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  • 1.  Disposition of Moldy Confidential Records

    Posted 03-01-2023 07:51

     

    Our archives has discovered 2 cubic foot boxes of moldy confidential student medical records.  Not only are they water and mold stained, but some of them are stuck together so that it would be difficult or impossible to separate them for scanning or photocopying before disposition. 

     

    My staff asked if we could shred them before disposing of them to protect PII and other confidential information contained in them.  My concern is that shredding moldy documents could get mold onto the shredding mechanism of the shredder and possibly spread it into the air as the paper is being shredded.

     

    Do you have any suggestions for disposal of such confidential material?

     

    Joseph Coen, C. A.

    Archivist

    R. C. Diocese of Brooklyn

     

     



  • 2.  RE: Disposition of Moldy Confidential Records

    Posted 03-02-2023 13:22

    Hi Joseph,

     

    I would not recommend shredding unless done in a fume hood or outside. Yes the mold spores would be put into the air. Otherwise vacuum them first with a HEPA Vacuum such as a Nilfisk.. Be aware that the shredding equipment would then need cleaning.

     

    Thanks,

    Cher Schneider/ She/Her(s)

    AIC Fellow

    Head of Paper Conservation

    Office of Cultural Education

    New York State Education Department

    (518) 408-1925

     

    Tape, just say no!

     

     



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  • 3.  RE: Disposition of Moldy Confidential Records

    Posted 03-02-2023 17:02

     

    Would it perhaps be safer to arrange for a disaster recovery firm such as Polygon, BMS or Belfor to conduct a secure destruction?  I would assume that they have equipment such as HEPA vacuums, fume hoods, etc., as well as experience destroying moldy records after scanning, etc.

     

    Joseph Coen,

    Archivist

    R. C. Diocese of Brooklyn

     




    Original Message


  • 4.  RE: Disposition of Moldy Confidential Records

    Posted 03-02-2023 17:02

    Depending on your available staffing levels and available indoor space during the Winter, setting up a 'glove box' (only the hands/arms are inserted via sleeves in to the glove box) that contains the dedicated shredder and the boxes might be an option. When I looked at the going price of shredders, it might be affordable for you to buy a shredder that will then be discarded after it is done shredding the mouldy paper. Cleaning a shredder is complicated as they are not meant to be taken apart completely and are powered by electricity (making the use of liquid cleaners problematic even when unplugged). The glove box would contain the spores put in to the air during handling of the mouldy papers and the running of the shredder. You wouldn't need to vacuum the mouldy papers before they are shredded.



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    Margaret Geiss-Mooney
    Costume/Textile Conservator
    meg@textileconservator.com
    (707) 763-8694
    Springfield, OR
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  • 5.  RE: Disposition of Moldy Confidential Records

    Posted 03-03-2023 14:51

    Thanks for your question, Joseph.
    Since it's important to destroy these confidential documents, perhaps taking them to a commercial shredding service in your area would be the best solution. That would preclude worries about contaminating your institution's equipment. It would be interesting to hear responses from others who have encountered this problem.

    Karen Jones
    C2CC monitor



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    Karen Jones
    Book and Paper Conservator
    Freelance/Private Practice/Self-employed/Independent
    Denver CO
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  • 6.  RE: Disposition of Moldy Confidential Records

    Posted 03-03-2023 14:52

    Hi Joseph,

    If the final purpose is to destroy the documents without spreading the mold spores I would soak the boxes in a mix of 2/3 water, 1/3 bleach. 30 minutes is enough for good penetration in the spores cell, but you could leave it soak much longer and this might also solubilize the documents content. Mold being deactivated, then you can leave the paper dry in a ventilated place (outdoor even). If there still some writing on the papers then you could shred the papers with no risks of mold spreading. I think that's what I would you. Keep us posted of the solution you ended up doing. Good luck!



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    Nidia Navarro-Potel
    Collections Care Conservator
    Biltmore Estate
    Asheville NC
    (848) 252-9518
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  • 7.  RE: Disposition of Moldy Confidential Records

    Posted 03-07-2023 07:48

    Is burning an option?

    Jodi Lundgren

    Collections Manager

    Crazy Horse Memorial



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    Jodi Lundgren
    Collections Manager
    Crazy Horse SD
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