What are the first things we should do in the first hours after a flood or fire damages our paper records?

The first hours after a flood or fire are decisive. Mold can begin growing on wet paper within roughly two days, and soot, heat, and standing water keep causing damage long after the event ends. A calm, methodical response protects both your records and the people doing the work.

Put safety and authorization first

Do not enter the space until officials confirm it is safe. Fire and water leave hazards behind: weakened floors, electrical risk, smoke residue, and contaminated water. Coordinate with your facilities team, emergency responders, and insurer before anyone touches the collection. If your organization has a disaster or continuity plan, activate it now and notify the records manager or archivist.

Stabilize the environment

Recovery often hinges on conditions, not heroics. Once entry is cleared:

• Lower temperature and humidity. Cooler, drier air slows mold; aim to get air moving with fans and dehumidifiers.
• Stop the source. Shut off water, cover roof breaches, and remove standing water.
• Separate wet from dry. Move undamaged records to a clean, dry area so they are not exposed.

Triage by value and risk

You usually cannot save everything at once, so prioritize. Focus first on records that are vital (impossible or costly to replace), legally required, or have permanent and historical value. Lower-priority and easily reconstructed material can wait.

Handle and document carefully

Wet paper is fragile. Support items fully, avoid separating stuck pages, and keep coated or glossy papers from drying in a block. Photograph and list what was affected, where it was, and its condition. This documentation supports insurance claims, recovery decisions, and any later questions about what was lost.

Buy time, then recover

If you cannot dry materials within about 48 hours, freezing them halts mold and stabilizes the paper until trained conservators can vacuum-freeze-dry or air-dry them properly. For large or significant losses, contact a professional conservator or recovery service early rather than improvising.

Finally, treat the incident as a lesson: a written, tested disaster plan and offsite copies of vital records are the best protection against the next event. For broader grounding, see our fundamentals hub.