Good afternoon,
We recently had some water pipes break on the 6th floor of our corporate HQ in the galley (kitchen), and our boardroom and several adjacent offices were flooded. Apparently, it happened over the weekend and wasn't discovered until Monday morning. No one was hurt and no records were damaged. However, our HR department has a central file room (paper records) near the flooded area, though it was not affected this time. They've asked for some advice as to how to better protect their records from flooding and water damage (pipes on the floor level and sprinkler systems at the ceiling level), and I'm hoping others on the listserv can share any advice they're provided to users.
Aside from suggesting that they not place any records directly on the floor--whether boxed or not, I will also suggest that, if possible, that they not file any records on the lowest shelves nor on the top of the top shelves either. While scanning these records and/or transferring them to offsite storage are options, politically, those are battles for another day (hope you know what I mean). I'd love to hear how others have advised departments that have file rooms (HR or otherwise) as to protecting physical records from flooding or water damage regardless of where they are. I will take this as an opportunity to communicate with the whole company on better protecting physical records anyway, from water, fire, and theft in general. This might also be the time to move that vital/critical records program I've been planning, up a few rungs on the ladder too.
As usual, any and all comments are much appreciated, and thanks in advance.
Earl
Pipeline Records and Information Management Excellence... Get PRIMEd!
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Earl Johnson, Jr., CRM
Corporate Records Manager
Colonial Pipeline Company [Description: Description: Description: Description: Description: Description: Colonial logo]
1185 Sanctuary Parkway, Ste. 100
Alpharetta, GA 30009
Email: [log in to unmask]<mailto:[log in to unmask]> | Internet: www.colpipe.com<http://www.colpipe.com/>
Office: 678-762-2586 | Mobile: 404-402-4420 | Fax: 678-762-2315
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