Restore Water-Damaged Paper Records

When addressed quickly and properly, it is possible to save and restore paper records that have been damaged in a leak or flood. This article details the recommended restoration process.

Role and Responsibilities

• VCU impacted department (Department) - Records owner/custodian

• 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

• 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

1. If a flood or leak has occurred, the Department calls FMD at (804) 828-9444 for immediate assistance.

2. If records are water-damaged as a result of the flood or leak, the Department should submit an Industrial Hygiene Services Request. 

3. SRM will assess the records and make recommendations to avoid mold impacts. 

4. The Department documents the record types, volume, location, when the event occurred and the results of the mold risk assessment.

5. If mold is found:

   1. The Department contacts RMO at recman@vcu.edu to discuss destruction approval eligibility.

6. If mold is not found:

   1. The Department contacts LVA at (804) 236-3711.

   2. LVA will need to know record volume, when the event occurred, mold risk assessment result and where the records can be picked up. 

   3. The Department requests a cost estimate from LVA and confirms with Department leadership that the funding is approved before agreeing to transfer records.

   4. If approved, the Department informs SRM of plans to transfer records temporarily to the LVA.

   5. 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.

Transfer and Restoration

1. LVA will pick-up records. If the records are picked up by Thursday, remediation typically begins on the following Monday.
2. Records are frozen at -30 to -40 degrees to eliminate pest and paper mites.
3. Records are slowly thawed to 32 degrees.
4. Records are frozen again at -40 degrees.
5. After thawing again, the records are subjected to a dehumidifier.
6. By next Monday, the records should be ready for return to the Department.
7. 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.