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RECORDS RECOVERY Donna Read, CRM, CDIA Florida Gulf Coast ARMA Chapter June 2014.

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Presentation on theme: "RECORDS RECOVERY Donna Read, CRM, CDIA Florida Gulf Coast ARMA Chapter June 2014."— Presentation transcript:

1 RECORDS RECOVERY Donna Read, CRM, CDIA Florida Gulf Coast ARMA Chapter June 2014

2 Records Recovery  Fire--Building  Building can be unst  Building can be unstable  Bare electrical wires  Water and smoke damage  Extinguishing chemi  Extinguishing chemicals  Fire--Records  Completely burned  Charred  Smoke damage  Water damage from fire fighting and sprinklers Records Center Fire, 1973

3 Records Recovery Wind (Tornado, hurricane, etc.)  Structural damage to building  Possible water damage  Could be fires afterwards  Wind--Records  Torn and scattered  Possible water damage  Could be burned

4 Records Recovery Water--Building Water--Building  Structural damage  Water soaking of drywall, etc.  Mold/mildew/contaminants Water--Records  Soaked to a pulp  Warped bindings, folders  Paper damage, wet paper tears easily  Water soluble inks  Mold/mildew  If flood, then records could be contaminated

5 Records Recovery  Terrorism--Building  Varied levels of destruction  Need to conduct a criminal investigation  Terrorism--Records  Damage depends on method  Staff needs to cooperate with investigation  Records might be the target Oklahoma City, April 1995 (FEMA)

6 Records Recovery Quiet Disaster--Records Quiet Disaster--Records  Pest problems (mice, insects)  Media Decay  Acid in paper  Food spills  Light  Temperature  Humidity  Air quality  Poor records management

7 Basic Terms  Response  Actions taken to limit the damage and to prepare to recover records  Recovery  Actions taken to return records to use and to resume operations

8 Records Recovery Recovery and salvage  Some commercial firms specialize in disaster recovery  Some salvage must be done quickly  You might need to stabilize records before you can salvage them

9 Records Recovery Recovery and salvage--Step 1  Environment  Make sure building is stable  Fire Department or other authorities will authorize entry  Assemble recovery team  Assemble assessment equipment  Cameras, laptops, batteries, notepads, etc.

10 Before Entering the Area  Do not enter the area until the official in charge has declared it safe to do so.  Ensure that structural and contamination hazards have been corrected.  Ensure that the location is secured and establish a security entry checkpoint. Orleans Parish, Hurricane Katrina —2005

11 Records Recovery Recovery and salvage--Step 1 (continued)  Environment  Set up triage and other work areas  May need to increase the area’s size  Wear protective gear as needed Volunteers at bleach handwash, Fargo 2000

12 Records Recovery Recovery and salvage--Step 2  Assessment  How much damage and what kind  Document the damage  Are there enough resources  What is replaceable, what must be treated, what can be discarded  What media--computer, paper, film or all

13 Assessment Team—Responsibilities  Records Specialists and Preservation Specialists  Recording observations and recommending priorities  Photographing damage to records  Investigating, documenting, and indicating extent of the damage to and significance of the records  Estimating the volume  Noting additional risks 2000—Suitland, NARA

14 Document the Volume and Extent of Damage  Damage type—water (clean or potentially contaminated), fire or soot, and/or mold  Volume of records damaged  Locations of damaged records 2006—WNRC—NARA

15 What Do You Observe? 2000— Suitland fire—NARA

16 Identify Damaged Records  Identify the record types, including the finding aid or database  Identify easily replaced records  Identify formats  Identify damage  Identify records that require additional expertise and/or expense to recover

17 Analyze Information on Damaged Records  Value of the information and/or intrinsic value of the record itself  Vulnerability of the media  Frequency of use

18 NARA—Suitland fire—2000

19 Records Recovery Recovery and salvage--Step 3  Beginning recovery (partly concurrent with Step 2)  Needs depend on amount of damage  Contact vendors if necessary  Assemble equipment  Document everything; contacts, damage...  Begin stabilization

20 Records Recovery Recovery and salvage--Step 4  Stabilize  Stabilization depends on damage and media  Water damage found in many disasters  Stabilize by keeping wet things wet, dry things dry  Mold begins forming on wet/damp paper in 48 hours or less

21 Records Recovery Recovery and salvage--Step 4a  Stabilize  Freezing is good way to preserve paper  Use commercial freeze-dryer company  Handle carefully  Try to do nothing that will damage the items further  Pack-out to salvage area

22 Recovery and salvage--Step 5  Salvage  Some damage requires professional conservators Conservators in paper lab (NARA) Records Recovery

23 Recovery and salvage--Step 5a  Salvage  If you can, dry paper under controlled conditions to reduce mold  Dry computer media and equipment, do not touch magnetic surfaces  Rewash microfilm and dry  Photographs; air-dry is preferable, do not touch emulsion

24 Records Recovery Recovery and salvage--Step 5b  Salvage  In case of fire damage, stabilize and salvage as much as possible  Some papers will be ash, others will be charred or have smoke damage  Records may be wet from fire hoses

25 Records Recovery Recovery and salvage--Step 6  Recovery  Assess and document loss  Replace computer equipment as necessary  Re-create lost records through collateral records, etc.  Re-establish vital records with their duplicates

26 New Orleans after Hurricane Katrina and the breaking of the levees —September 2005

27 Assess the Nature and Severity of the Damage  How many staff are available right now?  How many records are affected?  What formats?  What is their value?  Is this too large for you to handle?

28 Small-Scale Incident  Can recover using in-house resources  Within timeframe that does not put records at increased risk for mold  With resources and expertise at hand NARA—WNRC—2005

29 Medium-Scale Incident  Staff will need to be reassigned  A structure and response plan will be needed  Limited outside expertise or contracted resources may be needed NARA—Suitland fire—2000

30 Large-Scale Incident  Affects all staff and the long-term mission of the agency  Requires extensive resources and use of contractors, including labor, beyond that available in the agency Gulfport SBA and Court—2005

31 Initial Coordination Meeting with Incident Command Team  Be ready to brief ICT about your program’s authorities, responsibilities, equipment, skill, experience, and capabilities with respect to records, as well as any constraints under which it may be operating.

32 Communicate Decisions with Documentation of Damage  Which records are affected  Their current condition  Decisions regarding recovery priorities and techniques

33 In-House Response  Primarily for a small volume of damp or wet records  When resources and staff are sufficient 2006—WNRC— NARA Conservation Lab NIH records at WNRC

34 Incident that Requires External Resources/Contractors  Damage is extensive  Damage includes damage from fire, mold, or contaminated water 2005 —Hurricane Katrina —Orleans Parish

35 Incident that Requires External Resources/Contractors  Damage affects special media materials 2005 —Hurricane Katrina —Orleans Parish

36 Contractor Services  These services may include:  Dehumidification for the location  Freezer and cold storage facilities  Transportation in freezer trucks  Vacuum freeze dryers  Sanitization and decontamination services  Mold remediation services  Magnetic tape recovery and preservation reformatting  Microfilm recovery and preservation reformatting  Data recovery services  Preservation reformatting of textual materials  Motion picture film recovery  Equipment for transporting boxes (conveyors, pallet jacks, etc.)

37 Deliverables from Contractors  Facility stabilization  Re-housing records in new containers  Re-labeling  Transporting damaged records  Retrieval and packing of damaged records  Freezing water-damaged records  Storage of frozen records until recovery is completed  Vacuum freeze-drying water-damaged records  Air-drying records  Cleaning records  Sanitizing and/or decontaminating records  Recovery of special formats, including photographs, microfilm, magnetic media, film, electronic record formats such as CDs, DVDs, optical disks, hard drives, etc.  Reformatting records

38 Plan Tracking System  Move records from the affected areas to the on-site recovery area  Track records which have been removed, their original location, their location during recovery, type(s) of damage, and all actions performed on them  Use paper, pens, pencils, waterproof markers, and a clipboard to begin recording  Determine which records need to be removed and in what order  Develop codes and labels for tracking 2006—WNRC—NARA

39 Identification for Tracking  Make sure each container is identified on at least two sides  Create an inventory that lists:  Unique identifier linked to content type  Original location  If necessary, include:  Destination during recovery  All actions performed and by whom Illustrating two kinds of tracking

40 Requirements for Recovery and Staging Areas  Areas should:  Have good lighting  Have good air circulation  Have access to clean running water  Be securable with locks and certain to remain secured at the appropriate level for the records being handled

41 Freezing Records  Freezing records is a good option if you cannot treat all of the wet records within 48 hours  Locate large freezers on-site, such as those in a cafeteria, or rent freezer trucks or freezers  You can also use a small household chest or upright freezer The range of freezer choices from trailer to chest

42 Pack-Out Guidelines  Do not begin moving records until your salvage or staging area is prepared  Determine removal methods  Determine priorities

43 Packing-Out 2006—WNRC—NARA staff removed the wettest boxes first, reboxed where needed, inventoried, tracked, and palletized 18,000 boxes in five days

44 Should Records Be Kept Wet and Recovered by a Specialized Contractor?  Examples of records to keep wet: hard drives from computers microfilm, and motion picture films  These records should be sent immediately to a specialized contractor for recovery using specialized equipment

45 Paper-based Records that Require Special Handling  Large or oversized paper (maps, architectural or engineering drawings)  Coated papers  Encapsulated and shrink- wrapped records

46 Air-Drying Bound Volumes  Small bound volumes with rigid covers—stand upright  Partially wet volumes— stand upright  Large and heavy volumes— lay flat  Volumes that have soft covers —lay flat

47 Photographic Film and Prints

48 CDs and DVDs 2006— Suitland— NIH material

49 Computer Hard Drives A CPU that was allowed to dry and rust. This illustrates the need to wrap and seal in static free plastic and recover immediately. (From one of the Orleans Parish offices, post-Hurricane Katrina, 2005)

50 Magnetic Tape 2006—WNRC—NARA

51 Mold Growing on Records NARA— Suitland—2000  Dangerous for staff to handle without protective gear  Damaging to the records  Difficult and expensive to recover from

52 Small Outbreaks of Mold

53 Large Outbreaks of Mold  Quarantine and freeze records Freezing will halt growth but not kill spores  If too big for you to handle:  Call a contractor  If you can handle:  Clean.  Vacuum freeze-dry.

54 Overview of Drying Methods  Air-Drying  Also can use air- drying with added heat  Vacuum Freeze-Drying  No longer used or less effective:  Vacuum thermal drying  Thermal vacuum freeze-drying  Freeze-drying (no vacuum) NARA Conservation Laboratory Test Results comparing drying methods

55 Module 2-55 Air-Drying Considerations  Pros:  Best results for photographs, if placed under restraint, and other special media (including magnetic tape)  Best for plastic coated materials, and architectural or engineering drawings  Best for minimizing corrosion of metal fasteners Records air-drying

56 Module 2-56 Air-Drying Considerations  Cons:  Requires large surface areas  Is labor-intensive  Runs the risk of disruption of original order of records  Generates costs for absorbent materials  Alters the appearance  Requires time to dry records  Hinders access to records Records air-drying

57 Tips for Air-Drying  Drying time will depend on optimizing environment and care. Temperature should be below 65 ° F and RH as low as possible (below 60%)  Use fans pointed at the ceiling and kept on 24 hours/day to keep the air circulating.  Remove records from containers and spread them on surfaces to dry in the air.  Ensure that the original container and order of records are identified, labeled, associated, and maintained throughout the drying process  Spread records out in stacks no more than ¼ to ½ inch thick  As records dry, change the absorbent paper underneath frequently and turn the records

58 Tips for Air-Drying Special Media  Records in encapsulations or L-sleeves of plastic must be removed to dry  Records on coated paper must be separated and/or interleaved to dry in order to prevent sticking or blocking  Bound volumes, depending on the sturdiness of the covers, will need to be standing with pages fanned open or laid flat with pages fanned open  For interleaving bound volumes, the total number of interleaving sheets should be no more than one-third the thickness of the volume to limit damage to the binding.  Metal fasteners may need to be removed if they have begun to rust or corrode.

59 Summary What type of disaster has hit your records? Stabilize the environment Assess the damage Stabilize the records Salvage the records Determine best recovery methods Prioritize Recover the records

60 The End Donna Read, CRM CDIA

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