If you’re a local government whose records were damaged or destroyed during Hurricane Beryl, we’ve put together these guidelines and resources on disaster recovery from a records perspective and encourage you to read through them. If you have specific questions or you’re feeling in over your head with records management, contact your regional analyst.

Do I have to submit documentation to TSLAC if permanent records were destroyed?

No. Since 2019, local governments do not have to file documentation with TSLAC for premature destruction of permanent records. While we unfortunately can’t absolve a local government of responsibility for retaining records, we’re happy to provide guidance on best practices for your next steps.

1. Document the damage as much as possible.
2. Salvage damaged records if possible and economical.
   • Prioritize essential and permanent records.
   • Be mindful of resources—recovery can be expensive and it’s not always the best choice.
   • If you do plan to salvage records, time is of the essence.
3. Work with your leadership to identify priority records and secure resources if needed.
4. Don’t panic! You’re on the right track by reaching out to TSLAC and we’re here to support you however we can.

Documentation

TSLAC has created a template for documenting premature destruction and suggestions for how to fill it out.

Here are some suggestions of what to document:

• The retention series of the destroyed records.
• The quantity of records that were destroyed and damaged.
• The nature of the damage.
• Any efforts made to salvage damaged records.
• Photos, news clippings, building inspection reports, and other records of the extent of the damage as they become available.
• In the months and years ahead, you can add documentation of any steps taken to protect against a similar event in the future.

Salvage

You have a variety of options to try and restore paper and electronic documents damaged by a natural disaster. Your government will need to balance cost, importance, and whether records can be salvaged. TSLAC has a webinar with guidance as you make that decision.

• Webinar: Disaster Recovery and Salvage | TSLAC (texas.gov)
  TSLAC’s webinar on disaster recovery and salvage for government records (2014; runtime 43 minutes).

Identifying your essential records is a great way to prioritize your efforts.

Contracting Records Recovery Services

While we can’t recommend specific providers, this list from the National Archives includes example vendors for a variety of services, from drying to restoration to planning ahead.

Drying Records

• 3.6 Emergency Salvage of Wet Books and Records – NEDCC
  This is a detailed list of techniques for salvaging wet books and records from the Northeast Document Conservation Center, including advice on which ones might be appropriate for your situation.
• Records Advisory: Salvaging Moldy and Contaminated Records | New York State Archives (nysed.gov)
  New York State Archives’ advice on several common methods of salvage.
• Tips for Salvaging Wet Records (mo.gov)
  Flood-specific salvage tips from the Missouri Secretary of State
• Planning for and Managing During a Paper Document Disaster
  From the ARMA International magazine. Disaster response tips and strategies starts at the end of page 3.

Planning for the Future

If you implement emergency preparedness measures in the future, you can add them to your documentation of the disaster to demonstrate your commitment to a safe, effective records management program!

• Emergency Preparedness for Local Governments | The Texas Record
  Suggestions from the TSLAC blog and questions to ask yourself (and your leadership, if necessary) to determine the completeness of your plan.
• Information Disaster Plan | The Texas Record
  TSLAC’s detailed recommendation for creating your disaster plan.
• Hurricane Season Records Preparation | The Texas Record
  Hurricane-specific tips, especially relevant in the summer (hurricane season runs approximately June through November).
• Disaster Preparation and Recovery Information (la.gov)
  Links to helpful resources from the Louisiana Secretary of State. Includes a very helpful Vital Records Damage Assessment Worksheet that you can use to take inventory of the damaged records.

Remember…

Your regional TSLAC analyst is here to help! Our services are free and you don’t need to have an established records management program before you reach out—even if you’re not sure if your records management program has submitted the necessary paperwork to comply with the state’s records management laws and rules. We’ll address recovery in the short term and help you get back on track once you’re back on your feet. Find your analyst today!