Ran across this article which has some great advice about preservation and storage of your ephemera collection. Be sure to check out the link at the bottom of the post for a free eBook on ephemera preservation. Happy treasure hunting.
Most ephemera can be effectively handled by putting them in inexpensive polypropylene sheet protectors, and keeping these in a binder. The two clear sides of the protectors allow viewing of the items without destructive handling. Typically newspapers would have the relevant item cut out (either including the newspaper name, date, and page from the same sheet, or with that information noted on the retained item). Most items will fit into letter-sized protectors, but some may need some larger format.
Digital preservation is important, since the information can be better preserved and shared by having multiple backup and distributed copies. Flatbed scanners are usually the tool of choice to generate the images. 300 dpi (dots per inch) scan resolution is a good rule of thumb, although it may be more than needed for newspaper-like items. I like to name each scan file with the year, person and short subject indication. For cataloging, I usually rely on the descriptive filenames, which can be viewed and searched via the computer's normal mechanisms. For a few kinds of items for which it seems important, I make text files with greater detail about the contents.
DON'T use the cheap plastic envelopes to keep your original paper records in. The chemicals in them destroy the contents over time. Use proper archive quality plastic envelopes if you wish to keep them in good order for future generations. – Colin Mar 20 at 7:26
I would start by investing in some (archival-quality) plastic binder pockets. For digital storage, a small flatbed scanner will get a better image, but a digital camera is also fine for recording a digital copy. Try to organize as you go (slip an article into the plastic, scan/photograph it, and then record any additional notes about it), although I would prioritize physical organization if you're finding it overwhelming or you're facing a time constraint.
The great thing about using binder pockets (assuming things will fit in them) is that it's simple to:
1. take the binder to a family reunion and let everybody page through it
2. drastically reduce the possibility of damaging something while reading
3. take the collection to a library or other archive to look up vital records
4. reorganize the order
5. group by event (wedding, death, birth, etc.)
6. group pieces by family
7. group pieces by generation
8. or change your mind halfway through and switch your organization around!
Try to include your grandmother or other older relatives in the preservation process as much as possible -- hopefully they will be thrilled that you're excited about your family history and want to share all sorts of stories about the newspaper articles, photographs, etc. (Ironically, this makes the job of "family historian" harder, since you not only need to preserve the physical object, but also organize associated stories -- but it is so, so worthwhile. The number of details and even new family relationships that I learned about when reading through newspaper articles with my grandmother was astounding.)
Ephemera comes in all shapes and sizes. Check out The Heirloom Registry to preserve the stories attached to ephemera found around the house. The online registry allows users to preserve and share the stories behind family heirlooms and precious belongings. You can see the Heirloom Registry sticker on the bottom of my teacup in this picture.
As another person mentioned, digital records, as simple as taking an image with your cell phone, are a good way to capture the information. I have done this with great success in photographing an old scrapbook full of newspaper clippings my grandfather made. I can zoom in and read all the text in the article clippings. The challenge with this is HOW DO YOU ADD CONTEXT AND METADATA TO A DIGITAL FILE? And therein lays the crux of your question. I would suggest that you do as the archivists would do. Assign each piece of ephemera it's own unique identifier (number) and then in a separate document (notebook, text file or database) record the number and then all the contextual information you know about it. Like "Grandma clipped this out of the Washington Post when Aunt Mabel died" or "Cousin Grace gave Grandma this muffin recipe in 1960 - Grandma made it once, but thought it had too much baking soda, so she adjusted the recipe. She said it was Grandpa's favorite :)"
I've been scanning the family photo albums and doing some acid-free repair as I go. I have a high quality flatbed scanner and have done the photos separately (both sides if there's anything on the reverse) and transcribed any writing on the photo, photo back or page captions into the jpeg files information.
Then I set up a camera and photograph the entire album page with all photos on it. Context can be important.
After I have a set done, I put the photos up on a photoshare site (SmugMug in my case) in a private gallery so I can share them out and have an online backup of the information.
My next project is all the stories my grandmother handwrote to my siblings and I when we were children relating her growing up in Texas and New Mexico during the great depression. They are priceless to all our family.
There is now a free eBook in PDF format available from here all about preservation of records that is well worth downloading and reading imho.
Free Ebook about ephemera preservation:
http://www.digitalpreservation.gov/documents/ebookpdf_march18.pdf
