Section 9.1 - Water Damaged Records

General

Disaster Prevention

• avoid storage in basements because of the greater potential for water leaks
• do not store records directly under water pipes
• arrange for water sprinkler systems and service pipes to be checked regularly
• do not store records on the floor
• do not store records on top of shelves
• make sure that shelves and the bottom drawers of cabinets are at least 4 inches above the floor

Disaster Action

1. Stop the cause of the flooding.

2. Delegate staff members who will supervise the recovery, arrange for salvage supplies, document the damaged records, and participate in teams for salvage.

3. Do not enter the area until it has been declared safe to do so.

4. Quickly assess the damage:
   
   • how extensive is it?
   • how long have the records been wet?
   • what kinds of materials have become wet? (This will help determine which drying method should be used.)
   • can the records be replaced?

5. Control the environment:
   
   • clean up the water
   • reduce the temperature to less than 18 degrees C (65 degrees F) by turning down the heat and turning up the air conditioning. This will reduce the growth of mold. Turning up the heat would actually make mold grow faster.)
   • circulate air with fans. This will help dry out the floor and discourage mold growth.
   • monitor the temperature and relative humidity if you can

6. While the area is being mopped up, formulate recovery plans. Contact the Conservation Unit at the BCIMS regarding the appropriate salvage and recovery methods. The information gathered in your preliminary assessment will be of assistance at this stage.

7. Arrange for salvage supplies and facilities:
   
   • arrange for freezing facilities, e.g., food lockers, cold storage plants, supermarkets, and dairies
   • arrange for transportation to the freezing plant. If it is more than 25 miles away, select a freezer truck.
   • purchase or borrow packing materials, e.g., records storage boxes, packing tape and tape guns, waterproof felt pens for labeling. Plastic milk and egg crates also work well and may be borrowed or purchased from the local dairy. Freezer wrap is useful for separating files so they won't sick together when frozen. Dollies and hand trucks are needed for moving boxes of records.
   • provide documentation supplies, e.g., pens and pencils, note paper, and pads
   • if the landlord is not prompt on cleanup, arrange for additional cleanup and protection supplies, e.g., mops, buckets, wet/dry vacuums, portable pumps, dehumidifiers, extension cords, fans, and tools for dismantling file equipment

8. Pack up records for shipment to cold storage:
   
   • prepare packing materials (cutting freezer paper, assembling cardboard boxes)
   • handle records with care. Do not separate single sheets or try to un-crumple them.
   • if records storage boxes are saturated or weak, re-pack the files in new containers
   • pick up files by their folders and pack in boxes or crates
   • pack files in their original order and keep documentary information
   • if the files will be air dried, separate every 2 inches with freezer paper or waxed paper. This will make thawing and drying the files easier.
   • fill cartons and crates three quarters full
   • if books have become wet, do not open or close. Lay a sheet of freezer paper around the cover and pack in the boxes with spine down.
   • number the boxes and record the range of their contents. Mark cardboard boxes with a waterproof pen, and label crates with tags. Record the contents separately.
   • move crates and boxes by hand truck or pallet mover to a secure and accessible location prior to shipping to cold storage

9. If the records are very wet and salvage will take more than 10 hours, take some of the records off the shelves or out of the drawers. Otherwise, the files will swell up and jam their containers.

10. Do not separate remaining dry records when the relative humidity is high (the shelved records will keep out some moisture). If the relative humidity remains high, remove to an air conditioned room.

Recovery Methods

Three drying methods are available:
Air drying is simply drying out the records in a clean, dry work space. Documents are spread out or interleaved with absorbent blotters or un-printed newsprint. Air drying is suitable for small quantities of damp or partially wet papers from minor disasters. After a short period of training, local staff can use this method.

Freeze drying and vacuum drying involve putting the records in a chamber, and exhausting out the water with the air as a vacuum is drawn. Freeze drying occurs below freezing, while vacuum drying occurs above the freezing point. The advantage to freeze drying is that documents do not thaw out during the drying process. This is important because many records have water soluble inks that could bleed during drying. Both methods are suitable for drying large quantities of wet records.

Freeze drying and vacuum drying are provided by specialized suppliers, most of whom are located outside the province. Consult with a conservator about appropriate companies. It is important to monitor the capabilities of suppliers who provide freeze drying and vacuum drying services. Check references beforehand and inspect a selection of materials before and after they are dried.

If the records were damaged by mold, they will need additional treatment after drying. Consult with a conservator.

After the Records are Dry

Inspect the records to ensure that they are dry as promised. Keep an eye out for mold that may grow on records that are still damp. Check to see if inks have bled more than they did during the flood. This should not have happened during freeze drying.

Consult with a conservator to determine whether additional treatment is necessary. Generally, if records are of informational value, an extensive restoration will not be needed.

If the original file folders and boxes were damaged, re-house the files in new, clean enclosures. If the records were previously housed in file cabinets, ensure that the cabinets were cleaned and dried before they are used again.

References

Information Management Group, B.C. Ministry of Forests

Comments to: RMHELP
This page last updated: November 18, 1997.
URL: http://www.for.gov.bc.ca/tasb/manuals/recman/rm9-1.htm