RSS FEED5 Tips for SAFELY Writing on Photographs & Snapshots (and EVERYTHING ELSE!)
5 Tips for SAFELY Writing on Photographs & Snapshots
(and EVERYTHING ELSE!)
By following a few simple “rules” (don’t use regular ink pens / don’t write in the center of your photographs / etc.), and knowing what the best kinds of pencils & markers are for YOUR particular needs (regular #2 pencils / Stabilio-All Pencils / etc.), you’ll be completely prepared for SAFELY writing on photographs, snapshots, and all sorts of archival sleeves & enclosures!
Read on!
Writing on Photographs ~
Tip #1: First, What NOT to DO
It’s a JUNGLE out there!
Old photos & snapshots already have enough to contend with in terms of long-term survival (being stored in shoeboxes in attics
or basements, general neglect, etc.), so DON’T threaten them any further by writing on them with the WRONG pens & markers!
(Please click on the image for more information.)
Documenting your personal photographs & snapshots is an important step in preserving your family’s history. Once you have sorted through your picture archive, you may want to label some of your photographs with important information such as names, dates, places and such to keep track of your cherished memories.
You can’t, however, use just any old pen or marker on your photographs (see pix above), as using the “wrong” kind of pen or marker can actually DAMAGE your photographs & snapshots!
Yeah, NEVER use a pen! The inks can smear, and they often have non-archival oils and solvents in them that can bleed through to the front!
(Please click on any image to see our short video on Stabilo-All Pencils.)
There are, in fact, a zillion “wrong ways” of marking your materials, some of which can permanently damage or even destroy old photographs and other items in your family archive or collection.
We here at Archival Methods echo the advice of museum professionals & collections experts from around the world in advising you to NEVER use standard permanent markers, cheap pens, highlighters and such when marking your materials.
What IS our advice?
If you’d like to mark your photographs, negatives, polypropylene or polyester sleeves, family artifacts or collectibles, ALWAYS use the RIGHT type of pencil or marker, as described below.
Writing on Photographs ~
Tip #2: Use a Pencil!
Professional archivists will often recommend using a soft #2 pencil on the back of photographic prints that are “fiber-based.”
“Fiber-based” simply means that the photograph was printed on photographic paper and not the newer plastic- or resin-backed types of color photographs you typically find in more contemporary family photo archives (and BTW, pencils cannot be used on prints that are plastic- or resin-backed as they just don’t work on that type of surface).
Can’t read it because it’s too small (see the red box on the right)?
Good!
“Less is more,” as you don’t want to impinge on your photographs—even the backs—too awfully much.
Two reasons that professional archivists recommend using a regular #2 pencil is that 1.) it is “reversible” in that it can usually be easily erased, and 2.) pencil lead is relatively inert, with none of the oily gunk that makes up the ink in many types of pens.
This gunk (a highly-scientific term used by professional conservators—just kidding) in pen ink often contains goofy (another highly-technical term) oils, solvents and other nasty stuff that can bleed, smear, contaminate the image you’re writing on, and/or transfer onto whatever else it is in contact with. Pen and marker ink is also usually “non-reversible” (it can’t be easily erased), which conservators frown upon (and you should too!).
Neither of these potential ink hazards is a problem when using a pencil!
Helpful Hint: no matter what archivally-safe pencils or markers you do use, always work on a clean, hard surface and apply a LIGHT TOUCH when writing to avoid “pressure transfer,” which may cause whatever you are writing to be visible on the image side. In a similar vein, it is also always best to write NEAR THE EDGES of your images (see pix above)—not in the middle—just to be safe!
Writing on Photographs ~
Tip #3: Use a Stabilo-All Pencil
Stabilo-All Pencils are a great all-around choice as they will allow you to write clearly & legibly on the backs of photographs or the edges of film negatives / on polypropylene or polyester sleeves / and on glass, metal, or paper surfaces. They are water soluble and can be wiped off of smooth surfaces with a damp cloth, or easily erased when used on paper.
So, just WHY do Stabilo Pencils come in THREE DIFFERENT colors…?
…because they’ll show up on darker mounts & album pages, and can be used to accent certain information.
(Please click on either image for more information.)
Stabilo-All Pencils are available from Archival Methods in 3 different colors and in 4 convenient package quantities
• 6-Pack of Black / White / & Red Stabilo Pencils (2 of each color)
• 12-Pack of Black Stabilo Pencils
• 12-Pack of White Stabilo Pencils
• 12-Pack of Red Stabilo Pencils
Remember that pix from the top of this blog? Yeah, now it’s surrounded with the RIGHT pencils, including
a white Stabilo-All Pencil that shows up quite well on the dark-colored back of this photograph’s mount.
(Please click on either image for more information.)
As mentioned, standard #2 graphite pencils work well on paper photos but not on plastic-coated contemporary photographs, which makes writing on the backs of these newer photos a bit tricky as they usually all have a polyethylene-coated surface.
Regular pencils will also not work on polypropylene or polyester sleeves, which you may wish to use to protect your photographs or snapshots (see pix below).
In both of these cases Stabilo-All Pencils come in quite handy!
Stabilo-All Pencils WILL write on the back of plastic-coated contemporary photos & snapshots
(bottom center), as well as on archival sleeves used to house & protect your images (middle left).
(Please click on the image for more information on museum-quality sleeves.)
So if you’re looking for an easy solution to writing on the backs of your photos or for marking negatives or archival sleeves, think Stabilo-All Pencils!
Writing on Photographs ~
Tip #4: Use the RIGHT Permanent Markers
Yeah…um…NO!
Another simple yet effective way to label your polyethylene-coated photographs & archival sleeves is by using waterproof Lumocolor Permanent Markers and TechLiner Drawing Markers, which are perfect for safely marking a variety of materials and surfaces (see pix below).
Because these pens feature high-quality acid-free ink they will not bleed through and damage your photographs. BE SURE, however, to test the pens’ drying time on the intended surface BEFORE stacking your photographs or inserting them into 3-ring Print Pages, acid-free envelopes, archival sleeves, or other enclosures, as ink that is still wet may smear.
Yeah, now THAT’S more like it. I’m sure even Aunt Mildred would approve (but ONLY if you write on the BACK of her pix!).
(Please click on the image for more information.)
The Lumocolor Permanent Marker features a neutral-scent ink that is waterproof, smudge-proof, and is safe to use on CD/DVDs, plastics, and all sorts of other surfaces. These markers will write on plastic-backed photographs, and on polyester / polypropylene / & polyethylene bags and sleeves, as well as gloss-coated papers.
The TechLiner Drawing Marker features an acid-free, free-flowing ink that is perfect for use on paper surfaces. This ink is formulated with permanent, waterproof pigments. Drying time will vary depending on paper surface and, as mentioned, we recommend that you test it for drying time and such ahead of using it on glossy paper surfaces. This marker is available as a three-pen set featuring line widths of 0.1 / 0.3 / 0.5.
Writing on Photographs ~
Tip #5: Don’t Actually Write On Your Photographs AT ALL!
Our new Caption Pocket 4×6 Photo Pages each have a removable acid-free insert on which you can write important information. You can also print
out information on acid-free Permalife Paper right from your computer printer, and then trim the paper to the size of the insert and use that instead.
(Please click on either image for more information.)
As a final tip, there are many ways to identify the who / what / where / when of your photographs & snapshots (and whatever else you have in your archive or collection!) WITHOUT EVER WRITING ON THEM AT ALL!
Acid-free All Purpose Index Cards are the PERFECT tool to help you organize your archive
of photographs & snapshots, and you can write on or label them any way you’d like!
(Please click on each image for more information.)
A number of our snapshot kits come with either acid-free All Purpose Index Cards (see pix above) and/or with acid-free 4×6 Archive Envelopes (see pix below), and each offers you space to safely write whatever information you need (but use one of the SAFE pencils or markers described above anyway!).
Helpful Hint: when writing on envelopes, sleeves or other enclosures, ALWAYS write your information BEFORE you place your photographs or artifacts in the envelope / enclosure. This will help prevent “pressure transfer” of whatever you’re writing from possibly damaging your stuff.
4×6 Archive Envelopes are available separately and as part of the 4×6 Archive 900 Kit.
Each envelope offers you the opportunity to add tons of identification & organizational info.
(Please click on the image for more information.)
The same holds true for acid-free File Folders (see pix below), Negative File Folders, and all of the different types of sleeves and other enclosures you can use to archivally store your photographs & snapshots (and just about EVERYTHING ELSE in your family archive or collection!).
Acid-free File Folders are available separately or as part of the all-in-one Document Storage Kit,
which is available in a number of colors to match your tastes and decor.
(Please click on each image for more information.)
So, there you have it—all the ways you can SAFELY write on your photographs / snapshots / sleeves & enclosures / and just about ANYTHING ELSE in your collection or archive!
And if you have still have any questions, please don’t hesitate to contact us. We’re always here to answer ALL your archival questions!
Contact Us
If you have any additional questions on preserving your old photos and anything else in your collection, or would you like more information on any of our museum-quality archival storage and presentation materials, please contact us here at Archival Methods. We’re always there to help with any archiving, storage, or presentation questions you may have.
We would also like to encourage you to follow us on Twitter, Facebook, Pinterest, and our large selection of informative and crisply-illustrated (and often humorous!) blogs for up-to-the-minute information, Archival Solutions of the Week (take a look at this archive for more info!), and stories of interest. Likewise, our exclusive short videos illustrate many of the archival products and procedures that you may wish to “see in action,” so please take a look!
Fav Photos II: Fannie’s Album – Ancestry Stories
February 1, 2021 @ 1:34 pm
[…] Use a #2 pencil (with a light touch) or archival pen to write names, date, and location on the back. If you’re scanning them, you can add a label on a separate card in the same scan. If the photos are already digitized, add the info to the metadata (such as the Comments field in Windows). Learn more here and here. […]
December 2, 2020 @ 7:11 pm
desperately looking for an acid-free white ink pen to write notes on black album pages. The only thing I can see are “Jelly” pens which I have been told are not suitable. Please Help. Jean
January 9, 2021 @ 10:59 am
Hi Jean,
Sorry for the delayed reply. Look for a white gel pen from uni-ball. Their SIGNO series is archival.
Quarantine Boredom? 5 Ways to Preserve Your Family Photos - amyhanksphotography.photo
May 1, 2020 @ 10:03 pm
[…] the photo. This article from Archival Methods has good information about how to do this properly: https://www.archivalmethods.com/blog/safely-writing-on-photographs/. Years down the road, those details will become more fuzzy and not so easily recalled. Future […]
February 23, 2020 @ 9:34 pm
I recently put Post-it notes on the back of some photos before mailing them to parents and in-laws. Has anyone researched if and how much the Post-it note adhesive expands over time? I am ordering a few of the tools you are recommending.
December 18, 2019 @ 6:45 pm
I have a slide the photo in type photo album with lines to write about the picture to the side of it. What is the best writing tool to use? A pencil? A gel pen? Please help! I have about 450 photos to caption in three photo albums for Christmas this weekend!!
Thank you
January 13, 2020 @ 9:01 am
Hello, I’m sorry I did not get the alert about your comment in time to help you with your Christmas project. We recommend either a soft art pencil like the Stabilo-All, or an archival quality permanent pen.
October 13, 2019 @ 6:49 pm
So I am NOT a scrapbooker. I don’t want to do photo sleeves, they take too long to put the photo in the sleeve and print/cut and place a caption card into a sleeve. Scrapbooking with gluing and stickers and such is not for me and takes way too much time/money. But I want to print photos and write why I took the photo on the back/story and place it in an organizer then give the box to my children when they are 20. I’ve already bought the photo organizer and started writing on them when I ran across this post. I had no idea the ink could leak to the other side of the photo. My grandmother wrote in pencil and as I understand the pros to pencils, they fade and most of her photos I have no idea what is actually written on them. My question is, if I get the tech liner pens can I continue doing this? They go into a (IRIS USA, Inc. KP-XLPHO IRIS Extra Large Photo Keeper) plastic but air tight cassettes then into another air tight box and kept in a closet out of the sun.
October 14, 2019 @ 10:19 am
Michelle,
Whatever pen you use “BE SURE, however, to test the pens’ drying time on the intended surface BEFORE stacking your photographs”
The Lumocolor Permanent Marker features a neutral-scent ink that is waterproof, smudge-proof and is safe to use on CD/DVDs, plastics, and all sorts of other surfaces. These markers will write on plastic-backed photographs and on polyester/polypropylene/ & polyethylene bags and sleeves, as well as gloss-coated papers.
The TechLiner Drawing Marker features an acid-free, free-flowing ink that is perfect for use on paper surfaces. This ink is formulated with permanent, waterproof pigments. Drying time will vary depending on the paper surface and, as mentioned, we recommend that you test it for drying time and such ahead of using it on glossy paper surfaces. Dry time will be longer on plastic surfaces such as the backs of contemporary photographs.
April 18, 2020 @ 6:29 pm
Look for double sided photo paper and print your typed up story on the other side to the image.
David
September 2, 2019 @ 1:14 pm
I have a large amount of photos 200+ Would it be safe If I put a label on the back of the photos and write on the label and return them to the envelope from the photo store ?
September 6, 2019 @ 3:05 pm
Pressure-sensitive adhesive label can cause problems. With time the adhesive can expand past the edge of the top layer of paper and stick to the next photograph in the stack.
July 25, 2019 @ 4:18 pm
I am trying to avoid the writing on the back of one photo to end up on the front of the photo stacked behind it. Dopes anyone have a suggestion?
August 13, 2019 @ 2:51 pm
Print your comments on acid-free paper and keep it with the photographic in album or box storage.
July 1, 2019 @ 8:49 am
I am so surprised that you would even suggest writing on the photo at all.
August 13, 2019 @ 3:05 pm
We understand your suggestion not to write on the backs of photographs. Since many people do we are offering the safest way.
May 12, 2019 @ 11:27 pm
If somebody has scribbled disastrously on a photo, or if your album has been through a flood, do not despair immediately or throw them out. They can be treated and photoshopped to nearly new. If you hunt around facebook, you might even find a site where some generous and skilful people edit photos for free.
January 18, 2019 @ 6:18 am
I had a photo book made for my elderly mom with pictures of her friends and their names to help remind her who’s who. I want our friends to sign the book, similar to signing a high school yearbook, but having a hard time finding a pen that writes smoothly and doesn’t smear. Some pens make a groove, but no ink goes on where the writing was attempted. What would you recommend?
February 19, 2019 @ 12:25 pm
Stabilo marking pencils, which are excellent for marking photos or other glossy surfaces.
July 25, 2018 @ 1:45 pm
Do you recommend stamping ink on the photos? If so, what kind of ink do you recommend? I’m thinking of using a date stamp so the date of the picture is recorded on the back of them.
July 27, 2018 @ 1:23 pm
Hello Kelsey,
Archival Methods does not sell any stamping inks. The scrapbooking industry did research into stamping inks. Link to page https://www.scrapbook.com/articles/pigment-ink-vs-and-dye-ink
Many photographs have a plastic costing on the back this will slow drying time of inks.
You must make sure that inks are dry before stacking prints on top of each other. If you are not careful you can cause damage to the image.
May 5, 2018 @ 2:03 am
Is it ok to place the acid free file folder label on the back of the photo after you have written on the file folder label?
May 7, 2018 @ 8:05 am
Using adhesive backed labels on photographs is not recommended.
The problem is not acid free paper but the pressure sensitive adhesive, as it ages it can expand passed the papers edge and cause problems. If you do use labels make sure each photo is in a sleeve so if the adhesive swells it will not damage other photos.
When looking for labels you need to ask, is the adhesive dimensionally stable over time when subjected to temperature and humidity changes. When we researched selling labels this was “the sticking point”. Archival Methods does not sell labels for use on prints.
November 24, 2017 @ 6:44 pm
I appreciate the very helpful information provided here. The marking information confirmed my thoughts about the suitability of some common markers and their short and long term negative effects. I’ll buy the Staedtler or Tech-Liner before I get started sorting and scanning. I’ll be reading the other information/articles provided including ways to deal with 8mm video and hoping it also addresses 8mm with audio. Many thanks and I will be back. Thank you, Rich
November 26, 2017 @ 1:03 pm
Hi Rich,
Glad that the blog was helpful. We actually have a blog on “Preserving Home Movies,” and while specifically addressing 8mm color films a number of the points we make also apply to video. Please check it out here: https://www.archivalmethods.com/blog/8mm-home-movies-films.