1 HURRICANES, EARTHQUAKES AND FLOODS, OH MY Protecting Library and Archive Collections by Making a Preparedness and Response Plan Jackie BenEfrai AJL Conference Houston,TX June 19, 2013
2 Congratulations, you just survived a natural disaster--no one was hurt, but now...
3 Congratulations, you just survived a natural disaster--no one was hurt, but now.. WHAT DO YOU DO?
4 This presentation will cover: The basic supplies to have on hand before disaster strikes
5 We will spend tie preparing: Docuents you need in an eergency.
6 This session will NOT: 1. Help you prepare for a terrorist attack, or any other security issues. 2. Replace any eergency plan ipleented by your institution, although hopefully this plan will be incorporated into it. 3. Provide any first aid inforation. MOST IMPORTANTLY...
7 DO NOT RISK ANYONE'S LIFE! Always follow the instructions of the first responders, be they fireen, police or hazat teas. Do not enter the library to rescue books until you have been cleared to enter the space by the first responders.
8 Eergency vs. Disaster Eergency An unanticipated or threatening event requires iediate attention Disaster An eergency that gets out of control. An eergency can becoe a disaster if iediate action is not taken to protect staff, patrons and collections.
9 5 steps to prevent an eergency turning into a disaster
10 1a. Preventative Action The first step in preventing a disaster is to survey your library for potential disasters. Look for signs of leaks, check electrical cords for signs of wear that could cause fires and secure ites that ight fall in an earthquake. Then you can start your pocket response plan (see step 5).
11 1b.Know your region's specific risks. If your library is in an earthquake prone zone, you would want to ake sure the shelves are secure and perhaps even install the bars that prevent books fro falling of the shelves. Make sure each staff eber has a whistle and light stick taped to his or her desk to help rescue the in the event of an eergency.
12 1c. Prevent Water Incursions This is ore iportant in regions prone to hurricanes, however, a burst pipe can cause just as uch daage as a natural disaster. Try not to store ites on the floor. Keep plastic sheeting and duct tape on hand to seal out water.
13 2.Eergency Supply Checklist paper towels asking tape duct tape plastic bags 2 large sponges bucket scissors flashlight light sticks extra batteries 10 dust asks clothespins 1 roll plastic sheeting disposable gloves heavy duty gloves 2 dozen pencils 2 black peranent arkers lined paper pad rubber boots hard hats vest with pockets plastic aprons clothesline
14 3a.What can you handle in-house? A sall water incursion can be cleaned up and books can be cared for by just a few people with a liited aount of tie and resources. If it's sunny, or you have a long, war hallway, you can stand open dap books to dry on a table with a fan blowing to speed up things.
15 3 b.freezing will buy you tie If books are soaked, it is better to have the professionally freeze dried. Until that can be done, you can place the books in a freezer on site, or with one you've contacted in advance to prevent old growth.
16 3c. Prepare books for freezing Use clean white paper towels, preferable the folded kind so you don't need to waste tie tearing sheets, to interleave the books every couple of pages to absorb oisture. Then pack tightly spine edge down into boxes to to prevent warping. Be careful lifting boxes of wet books which are very heavy.
17 3d. Hang up single sheet ites Use a clothesline and clothespins to dry single sheet ites or photographs or lay ites on a table on top of clean white bond paper. After ites are dry, they will take up ore space to store as they ay warp.
18 3e. Glossy "Clay Coated" Paper The special paper frequently used to print illustrations is prone to being stuck together very rapidly and should be frozen iediately. A stack of glossy paper can be separated carefully by pressing down a sheet of polyester fil on the top ite, gently pulling the page off, and continue to the next page with a fresh sheet of fil. Reove fil fro pages to hang dry.
19 4. Have resources on file There are any good sites with in depth details on how to prepare for an eergency and what to do once disaster strikes. You ay eail e at to get a link to all of these resources. You can download inforation to a usb drive, which is very durable, but you will still need paper copies if there is a power failure.
20 4b.Wheel of Fortune This eergency response wheel is the ost efficient way to have basic inforation on eergency response on hand for all staff ebers, it even has a agnet to keep it handy.
21 5. Pocket Response Plan This single sheet contains on one side inforation you need to COMMUNICATE and on the other side inforation on what ACTIONS need to be taken to prevent your eergency fro becoing a disaster.
22 ASSESSMENT ASSESSMENT COMMUNICATION COMMUNICATION COLLECTION COLLECTION SALVAGE SALVAGE COLLECTION COLLECTION PRIORITIES PRIORITIES Ensure Ensure through through proper proper Establish Establish aintain aintain Salvage Salvage collections collections using using First First Priority Priority Collections: Collections: authorities authorities thatthat all hazards all hazards channels channels of counication of counication pre-established pre-established Collection Collection areare cleared cleared before before entering entering Establish Establish Priorities, Priorities, taking taking intointo building building counication counication withwith account account access access & extent & extent of of Health Health & safety & safety first;first; appropriate appropriate local local & regional & regional daage daage protect protect staffstaff eergency eergency anageent anageent Identify Identify gather gather Docuent Docuent withwith Counicate Counicate withwith eergency eergency supplies supplies photos, photos, videos, videos, notes notes staffstaff using using the the Phone Phone Tree Tree Identify Identify secure, secure, dry dry IMMEDIATE IMMEDIATE RESPONSE RESPONSE Assess Assess daage daage to to Contact Contact riskrisk location location for pack-out for pack-out Notification Notification (as (as collections, collections, building, building, anager anager insurance insurance agent agent air-drying air-drying appropriate): appropriate): inforation inforation systes systes Contact Contact the the public public Recruit Recruit staffstaff / / FirstFirst Responders Responders What What typetype of an of an relations relations officer officer volunteers volunteers Ensure Ensure thatthat all staff all staff eergency eergency waswas it (fire, it (fire, Contact Contact WESTPAS, WESTPAS, Wear Wear appropriate appropriate visitors visitors are are safesafe soke, soke, cheical, cheical, clean clean water, water, Regional Regional Contacts, Contacts, safety safety protection protection accounted accounted for for water, water, heat, heat, huidity)? huidity)? conservators conservators Start Start collection collection Maintain Maintain security security of building of building dirtydirty What What areas areas are are Contact Contact outside outside salvage salvage guided guided by by Second Second Priority Priority collections collections affected? affected? Eergency Eergency Recovery Recovery Disaster Disaster Plan Plan Collections: Collections: Institutional Institutional How How uch uch of the of the Services Services collection collection response response Contacts Contacts collection collection is daaged? is daaged? Confir Confir funding funding protocols, protocols, including including Building Building Utilities Utilities What What types types of of sources sources for eergency for eergency Collection Collection Priorities Priorities Activate Activate the the aterials aterials are are daaged? daaged? services services as needed as needed Disaster Disaster Plan s Plan s eergency eergency AreAre critical critical Contact Contact regional regional response response actions actions inforation inforation systes systes libraries libraries to ensure to ensure continued continued Activate Activate the the functional functional / safe? / safe? services services to constituents to constituents Disaster Disaster Tea Tea if collection if collection Report Report status status to to daage daage adinistration adinistration public public Follow Follow other other PostPost eergency eergency Counication Counication steps steps inforation inforation instructions instructions on the on the institutional institutional website website Obtain Obtain appropriate appropriate perissions perissions to begin to begin salvage salvage WATER WATER RESPONSE RESPONSE (public (public safety, safety, public public health, health, WATER WATER RESPONSE RESPONSE Identify Identify aterials aterials structural structural engineer) engineer) Quick Quick response response is is needing needing iediate iediate salvage salvage essential essential to prevent to prevent old old action action (coated (coated paper, paper, leather leather growth growth irreversible irreversible WATER WATER RESPONSE RESPONSE bindings, bindings, unstable unstable inks, inks, fil, fil, WATER WATER RESPONSE RESPONSE daage daage to aterials to aterials Stop Stop the the source, source, etc.)etc.) Quick Quick response response is is Organize Organize staffstaff / / reove reove standing standing water water Stabilize Stabilize the the essential essential to prevent to prevent old old volunteers volunteers to load to load priority priority Cover Cover collections collections environent environent (cool, (cool, dry,dry, growth growth irreversible irreversible aterials aterials intointo freezer freezer based based withwith plastic plastic sheeting sheeting circulating circulating air optial) air optial) daage daage to aterials to aterials on aterial on aterial typetype Reove Reove aterials aterials Obtain Obtain refrigerated refrigerated Organize Organize staffstaff / / frofro water water path. path. Move Move books books trucks, trucks, freezer freezer storage storage volunteers volunteers to air-dry to air-dry aterials aterials higher higher on shelves on shelves or onto or onto thatthat should should not not be frozen be frozen book book trucks trucks Iediate Iediate Response Response and and Checklist Checklist forfor Collections Collections Recovery Recovery MAJOR MAJOR DISASTERS: DISASTERS: INCIDENT INCIDENT COMMAND COMMAND SYSTEM SYSTEM ICSICS authority authority structure: structure: Incident Incident Coander: Coander: Responsible Responsible for for overall overall anageent anageent of the of the incident incident Public Public Inforation Inforation Officer: Officer Responsible Responsible for for counication counication withwith edia/public edia/public Safety Safety Officer: Officer: Monitors Monitors safety safety of the of the incident inciden in regards in regards to both to both the the facility facility the the responders responders Liaison Liaison Officer: Officer: Coordinates Coordinates withwith representatives representatives of cooperating of cooperating agencies agencies Planning Planning Section Section Chief: Chief: Prepares Prepares Incident Incident Action Actio Plan Plan (IAP) (IAP) to respond to respond to the to the event event Operations Operations Section Section Chief: Chief: Ensures Ensures thatthat the the IAPIAP is is enacted enacted Logistics Logistics Section Section Chief: Chief: Responsible Responsible for all for all support support needs needs to enact to enact the the IAPIAP Finance/Adinistration Finance/Adinistration Section Sectio Chief: Chief: Manages Manages all financial all financial aspects aspects of the of the incident incident
23 Iediate Response and Checklist for Collections Recovery IMMEDIATE RESPONSE Notification (as appropriate): First Responders Ensure that all staff and visitors are safe and accounted for Maintain security of building and collections Institutional Contacts Building Utilities Activate the Disaster Plan s eergency response actions Activate the Disaster Tea if collection daage Follow other Counication steps WATER RESPONSE Stop the source, reove standing water Cover collections with plastic sheeting Reove aterials fro water path. Move books higher on shelves or onto book trucks ASSESSMENT Ensure through proper authorities that all hazards are cleared before entering building Health & safety first; protect staff Docuent with photos, videos, notes Assess daage to collections, building, inforation systes What type of an eergency was it (fire, soke, cheical, clean water, dirty water, heat, huidity)? What areas are affected? How uch of the collection is daaged? What types of aterials are daaged? Are critical inforation systes functional / safe? WATER RESPONSE Identify aterials needing iediate salvage action (coated paper, leather bindings, unstable inks, fil, etc.) Stabilize the environent (cool, dry, circulating air optial) COMMUNICATION Establish and aintain channels of counication Establish counication with appropriate local & regional eergency anageent Counicate with staff using the Phone Tree Contact risk anager and insurance agent Contact the public relations officer Contact WESTPAS, Regional Contacts, conservators Contact outside Eergency Recovery Services Confir funding sources for eergency services as needed Contact regional libraries to ensure continued services to constituents Report status to adinistration and public Post eergency inforation and instructions on the institutional website Obtain appropriate perissions to begin salvage (public safety, public health, structural engineer) WATER RESPONSE Quick response is essential to prevent old growth and irreversible daage to aterials Obtain refrigerated trucks, freezer storage COLLECTION SALVAGE Salvage collections using pre-established Collection Priorities, taking into account access & extent of daage Identify and gather eergency supplies Identify secure, dry location for packout and air-drying Recruit staff / volunteers Wear appropriate safety protection Start collection salvage guided by Disaster Plan and collection response protocols, including Collection Priorities WATER RESPONSE Quick response is essential to prevent old growth and irreversible daage to aterials Organize staff / volunteers to load priority aterials into freezer based on aterial type Organize staff / volunteers to air-dry aterials that should not be frozen COLLECTION PRIORITIES First Priority Collections: Second Priority Collections: MAJOR DISASTERS: INCIDENT COMMAND SYSTEM ICS authority structure: Incident Coander: Responsible for overall anageent of the incident Public Inforation Officer: Responsible for counication with edia/public Safety Officer: Monitors safety of the incident in regards to both the facility and the responders Liaison Officer: Coordinates with representatives of cooperating agencies Planning Section Chief: Prepares Incident Action Plan (IAP) to respond to the event Operations Section Chief: Ensures that the IAP is enacted Logistics Section Chief: Responsible for all support needs to enact the IAP Finance/Adinistration Section Chief: Manages all financial aspects of the incident
24 Don't let your eergency becoe a disaster......fill out your Pocket Response Plan and get back to work faster.