Collections Management
If these are active files, the best thing to do is to photocopy any damaged files as they are pulled. Molds can be harmful to people as well as to documents. They should be removed as soon as possible. If your files and records are historically valuable, and if the mold outbreak is widespread, you should contact a conservator.
- The safest approach is to literally vacuum the mold from the books and files—using a HEPA filtered vacuum. Most regular vacuums simply suck the mold and dust in and blow the majority of spores directly out the exhaust. Moldy materials should be handled by people wearing latex gloves and proper respirator masks. This work has to be done outside the office in a well-ventilated work area away from other personnel.
- Shelving will retain mold spores, and it has to be thoroughly cleaned. We recommend a mix of water and isopropyl alcohol—applied by people wearing latex gloves.
- Walls should be vacuumed with HEPA filtered machines. (These can be rented from the Archives' Conservation Lab).
- Once this is done, you may still have problems with the materials. You’ll need to continue doing random checks of the materials for some time to be sure they are not growing mold again.
The BEST option is to film the records and retire the original volumes to a neat, clean storage area. If the schedules allow it, you can film the records (using an Archives certified microfilming vendor) and destroy the paper records, once the film is approved by the Archives. Microfilm master negatives and reproduction duplicates should always be stored at the State Archives. If you have a fire or flood that destroys your film and/or paper records, you will be able to restore the records quickly.
If you can’t afford to film these records, then you must set up a secure storage area with metal shelving and keep the records clearly labeled and in good order. You must then impose rules for access to these records. This is inexpensive but very difficult to do in many cases. Most people are so busy they don’t think they have time to control access to the materials and return the records to their proper places. Office workers should not be allowed to take records back to their offices; they should be required to make a copy of the material they need and return it to the storage shelf immediately. Most records are lost because someone decided to "take it back later."
Crickets don’t eat paper as a rule, but they will eat it if there is no other food source available. Chances are, the crickets you see are simply foraging and happened into the building by chance. They usually come inside when the weather outside turns cold. If you keep the area free of food and water, they aren’t likely to remain unless they die inside. The dead crickets then attract other animals that could be a problem for your records. Once they finish the crickets, they might just turn to the boxes and books stored in the warehouse. What can you do? Store the records up off the floor on metal shelving whenever possible. Be sure to sweep the area thoroughly. Don’t allow anyone to eat or drink inside the storage building. In the spring and late fall, be sure you have a regular cleaning of the area. If the storage building is in or near an open field, chances are there will be more crickets (and other animals), so you should have an exterminator spray around the OUTSIDE of the building, using an oil based spray in the spring and late fall. Don’t spray inside the building without consulting a conservator first. The South Carolina Public Records Storage Regulations provide further guidelines.
Paper mites are so tiny, you need a low-powered microscope to see them. If you suspect an insect problem, but you can’t see the insects, the best approach is actually the cheapest: "Cleanliness is next to Godliness." Clean up everything in the record storage areas. Replace the folders with new ones, dusting the papers inside the files before you put them in the new folders. Thoroughly clean the file drawers and shelves before returning files to them.