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Perhaps the second most common threat to archive holdings is water damage. Several precautions must be taken.
In places where the soil is damp, cellars and basements can suffer from moisture penetration from below. Technical
solutions for this problem, a technique called tanking include a waterproof membrane or a damp -proof course in the
foundation of the wall (Ling, 1998). Storage rooms must not be located beneath kitchens and water-reservoirs and
no sewage or water pipe should run through the storage room (Duchein, 1993).
The building must act as a natural protection for the collection against exterior water. But it can also be the cause
of disaster; roofs, walls, doors, windows, cellars, gutters and drains can all be the immediate cause of the intrusion
of water (Ling, 1998). The roof covering must, of course, be rainproof and tightly fixed, pitched roofs being
preferred to flat roofs, and roof openings should be avoided. Doors and windows must be watertight and can be
protected from heavy rain by shutters, porch roofs and external galleries. Gutters and drains become a hazard when
they are not correctly maintained and cleaned on a regular basis (Duchein, 1993). Large trees that grow near
buildings can become a particular nuisance, like some eucalypts that drop leaves, bark and twigs, thus blocking
guttering and pipes. In addition, their roots can damage drainage systems. Internal drainpipes are a risk of leakage
(Ling, 1998).
Water ingress is often due to bad quality plumbing or poor maintenance of the water installations. For this reason
water-carrying installations should be inspected and maintained regularly. Strategically placed flow control valves
can stop the flow quickly (Fröjd et al., 1997). Water pipes typically run throughout a building and may well be
located directly over areas where records are stored. Any water from a leaking pipe will run to the lowest level in
the building, making all areas beneath a leak suscep tible to damage. It is essential to know where pipes run directly
over stack areas (Read, 1994). See also section on Building – Construction – Traditional Building.
Disciplinary measures or rules of conduct are an essential part of the protection against water damage. Some
are related to the maintenance of the building like the inspection of the roofs, gutters and drains, water pipes,
cisterns, and frequent cleaning. Other measures are associated with staff behaviour like carefully turning off taps
in all rooms and the closing of windows during periods of non-occupation (Duchein, 1993).
Books and paper generally become distorted when in touch with water . Text blocks become partially or
completely detached from the bind ing due to different capacity for swelling. Water-soluble inks start to bleed and
mould starts to develop within forty-eight hours, even sooner in warmer climates. Film emulsions will blister and
lift from support surfaces (Buchanan, 1988; Waters, 1993).
Paper absorbs water at different rates depending on the age, condition and composition of the material. G enerally
speaking, books and manuscripts dated earlier than 18 40 absorb water to an average o f 80 % of their original weight.
Modern books, other than those made of the most brittle paper, absorb to an average of 60 % of their original weight.
Leather and parchment warp, wrinkle or shrink. The damage done to book covers may be irreparable. Water can
cause gelatinisation of parchment (Brandt-Grau, 2000).
Installation of water detection alarm systems in the storage rooms will provide good protection against water
damage. Some alarms are connected to a central monitored security facility, others are self-contained and will ring
locally. A practical problem with the autonomous alarm system is that when the facility is closed there is nobody
present to react to the alarm. Sally Buchanan describes the best locations for the water detection alarms (Buchanan,
1988).
It is proven that boxes pro vide a remarkable degree of protection against water (Fröjd et al., 1997). To stop initial
damage shelves must be placed at least four inches off the floor (Duchein, 1993; Fortson, 1992; Read, 1994).). For
the same reaso n collections stored temporarily must never be placed directly on the floor, they should at least be
placed on a pallet (plastic, if possible) (Fortson, 1992).
Rolls of plastic sheeting should be kept handy to cover shelving and cabinets in the event of a leak. However,
plastic sheeting must not be used as a pe rmanent co vering for records: it will prevent good air circulation and create
a potential climate for mould (Read, 1994).
For water d amage the RAM P study by Sally Buchanan is worth looking at, so is Judith Fortson’s more recent
How-to-do manual (Buchanan, 1988; Fortson, 1992). For salvage of water damaged materials see Walsh, 1988 and
Walters, 1993; see also Moore, 1997 and Thomas, 1987. For a recent water-based disaster see Ellis, 2000 . For water
damage caused by natural disasters see section on Natural Disasters – Tropical Cyclones and Natural Disasters –
Floods.
6.2.2 Preparedness
In this phase the archive is getting ready to cope with a disaster. It involves actions like development of a written
plan, keeping this plan up-to-date and testing it, preparation and update of all kinds of relevant documentation, the
establishment and training of an in-house disaster response team, distribution of the plan and documentation, and
procedures to notify appropriate people (Brandt-Grau, 2000), (see also Godounou, 1999).
It goes without saying that training is essential, because the staff must know what to do or know where they can
find material and information. A small stock of emergency materials and equipment should be held in readiness. In
case of emergency recovery can start without delay (Fröjd et al., 1997; Dorge, 1999; Buchanan, 1988; Lyall, 1997).
A disaster plan is tailor-made. Every institution must develop their own plan. The geographical location, the size
and nature of the collection and the building all have their influence on the plan and are unique for each institution.
It can be helpful to read disaster plans from other archives or libraries. It is advisable to start with identifying
procedures on prevention and preparedness which already exist. A disaster plan is complex; it must apply to a
building, the people and collec tion in that building, and the equipment. Therefore it consists of several independent
but interconnected smaller plans. It is best to prepare it with a team of staff members. An important part of a disaster
plan is the allocation of tasks and responsibilities. The plan must be practical and the instructions must be short and
clear. It must be stored in an obvious place (Buchanan, 1988; Fröjd et al., 1997; Dorge, 1999; Lyall, 1997).
A major part of the disaster plan consists of a list with addresses, names and telephone numbers. There must be
lists of the disaster team, of staff, of suppliers, and of salvage firms. These lists as well as the instructions must be
kept up-to-date.Prioritising is also part of the disaster plan. Commonly there is a lack of time and resources. Not