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In essence storage room s are just to store the archives. Equipment to make coffee, tea or even animal glue should
be strictly forbidden on the premises. Additionally, portable electric heaters are common sources of fires. Their high
electrical demand frequently ove rloads older wiring, and they are often accidentally left on after staff have gone
home. Tea and coffeemakers must be restricted to break rooms or other areas away from records. Appliances must
be checked frequently and, in particular, that they are unplugged at the end of the day. It is obvious that no open fire
is allowed near archival and library collections (Nguyen Thi Tam, 1997). It is much better to have a separate kitchen
for the staff, not too close to the storage rooms. Smoking in the storage rooms must be absolutely forbidden.
Smoking within a records facility is unrelated to any function or operation, and literally brings fire into the building.
Despite the popularity of this habit in many developing countries, smoking should be prohibited within all record
centres and courthouses for the protection of records (Read, 1994). For many poor people the big metropolis
ceaselessly offers a great attraction. Sometimes they build their shanties adjoining the archives building. They are
unaware of fire safety rules and thus their presence forms a p otential fire hazard. For the general good it is better
to keep the grounds clear and put a fence round the archives.
Hot climates can influence the fire safety of an archive or library in all kinds of ways. For some time now it has
been known that cellulose nitrate films are highly inflammable. These films decompose readily when heated above
the ambient temperature. The heat produced by decomposition can raise the temperature to ignition point. Since the
rate of chemical processes is stimulated by higher temperatures, cellulose nitrate films are a fire hazard when kept
under tropical conditions, particularly when stored in a non-conditioned area (Sepilova et al., 1992).
In tropical climates rodent and insect populations are very diverse. Rodents can be destructive to electrical
wiring. They gnaw the insulation and thus cause an electrical fire hazard. Termites can undermine the structure of
a building. During a fire parts of a building can collapse because of this and the fire will spread through the entire
building (Sepilova et al., 1992).
To prevent fire risk in general the staff must be disciplined. They must observe strict rules of conduct like no
smoking in storage rooms and keeping fire-resistant doors closed at all times. The conservator should not take
chances in the conservation laboratory. Dangerous chemicals, e.g. solvents used in the workshop, must be stored
in explosion proof cabinets. In addition, it is advisable to set a limit to the amount of flammable and explosive
chemicals kept in stock. In the tropics in particular the building and electrical equipment must be well maintained.
Even the most substantial buildings will fall into disrepair if neglected in the tropics. Indirectly, neglect is a fire
hazard because it can cause a short circuit or broken gas pipes (Rhys-Lewis, 2000b).
The methods of dealing with these dangers are (Duchein, 1988):
• architectural – building materials, design features, etc.
• technical – specific equipment for fire fighting, air-conditioning, fumigation, etc.
• regulatory – security rules, arrangements for supervisors, etc.
• fire prevention – smoke detector – elevators emergency electricity supply, etc.
In the design of a building there are always opportunities to build in fire precautions. The use of fire resistant
building materials can delay the fire but so can the division of storage rooms into smaller com partments by fire
resistant partitions and the isolation of the strong rooms from working areas (Duchein, 1988; Fröjd et al., 1997; Ling,
1998; Teuling, 1994).
The roofing must be constructed of fire resistant materials like tiles, slates or metal. Windows can be protected
with tempered safety glass and fireproof shutters. Fireproof doors help to contain fire, smoke and soot. A building
made of brick, stone or concrete is more fire resistant than a building made or partly made of wood. Fire retardants
are often applied to wood. Some of the fire retardants in aquatic systems in use today are suspected of causing
environmental problems. Polybrominated biphenyls (PBB) are forbidden in the USA and Switzerland (Groshart,
C.P., 2000). The European Union has put the poly-brominated biphenyls on the list of highest hazardous substances.
Some HVAC (Heating, Ventilating, and Air Conditioning) systems offer the option of reverse fans to expel
smoke from the building. If the building is in the vicinity of a forest fire, but not actually threatened, recirculated
air only should be used or the intake of outside air sho uld be reduced. It is advisable to use just HEPA-filters (High-
Efficiency Particulate Air) (Trinkley, 2001).
Good house keeping in and around the building can prevent fire. In addition trained staff, and well-maintained
safety systems are important to prevent fires in the storage rooms. All records should be boxed. This gives them
some protection against fire and soot. Even the damage caused by large quantities of water can be reduced by boxing
(Rhys-Lewis, 2000b).
The detection of fire at an early stage is very important. Id eally an autom atic fire detection system should be set
up with a sufficient number of detectors linked to a central monitoring panel. The International Council of Archives
recommends smoke detectors instead of heat detectors, because smoke is produced at an early stage of the fire (Fröjd
et al., 1997).
Files stored tightly in full boxes in open shelves fare better than those loosely stored. The tight files allow little
oxygen in and often only exterior edges are charred. Files in filing cabinets are subject to very high temp eratures.
Text blocks will warp and plastic will melt (Trinkley, 2001).
After a fire there are several types of damage. Fire-related damage includes ashing, charring, melting, distortion,
soot and smoke. The building and the collection will be partly water damaged. Fires can release dangerous materials
as toxic chemicals, for instance PCB ’s (Polychlorinated Biphenyls), and asbestos. Most probably the electric lines
will be damaged too. The floor will be covered in a mass of charred timbers, broken material and glass, and a soup
of soot and water (Trinkley, 2001).
Some objects are not salvageable, no matter how sophisticated the conservation techniques. Some may be
heavily charred, others lightly scorched, covered with soot, smelling of fire or have become very brittle. Smoke can
leave a film and distinctive smell on the collection. This film is acidic in nature and causes discoloration, corrosion
and overall damage. Cleaning of paper objects can be difficult due to its fragility. Employ a support and a screen
in such cases to prevent damage to the documents (Trinkley, 2001).