What disaster recovery services involve
Disaster recovery services return a damaged commercial building and its contents to use after a flood, storm, fire or major leak. This page covers buildings, not IT disaster recovery for data and computer systems. The work runs in stages, often with several trades on site at once:
- Make safe. Where water has reached circuits or equipment, power is shut off at the main breaker, utilities are isolated and the structure is checked before staff re-enter.
- Secure. Openings are boarded and damaged roofs covered. Where a failure leaves a location unsecured, McCray can post an officer until the work is complete. See Security by McCray.
- Mitigate. Water is extracted, wet materials are dried or removed, and stock is protected. See commercial water damage restoration.
- Document. Photos, moisture readings and a written scope record the damage before materials are removed.
- Remediate. Soot, mold and contaminated materials are cleaned or removed under the controls each hazard requires.
- Rebuild and reopen. Finishes are replaced, building systems are checked and the location is handed back.
Time matters most with water. EPA guidance for commercial buildings says to dry non-moldy items within 48 hours. Ceiling tiles and fiberglass or cellulose insulation are discarded and replaced, carpet is extracted and dried within 24 to 48 hours, and wallboard may be dried in place if there is no obvious swelling and the seams are intact. These guidelines apply to clean water only.
Codes, standards and requirements for disaster recovery
The building department, fire code official and environmental agency for each location decide which requirements apply and when rebuild work needs a permit.
- Water damage restoration standard. ANSI/IICRC S500, the Standard for Professional Water Damage Restoration (Fifth Edition, 2021), covers water-damaged commercial buildings, their systems and contents, including large or catastrophic projects. It assumes that finding and correcting the source of the water is the property owner’s responsibility.
- Mold. EPA’s guide, Mold Remediation in Schools and Commercial Buildings, recommends limited containment for mold-contaminated areas of 10 to 100 square feet and full containment for areas larger than 100 square feet. It advises against running an HVAC system known or suspected to be contaminated. Where water may carry sewage or chemical or biological pollutants, EPA notes that protective equipment and containment are required by OSHA and that fans should not be used until the water is known to be clean.
- Asbestos. Under the federal asbestos NESHAP, a thorough inspection is required where a renovation or demolition will occur in a commercial building, and the delegated entity, often a state agency, must be notified before any demolition and before renovations above set amounts of regulated asbestos-containing material. Asbestos status is confirmed before damaged finishes are torn out.
- Worker safety. OSHA’s flood response guidance states that generators, pumps and pressure washers release carbon monoxide and must be operated outdoors, never inside confined spaces, and notes that floods can damage fire protection systems.
- Exit routes during repairs. Under 29 CFR 1910.37(d)(2), employees may occupy a workplace during repairs only if required exit routes remain available and fire protection is maintained, or equivalent alternate protection is provided.
Preventive maintenance schedule for disaster recovery
Much of a recovery’s outcome is set before the event: a sound roof, clear drains, known shutoff locations, a pre-arranged provider and a record of the building’s condition. Planned work means fewer emergency calls, longer life for roofs and doors, and the records insurers ask for after a loss.
| Task | Recommended frequency | Basis |
|---|---|---|
| Professional roof inspection, including edge flashing, drains, rooftop equipment, hatches and skylights | At least annually and before storm season | IBHS |
| Roof check after storms or high winds for displaced ballast and membrane damage | After each major storm | IBHS |
| Check overhead and roll-up doors for a label showing a wind pressure rating | Annually, before storm season | IBHS guidance; frequency is Facility First program default, adjusted per site |
| Dry wet or damp materials after a leak or flood | Within 48 hours of the water event | EPA |
| Inspect ceilings, walls and HVAC drip pans for leaks and wet materials | Quarterly | Facility First program default, adjusted per site |
| Confirm asbestos inspection status for areas that may be renovated or demolished | Before any renovation or demolition | EPA asbestos NESHAP |
| Update each location’s recovery file: shutoff locations, floor plan, contacts and pre-arranged providers | Annually | Facility First program default, adjusted per site |
| Photograph each location’s condition, equipment and stock as an insurance baseline | Annually and after a refit | Facility First program default, adjusted per site |
For flood-prone sites, IBHS recommends raising equipment that runs critical systems above the 500-year flood level, if known, or 3 feet above the base flood elevation. The authority having jurisdiction, the manufacturer and the property’s insurer can require more frequent service, and each location’s schedule is set in its program and recorded on every visit.
Signs that disaster recovery work is needed
After an event, these conditions call for a provider assessment rather than cleanup by site staff:
- Standing water, or materials that have been wet for more than 48 hours
- Water that may contain sewage, chemicals or other contaminants
- Swollen wallboard, open seams, or stained or sagging ceiling tiles
- A musty odor or visible mold growth
- Displaced roof ballast, lifted edge flashing or damaged rooftop equipment
- Electrical panels, outlets or equipment that were under water
Records to keep
IBHS advises keeping records of inspections, maintenance and repairs, with photos, for warranty and insurance purposes. For each loss, keep:
- Before-loss photos, and dated photos of the damage before any material is removed
- Moisture readings and drying logs, with the date each area was confirmed dry
- The written scope, removed materials, disposal records and a contents log
- Asbestos inspection results and any agency notifications
- The mold remediation plan and completion records, where remediation was needed
- Permits, inspection approvals and fire protection service records before reopening
- Provider licenses, insurance certificates and invoices matched to the claim
How Facility First runs disaster recovery services across a portfolio
Facility First manages the work through vetted local providers that hold the required licenses and insurance. It does not perform the work itself.
- Request. The location or regional team reports the event through PostControl or by phone, with photos.
- Triage. Facility First confirms hazards, building age, lease responsibilities and the insurer contact, and sets the order of work.
- Dispatch. A local restoration provider receives the work order, with board-up, roofing and electrical providers added as needed.
- Mitigation and documentation. Each stage closes out with photos, readings and notes.
- Verification. Drying is confirmed against readings, and exits and fire protection are checked before the location reopens.
- Invoice. Work is invoiced in one format. Client approval limits decide what proceeds automatically, with emergency mitigation limits agreed in advance.
When a regional storm hits many locations, the program’s priority order decides which sites are dispatched first.
What affects the cost of disaster recovery
- Type of loss: clean water, contaminated water, fire and smoke, or wind
- Area affected and the time before drying started
- Materials that must be removed rather than dried
- Building age and any asbestos found
- Mold remediation and the level of containment required
- Stock to be moved, cleaned or discarded, and after-hours work
- Permits, rebuild finishes and regional demand after a widespread event
See deferred maintenance.
Disaster recovery services for retail stores, restaurants and offices
Retail stores. Each decision on stock and fixtures is photographed and logged for the claim. In shopping centers, the lease sets what the landlord and the tenant each restore.
Restaurants. OSHA advises discarding food that has touched floodwater. Gas and refrigeration equipment is checked before restart, and the local health authority decides what is required before reopening.
Offices. EPA’s guidance for water-damaged papers is to discard items that are not valuable and to photocopy, freeze or freeze-dry valuable ones. Work is scheduled around tenants.
Frequently asked questions
Is this the same as IT disaster recovery?
No. These disaster recovery services cover buildings and their contents after a flood, storm or fire. IT disaster recovery, which restores data and computer systems, is a separate service.
How quickly must wet materials be dried after a flood or leak?
EPA guidance for commercial buildings is to dry wet materials within 48 hours, and carpet within 24 to 48 hours, to help prevent mold growth. Materials wet longer than 48 hours are assessed for mold before decisions are made.
Can wet drywall be dried instead of replaced?
EPA says wallboard may be dried in place if there is no obvious swelling and the seams are intact. Otherwise it is removed and replaced, and wallboard exposed to contaminated water is handled by trained providers.
How often should disaster preparedness tasks be done at each location?
IBHS recommends a professional roof inspection at least annually and before storm season, and a check for roof damage after storms or high winds. Facility First programs also review each location’s recovery file and before-loss photos once a year.
Does asbestos matter in a flood or fire cleanup?
It can. The federal asbestos NESHAP requires a thorough inspection where renovation or demolition will occur in a commercial building, so asbestos status is confirmed before damaged materials are torn out.
Can recovery work start before the insurer visits?
Steps to prevent further damage usually start right away. Photos and moisture readings are taken first so the insurer can see the condition before materials are removed.
Sources
- IICRC: ANSI/IICRC S500 Standard for Professional Water Damage Restoration
- EPA: Mold Remediation in Schools and Commercial Buildings, Chapter 3
- EPA: Mold Remediation in Schools and Commercial Buildings, Chapter 4, Table 1
- EPA: Overview of the Asbestos National Emission Standards for Hazardous Air Pollutants (NESHAP)
- OSHA: Flood Preparedness and Response, Response and Recovery
- OSHA: 29 CFR 1910.37, Maintenance, safeguards and operational features for exit routes
- IBHS: Commercial Roof Inspection and Maintenance Guide
- IBHS: Hurricane Ready Business Upgrades