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A good disaster preparedness and recovery plan includes considerations from an organization’s security program. A security program is what keeps a company at desired security levels by assessing risks and hazards, and implementing ways to reduce or eliminate those risks. This program should include ways to protect physical documents before a disaster, as well as secure document restoration steps to implement after a disaster.

As you reorganize your office’s filing system, the security of its electronic documents is just as important as the security of its hard copies. While electronic documents may be safer and simpler to find than those kept file cabinets or employee desks, their security is only as good as the weakest protocol in your company’s document management policies and procedures. Secure document scanning is good step toward protecting data. By implementing additional security controls, your electronic documents will be less vulnerable to user errors and malicious acts.

In everyday life, the public uses high-efficiency particulate arresting (HEPA) vacuums for their homes to reduce the number of allergens and irritants in the environment and improve the quality of air. In the document restoration world, professionals use them to clean documents damaged by water, mold, smoke, pollutants and other debris. At Polygon, the use of this advanced technology not only safely cleans damaged documents, it also helps remove some odors and prevents further damage.

An archive storage environment requires optimal conditions to preserve its stored artifacts. Otherwise, items degrade and might be vulnerable to mold damage, depending on the temperature and relative humidity levels. By knowing the signs of a poorly regulated archive storage environment, you can take quick action to remedy the situation and prevent costly damage.

Libraries and archival collections create the ideal conditions for pests when there is a lack of integrated pest management, which includes environmental controls and pest prevention techniques. Integrated pest management focuses on pest prevention and control using techniques that are environmentally friendly and products that pose the least risk of toxicity. By knowing which conditions lead to pest problems in archives, you can take steps to prevent a costly infestation.