When temperatures drop, archives, libraries, and records storage facilities face hidden risks that extend beyond cold air and low humidity. Frozen pipes and sudden bursts can release hundreds of gallons of water in minutes, threatening the safety of irreplaceable files, books, and archival materials. For organizations responsible for preserving cultural heritage and critical records, a proactive approach to water management can mean the difference between minimal disruption and a devastating loss.

Polygon’s WINT Water Risk Management solution provides that proactive protection. Designed to detect leaks early, alert staff in real time, and even shut off water automatically, it gives facilities continuous oversight of one of their most unpredictable winter hazards.

Why Pipe Bursts Are a Major Threat

When water freezes inside pipes, it expands, creating pressure that can rupture metal or PVC lines. The moment temperatures rise again, that frozen water turns to liquid and floods into the surrounding spaces. For collection areas located in basements, mechanical rooms, or behind walls, the damage can spread quickly.

Even small leaks can be equally dangerous. A slow drip over time can raise relative humidity, encourage mold growth, and weaken paper and bindings long before anyone notices. During the winter, these risks increase because fewer staff are on-site and mechanical systems run differently than in warmer months.

Polygon’s Product Manager for Documents, Matt DeCirce, offers a simple reminder: “Winter conditions can change quickly, so the key is catching issues early. With the right monitoring tools in place, you can spot small problems before they threaten your collections.”

A Smarter Way to Manage Water Risks

The WINT system continuously monitors water flow and usage patterns throughout a facility. It uses smart sensors to recognize irregularities that might indicate a leak or burst, automatically sending alerts by text, email, or app when something unusual occurs. If necessary, it can shut off water remotely or automatically before flooding begins.

The system also tracks long-term data, so facility teams can identify trends, such as recurring small leaks or usage spikes during off-hours. This insight helps organizations stay ahead of potential failures, especially in older buildings with complex plumbing networks.

Independent studies show the impact of this approach. Facilities equipped with WINT technology have reported up to 73 percent fewer insurance claims and 90 percent fewer payout events compared to unprotected sites. Those results highlight how fast detection and immediate action can prevent costly incidents.

Protecting Archives, Files, and Books

For document and archive environments, early leak detection means intervening before water ever reaches storage areas. Automated shutoff significantly reduces the volume of water released, which lessens the need for large-scale recovery and shortens response time.

This system also provides peace of mind for spaces that are rarely accessed during the winter. While staff may not always be present to inspect mechanical areas, the sensors operate around the clock, creating a continuous line of defense.

In an archive or special collections environment, these benefits translate into:

• Preventing water from contacting materials and triggering mold or warping
• Reducing the scope and duration of any recovery effort if a leak occurs
• Supporting long-term preservation by maintaining consistent conditions
• Complementing temperature and humidity monitoring for full environmental control

Putting Prevention into Practice

To get the most from a water risk management system, it helps to:

• Identify critical piping systems that serve storage and mechanical rooms
• Set baseline water usage patterns and define thresholds for unusual flow
• Combine leak detection data with temperature and humidity readings to predict freeze risks
• Review alerts promptly and train staff to respond to any irregularities
• Keep a log of incidents and maintenance actions to track performance over time

These steps turn data into prevention, ensuring that your facility remains prepared for the unexpected.

A Safer Winter for Your Collections

The cost of recovering from a water incident extends far beyond cleanup. Downtime, disruption, and potential loss of irreplaceable materials can have lasting effects on your institution’s mission and reputation. Winter 

conditions make these events more likely, but they are also more predictable when the right monitoring technology is in place.

By pairing good facility maintenance with Polygon’s WINT Water Risk Management system, organizations can detect problems early, act immediately, and protect the collections that matter most. Smart monitoring transforms water from a hidden threat into a manageable risk, helping your archives stay safe, dry, and accessible all season long. Contact us today to learn more.