Summary
Solution
Role and Responsibilities
- VCU impacted department (Department) - Records owner/custodian
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VCU Facilities Management (FMD) - Customer support.
(804) 828-9444 -
VCU Records Management Office (RMO) - Record destruction review and approval.
recman@vcu.edu -
VCU Safety & Risk Management (SRM) - Insurance claim coverage and mold risk assessment
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Library of Virginia State Records Center (LVA) - non-permanent record storage and water-damage remediation facility.
(804) 236-3711 -
Restoration contractor - Disaster recovery and property restoration company (e.g. BELFOR US)
Procedures
Reporting Water-Damage Records
- If a flood or leak has occurred, the Department calls FMD at (804) 828-9444 for immediate assistance.
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If records are water-damaged as a result of the flood or leak, the Department should submit an Industrial Hygiene Services Request.
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SRM will assess the records and make recommendations to avoid mold impacts.
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The Department documents the record types, volume, location, when the event occurred and the results of the mold risk assessment.
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If mold is found:
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The Department contacts RMO at recman@vcu.edu to discuss destruction approval eligibility.
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If mold is not found:
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The Department contacts LVA at (804) 236-3711.
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LVA will need to know record volume, when the event occurred, mold risk assessment result and where the records can be picked up.
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The Department requests a cost estimate from LVA and confirms with Department leadership that the funding is approved before agreeing to transfer records.
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If approved, the Department informs SRM of plans to transfer records temporarily to the LVA.
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SRM will inform FMD to have a restoration contractor prepare the records for transportation. A Department representative will need to be on-site to provide guidance and oversight of the packing and preparation for removal.
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Transfer and Restoration
- LVA will pick-up records. If the records are picked up by Thursday, remediation typically begins on the following Monday.
- Records are frozen at -30 to -40 degrees to eliminate pest and paper mites.
- Records are slowly thawed to 32 degrees.
- Records are frozen again at -40 degrees.
- After thawing again, the records are subjected to a dehumidifier.
- By next Monday, the records should be ready for return to the Department.
- The Department calls LVA to coordinate return of records.
NOTE: Their space accommodates up to 300 boxes of records. The cost estimate is $875. If records are re-exposed to a moist environment, mold is possible.