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The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky Libraries [Photo by Steve Stahlman] Kentucky Council on Archives 2002 Spring Meeting

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Page 1: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

The University of Kentucky

Administration Building Fire Records Recovery,

Almost a Year Later

Presented by

Whitney Baker and Tom Rosko

University of Kentucky Libraries

[Photo by Steve Stahlman]

Kentucky Council on Archives

2002 Spring Meeting

Page 2: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky
Page 3: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky
Page 4: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky
Page 5: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

[Photo by Steve Stahlman]

Fire crews work to put out the blaze.

Page 6: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

[Photo by Steve Stahlman]

View from the back of the building showing fully engulfed 2nd and 3rd floors.

Page 7: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

View looking down from 18th Floor Patterson Office Tower.

[Photo by Steve Stahlman]

Page 8: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

[Photo by Steve Stahlman]

Bystanders gather in the plaza of the Patterson Office Tower as the flames pour out of the Administration Building.

Page 9: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Initial Concerns - Assessment Priorities

• Health and safety of humans (always comes first)

• Building/Structure– Structural stability– Fire flare-ups

• Contents/Collections

Page 10: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Initial Concerns - Management

• Time (48 hr. window before mold growth)

• Organization (Who would do what?)

• Communication/Coordination

• Would we have Central Administration’s/ Capital Projects’ cooperation? YES

Page 11: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky
Page 12: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Conservation Librarian Whitney Baker and UK Records Program Director Tom Rosko

review preparations for entering the building.

Page 13: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

University Archivist Terry Birdwhistell, President’s Assistant Peggy Way, Munters Moisture Control Representative Jim Brown, Deputy Legal Counsel Paul VanBooven, and Custodian Fred Wells view President Wethington’s office.

Page 14: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

View of Office of the President.

Plastic sheeting had been thrown over furnishings shortly after fire had been controlled.

Page 15: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

View of Ground floor office.

*Note the high water marks denoted by the white lines on the desk and the wall.

Page 16: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Records Recovery (“Packout”) Procedures

• One representative from each office entered building with member of Munters crew and/or UARP staff for 30 minutes, four teams in building at one time

• Appraisal decisions based on what records were not in existence elsewhere on campus (other copies, on computer servers, etc.)

• Decisions made at the file cabinet-level as to what to take

• Published materials and non-annotated bound volumes left behind (not one of a kind)

Page 17: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Ground floor office. To save time, file cabinet drawers were removed and placed in the

truck for shipment to the drying center, rather than the contents being re-boxed.

Page 18: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

1st floor, Vice Chancellor’s Office. Boxed records ready for transport onto truck.

Page 19: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Records recovery efforts are halted as firefighters dose a flare-up.

Page 20: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Supervision of transfer and loading of records onto refrigerated truck. Tom Rosko talks with Munters Rep. Bob Vanchure as Archives Assistant Matt Harris reviews records.

Page 21: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Boxed records on ground floor awaiting transfer to refrigerated truck.

Page 22: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Salvage Options for Collection Materials in a Large Disaster

• Desiccant drying

• Freeze drying

• Vacuum freeze drying

• Thermal freeze drying

Page 23: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

[Photos courtesy of www.munters.com]

Page 24: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Munters Moisture Control’s Procedures

• Records packed up and placed on refrigerated truck

• Records transported to drying center in Chicago• Records Desiccant-dried (Average 2 week

turnaround)• Books Vacuum Freeze-dried (Average 6 week

turnaround)• Re-boxed records and books placed in climate

controlled storage area• Records transported back to UK via refrigerated

truck

Page 25: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

3 Weeks LaterThe Ground & 1st Floors

• Mold growth (Hanging Gardens of Mold)

• Opportunity for office staff to collect personal items and any records missed

• Fumigation temporarily beat back mold

• More records retrieved and moved to Buell Armory

• Met w/ Central Administration Staff and reviewed procedures and concerns

Page 26: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

1st floor, Office of the President. Multi-colored mold growth in corner.

Page 27: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Ground floor office. Mold growth on walls, water collected in ceiling tiles.

Page 28: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Ground floor, Office of Equal Opportunity

[Photo by Tom Teper]

Page 29: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Ground Floor Office. Office staff sifts through undelivered campus mail. Note the clock which tells the time the power shut off, shortly after the fire began.

Page 30: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

3 Weeks Later2nd and 3rd Floors

• First access to 2nd and 3rd floors

• Various states of destruction

• Reviewed salvage process w/ office staff, similar to initial process

• Salvageable material removed to Buell Armory

Page 31: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

View through the roof.

Page 32: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

View of former 2nd floor office.

Page 33: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

2nd floor Office of Vice President for University Relations.

Page 34: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

2nd floor Office of Vice President for University Relations

Page 35: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

2nd floor hall. Filing cabinet seemingly unscathed by fire.

[Photo by Tom Teper]

Page 36: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

View from inside Buell Armory. Includes salvaged furnishings as well as records removed from 2nd & 3rd floors.

Page 37: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky
Page 38: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Records Recovery Center, ca. 1000 cu.ft. of Libraries’ excess shelving installed.

[Photo by Tom Teper]

Page 39: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Records being removed from refrigerated truck and moved into Records Recovery Center.

[Photo by Tom Teper]

Page 40: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Movers moving returned records into Records Recovery Center.

[Photo by Tom Teper]

Page 41: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Returned records organized on shelving in Records Recovery Center.

[Photo by Tom Teper]

Page 42: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Records Review

-Reviewed records retention procedures with Office staff

-Use of State University Model Records Retention Schedule

-Appraisal of records

-Photocopying permanent records

-Disposing of originals

-Investigating reformatting (including digitization)

-Records review continuing…

[Photo by Tom Teper]

Office staff reviewing their records in the Records Recovery Center.

Page 43: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Disposal of materials subject to destruction.

[Photo by Tom Teper]

Page 44: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Special Issues/Complicating Factors

• Dealing w/ President’s records as end of term of office approaching (President wanted/needed records back)

• Electronic information handled separately by Information Systems Office

• Time/Space needs– ROTC needed their armory back

– Landlord wanted to sell records recovery center

• Assumed all records compromised, since missed 48 hr. “mold growth” window

Page 45: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Special Issues/Complicating Factors

• Changeover in Administration– Re-education of responsibilities, hazards

– Shift in personnel

• Move of materials to new warehouse• Digital Imaging project -> putting off review of

records

Page 46: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Conclusion/Lessons Learned

• Preservation concerns “hammered home”– Dangers of Mold (to paper and to humans)

• Importance of proper planning• Need for communication of university-wide

disaster plan so that everyone aware of what to do if this happened to their office

• Importance of Central Administration’s cooperation– Assumed insurance coverage would cover costs

Allowed Us to Do the Right Thing

– Deputy Legal Counsel “on board” from the beginning

Page 47: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Conclusion/Lessons Learned

• “Luck” of having the disaster happen to the bosses’ offices (whatever we needed we got and shock felt all down the administrative ladder)

• Using disaster as “tool” for communication/promotion of the Records Management and Disaster Preparedness

(A WORK IN PROGRESS…)

Page 48: The University of Kentucky Administration Building Fire Records Recovery, Almost a Year Later Presented by Whitney Baker and Tom Rosko University of Kentucky

Photographs by Steve Stahlman, Tom Teper and Tom Rosko.

Photographs courtesy of University of Kentucky, University Archives and Records

Program, General Print File

For further information contact:

Tom Rosko

University of Kentucky Libraries

University Archives and Records Program

859-257-9611 ~ [email protected]

or

Whitney Baker

University of Kentucky Libraries

Preservation Department

859-257-0500, ext. 2028 ~ [email protected]


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