s stated in the introduction, prevention can stand alone, but it also works in tandem with the planning phase of disaster response.
Prevention includes looking for potential hazards in the building and either noting or correcting them. This phase is important because correcting chronic problems before they become serious can prevent them from becoming a disaster and costing the institution large sums of money and loss of time and efficient service. In the case of a small library, archives, historical society, or corporate library, prevention and planning for disasters can mean the difference between existing and being defunct.
So where do you start? Because prevention and planning go together, a disaster response team should be selected ahead of time (see section 4, “Plan- ning”); otherwise, select a small group of key per- sonnel to perform these tasks.
Two types of surveys should take place during the prevention phase of disaster response planning:
a building survey and a survey to identify vulnera- ble collections. For now let us focus upon a build- ing survey.
• Emergency exits should be visible and clearly marked.
• Make certain the exit signs and doors are not blocked and that the alarms on the doors, if any, work.
• It is important to ask where the alarms ring—
in the immediate vicinity or throughout the building.
• Does the alarm ring or light up in a central security office, and if so, do the security peo- ple know whom to call in an emergency?
Other security and safety items to check are emergency lighting (do the batteries still work and how often are they replaced?); fire extinguishers (both location and type); fire alarm call boxes (where are they located?); and smoke and heat alarms (do they meet the appropriate needs of the collections in those areas, and where do the alarms ring?).
The next step is to look for past and potential hazards such as water leaks; old and chronic leaks are sometimes identified by brown staining on ceil- ing tiles or leaching of minerals on walls. Water stains indicate that there was a problem and could occur again or that something is dripping on a regu- lar basis, such as an air-conditioning duct that gets too much condensation and doesn’t drain properly.
A stain might indicate a small leak in the roof or flashing that allows water to get into the building when it rains. Routine inspections of the roof should be done by the facilities maintenance staff. Side ef- fects of chronic water leaks include structural dam- age and weakening of walls and ceilings. Under the right conditions, fluctuations in the environment, in combination with a chronic leak, could create mold growth. When undetected, mold can spread through a sizable portion of the collection, infect- ing the air-handling system as well as causing staff discomfort.
Indicate chronic problem areas on the floor plan. Discuss the identification of the source of the water leak(s), and work with the facilities mainte- nance staff to correct the situation.
Another potential hazard includes use and stor- age of flammable chemicals in the library or build-
ing. Emphasize that the chemicals must be stored in fireproof cabinets when not in use and that ap- propriate handling and precautions be incorpo- rated when used. Keep a file of Material Safety Data Sheets (MSDS) for easy reference should an accident occur (see figure 3.1 for page 1 of the six- page form). Material Safety Data Sheets include handling and cleanup information as well as a list of ingredients. Supplies and collections should not be stored in stairwells and hallways. They are a fire hazard and may prevent firefighters and disaster re- sponse personnel from entering the building quickly and efficiently.
Walk through the building(s) with the regular facilities maintenance staff and ask them to point out where they see potential hazards or where they routinely fix problems. Ask them to show you where the sprinkler water control valve is located, and make certain that it is properly activated and main- tained. Ask where the shutoff valves are located for the gas, electricity, and water. These should be listed in the checklist for the building. Discuss the reasons for disaster response planning with facilities main- tenance staff. Ask where and how they see them- selves participating in the response and recovery aspects of the plan.
Do the same with the security staff, looking for potential security problems, including identifying doors and windows that don’t shut properly. Discuss the reasons for disaster response planning with the security staff. Ask where and how they see them- selves participating in the response and recovery aspects of the plan.
Next, the disaster response team and someone from facilities maintenance should walk around the outside of the building, looking for potential water and fire hazards. Notice where there are external stairs going below ground. The drains at the bottom of those stairs should be cleaned regularly to pre- vent water backing up into the foundation or the basement level. Locate the external fresh air intake shafts. They are large grates set into the ground or walls. They should be clear of debris such as leaves and bushes. Keeping the fresh air intakes clear will decrease indoor air quality problems. Talk with fa- cilities maintenance staff about their regular exter-
nal cleaning routines. Gutters and eaves should be cleaned regularly to prevent water backup under the roof or into foundations. Pay particular attention to any mention of damage to the roof. Look for bro- ken or cracked windows. Note windows that aren’t
shut completely. The same goes for external doors.
Pay particular attention to emergency exit doors.
They should never be propped open or obstructed.
Follow up on any damage or potential problems that are scheduled to be fixed.
FIGURE 3.1. Page 1 of Material Safety Data Sheet. The form covers fire and explosion data, health effects data, spill and leak procedures, etc.