Daring to connect … the two worlds of disaster preparedness Image: Pixabay https://pixabay.com/en/connect-connection-cooperation-2777620// Daring to connect … the two worlds of disaster preparedness Heather Brown – Artlab Australia & State Library of South Australia Acknowledgement to Christine Ianna, State Library of Queensland

Disclaimer: These are my own professional views, not the views of my employers

Major disasters can strike collections at any time Damage to ANU Library 2018 Major disasters such as fire, floods and earthquakes can strike library collections at any time Books and journals scatter the floor between library shelves, still covered in mud from the flood. (ABC News: Jake Evans) http://www.abc.net.au/news/2018-03-02/anu-staff-begin-urgent-salvage-job-of-books-at-chifley-library/9500414

> Hybrid collections Many significant library collections = digital + physical Image: Pixabay https://cdn.pixabay.com/photo/2016/08/31/09/05/tablet-1632909_960_720.jpg Typically, the most significant library collections are the heritage, archival, unique or local history materials and/or legal deposit collections. In 21st century libs significant collections are hybrid However typically disaster plans for library collections focus on managing just the physical collections. The digital collections are managed separately; commonly the disaster planning role is assigned to IT systems In 21st century libraries significant collections are hybrid; not only do they contain physical materials such as books, manuscripts, photographs and audio-visual collections, they also contain growing collections of digital materials – both ‘digitised’ and ‘born digital’. However typically disaster plans for library collections focus on managing just the physical collections. The digital collections are managed separately; commonly the disaster planning role is assigned to IT systems

The Problem = disconnect typically disaster plans (where they exist) … like parallel universes Physical Digital focus on managing assigned to IT section just physical collections _ _ _ _ _ _ _ _ _ _ _ Typically, the most significant library collections are the heritage, archival, unique or local history materials and/or legal deposit collections. In 21st century libs significant collections are hybrid However typically disaster plans for library collections focus on managing just the physical collections. The digital collections are managed separately; commonly the disaster planning role is assigned to IT systems In 21st century libraries significant collections are hybrid; not only do they contain physical materials such as books, manuscripts, photographs and audio-visual collections, they also contain growing collections of digital materials – both ‘digitised’ and ‘born digital’. However typically disaster plans for library collections focus on managing just the physical collections. The digital collections are managed separately; commonly the disaster planning role is assigned to IT systems

Image: https://pixabay.com/en/books-smartphone-hand-keep-3348990/ Daring to connect … One plan? One collection Image: https://pixabay.com/en/books-smartphone-hand-keep-3348990/ PhD research > is it possible to develop one library disaster plan for one collection? Focus on NSLA libraries (Aust) SLQ agreed to participate in a ‘proof of concept’ An ALIA Research Grant has supported research to further investigate the management of disaster preparedness among Australia’s state and national libraries. To date the research findings indicate in principle support for the development of a high level framework for an integrated disaster plan that aligns disaster responses across all collection formats – physical and digital SLQ d p = good model> clear, accessible, flexible SLQ education role > template for other organisations

some challenges to integration… Daring to connect > some challenges to integration… Image Pixabay https://pixabay.com/en/runner-obstacle-run-sport-jump-555074/ digital & physical disaster planning managed separately specialist staff knowledge & skills in digital & physical areas part of dynamic ecosystem > alignment with other plans, policies, strategies e.g. Business Continuity Plan ( BCP) communication command structure must be clear > needs to include digital & physical building access can be complex, also IT remote access scope of integrated disaster plan needs to be defined

Daring to connect > some challenges to integration area challenge digital & physical planning historically managed separately knowledge & skills unique skill sets dynamic ecosystem need to align with other plans, policies, strategies communication command structure more complex digital & physical disaster planning managed separately specialist staff knowledge & skills in digital & physical areas part of dynamic ecosystem > alignment with other plans, policies, strategies e.g. Business Continuity Plan ( BCP) communication command structure must be clear > needs to include digital & physical building access can be complex, also IT remote access scope of integrated disaster plan needs to be defined where to start? what (if any) can be built upon?

Implementation> common ‘higher level’ principles Good news – help from common principles & stages Image pixabay https://pixabay.com/en/girl-mud-run-slope-help-challenge-1186895 Built on existing foundations > no need to start from scratch unpacked key documents worked at high level - Disaster plan – central document worked on contents and Emergency Immediate action chart for communication>, relevant aspects of risk register, and Business Continuity Plan these are the backbone of Disaster preparedness and response worked with Coordinator Reformatting – familiar with existing dp & associated key documents defined dp scope > focus on collections. Digital = born + turned, may be on physical carriers. X records management tested integrating digital & physical in key documents highlighted areas that needed aligning

Implementation> common ‘higher level’ principles Good news – existing disaster planning for digital & physical built on common principles > risk management > both link with business continuity planning > common disaster stages > scale of disasters applies to both No need to start from scratch Built on existing foundations > no need to start from scratch unpacked key documents worked at high level - Disaster plan – central document worked on contents and Emergency Immediate action chart for communication>, relevant aspects of risk register, and Business Continuity Plan these are the backbone of Disaster preparedness and response worked with Coordinator Reformatting – familiar with existing dp & associated key documents defined dp scope > focus on collections. Digital = born + turned, may be on physical carriers. X records management tested integrating digital & physical in key documents highlighted areas that needed aligning

Implementation > getting started … Key SLQ staff helped to unpack high level key documents Cross team Focus Group > IT, digital, physical, facilities, risk management Disaster Plan Business Continuity Plan (BCP) summary chart Risk Register Built on existing foundations > no need to start from scratch unpacked key documents worked at high level - Disaster plan – central document worked on contents and Emergency Immediate action chart for communication>, relevant aspects of risk register, and Business Continuity Plan these are the backbone of Disaster preparedness and response worked with Coordinator Reformatting – familiar with existing dp & associated key documents defined dp scope > focus on collections. Digital = born + turned, may be on physical carriers. X records management tested integrating digital & physical in key documents highlighted areas that needed aligning Image: https://pixabay.com/en/squad-man-group-group-together-3370836/

Implementation > findings Confirmed need for 2 specialist roles = 2 Disaster Recovery Coordinators Digital Coordinator Physical Coordinator 2 roles happening anyway not joined up P D confirmation of need for 2 specialist Disaster Recovery Coordinator roles d an p - specialist skill sets – may change in future 2 roles had been happening any way - parallel universes one plan brings together

An integrated template > higher level Image: Pixabay https://pixabay.com/en/business-business-people-3421076/ Business Continuity Plan > what change Collection damage d & p Disaster collections coordinator d & p coordinators As we recognised at beginning, challenge is that dp is part of dynamic ecosystem > need to align integrated dp with other organisational plans, policies, strategies e.g. Business Continuity Plan (BCP) & Risk Register

Features of an integrated template > snapshot Emergency - Immediate actions chart what change Collection damage d & p Immediate action Add d actions Facilities Manager (FM) liaison Add 2 coordinators d & p disaster team 2 teams d & p As we recognised at beginning, challenge is that dp is part of dynamic ecosystem > need to align integrated dp with other organisational plans, policies, strategies e.g. Business Continuity Plan (BCP) & Risk Register

Integrated disaster plan template successfully tested at Blue Shield Symposium workshop As we recognised at beginning, challenge is that dp is part of dynamic ecosystem > need to align integrated dp with other organisational plans, policies, strategies e.g. Business Continuity Plan (BCP) & Risk Register Image: pixabay https://pixabay.com/en/achievement-agreement-collaboration-3468104/

> Findings Image https://pixabay.com/en/dare-word-letters-boggle-game-1945682/ no need to start from scratch – digital & physical disaster planning built on risk management principles & common stages can’t just surface tweak – disaster planning = part of dynamic ecosystem e.g. Business Continuity Plan, risk management Immediate action Add d actions (e.g. approved ICT shut down contacts/procedure being aware of sensitivities and security) As we recognised at beginning, challenge is that dp is part of dynamic ecosystem > need to align integrated dp with other organisational plans, policies, strategies e.g. Business Continuity Plan (BCP) & Risk Register Image: Kurt:S The domino effect https://www.flickr.com/photos/testlab/21496317363/

Findings Likely need in larger organisations for 2 specialist coordinator roles > different skill sets Digital Coordinator Physical Coordinator May change in future ? P D confirmation of need for 2 specialist Disaster Recovery Coordinator roles d an p - specialist skill sets – may change in future 2 roles had been happening any way - parallel universes one plan brings together

communication command structure must be clear - Findings Image: allispossible.org.uk Spotlight ttps://pixabay.com/en/theatre-dark-spotlight-flashlight-2601686/ integrated disaster plan shines spotlight on prioritising risks & actions across all collections - one comprehensive list of what is stored &/or copied/backed up offsite & access protocols – helps in decision making communication command structure must be clear - integrated disaster plan shines spotlight on prioritising risks & actions across all collections - including salvage priorities one comprehensive list of what is stored &/or copied/backed up offsite & access protocols – helps in decision making communication command structure must be clear - more so in integrated plan - especially authority to access (building & infrastructure e.g. server)

Benefits of daring to connect Image: https://www.collabco.co.uk/blog/collabco-blog/the-phygital-experience-bridging-the-divide-between-the-physical-and-digital-student-environment/ used with permission by Adam Sutton ‘The 'Phygital' Experience’  single integrated disaster plan works  benefits > comprehensive ‘one stop shop’ plan – interconnects what has been happening separately in digital & physical areas effective safeguarding of library collections digital & physical implications for future disaster plan approaches & templates confirmation of need for 2 specialist Disaster Recovery Coordinator roles d an p - specialist skill sets – may change in future 2 roles had been happening any way - one plan brings together

Acknowledgements & thanks Australian Library and information Association (ALIA) Research Grant Artlab Australia/State Library of South Australia University of South Australia National and State Libraries Australasia (NSLA) State Library of Queensland – Grant Collins & Christine Ianna & colleagues Dr Nina Evans Dr Ross Harvey As we recognised at beginning, challenge is that dp is part of dynamic ecosystem > need to align integrated dp with other organisational plans, policies, strategies e.g. Business Continuity Plan (BCP) & Risk Register heather.brown@sa.gov.au