1. Disaster Preparedness and Planning
By Nancy E Kraft
Photo by Tim Schoon

2. It can’t happen to me, right?
H.I.S. Syndrome
It can’t happen to me, right?

3. DEFINITION OF DISASTER
A sudden, unforeseen calamitous event that brings about great damage or loss to property & people and whose effect will cause an interruption of normal library operations.

4. WHY ASSESS RISK? To Determine Vulnerability & Impact
To Maximize Limited Time & Resources
To Make Decisions Based on Cost vs. Benefit

5. CONDUCT A SITE SURVEY Take your blinders off
Building & Contents
Landscape & Setting
Collection & Valuation
Key Historic Features

6. POTENTIAL HAZARDS OR THREATS
Natural Disasters
Off-Site Threats
Human Causes
Technological Causes
Books soaked by failed sprinkler head.

7. NATURAL DISASTERS Floods Hurricanes Tornadoes Wind Storms
Winter Storms
Summer Storms
Brush Fires
Katrina

8. OFF-SITE THREATS Electric Power Failures Loss of Water Supply
Sewer Back-up
Transportation Accidents
Aircraft
Nuclear Accidents
Industrial Explosions & Fire

9. HUMAN CAUSES Fire & Arson Vandalism Bomb Threats Theft
Damage to Loaned Item(s)
Broken Pipes
Structural Collapse

10. TECHNOLOGICAL CAUSES Loss of Tele/Data Communications
Computer Hardware
Computer Software
Network
Electrical Infrastructure

11. Question 1: Which of the item(s) below represent potential threats to collections?
a. Book drops
b. Thunderstorms/Lightening
c. Water main break
d. Installation of a new heating/cooling system
e. All of the above

12. IDENTIFY WHAT IF? Fire Medical Emergency Water Other
University of Iowa Old Capitol dome on fire, Nov. 20, Photo by Tim Schoon

13. IDENTIFY KEY PLAYERS Who has authority to make decisions?
Who knows the building & grounds the best?
Who can provide you and your staff with assistance and training in identified risk areas?
Who is most knowledgeable about collections care?
Do you need legal or insurance advice?

14. a. Technology coordinator b. Security coordinator
Question 2: Which of the people below should be considered as possible key players on a disaster response team? Select any that apply.
a. Technology coordinator
b. Security coordinator
c. Public relations coordinator
d. Volunteer coordinator
e. Entertainment coordinator

15. Remember Identifying Key Players is also about Building Relationships
Using the University of Iowa’s book freeze dryer – available to non-UI collections for small incidents.

16. PRIORITIZE YOUR COLLECTION
What’s most important to save?
What’s replaceable?
Is it cheaper to salvage or replace?

17. COLLECTION SALVAGE PRIORITIES These collections should have top priority in salvage operations in the event of a disaster. This may include collection files, indexes and catalogs, in hard copy or computer format. (This list will be kept on file with the Fire Department.) Numbering system indicates priority order.
COLLECTION
LOCATION
SPECIAL NEEDS:
ACCESS/REMOVAL
TYPE OF
MATERIAL
AMOUNT
CONSULTANT
List in order of
priority and briefly
describe.
Building, room,
level,
range, etc.
Special keys needed to
gain access, ladders,
carts, etc.
Artifacts, documents,
books, photos, etc.
Approximate # of
volumes, boxes, items,
etc.
Staff able to advise
about collections.

19. Question 3: Which details should be included on floor plans geared specifically to emergency response situations? Select any that apply.
a. Light switches b. Main water shut off valves c. Fire extinguishers d. Copy machines e. Gas shut offs

20. AUTHORITY AND DELEGATION
In an emergency the Board of Trustees of … authorizes implementation of the plan and … to take charge … If … not available then next person available on the following list is in charge: Name Phone Number 1. 2.

21. Stanford University Libraries, "Collections Emergency Response Manual," (Palo Alto: Stanford, 1992).

22. Trunk Tool Kit Pliers Wrenches Screw drivers Hammer Mallet Crowbar
String, twine
Utility knives
Caution tape
Duck tape
Gloves
Scissors
Flash Lights

23. DISASTER SUPPLIES Packing supplies
Cardboard boxes (if you are going to freeze or freeze dry books immediately; cardboard absorbs moisture) Plastic crates (if there will be any delay in freezing) Pencils or indelible pens or markers for marking boxes Freezer or wax paper

24. Air-drying supplies:
Paper towels or unprinted newspaper or blotting paper, for interleaving Bone folders and microspatulas for separating wet pages Fishline or clothesline for hanging books or documents Electric fans Dehumidifiers Heavy duty electric cords

25. Cleaning supplies
Paper toweling Sponges, mops and pails Rubber gloves Respirator or mask Goggles New plastic garbage cans (or plastic trays or dishpans) filled with clean cold water for rinsing mud covered materials Protective clothing Lysol cleaner or spray, for cleaning and spraying dirty or moldy storage areas

26. Miscellaneous needs
Flashlights Carts for transporting loaded boxes Cleared area and tables in which to sort, clean and pack materials Precut poly sheeting, 3’ x 12’; 3’ x 18’

27. Include staff training
Regularly update your plan
Keep plan in several locations
Keep set of building plans offsite

28. Getting Started Start small, take baby steps
Work on your own, in a small group, whatever works for you
Involve others (remember those relationships!)
Be patient

29. Council of State Archivists Toolkit http://www. statearchivists

30. Council of State Archivists Toolkit http://www. statearchivists

31. Walsh, Betty. Salvage of Water-Damaged Archival Collections
Walsh, Betty. Salvage of Water-Damaged Archival Collections. Salvage at a Glance Chart

32.
Use this online tool to create your own disaster plan

35. Other Sources
Flood Recovery Booklet Local hardware or lumber stores Local newspaper offices Local drug stores

36. Disaster Plans On the Web
Minnesota Historical Society Disaster Preparedness Plan
item type specific instructions for drying materials
Syracuse University Libraries
has illustrations on how to pack and dry books
Disaster plan for print materials
Disaster plan for Non-print and Photographic materials
Disaster plan for Audio materials
Library Emergency Supplies
Western New York Disaster Preparedness and Recovery Manual for Libraries and Archives (Western New York Library Resources Council has worksheets

37. Include AIC-CERT Rapid Response Team for Cultural Institutions in your plan For 24-hour assistance, call

38. You can not experience a good recovery process
If you have not
Prepared ahead of time
Involved key people
Trained staff
Developed good communication and cooperation

39. Gather supplies or prepare a phone list. Have a great rest of the day!
I encourage all of you to do one thing this month to becoming prepared.
Gather supplies or prepare a phone list.
Have a great rest of the day!
Nancy E Kraft
Photo by Tim Schoon