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Disaster Preparedness and Planning
By Nancy E Kraft Photo by Tim Schoon
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It can’t happen to me, right?
H.I.S. Syndrome It can’t happen to me, right?
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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.
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WHY ASSESS RISK? To Determine Vulnerability & Impact
To Maximize Limited Time & Resources To Make Decisions Based on Cost vs. Benefit
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CONDUCT A SITE SURVEY Take your blinders off
Building & Contents Landscape & Setting Collection & Valuation Key Historic Features
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POTENTIAL HAZARDS OR THREATS
Natural Disasters Off-Site Threats Human Causes Technological Causes Books soaked by failed sprinkler head.
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NATURAL DISASTERS Floods Hurricanes Tornadoes Wind Storms
Winter Storms Summer Storms Brush Fires Katrina
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OFF-SITE THREATS Electric Power Failures Loss of Water Supply
Sewer Back-up Transportation Accidents Aircraft Nuclear Accidents Industrial Explosions & Fire
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HUMAN CAUSES Fire & Arson Vandalism Bomb Threats Theft
Damage to Loaned Item(s) Broken Pipes Structural Collapse
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TECHNOLOGICAL CAUSES Loss of Tele/Data Communications
Computer Hardware Computer Software Network Electrical Infrastructure
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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
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IDENTIFY WHAT IF? Fire Medical Emergency Water Other
University of Iowa Old Capitol dome on fire, Nov. 20, Photo by Tim Schoon
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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?
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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
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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.
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PRIORITIZE YOUR COLLECTION
What’s most important to save? What’s replaceable? Is it cheaper to salvage or replace?
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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.
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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
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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.
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Stanford University Libraries, "Collections Emergency Response Manual," (Palo Alto: Stanford, 1992).
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Trunk Tool Kit Pliers Wrenches Screw drivers Hammer Mallet Crowbar
String, twine Utility knives Caution tape Duck tape Gloves Scissors Flash Lights
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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
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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
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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
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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’
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Include staff training
Regularly update your plan Keep plan in several locations Keep set of building plans offsite
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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
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Council of State Archivists Toolkit http://www. statearchivists
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Council of State Archivists Toolkit http://www. statearchivists
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Walsh, Betty. Salvage of Water-Damaged Archival Collections
Walsh, Betty. Salvage of Water-Damaged Archival Collections. Salvage at a Glance Chart
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Use this online tool to create your own disaster plan
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Other Sources Flood Recovery Booklet Local hardware or lumber stores Local newspaper offices Local drug stores
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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
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Include AIC-CERT Rapid Response Team for Cultural Institutions in your plan For 24-hour assistance, call
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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
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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
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