Initial Steps Before Recovery of Wet Records

When records have been damaged by water, it is important to begin the recovery process as soon as possible. However, do not go in and start pulling records. Below are some initial steps that need to be taken prior to initialize the recovery of wet records.

Human safety is the highest priority

Do not enter the affected area or building until it has been determined that it is safe to do so.

In a water emergency, potential dangers to people include electrical shock and exposure to sewage, chemicals and mold.

  • If the water source is not determined, assume the water is contaminated and protective clothing must be worn. If sewage or other dangerous substances contaminate the water, enlist professional assistance.
  • Do not enter an area with standing water until the electricity has been turned off.

Security 

If confidential records have been damaged, recovery will need to take place under proper security conditions.

Once safe access is available, assessing and stabilizing the area immediately is necessary. The greatest damage to records happens during the first eight hours. Within 48 hours, paper will begin to break down and show initial stages of mold. Photographic and magnetic/electronic media will break down sooner.

If recovery is beyond your capability to handle due to severity, size, staffing, and/ or resources, contact vendors and specialists immediately.

Quantities too large to stabilize within the first 48 hours should be frozen either for defrosting and air drying at a later date, or for referral to a commercial drying vendor or preservation professional.
 

Inventory and Document 

Document every step of the recovery process. Be sure to keep a complete inventory of all records that are moved. All records should be eventually removed from the damaged area, even if the records are not wet. They have been in an area that had or may still have high humidity, which can promote mold growth. The inventory needs to include:

  • Type of record
  • Record description
  • Record format
  • Original location
  • Extent of damage
  • New recovery location
  • Any other tracking/recovery identification

For more information on disaster mitigation, preparation and recovery, contact Camille Hunt, Head of the Collections Management Branch of the State Archives of North Carolina, at (919) 814-6968 or camille.hunt@dncr.nc.gov.

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