Disaster Recovery for Public Records Custodians, Archives and Libraries

The following information is intended to assist those responsible for records or library materials damaged by the effects of hurricanes, storm damage, or other disasters.

• Disposition of Unrecoverable Public Records
• Mold and Mildew
• Records and Document Recovery Techniques

• Disaster Recovery Vendors
• For More Information

Disposition of Unrecoverable Public Records

Please document those records that are lost or unsalvageable due to the effects of hurricanes, storm damage, or other disasters. Record the record series title, inclusive date range, retention schedule number and quantity of each series lost or disposed of, and indicate clearly that the records were lost or destroyed due to the effects of hurricanes, storm damage, or other disasters. Retain this documentation for your records.

For more information on public records disaster recovery procedures, please telephone the Florida Records Storage Center at 850.245.6750.

Mold and Mildew

Mold and mildew can have an adverse effect on people. Those with allergies, asthma or other respiratory problems should stay away from infested areas, as many fungi will seriously irritate and inflame lungs. Some fungi can cause skin and eye irritation and infections. Prolonged exposure to germinating molds in confined areas can damage the lungs, mucous membranes, cornea, respiratory tract, stomach, intestines and skin. Some varieties of mold are highly toxic.

When working with moldy collections, wear disposable rubber or plastic gloves, a lab coat and a respirator whenever handling moldy materials. Wash protective clothing in hot water and bleach.

Ordinary dust masks are not sensitive enough to filter mold spores: use a respirator with a HEPA (High Efficiency Particulate Arrestant) filter. Be aware that respirators are ineffective if used improperly. For example, people with facial hair will not be protected because they cannot get a tight fit.

For small outbreaks:

• Separate moldy items from those not affected either by moving them to a well ventilated location, or using tarps to provide walls. Set up fans to increase air circulation. Set up dehumidifiers or readjust the HVAC system to lower the relative humidity. If possible, vent to the outside.

For large outbreaks:

• Freeze the collections. Placing the moldy items in an atmosphere of below freezing will halt growth but will not kill spores. Collections can then be thawed, dried and cleaned.
• Thaw and dry items. Mold cannot be removed from wet or damp collections. Items must be completely dry before any attempt at removing mold. Dry as above, with dehumidifiers, air circulation and ventilation.
• Clean items once the mold has been inactivated. Use a HEPA filtered vacuum and micro-hose kit to vacuum the mold from items. This works better than brushing them clean, and keeps the mold spores from returning to the air. Vacuum through a screen if the item is fragile.
• Clean the storage area. Begin by vacuuming the area with a HEPA filtered vacuum. Then, shelves, floors, walls, ceilings and windows should be cleaned with a mold and mildew killing solution, such as Lysol, Clorox or X-14. Ducts and air conditioning systems will also need to be assessed for the presence of mold, and may need replacing.

If the outbreak is too large for local staff to handle, call a vendor that specializes in Mold Remediation.

Records and Document Recovery Techniques

Download Records and Document Recovery Techniques Chart (PDF 70KB)

Heritage Emergency National Task Force: Coping with Water Damage (with video link) http://www.heritagepreservation.org/PROGRAMS/WaterSegmentFG.HTM

Disaster Recovery Vendors

See our Disaster Recovery Vendors web page for information about disaster recovery services available from private companies. Inclusion in this list does not imply Florida Department of State endorsement, nor does the omission of any vendor indicate censure.

For More Information

Web Sites and phone numbers for more information and Disaster Recovery expertise

• My Florida
• Florida Disaster Web site
• FEMA
• Council of State Archivists Hurricane Recovery Resources
• Heritage Preservation
• National Park Service
• American Institute for Conservation
• Library of Congress - Air drying procedures
• Conservation Online - Salvage at a glance
• Lyrasis - Disaster Resources
  • Mold information
  • Disaster Prevention and Planning
  • Disaster Response and Recovery