slowed down to a stop so that I could start over again.

Ultimately, three questions stood out from the others - they were:

• Do you list the labels by country or alphabetically?
   
• Do you include all labels irrespective of the language they are written in, or the lack of text on them?
   
• Do you create an individual picture and associated text for every label or just one picture and individual text for each and every variation of that label?

I decided on the following:

• The encyclopaedia would be alphabetically compiled  but I would also maintain a Country Based copy for my own personal use.
   
• All labels irrespective of language or lack of text would be listed.
   
• A single label will be displayed along with individual text for each and every variation of that label.

I then identified three further important questions  which again required decisions to be made:

• Do I display every label within a set of labels or do I select one label from the set and list the details of the remaining labels within that set?
   
• From a compilers perspective, how do I keep track of every label I’ve catalogued, especially when all my labels are in country order and the encyclopaedia is in alphabetical order and, how do I quickly identify new versions of those label as I obtain them?
   
• How do I protect those labels from my own personal collection from any further deterioration, especially as I will be continually thumbing through them in an attempt to identify new versions of those labels?

Additionally, I was also aware that many of the labels, especially those produced by the various Swedish Factories were showing physical signs of wear.  In particular I noticed that many of the labels were becoming very brittle and with little effort it was easy to tear the edges or even break small pieces from the labels, especially the corners.

From these additional questions and thoughts I decided on the following:

• One label from a set would be displayed along with a complete list of the remaining labels.
   
• A simple index lists in alphabetical order, every label that I have catalogued and this is linked to each label within the database on my computer.  However, for my own personal use, I also have a hard copy printed version.

Originally, my collection of labels,  irrespective of whether they were unused or used, were compiled in Country Order Alphabetically, mounted on pages and stored in protective sleeves and four ring binders.   However, this became a major problem when searching for different versions of the same label as on many occasions the same label was produced via a number of different countries.  Additionally, as already identified, I was also concerned at the worsening condition of the labels through them being constantly accessed!

• I made the decision that each label would be individually stored in a simple archival system.  However, it again became quickly apparent that over time the special envelopes would become too bulky and wasteful as they were significantly larger than a standard box label.

Ultimately, I needed a system that I could access quickly on a daily basis,  would take up no more space than the ring binders already in use, and would protect the labels from further deterioration? 

The answer for me was encapsulation.  Now, this is certainly not a cheap option, nor is it a simple option as each label has to be encapsulated  individually.

Encapsulation: The process is comparatively simple but it is a process I have been able to refine over the time I have been using it.

Encapsulation is a 5 part process, each of which is explained below:

• Part 1:  The selected label (probably with a batch of others) is scanned into the computer and allocated a unique reference number which is explained as follow:

{Each reference number is comprised of up to four characters from the ‘Main Text’ on the label, three digits from a country digital code (created by myself) and five digits being the labels own reference number.  So for example, The Three Steamships Made in Belgium would have a code something like THRE_138_00197.  Translated, THRE is the first four characters of the word Three (the word ‘The’ is always ignored), 138 is my personal code for Belgium and of course the number 00197 is simply a number allocated to that specific label.  It should also be noted the each segment is joined by an ‘_’ underscore line.  This line is important as when being uploaded to the internet, there must be no spaces between each of the segments otherwise the image cannot be recognised.}  .

• Part 2:  The selected label is checked for damage and if hinges have been used, they are removed in the way previously described in this article.
   
• Part 3:  A backing sheet made from 110 gsm chlorine free archive paper is laser printed with the labels unique reference number and then guillotined to a pre-set size.
   
• Part 4:  A clear white backed sleeve made from neutral pH material is guillotined to a size slightly larger than the label itself.  This sleeve is essential as ordinarily, hot encapsulation would bond the outer sleeves of the pouch directly to the label.  Doing so would not only ruin the label but would also be the exact opposite of what is expected, which is to protect the label from deterioration.
   
• Part 5:  Finally, the label is inserted into the special sleeve, which is then strategically placed on the backing sheet.  Both are then placed between the sleeves of the pouch which in turn is then fed into a hot roller encapsulation machine.

The finished label is completed encapsulated within the pouch.  Logically, it is dust free and also air and liquid tight.  As the labels is sandwiched between two 125 micron sheets, it is robust and strong but the label itself is untouched by the sealing process.

Finally, the finished labels are stored in a series of six drawer metal filing cabinets in strict alphabetical order, all of which are easily accessed on a daily basis.

Naturally, this method of storage is not necessarily functional for those collectors who like to peruse their collections and show their friends.  However, it does successfully arrest the deterioration process of the paper whilst allowing physically a hands on approach without the concerns of the label being damaged!

In conclusion, it is a great way to store labels when easy access is essential and any design can be quickly checked to see if another version has turned up.

Page History:
Page compiled on 12th February 2008

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