Winter Risks to Archives: How to Prevent Damage

As the chill of winter sets in, businesses and organizations face unique challenges in protecting their valuable documents and archives. Learn about winter's risks to your documents and how to apply practical tips for safeguarding them.

Possible Causes of Damage

1. Water Damage from Leaks and Floods

Winter increases the risk of water damage due to frozen pipes, ice dams, and melting snow. Water damage can warp the paper, promote mold growth, and cause ink to bleed.

To reduce this risk, inspect your building regularly for leaks, store important documents in waterproof containers or on elevated shelving, and co

nsider using dehumidifiers to control moisture and sensors to monitor and alert facility staff of poor conditions. Installing leak

 detection systems provides an early warning for potential water damage, especially in high-risk, low-traffic areas.

2. Temperature Fluctuations and Heat Damage

Extreme temperature changes can cause paper to become brittle or create condensation that leads to mold. To prevent temperature-related damage, maintain consistent temperature and humidity levels, and store sensitive documents in climate-controlled environments. Remote monitoring systems can help track environmental conditions and alert you to potential risks.

3. Increased Fire Risks

Winter sees a rise in fire incidents due to increased use of heating systems, holiday lighting, and fireplaces. Protect your documents by ensuring fire suppression systems are updated, storing important records in fire-resistant safes, and having a disaster recovery plan in place.

4. Pest Infestations

As temperatures drop, pests seek warmth indoors, potentially damaging your documents. See our article on Silverfish. Rodents may nest in paper, while insects can feed on paper and bindings. To prevent pest infestations, seal entry points in your building, inspect storage areas regularly, and use pest-resistant containers.

Advanced Protection: Leak Detection and Continuous Temp/RH Monitoring

For enhanced protection, consider advanced technologies like leak detection systems and remote environmental monitoring.

Continuous Environmental Monitoring

Monitoring systems track temperature and humidity levels, sending real-time alerts when conditions change. They offer the ability to monitor multiple locations and improve energy efficiency by optimizing supplemental climate control systems. Look for features such as wireless sensors, cloud-based data access, and mobile app integration for the best results.

Leak Detection Systems

Leak detection, flow monitors and flow controllers offer 24/7 monitoring, immediate alerts, and integration with automatic water shut-off valves. Install these detectors near pipes, under windows, and in storage areas to prevent catastrophic water damage.

By adopting these advanced measures, you can significantly reduce the risk of document damage and ensure the long-term preservation of your archives

Non-toxic Pest Control and Remediation

Lastly, if you notice pest damage or signs of pests, Polygon can help by offering non-invasive, low-temp blast freezing, to help eradicate the pests and preserve the collection. This technique involves no chemicals, sprays, or damage to buildings and materials and guarantees pest elimination.

Conclusion

Winter poses several risks to document preservation, but with proper planning and preventive measures, you can protect your valuable archives. Leak detection and remote monitoring systems provide an added layer of security, allowing you to proactively manage risks.

Whether you need assistance in implementing protection systems or recovering from winter-related damage, our expert team is ready to help. Proactive protection is key to preserving your organization’s history and ensuring continuity throughout the winter and beyond.

Polygon can strengthen your emergency preparedness plans with these strategies and serve as a specialized service provider in case of an event. Learn more about our free Code Blue Program to protect your archives all year long.