Records Management: Disaster Prevention

Anchor: #i1013766Record Threats and Methods of Protection
Threat	Protection
Fire	To minimize chances that a fire will start and maximize chances for quickly extinguishing and fires that do start: Do not store records near a heater, radiator, or other heat source. Prohibit smoking in buildings where records are stored. Do not store records near chemicals, such as cleaning supplies, etc. Remove paper clutter from storage areas. Observe approved records retention periods to ensure the timely destruction and removal of records. Make sure electrical wiring is safe. When possible, avoid the extended use of lighting or equipment with cords around storage areas. If appliances are used, unplug them before leaving the area. Comply with all fire, electrical, plumbing, heating and construction codes. Have fire extinguishers available near the records. Have them inspected regularly, and train staff to know where they are located and how to use them. Keep escape routes and exits clear. Hold regular fire drills to practice emergency procedures. Periodically evaluate fire prevention systems in use, such as smoke detectors and/or sprinkler systems. Try to store records against and outside wall. In fires, structures tend to collapse towards the center where fires burn hottest and longest.
Water	Water damage may occur because of other forms of disaster. Water damage and flooding often occur because of efforts to extinguish a fire. Wind and wind-driven rain can break windows and damage records. Backed-up drains and sewers, or broken pipes, can also cause water damage to records. Also, some geographical areas are prone to flooding due to heavy rain events. To reduce the likelihood of water damage to records, do the following: Avoid storing records in basements, under water pipes, or directly on the floor. Locate all drains and have them checked regularly. Regularly inspect the sprinkler system and check the general condition of the records storage site for susceptibility to flooding or potential standing water. Look for any potential water hazards during routine inspections of plumbing. Try to store records in an area without windows.
Threats and Sabotage	Security is the key to protecting records from theft and sabotage. Consider the following when determining who will have access to individual record series: Are the records classified as “open” or “confidential”? What are the characteristics of the records medium? Are the records classified as “vital”? What are the physical features of the building where the records are used or stored? Conduct an initial security analysis and periodic evaluations of security in records storage areas and active file areas. The following basic protective measures will improve security: Determine who needs access to specific record series and limit the number of employees who handle these records. Limit access to records storage areas. Be aware that terminated employees may pose security risks. Be sure they turn in all relevant identification and keys before leaving. Ensure all access control, intrusion detection and alarm systems receive regular maintenance. Conduct security checks at closing time to ensure all exits and windows are locked, equipment has been turned off or unplugged, all lights and water faucets are off, no cigarette are smoldering in ashtrays and no unauthorized persons are in the building. Keep the exterior of the facility well-lit at night. Establish procedures to follow in the event of theft or vandalism.
Environmental Conditions	The most important factor in protection from environmental conditions is avoidance of extremes. Avoid storing records in attics, basements or warehouses that are not in some way climate controlled. To help delay natural deterioration, provide at least the following: Air-conditioning Air circulation Temperature stabilized within a range of 60-75 degrees Fahrenheit. Most modern paper deteriorates continuously due to high levels of paper acidity. Atmospheric pollution intensifies this problem. Microforms and magnetic media may deteriorate unless they are controls for temperature, humidity, pollution, and light. Some protective measures in addition to the above are to: Avoid storing records in areas where there is smoke, dust or chemical fumes produced by paints. Protect all records from direct sunlight and bright lights. Keep the storage area free of food, beverages, and plants to avoid soiling the records or attracting insects or rodents.