Disaster management overview

Quick tips for managing a disaster

If you are dealing with a disaster which affects records or recordkeeping systems, you should:

• Activate your counter disaster plan for records and recordkeeping systems.
• Contact your insurer (check the Protocol for assessors).
• Contact State Records NSW if records are damaged or destroyed (contact 9714 3080or govrec@staterecords.nsw.gov.au). Museums of History NSW will also be able to provide advice and guidance on salvaging the records (contact the Senior Conservator on 9673 1788).
• Assemble all equipment and resources you will need for your recovery operation (includes fans, dehumidifiers, trolleys, and disaster bins).
• Salvage and recover priority records first!
• Photograph and document the disaster; you will need records of the disaster for your insurance claims, reporting to management, and to State Records NSW.
• Check the guidance on Counter disaster reaction and recovery plan for appropriate salvage and recovery information and techniques.

Quick tips for dealing with wet records

Responding within the first 48 hours

Time is critical to minimise water damage and prevent mould growth.

• Dry out the space: If drying the area isn’t possible, relocate wet records to a dry location immediately.
• Air-dry records: Fan out pages and interleave them with blotting paper, butcher paper, or greaseproof paper if manageable in quantity.
• Improve air circulation: Use portable dehumidifiers and pedestal fans to speed up drying and maintain good airflow.

Avoid treatments like direct heat or freezing without expert advice, as they may cause further damage.

Processes to avoid when saving State records and archives

Certain treatments can cause irreparable damage to State records and archives, and should only be performed, if appropriate, by trained conservators. Avoid the following processes:

• Chemical fumigants: Do not use decontamination methods involving ethylene oxide, hydrogen peroxide gas (for example, bleach), methyl bromide, or proprietary fumigants.
• Gamma irradiation: This process can be harmful and is unsuitable for archival preservation.
• Freeze drying: Avoid freeze drying photographic or film collections, as it can cause permanent damage. 

Always assess the format and condition of the records before proceeding with these methods, and consult preservation specialists for guidance. 

Processes that pose risks to State archives

While air drying is the safest method, all other processes come with risks and should only be performed by highly trained staff or reputable companies:

• Freeze drying: This method can damage certain materials, such as photographic records, and should only be used when air drying is impractical due to the disaster's scale.
• Freezing: Suitable only for specific formats and recommended only when the volume of records makes drying within 48 hours unfeasible.

Always assess the format and condition of the records before proceeding with these methods, and consult preservation specialists for guidance.

Appointment of a disaster recovery team

When appointing a disaster recovery company, ensure they have the necessary expertise in records salvage and restoration. It is essential to:

• Confirm the company’s qualifications and experience in handling records.
• Liaise with State Records NSW to discuss the appointment and approve the recovery processes to be used on the records.

This collaboration helps ensure that the recovery aligns with best practices for preserving State records and archives.

Checking if records have been properly treated

After salvage, ensure:

• Moisture levels: Take moisture content readings to ensure records are dried to the normal range for dry paper.
• Mould testing: Test for mould if present or suspected, and compare to the baseline levels at the affected site. 

These steps help confirm records are safe and stable.

Managing damaged records

Once records have started to be recovered, follow these steps:

1. Identify and assess records: Some of the damaged records may be able to be legally disposed of. Use authorised retention and disposal authorities and consult your organisation to decide on actions. Ensure all disposal follows your organisation’s authorisation processes.
2. Copies, publications, and ephemeral records: If identified as ephemeral under Normal Administrative Practice, these records may be destroyed without recovery. Verify they qualify before physical destruction.
3. Time-expired records: If records are covered by retention and disposal authorities, meet retention requirements and are no longer needed for business or legal purposes, they may be disposed of. Always document the disposal and follow mandated authorisation processes.
4. Business-critical records or State archives:
   • If records are still required for ongoing business, not covered by disposal authorities, or are State archives, you must contact State Records NSW (see below) for guidance.
   • We will liaise with Museums of History NSW regarding records identified as State archives.

Contact State Records NSW at 9714 3080 or govrec@staterecords.nsw.gov.au.

Preparation is key

It's important to plan and prepare for disasters. You need to:

• implement the Standard on records management and Standard on the physical storage of State records
• develop a counter disaster plan for managing a disaster
• identify and document your organisation’s priority records
• create and maintain a disaster bin and/or disaster stores (see following downloads).

Downloads

• File

  Creating and maintaining your disaster store (PDF 125.33KB)

• File

  Creating and maintaining your disaster bin (PDF 135.65KB)