1. Disaster Preparedness and Recovery
Tom Clareson, LYRASIS
April 2011
Copyright © 2011 LYRASIS

2. Applied Terminology Emergency Disaster Community-Wide Disaster
Risks/Hazards/Vulnerabilities
Mitigation

3. The Stages of Disasters
Planning
Mitigation
Immediate Response
Recovery
Long-Term Recovery

4. Institutions with No Emergency Plan with Staff Trained to Carry It Out (From the Heritage Health Index)
Archives 70%
Libraries 78%
Historical Societies 92%
Museums 78%
Archaeological Repositories/ Scientific Research Collections
86%

5. Disaster Planning Information Gathering Implementation
Ongoing Maintenance
Information Gathering includes, but not limited to:
Have to do some preparation so that recovery efforts are maximized and damage minimized.
According to heritage health index, 80% of US collecting institutions do not
have an emergency plan that includes collections, with staff trained to carry it out.
70% of institutions need additional training and expertise for staff caring for their collections.
What do you want on information gathering?
Establish Planning Structure (define scope of planning, start small, identify team and set time)
After you have gathered information SORT INFORMATION and PRIORITIZE (After you have gathered all the information, sort it by type of material you have, type of emergency because floods would be handled very differently from fire emergency. Type of disaster- is it minor or major?
Implementation – Now that you have gathered all the information, it is time to write your plan, distribute it and practice procedures!!!
Ongoing Maintenance is crucial: keep supply lists updated, phone trees, priorities up to date.
Why is a disaster plan important? Quote an from listserv from Hawaii. 5

6. Information Gathering
Risk assessment
Recovery Priorities
Response, Recovery, and Rehabilitation procedures
Resource lists
Information gathering is an important step in creating a disaster plan.
2. Risk Assessment (inspect facilities – do you have a flat roof?, consider your location, are you on a flood plain?, examine past disasters in your area)
3. Establish Recovery Priorities (identify your most important collections, factor in the composition of your records-is it easy to salvage vs. fragile or problem media, consider services available to you in your area such as vacuum drying services, data recovery, etc)
Q: If you had one thing that you could save in the event of a disaster, do you know what it would be?
4. COLLECT RESPONSE, RECOVERY, and REHABILITATION PROCEDURES( there are many resources available to you to enable you to recover your collection materials . monographs and articles, disaster plans and manuals, workshops and audio visual materials
DEVELOP RESOURCE LISTS- eg local emergency agencies; phone tree and supply information
See our website—disaster planning process 6

7. Checklist for Disaster Preparedness
Establish Authority
Form Team
Review Literature and Plans
Identify Institutional Background and Resources
Contact External Groups
Review Insurance
Salvage Priorities
Evacuation Plan
Purchase Supplies
Write Plan
Train Staff

8. Disaster team players Team leader Crew manager Financial administrator
Recovery specialist
Building manager
Security director
Recorder/photographer
Communications officer
Supplies & transportation manager

9. Risk Assessment
Emergency History
Location Risks
Facilities Risks

10. Emergency History When did the disaster occur?
What was exact location?
How many items were damaged?
Costs of recovery and repair?
Contacts for further details?

11. Building Survey Construction/Renovation Condition Drainage
Collection Storage
Climate Control
Pollutants
Light
Pest Control/Housekeeping

12. Water-damage Risk Assessment and Prevention
Regularly inspect roof and drainage
Pipes and plumbing in good condition?
Avoid basement storage
No water sources above collections
Shelve at least 4 inches off the floor
Use water detectors where needed

13. Fire Risk Assessment and Prevention
Building design
Security
Fire detection and signaling
Fire suppression
Staff fire safety training

14. Building Design Minimize air passages between floors
Concrete flooring prevents fire from spreading
Beware of concealed spaces
Keep exits unobstructed
Inspect electrical wiring
Inspect storage areas
Utilize Fire Marshall visits

15. Effects of a Mold Outbreak
Poses health risk to staff and patrons
Causes staining and loss of materials
Permanent stains to book cloth
Weakening of materials
Irreversible damage to photographs
Attracts and encourages pests
Mold is food for pests
Both mold and pests enjoy the same environment!

16. Mold Assessment and Prevention
Keep Collections Storage and Staff Areas clean
Indoor plants and watering
RH above 55%?
Inspect for mold regularly
Find the source of moisture and remove it
Regularly clean HVAC system
Isolate incoming and infested collections
RESPOND QUICKLY TO WATER DAMAGE!

17. Mold: Initial Response
Isolate affected materials
Identify Species
Is the mold active or inactive
Locate source of humidity
Lower the humidity and temperature
Increase air circulation
Use Personal Protective Equipment or call an expert when in doubt

18. Mold Removal Deactivate/Inactivate mold Clean the affected items
Vacuum residue using a HEPA vacuum
Take health precautions
Clean and disinfect storage areas
Follow up by monitoring affected materials and the environment

19. Pest Risks and Control Seal routes of entry Control water sources
Control food sources
Clean collections storage rooms and look for signs of insects
Isolate and examine incoming collections
Do routine monitoring

20. Sample components of a disaster plan
Recovery team contact info
Communication plan or telephone tree
Maintenance reports and schedules
Evacuation Plan
Locations of Supplies
Organization-wide collection priorities
Prevention and protection strategies
Checklist for pre-disaster actions
Instructions for response, recovery, and salvage
Emergency Services
Supplies List

21. Disaster Recovery
RESPONSE Prepare to deal with the affected collections
SALVAGE Return collections to a stable condition
REHABILITATION Improve the condition of the collections

22. Establish recovery priorities
Identify most important collections
Factor in composition of records
Consider services available
SETTING RECOVERY PRIORITIES
Identify the most important collections
important to users, research, curriculum
subject strengths
not replaceable in original or alternate format
rare or unique
vital records and archival records
Factor in the composition of the records
easy to salvage vs) fragile or problem media
Consider the services available
access to vacuum drying services
availability of freezer space
number of workers available
Anticipate unpredictable factors
contamination
extent of damage

23. Priorities for initial response
Human safety
Critical operations
Collections records
Building stabilization
Finally, salvage of collections

24. Assess financial resources
Know insurance coverage
Identify emergency funds
Know accounting procedures
How can they be simplified in an emergency?
FINANCIAL CONSIDERATIONS
Identify available emergency funds, internal and external
Be aware of the accounting procedures involved
How can they be simplified in the event of an emergency?

25. Evaluate insurance policy
Take precautions to reduce premiums
Be aware of exclusions from coverage
Take photos or videos of valuable items and store them offsite
Appraise the building and its contents at least every five years
Know FEMA Rules
Reimbursement only for what insurance won’t cover
Stabilization, debris removal, and protective measures
Must be part of a declared disaster area
INSURANCE CONSIDERATIONS
Are there precautions the library can take to reduce premiums?
Are any materials or equipment excluded from coverage?
How soon will recovery funds be available?
What documentation is required?

26. Salvage priorities Vital institutional information Items on loan
Collections that directly support the mission of your institution
Unique and/or most valuable items
Materials most used and/or most vital for research

27. Salvage priorities, cont.
Most representative of subject areas
Availability of other copies or other formats
Items prone to damage if untreated
Least replaceable
Length of exposure to adverse conditions
Materials most likely to be salvaged

28. Disaster Mitigation Assess the situation Prepare the team to enter
Assess the damage to collections
Stabilize the environment
[SEE NEXT PAGES]

29. Assess the Situation Minor emergency Moderate emergency Disaster
Community-Wide Disaster
3-step scale of severity
A. Minor: There are few enough items that it is practical to air dry them on-site immediately. Most items are merely damp. Perhaps 50 or fewer items.
B. Moderate: This category applies to emergencies in which as many as items are affected. You are likely to need outside resources, such as large freezers, etc. An event in this category may invoke a pre-planned organizational response.
C. Major: Generally, if more than 1000 items are involved, and damage is severe. All available resources, both within and outside your institution, are called upon.

30. Prepare the Team to Enter
Convene the response team members
Set up a command post
Establish security measures
Get clearance to enter the building
Eliminate hazards

31. Health precautions
Treat a situation as hazardous until proven otherwise
Is your tetanus shot current?
Don’t enter a flooded building if you have health problems
Seek medical attention if you develop unusual symptoms
Wash your hands and face
Treat injuries immediately
Don’t use the building’s water
1. Persons who don’t have the knowledge or skills to analyze for a hazard will be working in a potentially hazardous environment.
2. Assume that any tetanus shot that was received more than 5 years ago is ineffective protection. You might need other immunizations based on local health dept recommendations. If you can’t remember when you last received a particular shot, assume it to be ineffective.
3. All people with the following health problems shouldn’t enter a post-flood bldg until after they are completely cleaned up, decontaminated, & dried out: persons with severe asthma, mold allergies, or chronic respiratory disease; persons who have had other hypersensitivity reactions to mold or bacteria, such as hypersensitivity pneumonitis or humidifier fever; and persons whose immune systems have been compromised, such as persons with HIV or AIDS.
4. Wheezing, difficulty breathing, chest tightness, chronic cough, fever, rashes or hives, extreme respiratory irritation. Any unusual symptom could signal serious exposure to hazardous chemical or biological materials, or another serious medical problem.
5. Avoid touching your eyes, mouth, ears, or nose with dirty hands. Keep in mind that personal cleanliness can be a major prevention of illness or disease.
6. When in doubt, always seek medical care.
7. Showers, toilets or other facilities, until you are certain that the sanitary lines from the bldg are clear. Sewer water could back up into the bldg.

32. Hazards to avoid Electrical shock
Liquid petroleum, propane, fuel oil lines
Tripping and lacerations
Lifting/moving heavy wet objects
Wild or disoriented pet animals
Chemical or biological exposure
Mold
Unless proven otherwise, consider all mud, debris, and water pools to be hiding all of these hazards.
Electricity can travel for great distances through water, fence material, or other conductors, and some wires might be hidden in the mud.
Don’t connect electrical generators to the electrical systems of the building. This could be a shock hazard to those in the building or those working on power lines.
Use generators to power only devices connected to extension cords. Make sure that all extension cords are grounded and have overload protection. Make sure they have the capacity to handle the equipment they’re being used for, and that they’re approved for use in wet areas.
First, verify that all power is out in the area before walking through mud or water, or before clearing debris.
Shuffle-walk through mud and water pools when entering for the 1st time.
Lift debris in piles with poles or sticks to check for hazards or wild animals before moving the debris.
Consider all gas lines and oil tanks to be leaking, unless proven otherwise.
Cut off all service supply until after cleanup is completed and equipment has been serviced.

33. Assess the damage How much material was affected?
What kinds of paper are involved?
What other types of media are affected?
What kind of damage is involved?
What is the value of the material?
What are the environmental conditions indoors and/or outdoors?
2. Coated/uncoated? Soluble ink/stable ink?
4. Kind of damage:
Are books/boxes/documents still on the shelves? Or thrown onto the floor?
Is mud or sewage or other contaminated water involved
Does the situation involve more than just water?
6. Is it good or bad for the recovery of materials?
Is the air conditioning system functioning?
Is it winter or summer? Hot or cold?
Take extensive notes: use to plan a detailed salvage strategy, but don’t get bogged down (boxes v.s items); where did it come from; condition; where did it go
Use documentation to :
- Give info on damage to officials and public re: their areas of interest
- Begin planning how/whether you can provide access to some of the records through other agencies
- Prove insurance claims

34. Assess the available resources
How many people can you count on?
How much space is available to work in?
How much money is available for recovery, and it is accessible at this point?
How much time is available?
How much authority do you have to marshal these resources?

35. Stabilize the environment
Reduce temperature to below 70°F
Reduce relative humidity to 55% or lower
Reduce temperature as much as possible through air conditioning, or
Use fans and dehumidifiers
Monitor temperature and relative humidity
Never warm the building!
Essential to avoid mold growth
Reduce temperature as much as possible, definitely below 70 degrees; don’t warm building!; commons sense not always reliable here
Reduce humidity
- Remove wet carpet and furnishings
- Set up fans & dehumidifiers to keep air moving and to extract moisture from the area
- Set up dehumidifiers- Open windows if it is dry and cool outside
- Pump out water (wet-vacs or push brooms)
- Contact emergency service supplier like Munter’s Moisture Control
Take frequent readings to monitor the temp and RH

36. Salvage Options Discard Air dry Dehumidification Freeze/Freeze drying
Vacuum freeze drying
Vacuum thermal drying
After a disaster occurs, there are many options in terms of salvaging your materials.
Discard – when would you discard? Your institution makes that decision
Air Drying – Appropriate for materials that are damp only.
Drying materials under normal environmental conditions. Pages are interleaved with unprinted newspaper sheets or blotting paper, fanned and spread out on tables to facilitate drying.
Materials with clay coated paper should be interleaved with waxed paper if possible. Coated paper, even if damp, should be frozen if leaves cannot be separated immediately.
Interleaving sheets should be a little larger than the book pages and inserted as far as possible into the gutter margin. Remove interleaving pages when they become damp. Preferably not staying in the books for more than two hours.
Dehumidification (desiccant drying) – Drying materials under controlled environmental conditions to speed process. Leave books on shelves, commercial dehumidification equipment transforms room into a drying chamber. In some cases materials may have to be packed out. Desiccant dehumidification preferred over refrigerant because the air can be lowered to below 20%RH. Only appropriate for damp items. Scaleable to the volume affected, readily available from most vendors. Suitable for most materials (not coated paper).
Freezing also known as: Blast freezer is best -10 to -40 deg., will dry if left there long enough. Used to halt further deterioration until items can be salvaged by another method. Recommended for wet materials. Freezing not appropriate for early photographic processes and paintings. Freeze Drying – Batch drying in specially engineered self defrosting freezer. Good for small batches if equipment is available. Very long drying cycle( 4-18 months). Few commercial service vendors offer this option.
Vacuum Thermal Drying - can be wet or frozen, items placed in vacuum chamber, vacuum drawn, heat introduced. Causes distortion. **EXERCISE – what would you save, describe item and why? Would you choose same item for preservation treatment too? 36

37. Salvage procedures for damaged materials
Triage and sorting
Prioritize according to type of damage, fragility of material, degree or wetness
Set up sorting area in close proximity to disaster site
Keep detailed written records of material disposal
Choosing the appropriate drying option depends on availability of:
Personnel
Expertise
Funding
Facilities (as much space as possible!)
Case history: 1973 St. Louis Federal Records Center fire
In July 1963, a fire broke out on the sixth floor of the National Personnel Records Office in South St. Louis, MO, which contains millions of individual records of former federal government employees, both military and civilian, in a six-story concrete building. Through a continuous flood of water, firemen were successful in confining the fire to that level. But after the fire was extinguished, all 6 levels of the Center had several inches of water on the floor. Water flowed freely through the building, especially through utility areaways and points where internal pipes ran through the floor. Broken water lines on the sixth floor added to the flood conditions.
Because they had a disaster plan in place, they were able to remove 10,000 cubic feet of water-damaged materials from the lower flooded floors along with several thousand cubic feet of records from the 6th fl that suffered both fire and water damage.

38. Cooperative Disaster Planning
Saving Money
Resource Utilization
Service Resumption Issues
Group Education and Information
Insurance Issues
Recovery Planning
Technical Issues

39. Saving Money Through Cooperative Planning
Group Training and Consulting
Central Supply Caches
Consortial Contracts with Recovery Vendors
Consortial Insurance Contracts

40. Better Resource Utilization
Greater Number of Trained Responders
Familiarity with Institutions in Consortia
Utilizing Strengths of Each Staff
Larger Community Volunteer Base

41. Service Resumption Issues
Reciprocal Borrowing
Computer Hot Sites
Interlibrary Loan Fulfillment
Donation Processing Centers

42. Group Education and Information
Shared Disaster Plans
Shared Building/Floor Plans
Familiarizing Staff and Physical Plant
Baseline Preparedness, Response, and Recovery Training
Annual Disaster Plan Update/Practice
Recovery Vendor Presentations

43. Insurance Issues Consortial Policies and Buying Power
Collection Valuation
Identification of High-Probability Risks

44. Recovery Planning Local Efforts The First 48 Hours Business Resumption
Long-Term Recovery

45. Technical Issues Review of Safety Systems
Archiving of Digital Data and Electronic Resources/Records
Computer Hot Sites

46. SILDRN – San Diego/Imperial County Disaster Response Network
Formed 1995; Early Grant Funding
Web Literature on Preparedness & Recovery
Cooperative Supply Containers
Supply Sources and Vendor Directory
Regular Education Programs
orpheus.ucsd.edu.sildrn

47. Cooperative Disaster Planning – Needs
Point Person at Each Institution
Sharing of Disaster Plans
Consulting and Training Activities
Central Supply Cache – Identify Host
Consortial Vendor & Insurance Contracts

48. Cooperative Disaster Planning – Proposed Action Steps
Review of Plans and Risks
Disaster Assessment Surveys – Buildings, Collections, Staff & Patrons
Consortial/Joint Plan
Preparedness, Response, and Recovery Training Models
Establish Response Team

49. Cooperative Disaster Planning – Proposed Action Steps, continued
Recovery Vendor Presentations
Insurance Issue Discussions
Develop Technical Response
Mutual Aid Agreement
Quarterly, then Annual Meetings

50. Resources
Heritage Preservation for the Heritage Emergency National Task Force.
Federal Emergency Management Agency:
NEDCC: or
CCAHA: or
LYRASIS: or
Amigos: or
Tom Clareson: or

51. Many people understand the importance of having a disaster plan, but the actual creation of one can be frustrating, time-consuming, and difficult at best. The Internet has a wealth of information about disaster planning, but how do you know what to include? How do you know if the information is accurate? Even if you gather up all the information you need, how do you reshape it into a document that’s
-- clear, concise, and well organized
-- easy to use
-- and easy to update
These were the challenges that we wanted dPlan to address.

52. Heritage Emergency National Task Force
Founded in 1995 with HP & FEMA
40 members, including ALA, IMLS, NEH, LoC
Task Force activities:
Provide sound information for institutions
Offer preservation advice for the public
Promote preparedness and mitigation
Foster cooperation with emergency professionals
Coordinate assistance after disasters

53. Emergency Response & Salvage Wheel
The gold standard!
Available in five languages
Latest edition:
Water-resistant coating
Magnets for easy access
All new section on Electronic Records

54. Field Guide to Emergency Response
Perfect for the over-stressed and under-trained!
Compact spiral-bound notebook
Essential response functions
Basic salvage steps
Special features
Tabbed dividers to customize contacts
Checklists and resources
DVD to demonstrate procedures

55. Resources for Federal Funding
Produced by Heritage Preservation, FEMA, and NEA
Features 15 grant and loan programs
Covers preparedness, mitigation, response and recovery
Includes sample projects and helpful information resources

56. Alliance for Response Goals
Raise awareness of the need to protect cultural and historic resources
Initiate an ongoing dialogue with emergency responders
Build and sustain local networks
Encourage disaster planning and mitigation at institutions

57. Questions?
Any questions?

58. Instructor
Tom Clareson Senior Consultant for New Initiatives or