Member Services: Disaster Prevention and Recovery Template Plan
Institution: Date of current revision: Recovery Team
NamePhoneHome phoneResponsibility Administrator Disaster Team Leader Building Maintenance Preservation Disaster Team: 1) 2) 3) 4) 5) Dept. Heads 1) 2) etc. Emergency Instruction Sheet
FIRE - What to do if YOU see or suspect a fire:
Fire - What to do if YOU hear the alarm:
Earthquake
2. Evacuate only if you hear an alarm or announcement to do so, or if there is a power failure, when it is safe to do so. Power outage
Flood or water damage
Theft 1. Call _________________ Dangerous person
Collection damage
Facilities: Locations of Emergency Systems Building: List locations and attach floor plan (use letters -- or better, use icons -- to indicate locations on floor plan) Evacuation plan
1. Key boxes
L. Disaster barrels (include contents description in appendix)
Emergency Services Company/Service and Name of Contact Phone number Security Fire Dept. Police/Sheriff Ambulance FEMA (Region X)Federal Regional Center, 130 228th St SW 206-481-8800 Bothell, WA 98201www.fema.gov City County Civil Defense Janitorial Service Plumber Electrician Locksmith Carpenter Gas Company Electric Company Water Utility Exterminator
Recovery Assistance: Preservation Resource: Preservation Resource: Individuals/organizations to assist in clean-up: PORTALS mutual aid contacts: Disaster Recovery Service: Account pre-established? _______________ Account number ________________ Services available: ___ Water recovery ___ Freezer ___ Vac. freeze dryer ___ Fire recovery ___ Envir. control ___ Mold fumigation Local Freezer (1) Local Freezer (2) Refrigerator trailer Other Services
Conservators/Specialists: Local/regional resources:
Kris Kern, Portland State University 503-725-5218
Normandy Helmer, University of Oregon 541-346-1864
Gary Menges, University of Washington
Jack Thompson, Thompson Conservation Laboratory 503-735-39424
Paper & Book Photographs Computer Records
Insurance Insurance company Agent/Contact Policy number (attach copy of policy) Self-insured? ___ If yes, list contact
Other Legal Advisor Counseling service Architect Other
Collection Salvage Supplies On-site location / off-site sourceSource phone number Freezer or wax paper Gloves, rubber Interfacing (Pellon) Masks Milk crates, plastic Mylar polyester sheets Newsprint, blank Notepads & clipboards Nylon twine (brightly colored) Paper towels (no dyes) Sponges Trash bags, plastic
Other Equipment and Supplies On-site location / off-site source Source phone number Aprons, smocks Book trucks, metal Boots, rubber Brooms Buckets & trash cans, plastic Camera (to document damage) Dehumidifiers Drying space Emergency funds Cash Purchase orders Institutional credit cards Extension cords, grounded Fans Flashlights Forklift Generator, portable Hard hats Labels (large, self-adhesive) Library trucks Lighting, portable Mops, pails Pallets Paper towels Plastic sheeting (2 mil, or some 2 mil, some 3 ml,) and stored with scissors and tape) Refrigerator trucks Safety glasses Security personnel Sponges, dry chemical (for smoke/soot removal) Sponges, industrial Sponges, natural rubber Sump pump, portable Tables, portable Trash bags, plastic Vacuum, wet Water hoses Water-proof clothing Water-proof pens Other:
Disaster Response Supply Barrel Checklist
For use for immediate response in an emergency. Label supplies and the barrel and seal. Check barrels and supplies and check flashlight batteries twice a year (when the time changes). Replace batteries as needed. Store them outside the flashlights.
Contents: 33 gal. plastic trash can with lid (preferably red) 1 roll 10' x 100' 2 mil plastic sheeting 1 roll filament tape (to tape sheeting) 10 large plastic trash bags with ties (to fit can) 2 large sponges 1 Lysol spray can, 19 oz. 1 5 gal. bucket with lid 1 box disposable latex gloves 1 roll "Do no enter" barricade tape 2 rolls white paper towels 1 pair scissors Pencils (1 doz. sharpened) 2 black permanent marking pens Yellow lined pad Flashlight Batteries (replace semi-annually and store outside flashlight) 10 dust masks Disposable camera Duct tape
Information Technology
IT emergency contacts Day: Night: Location(s) of central systems: Back-up schedule: Locations of back-up tapes On-site: Off-site: Hot site service(s): Library software vendors: Library hardware vendors:
Data Priorities:
Priority for data recovery: 1. 2. etc.
Disaster Prevention
Fire prevention
Water damage prevention
Safety:
Daily checklist The following should be checked during opening/closing and included in night security patrols.
Weekly checklist (include -- Do door locks work? Are they secure?)
Disaster Recovery Outline
Collection priorities (by section / floor / subject / whatever makes sense for each library) Recovery steps Assess damage Stabilize environment Water damage Non-water damage Establish command center Activate in-house disaster recovery teams Notify PORTALS teams (mutual aid agreement0 Triage Documentation Organize work crews Action plan Procure supplies Procure services Notifications Sorting Reassess damage to the collections Reassess damage to the facility Facility restoration Building(s) Public and office areas Storage areas Staff restoration Debriefing Counseling Modify plan - lessons learned Salvage options for water damaged paper materials Options Air drying Warm dry air dehumidification Cold dry air dehumidification Freezing Stable water submersion Vacuum freeze drying Not recommended Vacuum drying Microwave drying General cautions Library formats Books Periodicals Maps Photographic prints Other Salvage options for water damaged non-paper materials Library formats Photographic Microforms Audio / Video / Computer tape CD-Rom and sound recordings Computer disks Salvage options for smoke, heat and/or burn damaged material Deoderizing Ozone Library formats Magnetic tape Manuscripts Photographs Salvage options for mechanically damaged materials Salvage options for chemically damaged materials Salvage options for air pollution damaged materials Soot and fire ash Volcanic ash Salvage options for computer virus damaged materials
Staff Emergency Procedures
Staff trained in First Aid and CPR Name Dept/locationDate of last training 1. 2. etc.
Emergency Procedures Outline
Medical emergency: staff Medical emergency: library user / public Earthquake Explosion Fire Flooding and water damage High wind and tornados Toxic events, chemical spills Threatening / suspicious people Phone or mail threat, suspicious objects Power outage Volcanic eruption Building evacuation procedure
Attachments
__ 1. List of salvage priorities for each department, area and/or office __ 2. Emergency procedures and evacuation plan __ 3. Copy of insurance policy __ 4. Copy of disaster recovery vendor contract __ 5. Other emergency planning and recovery documents: _______________________________________________ _______________________________________________
Date of last fire drill: Frequency: Required?Next scheduled date:
Inspection / replacement of fire extinguishers: Frequency: Required?Next scheduled date:
Date of last inspection by local fire department: Frequency: Required?Next scheduled date:
Date of last earthquake drill: Frequency: Required?Next scheduled date:
Date of last civil defense drill: Frequency: Required?Next scheduled date:
Date of last analysis/update of insurance coverage: Frequency: Required?Next scheduled date:
Photographs of interior and exterior stored off-site? Frequency: Required?Next scheduled date:
Is there an off-site record (microform, computer tape) or the collection? Y/N Frequency of update: Location: Attach copies of last inventory report.
Locations where this plan is on file In-house: Off-site:
Information Links
American Institute for Conservation: http://aic.stanford.edu/
American Library Association Disaster Preparedness Clearinghouse: http://www.ala.org/alcts/publications/disaster.html
Amigos Imaging and Preservation Services: http://www.amigos.org/preserve.htm
Amigos Preservation Service leaflets. http://www.amigos.org/preservation/leaflets.html
California Preservation Clearinghouse: http://cpc.stanford.edu
Colorado Preservation Alliance: http://www.aclin.org/~cpa/
Conservation Center for Art and Historic Artifacts (CCAHA): www.ccaha.org
Conservation OnLine (CoOL): http://palimpsest.stanford.edu Links to disaster plans: http://palimpsest.stanford.edu/bytopic/disasters/plans/
The Disaster Center: http://www.disastercenter.com/
Emergency Preparedness Information Exchange: http://hoshi.cic.sfu.ca/epix/
Federal Emergency Management Agency (FEMA) Response & Recovery: http://www.fema.gov/r-n-r/ers_wl.htm
Library of Congress Emergency Preparedness and Response: http://lcweb.loc.gov/preserv/pubsemer.html
National Archives and Records Administration (NARA): http://www.nara.gov/arch/
Natural Hazards Center: http://www.Colorado.EDU/hazards/ Human response to disasters
Northeast Document Conservation Center (NEDCC): http://www.nedcc.org They have a series of excellent technical leaflets including: "Disaster Planning: by Beth Lindblom Patkus and Karen Mltylewski. NEDCC, Technical Leaflet, Section 3, Leaflet 3. http://www.nedcc.org/plam3/tleaf33.htm "Worksheet for Outlining a Disaster Plan" by Karen E. Brown. NEDCC, Technical Leaflet, Section 3, Leaflet 4. http://www.nedcc.org/plam3/tleaf34.htm "Protection from Loss: Water and Fire Damage, Biological Agents, Theft, and Vandalism" by Sherelyn Ogden. NEDCC, Technical Leaflet, Section 3, Leaflet 1. http://www.nedcc.org/plam3/tleaf3.1.htm "Collections Security: Planning and Prevention for Libraries and Archives" by Karen E. Brown and Beth Lindblom Patkus. NEDCC, Technical Leaflet, Section 3, Leaflet 12. http://www.nedcc.org/plam3/tleaf3.12.htm
Regional Alliance for Preservation: http://www.rap-arcc.org/
SILDRN: San Diego/Imperial County Libraries Disaster Response Network: http://orpheus-1.ucsd.edu/sildrn/
Solinet: http://www.solinet.net "Disaster Preparedness and Recovery: Selected Bibliography" http://www.solinet.net/presvtn/leaf/disasbib.htm "Preservation Resources on the Internet: Disaster Preparedness and Recovery" http://www.solinet.net/presvtn/leaf/disweb.htm
University of Illinois Cooperative Extension Service, Disaster Resources Preparedness & Recovery: http://www.ag.uiuc.edu/~disaster/prep.html
Western Association for Art Conservation: http://palimpsest.stanford.edu/waac/ Includes a soon-to-be online resource guide to 400 manufacturers and suppliers used by conservators and archivists, with an emphasis on vendors in the western United States
Disaster Recovery Services and Supplies Always get at least two bids for disaster recovery services.
Belfor: http://www.belfor.com/ Portland office, 503-408-8880 Recovery from and clean-up after disasters
Conservation Center Online: http://palimpsest.stanford.edu/bytopic/suppliers/ Links to preservation related suppliers and service providers
Document Reprocessors: http://www.documentreprocessors.com/ Burlingame, CA, 1-800-4DRYING (1-800-437-9464) Restore water and fire damaged materials
Excalibur Data Recovery: http://www.excaliburdr.com/ N. Billerica, MA, 1-800-466-0893 Data recovery from wide range of media and operating systems
Midwest Freeze-Dry, Ltd.: http://www.midwestfreezedryltd.com/ Skokie, IL, 1-847-679-4756 Freeze-drying for restoration of water-damaged materials
Munters Corporation: http://www.muntersmcs.com Glendale Heights, IL 1-630-351-6808 / Sales offices in Vancouver, WA and Hillsboro, OR Dehumidification, facility and contents water damage recovery
Quake Kare, Inc. http://www.quakekare.com/index.html Thousand Oaks, CA, 1-800-2PREPARE (800-277-3727) Emergency supplies
Rothstein Associates, Inc.: http://www.rothstein.com Brookfield, CT, 1-203-740-7400 Disaster recovery books, articles, links, information
Specs Bros: http://www.specsbros.com/ Ridgefield Park, NJ, 1-800-852-7732 Video and audio tape reclamation, restoration, decontamination; disk recovery Includes disaster prevention and recovery information
Survive: http://www.survive.com Woking, Surrey, England, 01101483 710 600 International group for business continuity management professionals Includes online directory of disaster recovery companies worldwide
VidiPax - The Magnetic Media Restoration Company: http://www.panix.com/~vidipax New York, NY, 1-212-563-1999 Magnetic media restoration
This document is largely based on AMIGOS Preservation Services "Disaster Plan for Libraries and Archives" with additional material from: Minnesota Historical Society Disaster Preparedness Plan Basic Guidelines for Disaster Planning in Oklahoma Oregon Historical Society - Collections Disaster Response Plan NDCC - Worksheet for Outlining a Disaster Plan Northup Library - Disaster Procedures SILDRN Portland State University disaster plan
Special thanks to Tom Clareson (AMIGOS), Julie Page (UC San Diego and SILDRN) and the PORTALS Disaster Response Group (DIRG), M.-C. Cuthill (OHS), Kris Kern (PSU), Jean Caspers (Linfield), Carolyn Piatz (UP), Marilyn Kierstead (Reed), Alex Toth (Pacific), Linda Weimer (OHSU) and Normandy Helmer (UO). |