1. Daring to connect … the two worlds of disaster preparedness
Image: Pixabay
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

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

3. 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)

4. > Hybrid collections
Many significant library collections = digital + physical
Image: Pixabay
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

5. 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

6. Image: https://pixabay.com/en/books-smartphone-hand-keep-3348990/
Daring to connect …
One plan?
One
collection
Image:
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

7. some challenges to integration…
Daring to connect >
some challenges to integration…
Image Pixabay
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

8. 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?

9. Implementation> common ‘higher level’ principles
Good news – help from common principles & stages
Image pixabay
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

10. 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

11. 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:

12. 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

13. An integrated template > higher level
Image: Pixabay
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

14. 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

15. 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

16. > Findings
Image
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

17. 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

18. communication command structure must be clear -
Findings
Image: allispossible.org.uk Spotlight
ttps://pixabay.com/en/theatre-dark-spotlight-flashlight /
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)

19. Benefits of daring to connect
Image:
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

20. 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