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Vital Records: Appendix 6: Recovery of Records
Included on this page:
- General
- Packing and Removing Records
- Recovery Guidelines
Once you regain access to the building it is very important to begin the
recovery of your records as soon as
possible after a disaster. The sooner you get to them, the better the
chance of recovery. However, do not go into an office and just start
pulling things off desks or out of cabinets. It may seem the
easiest way, but in the end you will have records spread out all over and
have
no idea where they should be returned to. The following information will
help you
learn how to pack and remove records, and the various recovery methods
for each specific type of media.
DO NOT START PULLING RECORDS FROM SHELVES AND CABINETS AND
SPREADING THEM OUT TO DRY.
It is important to document all steps taken during any recovery, no
matter the size or extent of damage. This documentation will help later to
reevaluate your Vital Records Plan or to verify which records were beyond
recovery and were immediately
destroyed.
Water damage to records starts within the first 8 hours after a
disaster. After 24 hours, records will start to stick to each other, and
within 48 hours paper will begin to chemically breakdown and to show the
initial stages of fungal growth. With photographic and magnetic/electronic media, the breakdown
will begin sooner and can be more devastating.
Safety and security precautions:
- Disaster areas contain hidden hazards such as submerged objects,
severed or loose electrical wires, etc. Use caution in these areas and
make sure equipment is grounded.
- Standing water, wet carpeting, and wet records make the use of
electrical equipment potentially hazardous.
- Wet records are heavy. Use caution when lifting them.
- Wet records can expand enough inside a file cabinet to deform the
cabinet, making recovery difficult.
- If confidential records have been damaged, restoration will need to
take place under proper security conditions. Office staff should
accompany all confidential records being removed. The same level of
security that is
required during normal operations should be maintained throughout the
recovery effort.
Removing Records
When removing records from damaged areas, be sure to keep a complete
inventory of all records that are moved. Include type of record, normal
location within the filing system and recovery location.
All records should eventually be removed from the damaged area. Even if
the records are not wet, they have been in an area that once did, or may
still have, a high humidity level which can promote mold growth in the
records.
Quick tips for removing records:
- Keep records in the exact condition in which they were found. Do not
close or open wet books or disturb file folders.
- If possible, remove file drawers from cabinets or transport the entire
cabinet intact. These will be heavier than normal. Use extreme caution.
- Use dollies or human chains to remove records. Elevator service is
very unlikely following an emergency.
- Separate the records by type, e.g. paper from film, photos from
magnetic tape. Each type of media has unique drying methods.
Packing Records
The records should be packed on site. Do not remove records from
file folders while packing. Pack individual records separately from
complete folders. Pack wet records carefully in PLASTIC MILK CRATES, no
more than ¾ full. These types of crates provide adequate air
circulation, can be stacked easily, and will not collapse. If crates
cannot be located, use heavy corrugated cardboard boxes.
Pack dry records in cardboard boxes.
Non-paper records should be left in their original cartons during packing
and removal. If photos or film are wet, be sure they stay wet when
moving, do not allow them to dry. This can be done by lining a container
with a plastic bag and adding clean cool water. Read the sections on
treating photographic media and magnetic media prior to moving.
Quick tips for packing records:
- Prioritize removal - remove Vital Records first, then essential and
finally records identified only as important.
- Remove records in small segments, only take a few folders at a time to
maintain order over the process. Instead of packing and removing an
entire filing cabinet, remove it one drawer at a time.
- Use waterproof markers or colored tape to label the containers. Labels
may indicate the type of records in the crates or the office location
from which they were removed.
The following information covers each type of media that can be found in
offices, along with tips on how to recover them. Regardless of the
medium or type of damage, we strongly
suggest that Records Management Services be contacted for immediate help.
Emergency Recovery
If you are unable to carry out recovery procedures or do not
have
the staff to do so, you should at least take some initial recovery steps:
- Stabilize the environment - This means enhancing the air circulation
in the room by opening doors and windows or using the fan from the HVAC
system. Do not use individual freestanding fans.
- Reduce the humidity. Remove plastic tarps and sheets from the area
as they create greenhouse environments. Remove any wet contaminated
furniture, carpets, and trash if you can do so without harming yourself,
the records or other personnel in the area. Use a de-humidifier only
when someone is available to empty the collection container when it
becomes full.
- Reduce the temperature - Use the HVAC system to reduce the temperature
of the area. The temperature should average between 50 - 60 degrees.
Following these steps will help create a stable environment
and slow down the deterioration of the records.
Paper: Water Damage
The greatest damage to paper from water is done during the first
8 hours. It is essential to begin restoration immediately after
assessing the damage and stabilizing the area.
Air drying: Air drying is ideally suited to emergencies
involving small
numbers of records in an environment where the temperature and relative
humidity
are low, so as not to create an environment which can harm the records.
Make sure the area for drying is large and clean, with adequate security,
and that it has proper temperature and humidity controls.
Method:
- In a safe area, set up tables and cover them with clean unused
newsprint or
other blotting materials (i.e., blotter paper, paper towels, cotton rags,
florists non-colored waxed paper).
- Remove the records from the damaged area using milk crates.
- Remove the folders from the milk crates. Remove the records from
the folders, and discard fasteners and file folders. Folders do not dry
well or will warp. It is best to create new folders. Be sure to write
down information from the folder tab prior to discarding it. Keep the
records in the order found in the folder.
- Place the individual records on the table. Use some sort of
identifying mark in between file folders so that the records will be
returned to the correct folder after being dried.
- Regularly change the blotter paper.
- Remove the records when they are totally dry, usually 30-48 hours.
Return all records to their proper files ensuring that re-used file
folders are not damaged.
TIP: If the wet sheets are difficult to separate use a sheet of
polyester (mylar). Mylar is considered a polyester sheeting since it
will create an electrostatic charge. An example of mylar found in
everyday use is overhead projector sheets. Mylar sheets can be purchased at
any office supply store. If you have any questions, please contact
Records Management Services for further information.
- Place a sheet of mylar on the top of a stack of wet paper and gently
lift
- Place the document on the table and when it has partially dried,
remove the mylar. You will need several sheets of mylar. Remove the
mylar as soon as possible to allow air to circulate over the paper to dry
it more quickly.
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Hints/Suggestions:
Clothesline or fishing line may be used to dry papers. Hang the line
between two objects and clip the documents to it. This is a good way to
dry brochures and pamphlets. Only use this method on paper if a small
section of the paper is damp. Do not hang extremely wet records as they
are fragile
and may pull apart. Use plastic clothespins to hang records - wooden
clothespins will retain water.
Shallow baking trays or screens may also be used for drying. Cover the
bottom of
the tray/screen with blotter paper so the records will not stick to, nor
take the shape of, the pan. Pans can be stacked to allow larger
numbers of records to dry at the same time.
Wear gloves to prevent dirt and oil from skin from getting on the
records.
Some items, such as blueprints, maps, etc., will need professional work
due to the fragility of the paper used to print them and due to their size.
Freezing: Sometimes far too many records are damaged or
weather
conditions are not suited to air drying. At those times freezing and
storing the records at low temperatures (- 20 F) will stabilize collections
until
drying becomes possible. Also, if restoration cannot begin within 24 hours
freezing should be considered.
Method:
- Remove records (keep the records in their folders) from the damaged area
using milk crates and take them to the recovery area.
- Arrange through Records Management Services for the records to be
transported to freezer storage.
- A commercial freeze dry chamber should be used to dry the documents.
While this is best drying method, it is also expensive and should be done
professionally.
Hints/Suggestions:
Small numbers of records can be frozen using a home freezer. However,
make sure the freezer is clean.
Paper: Fire Damage
Most fire damage is usually accompanied by water damage. Records which
have both fire and water damage should be dried and then treated for
damage from fire. Those records which are only slightly charred or
damaged by soot and not wet will not need immediate attention.
Records can be moved in milk crates or corrugated cardboard boxes. All
records should be handled with extreme care. Masks should be worn to
prevent workers from breathing soot.
Method:
- Set up clean work tables, and cover them with unused newsprint.
- Remove records very gently from the damaged area using milk crates or
cardboard boxes.
- Remove from file folders, being sure to copy all information from
the tab. Keep items in the order they were in within the folder, and do not
mix items from
different folders. Handle carefully as records will be brittle and
subject to tearing.
- Gently clean records with a camel hair brush or soft chamois cloth.
Slow
strokes from the center of the paper to the edge will control the dust. Do
not press down on the paper.
- If the records are badly damaged, photocopy or microfilm them as
soon as possible and discard the originals.
- Return records to new file folders after treatment.
Hints/Suggestions:
If soot on the records is "caked", leave it and contact Records
Management Services.
If the records are only coated with loose dust or soot, they can be cleaned
with a low
suction vacuum. Place cheesecloth over the vacuum nozzle to avoid having
loose fragments sucked into the bag.
To save information contained in records that are illegible, the records
can be photographed using an ultraviolet
light in complete darkness. Do this only if the information is
Vital and cannot
be found elsewhere, as the process can only be done by a professional and
is extremely costly. After photographing, the damaged records
can be discarded.
Books: Water Damage
Books should be treated in the same manner as paper.
Method:
- Set up tables in a recovery area, covering them with absorbent material.
- Remove books from the damaged area using milk crates or heavy cardboard
boxes.
- Stand books upright on absorbent material. Or, place non-colored paper
towels or absorbent material between the pages. Replace the
absorbent materials frequently until all moisture is removed.
- If the books are extremely wet, freeze them immediately using the same
method as for paper.
Hints/Suggestions:
Stack books when they are dry and apply light pressure. This may help
prevent wrinkled pages and warped covers.
Books: Fire Damage
Books should be treated the same as paper.
Method:
- Open the books carefully, brush
and/or vacuum edges.
Coated Stock: Water
Damage
Coated papers should be frozen immediately and then freeze-dried. Do not
try to air dry this type of record.
Follow the same method as for paper for preparing records for freezing.
Coated Stock: Fire Damage
Follow the same methods as for paper. Or if the record is book format, open
the books carefully, brush and/or vacuum edges.
Recovery methods are expensive and resources should only be expended to
recover
Vital Records. As trade magazines, catalogs, etc., can easily be
replaced recovery should not be attempted.
Photographic Media (Includes
Microfilm/fiche, Black/White &
Color negatives, Black/White & Color prints and Slides): Water Damage
Microfilm, negatives, and prints that are wet should be kept
wet. Breakdown of the emulsion from the base film will begin immediately
if the materials are allowed to dry. This will cause silver copies of
Microfilm to become a solid mass, almost like a hockey puck. If prints
are allowed to dry the emulsion will adhere to whatever it comes into
contact with. Avoid touching the surface of all prints/negatives. Do
not try to recover these records on your own. Consult Records Management
Services immediately.
Method:
- Microfilm/fiche Silver Copy: Keep wet in clean, cool water
(preferably
distilled) in clean plastic containers. Do not unroll wet microfilm.
Freeze if recovery cannot begin within 60 hours of the disaster. Send
microfilm/fiche to professionals for recovery.
- Microfilm/fiche Diazo Copy: Recover this type of microfilm/fiche
last. Some older types, usually processed prior to 1970, will blister if
they become wet. If the film has not blistered, wash and rinse it in cool
running water and dry with cheesecloth or other lint-free absorbent
non-abrasive toweling. If there is blistering contact Records
Management Services.
- Black/White & Color Negatives: Fill tubs with cool,
distilled water and immerse the negatives. Keep them wet and immediately
send them to a professional for cleaning
and drying. Freeze negatives if recovery cannot begin within
48 hours after the disaster. If you freeze the negatives, be sure to
transport them to a professional restoration agent immediately. Contact
Records Management Services for assistance in
arranging for freezing.
- Black/White & Color Prints/Slides: Fill tubs with cool, distilled
water and keep prints/slide immersed. Line a table with photographic
blotter paper. Remove prints/slides from water and lay them flat on blotter
paper. Put a layer of blotter paper over the top of the prints/slides.
Place weights (bricks covered with clear or white contact paper work
well) on top of the blotter paper. Change the blotter paper every 2 days
until the wet records have dried.
- Make a copy of the film/negative/print/slide as soon as possible and
discard the damaged records.
| TIP: Photographic blotter paper is the only absorbent material
that can be used with prints, negatives, etc. It is specially designed
so that it will not remove the emulsion when it comes into contact with the
print/slide. This type of paper can be found in any photographic supply
store. Contact Records Management Services for further information on
this type of paper.
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Hints/Suggestions:
The water in the containers can be kept cool by the periodic addition of
ice to the water.
Keep the silver original of the microfilm off-site in a stable secure
storage area.
Do not use a viewer to check microfilm/fiche for damage. Rewind the
microfilm/fiche on a professional rewinder. Check for abrasions, melting
and separation of emulsion by hand.
If photographs have been determined to be Vital Records, be sure to have
the negatives or copies of the photos off-site for protection.
Photographic Media (Includes Microfilm/fiche, Black/White &
Color negatives, Black/White & Color prints and Slides):
Fire Damage
Method (Black/White & Color Prints and Diazo Microfilm/fiche only):
- Remove records from the disaster area using milk crates or heavy
cardboard
boxes.
- Spread the records out on tables; if Microfilm, unwind it along the
table top.
- Dust, ash-covered, or sooty photos can be cleaned by wiping them gently
with a soft cloth. For Microfilm, clean it gently with a soft cloth
moistened lightly with microfilm cleaning fluid.
- If the prints are charred, have them professionally
copied and discard the charred records.
Hints/Suggestions:
Do not use a brush, as it may be abrasive and cause scratching on the
photo or film surface.
SILVER HALIDE MICROFILM SHOULD ALWAYS BE PROFESSIONALLY RECOVERED.
Magnetic Tape: Water Damage
Method:
- Remove tapes from the water damaged area. Inspect tapes for any
visible
signs of moisture. If there is any doubt about the tape being dry, declare
it wet.
- Dry the tapes in separate drying batches to maximize control over the
bulk. Separate the soaking wet from those suspected of being damp.
- Establish a recovery room with a temperature of 70 F and Rh level of
50 % where tapes that have been submerged or subjected to cold
temperatures can be reconditioned for 24 hours.
- Allow tapes to reach room temperature. Hand dry all external surfaces
with a soft lint-proof cloth.
- Air dry tapes by laying them on absorbent materials (e.g., blotter
paper, paper towels). Be sure to change the absorbent material when it
become soaked.
- After 24 hours inspect the tapes by unrolling approximately 25 feet
of each
tape and, while handling it gingerly, look for color differences in the
tape and for minute drops of moisture.
| TIP: As a last resort in determining whether or not a tape is
dry, spin the tape in a tape cleaner without the blade or the cleaning
solution. If fog appears, the tape is wet. Using a reel-to-reel tape
machine will help tapes dry faster. Run a wet tape through the machine
approximately five times.
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Magnetic Tape: Fire Damage
Consult Records Management Services. The tapes will
need to be checked for distortion and warping which may have been caused
by the extreme temperatures generated during the fire.
Computer Media (not including CD ROM or
Optical Disk): Water Damage
Most water soaked disks can be successfully recovered if
they have not been magnetically damaged, warped, or exposed to temperatures
exceeding 125 F or humidity levels over 80%. However, there is no
guarantee that the information on the disks will be recovered.
Method:
- Remove the disks from the disaster area to the recovery area.
- If recovery cannot begin immediately keep the disks wet in cool,
distilled water.
- Remove all visible dirt.
- Drain and blot the disks dry with a soft, lint-proof cloth. Allow
the disks to
dry on absorbent material for 24 hours, draining and turning
them periodically.
- Copy the information to new disks.
Computer Media - CD ROM or Optical disk: Water Damage
Method:
- Remove from water immediately.
- Remove the disks from their containers and carriers - do not bend or
scratch.
- Rinse off any dirt or mud with clean distilled water - do not soak.
- Drip dry the disks in a dish drain or rack - vertically, not flat.
- Clean the disks with a soft, dry, lint-free cloth. Move the cloth
perpendicular to groove- left to right, not up and down.
- Place the cleaned disks in clean containers.
Computer Media - all types: Fire Damage
Consult Records Management Services. The disks will need
to be checked to see if the information on them has been damaged due
to warping. Copy to new disks.
Video/Audio Tapes: Water Damage
Method:
- Remove from water immediately.
- Open the tape case and, if condensation or water is present, allow
water to drain out.
- Consult Records Management Services for further assistance to ensure
that the tape has not been warped or damaged.
Video/Audio Tapes: Fire Damage
Consult Records Management Services. The tapes will
need to be checked for damage from warping.
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