INF 392G - Management of Preservation Programs Fall 2006 Class 9  Disaster Planning and Preparedness

Disaster Planning Prevention

Know Your Risks: Geographical, Climatic and Human-made Issues Is your locale susceptible to hurricanes, tornadoes, flash flooding, earthquakes, forest fires, or volcanic eruptions? Do you experience power outages, sprinkler discharges, fuel or water supply failures, chemical spills, arson, bomb threats? Are there environmental risks surrounding your building (chemical industries, shipping routes for hazardous materials, adjacent construction projects)?

Know Your Risks: The Building Exterior Is your building located on a slope? Is the basement above flood level? Are there large trees near your building? Are utility and flag poles secure? Is the roof flat?  Does water accumulate?  Do gutters and drains work properly? Are they cleaned regularly? Are windows and skylights sealed? Is there a history of leaks or other building and structural problems?

Know Your Risks: Inside the Building Do you have enough fire extinguishers and are they regularly inspected? Does your building have fire detectors and a fire- suppression system?  Are they well-maintained?  Are they monitored 24 hours a day? Are fire exits clear? How old is the wiring?  Is it overloaded?  Are electrical appliances unplugged at night?

Know Your Risks: Inside the Building Is auxiliary power available if needed? Are water pipes in good condition? Are there water detectors and do they work? Are there problems with the air- conditioning and heating system(s)?

Decreasing Your Risks Once you specify your institution’s hazards, you can devise a program with concrete goals, identifiable resources, and a schedule of activities for eliminating as many risks as possible. Doing this will eliminate MANY emergency situations.

Decreasing Your Risks A regular program of building inspection and maintenance should be a high priority. Improve collection storage when possible.  AVOID storing materials on the floor! Security and housekeeping procedures will ward of emergencies such as theft, vandalism and insect infestation.

Creating a Disaster Plan The plan must be easy to follow. Planning should be integrated into your institution’s routine operating procedures. Decide who will be responsible for various activities when responding to an emergency.  Who will be the main decision-maker?  Who will interact with fire officials, police or civil defense authorities?  Who will serve as back-up if any of your team members are unable to get to the site of your records? If possible, determine where in your space(s) you can dry wet collections.

Creating a Disaster Plan MAINLY, don’t get overwhelmed by disaster planning. Approach it in stages, targeting your planning for the type of disaster that your institution’s collections are most likely to face.

Identifying Resources Identify sources of assistance in a disaster. Determine the supplies you will need for disaster response and salvage efforts for your specific records. Basic supplies like polyethylene dropcloths, sponges, flashlights, and rubber gloves should be purchased and kept on hand.

Identifying Resources Identify all appropriate disaster-response and recovery services.  Police  Fire  Ambulance  Insurance Adjusters  Utility Companies

Identifying Resources Know which companies can provide disaster services.  Dehumidification  Vacuum freeze drying. Invite local service providers to visit your institution in advance of an emergency. Consider coordinating with local libraries and archives for services and mutual aid.

Setting Priorities Human safety is always the first priority. Which records and equipment are crucial to the operation of the institution, such as administrative files (paper, audiovisual, computer files)? Which collections are priority?

Setting Priorities Set priorities based on value but also on the vulnerability of records to the particular damage caused by the disaster.  Paper and textiles are susceptible to mold when they are warm and damp.  Metals will corrode rapidly under the same conditions. Salt may accelerate this damage.  Veneers and furniture may be constructed with water- soluble adhesives.  Objects may become brittle after exposure to the temperatures of a fire.

University of Illinois - Bloomington: Disaster Response Plans: Main Library

The Florence Flood