Post-Disaster Recovery in Archives: Best Practices for Damage Assessment and Preservation

Disasters can strike unexpectedly, causing significant damage to archival collections and facilities. Whether it is a flood, fire, or another catastrophic event, the aftermath of a disaster requires a strategic response to assess the damage and initiate recovery efforts.  

While emergency preparedness plans are vital for mitigating risk, effective post-disaster assessment and recovery are crucial for stabilizing collections and ensuring long-term preservation.  

Post-disaster assessment and recovery includes evaluating damage, stabilizing materials, determining salvage priorities, and collaborating with external conservators. Additionally, this will guide revising and strengthening disaster plans based on lessons learned during recovery. 

Conduct an Archives Damage Assessment

The priority after a disaster is ensuring the site is safe for entry. Before conducting a damage assessment, consult with emergency responders or facility managers to verify that all hazards, such as structural damage, electrical issues, or water contamination, have been addressed.  

Once the area is secure, begin the damage assessment process by documenting the condition of the affected areas and collections. Use a systematic approach, working from one section of the facility to another, to avoid overlooking damaged materials. 

Assess and record the type and extent of damage for each collection item, noting whether the damage is minor (e.g., slight water exposure) or severe (e.g., charred or mold-infested materials). Photograph and document the damage in detail, creating a visual and written record that can be used for insurance claims, reporting to stakeholders, and planning recovery efforts.

Remember that damage, such as mold growth or structural instability in bound volumes, may not be immediately apparent during the assessment. In these cases, conservators or preservation specialists should be involved early to provide expert guidance. 

Prevent Further Damage to Archival Collections

Once the extent of the damage is determined, stabilize affected materials to prevent further deterioration. Stabilization efforts should focus on controlling the environment to minimize potential threats, such as humidity fluctuations, mold growth, or warping.  

If water damage is present, prioritize removing excess water and reducing humidity to prevent mold formation. Dehumidifiers, fans, and climate control systems effectively manage the post-disaster environment. 

If paper-based collections are wet, lay items flat on clean, absorbent surfaces, such as blotting paper or unprinted newsprint, to air-dry. For bound volumes, stand books upright with pages fanned open, allowing for air circulation.  

For severely wet or damaged materials, temporarily freeze items to halt mold growth and buy time for a more thorough conservation strategy. Freeze-drying techniques can later restore such items when professional conservators are available. Use gloves and caution to avoid causing additional damage when handling fragile or compromised items. 

Establish a Triage System

With collections stabilized, prioritize salvageable items first. The items’ value, significance, condition, and role within the collection guide salvage decisions. Establish a triage system that categorizes items into high, medium, and low-priority groups.  

• High-priority items that are unique or irreplaceable should be salvaged and treated first to prevent irreversible loss. 
• Medium-priority items might consist of duplicated or less historically significant materials that, while still valuable, are not as critical to the collection’s core mission.  
• Low-priority items, such as secondary reference materials or non-archival resources, can be addressed later or considered for disposal if the salvage cost outweighs their value. 

Documenting the rationale behind these decisions is essential for transparency and accountability, especially when communicating with stakeholders and donors.

Collaborate with External Professionals

In many post-disaster scenarios, collaborating with external conservators and emergency response professionals is necessary to achieve optimal recovery outcomes. These experts bring specialized skills and equipment that may not be available in-house, such as vacuum freeze-drying for water-damaged materials or chemical treatments for smoke-damaged items. Establish relationships with local conservators and emergency response professionals as part of the plan to know whom to contact after a disaster. 

When working with external partners, provide detailed documentation from the damage assessment and ensure they understand the institution’s priorities and goals. Clear communication and coordination help ensure the recovery process is efficient, effective, and respectful of the archival collection’s historical and cultural significance.  

Learn from Experience

Every disaster presents an opportunity to learn and improve. After the recovery process is complete, review the effectiveness of the disaster response and recovery plan. Gather feedback from all involved staff members and external partners to identify what worked well and what could be improved.

Were there any unexpected challenges or gaps in the plan to address? Did the communication channels function as intended, or were there delays or misunderstandings? Use these insights to revise the disaster response and recovery plan, strengthening it for future emergencies. 

Consider conducting a post-disaster debriefing session, where staff members can share their experiences and observations in a constructive environment. Based on this feedback, document the lessons learned and implement changes to emergency procedures, training programs, storage materials, and communication strategies. The disaster response kit should also be refreshed with supplies depleted during recovery. 

Use What You’ve Learned to Build Resilience

Recovering from a disaster is a complex and challenging process, but with a structured approach, archival institutions can restore their collections and emerge more robust and resilient. Practical post-disaster assessment and recovery require planning, clear priorities, and collaboration with professional conservators and emergency responders.  

By documenting damage, stabilizing materials, collaborating with experts, and continuously improving disaster plans, archives can enhance their ability to respond to emergencies and ensure the long-term preservation of their invaluable collections.