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I work at DEQ, Blue Ridge Regional Office in Lynchburg.  In the year 2000, we ended up with a large number of boxes of paper files that we received due to some changes in regional boundaries.  We had virtually no storage space at our facility so we stored the records for a year or so at a storage facility near the office, then moved them all to a state owned facility near us, The Central Va. Training Center. They had some vacant buildings and agreed to let us store our records there.  We had planned to work on the records when we could and recycle what we could according to our agency records retention schedules.  However, we were forced to work on this project when during heavy rains, the roof on the building leaked and many of our records were soaked.  The Library of Virginia did tell us that the records could be freeze dried if necessary, but, we decided to salvage what we could.  The records that weren't damaged beyond readability were transported to our Lynchburg and Roanoke offices and we were able to categorize the boxes and have been able to get rid of many of them through our retention schedules.

Our agency is now scanning most of our records.

Jan Phillips, Office Manager, VCA
DEQ, Blue Ridge Regional Office
7705 Timberlake Road
Lynchburg, VA  24502
(434) 582-6218 direct line
(434) 582-5120 main number
(434) 582-5125, fax
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From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Siddall, Kathy (DHP)
Sent: Tuesday, January 15, 2013 5:17 PM
To: [log in to unmask]
Subject: Records Continuity Exercise

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Good Morning Everyone
Our Agency would like to do a Records Continuity Exercise.  I am writing to ask if any of you have experienced an actual records disaster and/or participated in a hard copy or physical records recovery.  By sharing a real event our hope is that the participants will get more personally invested in records recovery planning.  We will be using a water damage scenario.  If you have any experience or information to share we would love to have it.
Thank you
Kathy

Kathy Siddall, MPA
Program Development & Implementation Manager
Department of Health Professions
9960 Mayland Drive Suite 300
Henrico, VA 23233
(804) 367-4559 Office
(804) 263-1348 BlackBerry

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