The Secretary of State has information on their web site at regarding tips for personal and government flooded records.

Individuals with flood-damaged records should complete a damage assessment worksheet as soon as possible and submit it the State Archives Records Management section. They will add it to your agency’s permanent file and use it to follow up with your agency on the progress/status of your situation.

Document the damage for FEMA/Insurance with photos before and as you begin recovery efforts to show the need. If your agency has an approved records retention schedule on file with the SOS office (and can access it) use it as a preliminary guide to identify the priority of records to salvage based on following order 1) Vital; 2) Important; 3) Useful.

Vital and Important records should be stabilized (begin treatment or at least get treatment started) where retention is permanent or remaining retention is more than three years.

Important (with three years or less retention remaining) and Useful records: if possible try to salvage records that would be needed for your next financial audit or to protect the obligations of clients, stakeholders, public, and the government.  Otherwise, begin to develop lists of series for disposal requests.

Pay attention to records that have an M or C in the Security column of your retention schedule because they will need to be destroyed in a confidential manner. Burying in landfill is not sufficient for disposal of these records.

You need to complete a disposal request form (write FLOOD on the top) and fax or email and they will do their best to get you a quick turn around to document your actions for FEMA/legal response.

If your agency does not yet have a schedule (or you cannot locate your current schedule) and you need to know how to proceed, contact the records management section above for further details.

If you do not have a vendor, they are developing a list of vendors who have worked with state disasters of this nature, in addition to the pre-approved vendors on State Contract for this Fiscal Year.