Hazards associated with mould outbreaks typically relate to exposure to airborne particulates, microbial volatile organic compounds (mVOCs) and other toxins (bio-chemicals).  There may be other hazards like bacteria, viruses, mud, sewage or other contaminants associated with a flooding event.

Damp records with active mould carry the highest health risk.

Although drying records effectively stops mould growth it does not eliminate the health risks and residual dormant spores must still be removed by cleaning.

Even material that has also been sterilised for example by gamma irradiation if not subsequently cleaned will also still have inherent health hazards.

Physical contact with mould growth is also a hazard from the mycotoxins.

Exposure routes can be respiratory, through ingestion, through the skin and eyes. Individuals vary in their susceptibility to mould effects, and some species are considered more toxic than others.

Important: Do not dispose of mould-affected public records without appropriate disposal authorisation and approval from the State Archivist. Remember:

• Public records must not be destroyed without authority
• Retention obligations still apply
• Damaged records may need assessment

For a large-scale outbreak, you may have to initiate your disaster response plan. Remediation and business disruption can have significant financial and resourcing costs.

Your public authority or insurer may have preferred suppliers in place to provide professional testing, health and safety protocols, remediation, salvage and cleaning.

In an active mould outbreak prioritise:

1. Health and safety
2. Containment
3. Removal of contaminated materials
4. Remediation
   • Drying
   • Cleaning/sanitising
5. Restoring proper environmental conditions

In developing a response plan, a collaborative approach is recommended with essential stakeholders from internal Buildings and Facilities, Health and Safety Advisors as well as Records Managers where public records are involved.

Expert assistance with appropriate health and safety measures is essential. For further guidance refer also to Safe Work Australia - Code of Practice - Managing the risks of biological hazards at work and Worksafe Queensland – Managing mould.

If you discover mould:

1. Restrict access to the affected area
2. Contact relevant facilities and safety personnel
3. Assess risks to staff and visitors
4. Develop a response plan
5. Identify and stop moisture sources
6. Isolate affected records
7. Engage contractors if required
8. Document actions taken.

Minimise handling as physical agitation increases exposure risks.

For dormant mould wear personal protective equipment (PPE) including disposable gloves (nitrile is preferred), P2 masks, eye protection, protective clothing or aprons as a minimum.

Depending on the severity of the mould outbreak, higher level safety protocols and PPE may be needed when handling such as full-face respirators. Follow the professional advice of your contractor and/or health and safety authority.

Work in a well-ventilated area and be conscious of your personal hygiene and potential exposure of others around you.

For active mould, isolate records and relocate to a secure quarantine area until they can ultimately be dried and cleaned. Isolation and quarantining either dormant and active mould limits cross-contamination and reduces exposure.

Bag and label as 'contaminated mould' and do not allow direct access by staff or the public.

Keeping active mould cool and even freezing will help slow growth.

Note that although bagging wet or damp materials will reduce exposure risks it can make the mould worse and complicate treatment. The quicker they can be treated the better.

Records should only be returned to storage areas once:

• any water leaks or other sources of moisture are identified and rectified
• the facility and all contents and fittings are completely dry and clean
• the environment has been stabilised
• all active mould within the facility has been found and treated.

If the source of any leak cannot be found and fixed, consider moving or protecting the public records in situ, or relocating to better storage facilities.

Monitor the environment and ensure that relative humidity levels are kept below 65% and temperatures cool, the space is kept clean and well-ventilated–this will help to prevent further outbreaks. Continue to monitor public records that have been treated for mould.

Ensure that only vacuum cleaners used for cleaning are fitted with HEPA filters to remove and collect spores, dust and dirt, rather than redispersing them into the air.

Chemicals, including bleach solutions, disinfectants and biocides must never be used directly on public records, and are not generally recommended for surfaces in storage or contact with records.

Hard surfaces like shelving (not public records) can be wiped clean with alcohol-based wipes or industrial methylated spirits.

Make sure that Safety Data Sheets are kept for any cleaning products that are used and that you rinse and fully dry all treated surfaces. This will prevent residual chemicals and moisture that may cause further health and safety risks or interact with records later.

Mould-affected permanent records cannot be transferred to Queensland State Archives until they've been treated and dried.

Many records can be salvaged, but if videos, film, optical media and other audio-visual formats are damaged, you might not be able to access them. Seek expert advice.

Although there are many mould remediation companies specialising in facilities not all have expertise in salvaging and remediating public records.  Please refer to the Supplier List for some suggestions.

Alternatively commercial conservators can be engaged to treat highly significant permanent value records. Refer to the AICCM website to find a conservator specialising in paper conservation.

Paper-based public records are often difficult to clean, but to reduce the health and safety risks and to prevent another future outbreak, residual spores ingrained in and on them must be reduced to safe levels.

To minimise costs and efforts, consider removing and discarding damaged and contaminated extraneous materials like wrappings, boxes, folders rather than treating them. Remember to record any metadata and transfer to new containers etc.

Drying public records is a priority as it effectively stops mould growth. Remember, cleaning of residual spores and other mould fragments is essential post-drying and after any sterilisation treatment.

Sterilisation using heat, fumigants, ozone (commonly used for odour reduction), ultraviolet light or other methods sometimes used for building remediation can pose a significant risk to public records. You must carefully consider this using a risk-based approach and fully document your decisions.

Sterilisation of records by irradiation with Cobalt 60 will neutralise mould (and bacteria).  But it won’t provide any lasting protection against new outbreaks, for example if the treated material was returned to a poor environment. Irradiation can be expensive and hard to source. Ensure the supplier provides certification of treatment.

Look for contractors with proper industry accreditation and preferably experience dealing with records:

• Institute of Inspection, Cleaning and Restorations Certificationfor mould remediation
• NATA accreditation - ISO/IEC 17025 and Industrial Hygiene Laboratory Accreditation Program (IHLAP) for indoor air quality testing laboratory
• Certified Occupational Hygienist (COH) via the Australian Institute of Occupational Hygienists (AIOH) for occupational hygienists.

The contractor should:

• Conduct a detailed on-site assessment confirming the extent of affected areas (e.g. walls, ceiling, voids, air-conditioning, carpets, and shelving)
• Measure and monitor moisture levels
• Conduct air quality and surface testing to measure and monitor the level and types of mould present.
• Categorise the outbreak based on the test results and professional assessment.
• Formulate the required response - salvage and remediation efforts should focus on the building and public records and any other materials that must be retained.
• Advise access restrictions and mandatory use of PPE and other safety controls
• Provide any reports and certification of remediation if required