A major disaster such as a flood, fire or explosion can leave an organisation or business with out access to vital records and files and unable to function. In these circumstances business continuity is always a primary concern, to achieve this the recovery of critical business information is essential. A key aspect to any disaster planning is therefore, a strategy for the recovery, restoration and reinstatement of paper files and documents.

Stage 1 Recovery The safe recovery of the material without inflicting further damage is an important principal at this initial stage of the operation. The emphasis is therefore on the stabilisation of the the material at source before its removal. This may involve the chilled storage of documents to prevent mould formation on damp or wet material or where records are already contaminated freezing material to prevent any spread of contamination.

Stage 2 Restoration The restoration of paper files and documents depends on the original nature of the material, the type of disaster encountered and the future usage of the material.

Decontamination This is a primary concern, chemical solutions, irradiation and submersion in disinfectant aqua solutions are all used in various situations. The concern is to eradicate all microbiological infestation and all mould spores, to cause as little lasting damage to the paper as possible and to leave documents safe for human use in the future.

Drying There are three principal methods used: Air-Drying , Freeze-Drying & Vacuum- Drying. The nature of the ink, the paper and the volume of records involved will determine which option or combination of options is suitable in each case.

Cleaning In the case of fire damage the cleaning of soot and smoke damage is a priority. In all cases the removal of surface dirt, metal clips and pins and their replacement with safe stable materials is essential.

STAGE 3 Reinstatement Once the processes of recovery and restoration have taken place the next step is the reinstatement of the material to the record system or collection to which it belongs. This is where the project becomes an archival operation. Without the correct procedures in place at the earlier stages of recovery and restoration this stage is much more difficult and will be much less successful. Reinstatement involves re-establishing the original order of the material or where appropriate establishing a new order, arrangement, listing, boxing etc..

A disaster recovery situation provides an ideal opportunity to address problem areas in record storage and introduce new standards, procedures and policies.