November 2001Disaster Prevention, Preparedness and Recovery 1 Pari J. Swift Local Government Records Archivist Ohio Historical Society.

November 2001 Disaster Prevention, Preparedness and Recovery

1

Disaster Prevention, Disaster Prevention, Preparedness and Preparedness and

RecoveryRecovery

Pari J. SwiftPari J. Swift

Local Government Records Local Government Records ArchivistArchivist

Ohio Historical SocietyOhio Historical Society


2

General TopicsGeneral Topics

Basic Records StorageBasic Records Storage Environmental ControlsEnvironmental Controls Disaster PreventionDisaster Prevention Disaster ProtectionDisaster Protection Disaster Recovery PlansDisaster Recovery Plans Disaster ResponseDisaster Response Recovering Wet RecordsRecovering Wet Records


3

Records StorageRecords Storage

Keep records flatKeep records flat Use minimal metal fastenersUse minimal metal fasteners Use minimal adhesivesUse minimal adhesives

• scotch tapescotch tape Acid-free foldersAcid-free folders

• permanent documentspermanent documents


4

Records StorageRecords Storage

Metal Shelving or microfilm cabinetsMetal Shelving or microfilm cabinets• Shelves should be at least 6 inches off floorShelves should be at least 6 inches off floor

Standard-sized storage boxesStandard-sized storage boxes• Permanent records-acid free if possiblePermanent records-acid free if possible

Fire alarms and extinguisherFire alarms and extinguisher Locked storage roomLocked storage room

• Intrusion alarm systemIntrusion alarm system• Monitor record usersMonitor record users


5

Environmental ControlsEnvironmental Controls

Temperature Relative Humidity

Paper 70oF or lower 35% - 40%

Microfilm 60o – 70O 40% - 50%

Electronic 60o – 70o 30%


6

Environmental Controls-Environmental Controls-PaperPaper

Temperature= 70 F or lowerTemperature= 70 F or lower Relative Humidity= 35%-40%Relative Humidity= 35%-40% Constant Air CirculationConstant Air Circulation

• Reduces mold, mildew, insectsReduces mold, mildew, insects LightingLighting

• Remove/Filter florescent lightsRemove/Filter florescent lights• Keep lights off in storage areasKeep lights off in storage areas


7

Environmental Controls-Environmental Controls-Microfilm/ficheMicrofilm/fiche

Master NegativeMaster Negative Off-site storageOff-site storage

• limited accesslimited access• protection from fire, protection from fire,

water, chemicalswater, chemicals• 40%-50% Relative 40%-50% Relative

HumidityHumidity• 60-70 F60-70 F• Do not mix different Do not mix different

types of film in same types of film in same cabinetcabinet

Roll FilmRoll Film Reels made of non-corrosive Reels made of non-corrosive

metal or inert plasticmetal or inert plastic

FicheFiche inert metal, plastic or acid-inert metal, plastic or acid-

free paper cartonsfree paper cartons

Office/Use CopiesOffice/Use Copies Normal office temperaturesNormal office temperatures Closable drawers/cabinetsClosable drawers/cabinets Do not mix different types Do not mix different types

of film in same cabinetof film in same cabinet


8

Environmental Controls-Environmental Controls-Computer TapesComputer Tapes

Temperature=65 F (+/- 3)Temperature=65 F (+/- 3) Relative Humidity=30%-40%Relative Humidity=30%-40% Avoid dust, smoke, magnetic fieldsAvoid dust, smoke, magnetic fields Store upright on grounded metal Store upright on grounded metal

rackrack Plastic canisters that support reel at Plastic canisters that support reel at

the hubthe hub Use a visible label for identificationUse a visible label for identification


9

Computer Tape Computer Tape MaintenanceMaintenance

Prevent sagging by turning reel one-Prevent sagging by turning reel one-quarter turn on storage rack every 6 quarter turn on storage rack every 6 monthsmonths

Text read for errors once a yearText read for errors once a year• transfer to new tape if necessarytransfer to new tape if necessary

Look for physical damage to tape and Look for physical damage to tape and storage containers once a yearstorage containers once a year

Clean and precision rewind every 2 Clean and precision rewind every 2 yearsyears


10

Disaster PreventionDisaster Prevention

Assess potential sources of emergencies Assess potential sources of emergencies to your office’s recordsto your office’s records• Natural Disasters-tornadoes, floods, fireNatural Disasters-tornadoes, floods, fire• Housekeeping Hazards-old roof, scheduled Housekeeping Hazards-old roof, scheduled

construction, old wiring, no fire suppression construction, old wiring, no fire suppression systemsystem

Put into effect all possible preventive Put into effect all possible preventive measuresmeasures


11

Disaster ProtectionDisaster Protection

Water detection equipmentWater detection equipment Fire detection/suppression equipmentFire detection/suppression equipment Supplies for protection and recoverySupplies for protection and recovery Planning and TrainingPlanning and Training Control of environmentControl of environment Enclosures, housing, storage of Enclosures, housing, storage of

recordsrecords


12

Disaster Recovery Plan Disaster Recovery Plan ContentsContents

Telephone numbers of emergency response Telephone numbers of emergency response teamteam• Report TreeReport Tree

Contact information for local emergency Contact information for local emergency response agenciesresponse agencies• Fire, Rescue, PoliceFire, Rescue, Police• Disaster Recovery Services/ConsultantsDisaster Recovery Services/Consultants

Location of supplies (on and off-site) Location of supplies (on and off-site) Detailed recovery/rehabilitation techniques Detailed recovery/rehabilitation techniques

for materialsfor materials


13

Disaster Recovery Plan Disaster Recovery Plan ContentsContents

List (map)with locations of high priority List (map)with locations of high priority itemsitems• vital recordsvital records

Prevention and Protection assessment and Prevention and Protection assessment and recommendationsrecommendations

AppendicesAppendices• Supply providersSupply providers• Service providersService providers• MapsMaps

BibliographyBibliography


14

Vital RecordsVital Records

Vital RecordsVital Records• 3-5% of your office’s records (average)3-5% of your office’s records (average)• contain information needed to keep your office functioning contain information needed to keep your office functioning

in the event of or to rebuild after a disasterin the event of or to rebuild after a disaster• needed to re-create your office’s legal and financial statusneeded to re-create your office’s legal and financial status• determine rights and obligations of employees and citizensdetermine rights and obligations of employees and citizens• irreplaceable-copies do not hold same value as originalsirreplaceable-copies do not hold same value as originals• only format admissible as evidenceonly format admissible as evidence• NotNot the same as historical records the same as historical records

Examples: contracts, insurance policies, personnel Examples: contracts, insurance policies, personnel information, executive orders, minutes of governing information, executive orders, minutes of governing boards, order of successionboards, order of succession


15

Electronic Records BackupElectronic Records Backup

Regular electronic records backupsRegular electronic records backups• Rule of Thumb-every 8 hours of computer useRule of Thumb-every 8 hours of computer use• Scheduled backups (weekly, monthly, etc.)Scheduled backups (weekly, monthly, etc.)

Clearly label backupsClearly label backups• Name of department/officeName of department/office• Descriptive contents titleDescriptive contents title• Dates of creationDates of creation• Security classificationSecurity classification• Identification of hardware and software usedIdentification of hardware and software used


16

Electronic Records BackupElectronic Records Backup

Keep copies of…Keep copies of…• Application softwareApplication software• Operations manualsOperations manuals• System documentationSystem documentation• Program documentationProgram documentation• Operating systems tapes or disksOperating systems tapes or disks

Backup should have…Backup should have…• Previous generation of dataPrevious generation of data• Active dataActive data• Copy of active dataCopy of active data

Store backups off-site!Store backups off-site!


17

Disaster Recovery PlanDisaster Recovery Plan

Give copies of the plan to:Give copies of the plan to:• All members of the office response All members of the office response

teamteam• Fire and PoliceFire and Police

Store copies of the plan off-siteStore copies of the plan off-site Update annuallyUpdate annually Be sure it is in writing!Be sure it is in writing!


18

Disaster ResponseDisaster Response

Look to person in charge for guidanceLook to person in charge for guidance• Predetermined in disaster recovery planPredetermined in disaster recovery plan

What is the extent of the disaster?What is the extent of the disaster?• What and how much was affected?What and how much was affected?

How serious is the damage to the records?How serious is the damage to the records? Is the cause of the disaster being addressed?Is the cause of the disaster being addressed? Are the collections not affected being protected Are the collections not affected being protected

from potential damage?from potential damage? Has everyone on the disaster plan been Has everyone on the disaster plan been

notified?notified?


19

Disaster ResponseDisaster Response

What supplies and services will be needed?What supplies and services will be needed?• Are required supplies and services available? Will more Are required supplies and services available? Will more

have to be ordered?have to be ordered?• Is extra space required for air drying or storage?Is extra space required for air drying or storage?• Will you need more staff to assist?Will you need more staff to assist?• Will records need to moved off-site?Will records need to moved off-site?

How are the affected records going to be How are the affected records going to be dealt with?dealt with?

When will office service and access to When will office service and access to records be restored?records be restored?


20

Disaster RecoveryDisaster Recovery

Remove standing water and contaminantsRemove standing water and contaminants Set up cleaning methodsSet up cleaning methods Protect undamaged collectionsProtect undamaged collections Remove and pack wet materialsRemove and pack wet materials Remove, clean, and pack contaminated Remove, clean, and pack contaminated

materialsmaterials Record and document all activityRecord and document all activity Stabilize materialsStabilize materials Begin recovery method or methodsBegin recovery method or methods Be sure volunteers and staff are supervisedBe sure volunteers and staff are supervised


21

Recovery Hints-Wet Recovery Hints-Wet RecordsRecords

Wet records must be stabilized to Wet records must be stabilized to prevent mold and physical distortionprevent mold and physical distortion

Keep temperature as low as possibleKeep temperature as low as possible Keep relative humidity at 40% or lessKeep relative humidity at 40% or less Provide good air circulationProvide good air circulation Remove wet furnishings or carpetRemove wet furnishings or carpet


22

Recovery Hints-Wet Recovery Hints-Wet RecordsRecords

Moderate to heavily wet records should be frozen Moderate to heavily wet records should be frozen ASAP to prevent mold and distortion until further ASAP to prevent mold and distortion until further decisions can be made about how to dry them.decisions can be made about how to dry them.• Blast freezing best-temperatures below -25FBlast freezing best-temperatures below -25F• Any freezer with temperatures below 0 FAny freezer with temperatures below 0 F• Do not freeze photos and negatives!Do not freeze photos and negatives!

Several methods of freeze drying to actually dry Several methods of freeze drying to actually dry booksbooks

Contact specialized drying companies for Contact specialized drying companies for computer and AV equipmentcomputer and AV equipment

Dehumidification for buildings and furnishingsDehumidification for buildings and furnishings


23

Drying TechniquesDrying Techniques

DehumidificationDehumidification not good on coated not good on coated

paperpaper good on damp good on damp

materialsmaterials freeze some freeze some

records, leave records, leave others in place for others in place for dehumidifacationdehumidifacation• saves moneysaves money

Air DryingAir Drying physical distortion as physical distortion as

books continue to swellbooks continue to swell• more space requiredmore space required

moldmold recovery cheap, recovery cheap,

rehabilitation rehabilitation expensive (rebinding)expensive (rebinding)

Use on small amounts Use on small amounts of wet recordsof wet records


24

Packing Wet RecordsPacking Wet Records

Do not attempt to straighten or fix mishapen Do not attempt to straighten or fix mishapen pagespages

Pack bound records spine downPack bound records spine down Pack books one layer deepPack books one layer deep

• Records can remain in folders or boxesRecords can remain in folders or boxes• Records in file drawers or archival boxes can be Records in file drawers or archival boxes can be

transferred to freezer as istransferred to freezer as is Loosely wrap every other book in wax paper to Loosely wrap every other book in wax paper to

prevent adhesion or ink transferprevent adhesion or ink transfer Do not stack boxes more than 3-4 highDo not stack boxes more than 3-4 high Try to keep the material in orderTry to keep the material in order


25

Document Irretrievable Document Irretrievable RecordsRecords

If possible, make copies of records If possible, make copies of records before disposing of the originalsbefore disposing of the originals

Document records disposal using Document records disposal using the Application for One-Time the Application for One-Time Disposal (RC-1)Disposal (RC-1)• Give as much detail as possible as to Give as much detail as possible as to

which records were lost and whywhich records were lost and why


26

SummarySummary

CoolCoolDryDryConstantConstantStabilizeStabilize


27

Pari J. SwiftPari J. Swift

Local Government Records ArchivistLocal Government Records Archivist

Ohio Historical SocietyOhio Historical Society

(614) 297-2553(614) 297-2553

1-800-510-96761-800-510-9676

[email protected]@ohiohistory.org

http://www.ohiohistory.org/lgrhttp://www.ohiohistory.org/lgr

November 2001Disaster Prevention, Preparedness and Recovery 1 Pari J. Swift Local Government Records Archivist Ohio Historical Society.

Documents

possible b

necessary b

recovery b planning

records flat b

suppression system b

year b clean

months b text

vital records b vital