This publication is designed for use in libraries, archives, and historical societies to help respond to and recover from disasters and to assist in the design of disaster response plans. Copies of the library's disaster response plan and computer backup tapes should be stored off-site at homes, records storage centers or banks in case the ix.
Arrangement and Purpose
Prevention, the third part, is closely related to "Planning". Prevention can stand alone and be accomplished without a formal disaster response plan. Planning', the fourth section, lists all suggested responsibilities for team members; prioritizes the recovery order of damaged collections;.
Why Write a Disaster Response Plan?
Planning', the fourth section, lists all suggested responsibilities for team members; prioritizes the recovery order of damaged collections;. and provides suggestions for staff training. As they face the horror of human tragedy, disaster response teams must plan effectively for the worst.
What Is a Disaster Response Plan and Why Is It Important?
After each disaster, the library and archives community learns the importance of foresight and planning for the loss of collections and data.
Disaster Response Planning in a Nutshell
Who is in charge of discussing the situation with the board or director of the institution. Who will be the institution's media spokesperson if there is no public information officer (PIO)?
What If the Disaster Happens Before You Have a Plan?
S ECTION 1
Assessing the situation and damage This next phase of the disaster response plan requires that the building or area be safe to enter. Talk to facility maintenance personnel, or the disaster response/drying company if they will be for-.
Call for Outside Assistance
Then inform the director of the library/archive or the head of the institute about the situation. A consultant working with the disaster response team leader relieves the archive or library director of the day-to-day stress of disaster recovery, possibly with the help of temporary workers. hired to do much of the unskilled manual work.
Damage Assessment
Consultants provide additional assistance by enlisting assistance from disaster relief/drying companies and others who specialize in preserving the unique, fragile, and non-print/non-paper items in the collections. When the first priority collections have been dealt with in that part of the building, you move to the second priority.
Response to Different-Size Disasters
It may take weeks or months for the damaged part of the collection to return to the shelves. Careful coordination with the Information Systems disaster response team is essential to restore the library or archive's information retrieval function to normal.
Dealing with the Media
If so, determine how to get the undamaged material to customers while keeping them out of the area. Remember, only one person should be designated to speak on behalf of the institution to avoid conflicting or negative accounts of the disaster.
Working with Contractors
In some cases, the consultant may be required to work in tandem with the disaster response team leader or as a deputy. If you have an independent consultant who already works with the institution and is able to address conservation and disaster response issues, use that consultant.
Recovery Decisions and Priorities
Working with contractors is one phase of response and recovery where an independent consultant will be helpful. Consultants may be asked to meet with the administrators, to explain processes and specifications to insurance agents, and to discuss the disaster and secondary effects with the staff.
Computers and Disaster Recovery
Different Methods of Drying Wet Materials
Then either thaw and air dry or vacuum lyophilize if no monetary value is attached to the images. Paper, books and film materials can be vacuum lyophilized with minimal deformation and loss.
Emotional Issues
Some ways to deal with lowered morale are to have the library/archives director or institution head meet with staff several times during the disaster response and recovery phases to provide updates on the situation . The disaster response team leader and members should be aware of the surge of emotions and should try to channel them towards the desired end of the recovery operation.
Fire in City Archives, Linkoping, Sweden
The books (about 200,000 volumes), the catalogue, a special collection on literature from the county, archival material, old paintings and much more were destroyed in the main building. But there were problems with the heat radiating from the remains of the fire above.
Making Decisions
S ECTION 2
Establish a method for retrieving books from the sections of the collections that are closed to the public. After water damage, the collections in the dried out and undamaged parts of the building should be regularly checked for mold.
Evaluating the Plan
Arrange a schedule so that personnel are rotated into public service functions, while at other times they assist with necessary recovery operations, such as evaluating what remains of the collection or overseeing any physical cleanup that still needs to be done. It is important to monitor the environmental conditions of the library or archives after water damage has been cleaned up.
Revising the Response Plan
Following Up
Dealing with the Next Disaster—
Physical and Psychological Issues
With each fluctuation in temperature and relative humidity, chemical reactions within the paper and photographs start and stop, negatively contributing to the deterioration of the collections. For the “next” disaster, the disaster response team and facility director may more seriously consider working with outside contractors and consultants.
A Whiff of Mold? No, It Can’t Be!
The Facilities Maintenance Manager and the Disaster Response Team met to discuss this action. Because the staff complained of feeling sick, they decided to have an industrial hygienist examine and test the mold in the mechanical room and in the library, especially in Department A. The library manager decided it was time to call the insurance company and see what they can contribute.
The Building Survey
S ECTION 3
Prevention includes looking for potential hazards in the building and either recording or correcting them. Ask where and how they see themselves participating in the response and recovery aspects of the plan.
Correcting and Preventing Fire and Safety Hazards
The sprinklers should be zoned so that only the one or two sprinkler heads above the fire are activated. Sprinkler heads should automatically turn off when the fire is out and reactivate when the fire reignites.
Indoor Air Quality and Sick Building Syndrome
Members of the disaster response team should know where the fire sprinkler shutoff valves are and should indicate their location on the floor plan. Establish a routine to regularly check that they are in good working order and that staff know who to call and where to meet outside the building when fire alarms go off.
Remote Storage Facilities
If there are more complaints, the air ducts and plumbing system should be checked for mold. If the remote storage is a leased or contracted service, names of emergency contact personnel and 24-hour emergency contact numbers must be included in the disaster response plan along with the names and numbers of the institution's contact persons.
Backup Routines to Prevent Loss of Computer Data
If the remote storage or remote storage involves a rented space or a contracted service, then there is minimal control over the environment or the physical state of the collection. No data is lost if the disaster occurs at night after the backup is done.
Survey to Identify Vulnerable Collections
Ideally, only the day's data will be lost if the disaster occurs during business hours. However, it is not possible to ensure that the data will not be damaged if the surface is scratched or scratched.
Construction and Renovation Projects
Regardless, filters will need to be changed more often; change them again when the building is resealed and cleaning is complete. If so, temperature and mold sensitive collections should be moved to another part of the building or location.
Outside Contacts
Confirm that the building will remain warm enough during construction so that pipes do not freeze and crack, causing water damage. Regular removal of waste, garbage and food. Take the time to discuss the vulnerability of the joints and the building with the building crew leader or senior supervisor.
Renovation Disaster
Place this list at the back of your disaster response plan and refer to it when an emergency occurs. However, protecting the collections against particulate matter and large changes in temperature and relative humidity is a must.
Elements of a Disaster Response Plan
S ECTION 4
Set priorities for the recovery of each of the collections (by format, type, department, floor or building). Train the disaster response team and explain responsibilities to the rest of the staff.
Disaster Response Team
Contact disaster response companies and consultants for an analysis and discussion of their roles in potential disasters.
Roles and Responsibilities
Regardless of how involved the library director is in the disaster response and recovery phases, there should be regular meetings of the disaster response team and the director and regular updates to other staff about the institution's overall recovery. Security: In the event of a disaster, an alarm going off, water leaks or broken pipes, security staff should notify the disaster response team.
Lists to Create and Update during the Planning Phase
Supervise the packing of boxes, either by staff, volunteers or disaster response/drying company personnel. The disaster response team members should keep a copy of the most updated plan at home or in their cars in case the building is inaccessible or the disaster occurs at night.
Prioritization for Recovery
An overview of the institution's mission statement and collection development policies is in order. Within this category are the records created by offices and the business and financial records of the institution.
Planning for Small, Large, and Wide-Area Disasters
Remember that cell phones will be heavily relied upon during wide-area disasters, causing delays in communication. A large-scale disaster can be long-term and just as devastating as a wide-area disaster if it is caused by an outage of power or telephones.
Planning for Damage to Computers and Automated Services
If the answer to the last question is indeterminate and the circulation functions are separated from the catalog, the OPAC does not belong in the primary recycling category, but in the second or third. After determining the sequence for restoring computer-based services, the next step is to create a list of the types and locations of hardware and software in the building.
Technology
During the recovery phase of your disaster, the IS department will need to obtain the backup tapes and determine where they will operate from. As the library returns to some sense of normalcy, the IS department will need to reintegrate computer functions.
Insurance
If the business, library or information center is located in rented space, the insurance policy should cover restoration, cleaning and reconstruction of the area. The insurance should cover the replacement costs of approx. one third of the collection.
Communications
If there is a temporary location, let customers know where it is and what the hours are. It is important to remember that fundraising and development campaigns, essential for non-profit and cultural institutions, are most effective during the first six months after the disaster.
When the Disaster Is Over
If you need to rebuild the collection or the building, start the fundraising and development campaign immediately.
Telecommunications
Contacting Disaster Response Companies and Consultants
How much of the work they do themselves and what kind of work they outsource. Designate a disaster response team or employee as the contact person for the contractor(s) and the facility maintenance department.
Training
Disaster response team members need to know where the fire extinguishers and hoses are, where the heat and smoke alarms sound, and what type of sprinkler system is in the building. Don't forget to distribute the revisions to all the disaster response team members and insert the revisions into all the printed plans.
Firsthand Experience during the Oklahoma City Bombing
They were briefed on the status of the two injured personnel and the condition of the building. Establish communication with staff in the rest of the system and libraries in the state.
Basic Response Procedures
S ECTION 5
Packing Procedures for Books, Documents, Archives, and
Selecting a Drying Method—
Dehumidification vs. Vacuum Freeze-Drying
If the materials can be removed from the building, your drying options are dehumidification and vacuum freeze drying. Vacuum freeze drying may be suitable for water soluble inks; check with the paper conservator first.
Documents and Files In-house—
Vacuum freeze-drying: With vacuum freeze-drying, objects can enter the chamber frozen or wet. When vacuum freeze drying is used, less rebinding of previously wet materials is required.
Handling and Drying Methods
As the vacuum is reduced, ice is sublimated into vapor, that is, the ice is instantly converted into a gas and immediately pumped out of the chamber. Air drying: This process involves using the institution's air handling or HVAC system in conjunction with fans and portable dehumidifiers.
Books and Paper Files In-house—
Bonding materials should be replaced every six to eight hours to prevent irreversible damage to the bonding structure.
Large Format Materials—
Separating large format wet materials To separate large format wet materials, use Mylar sheets that are larger than the materials. Note: Some large-format materials, such as art and posters, may have water-soluble inks that will work when wet.
Modern Film-Based Materials 1950–Present—Handling and
If allowed to dry on its own, the emulsion of the photograph or film will stick to what it touches. It is best to remove all film from sleeves, folders and binders as the emulsion will stick to the paper or Mylar.
Magnetic Tape—Handling and Drying Methods
Poor storage and environmental conditions accelerate the deterioration of the tape and its magnetic signal. If the tape is wound tightly and properly on the spool, there should be no water between the layers.
Compact Discs (CDs) and DVDs—
If the polycarbonate surface is damaged or not properly sealed, moisture can become trapped and corrode the metal coding surface. Clean discs from the center with a movement perpendicular to the grooves to avoid damaging and scratching the polycarbonate surface.
Phonograph Records—
All solid particles and contamination must be avoided as they can inhibit the signal and corrode the polycarbonate. Avoid storing CDs near solvents such as cleaning supplies, ozone, and paints; they will eat the polycarbonate. Alcohol-based cleaners (including LP Discwasher) should not be used on acetate and shellac discs.
Works of Art on Canvas and Paper—
Make sure the paper label is completely dry before placing the discs in new sleeves. The biggest dangers for vinyl records are mold due to not drying them thoroughly and the labels can peel off when exposed to water.
Mold
A method to prevent mold growth on film materials is to store them in frost-free refrigerators. Store magnetic and tape media in a low-rH environment to prevent mold growth.
Ozone
When ozone is generated for use in deodorizing cellulose and paper-based materials, it tends to bind to the reactive chemicals already present and accelerate the aging process. To make matters worse, as previously mentioned, ozone is generated by photocopiers and laser printers.10 Although the output of ozone is filtered and regulated by OSHA, these machines should not be present in rooms where large collections of cellulosic materials are stored, especially film-based materials.
Insects and Pests
Ozone should not be used on objects of lasting value found in cultural institutions. Ozone should not be used with cellulosic materials as it causes them to become brittle and degrade.
Lessons to Learn By
How the Financial Institutions Survived 9-11
Elements of a Disaster Response Plan
Add to this list or modify it to reflect the needs of your institution and your specific disaster response plan. Make a basic response plan with the phone numbers on the first page of your disaster response manual for easy reference and contact.
A PPENDIX A
- Disaster Response Team Contact Information
- Emergency Contact List—Services
- Phase I Activate Plan—Gather Disaster Response Team
- Phase II Assessment Phase—External Structural Damage
- Phase II Assessment Phase—Internal Structural Damage
- Phase II Assessment Phase—Contents and Furniture
- Phase II Assessment Phase—Collections
- Phase II Assessment Phase—Computers
- Phase III—Rescue and Recovery Phase
- Phase III—Rescue and Recovery Phase—
For a quick and dirty plan, use the checklist for the three response phases in combination with the activity list in the introduction (see page 4). Contact disaster management companies and consultants for a walk-through and discussion of their role in potential disasters.
Assignment of Disaster Response Team Responsibilities
Phase III—Rescue and Recovery Phase—
Reallocation of Staff within Building
Phase III—Rescue and Recovery Phase—
Reallocation of Staff outside of Building
Phase III—Recovery Phase—Returning to Normal
Visual inspection of internal building and collection areas is completed on Return of equipment and furniture is scheduled for.
Phase III—Communications
Prioritization for Recovery Checklist
Vital and Permanent Records Checklist
Recovery Decisions and Priorities Checklist
Paper Records Recovery Decision Checklist
Clay-Coated Paper Recovery Decision Checklist
Books and Bound Materials Recovery Decision Checklist
Microforms Recovery Decision Checklist
Software and Data Recovery Decision Checklist
Computer Equipment Recovery Decision Checklist
Checklist for Determining Drying Method
Environmental Conditions for Air Drying Books and Paper Files Checklist
Current Suggested Temperature and Relative Humidity for Cultural Institutions
Cleaning Books Checklist
Checklist for When Materials Are Returned from the Contractor
Building Survey Checklist
Fire Extinguisher Information List
Remote Storage Facilities Checklist
Computer Backup Tape Storage Facilities Checklist
Telecommunications and Phone-Dependent Services Checklist
Computers and Data—Hardware Checklist
LANs and Servers Checklist 5
Modems Checklist
Printers Checklist
Battery Backup or UPS Checklist
Software Checklist
Backup Routines Checklist
Computer Backup Information Checklist
Online Services Access Checklist
A PPENDIX B
European Commission for Conservation and Access to the Royal Netherlands Academy of Arts and. formerly NIC - National Institutions for the Preservation of Cultural Property). OCLC provides certain disaster response services, including priority rewiring, data reloading, and rental or lease of computer equipment to replace damaged OCLC terminals.
10 Basic Articles and Books on Disaster Response
Saving Water-Damaged Archival Collections: Rescue at a Glance.” Bulletin of the Western Society for the Conservation of Art 10, no. Salvage Operations for Water-Damaged Archival Collections: A Second Look." Bulletin of the Western Association for the Conservation of Art 19, no.
Audiovisual and Film-Based Materials
Magnetic Media
Compact and Optical Discs
Phonograph Records
Indoor Air Quality and Mold
Ozone generators marketed as air purifiers: Evaluation of effectiveness and health implications. Washington, D.C., 2001.
Computers—Digital Information
Selected General Bibliography
Managing the role of mental health in disasters: An experience in Alaska. Journal of Disaster Recovery (Spring. Insurance and Disaster Recovery Planning: Business Income Coverage and Claims Preparation."
Journals
Internet Addresses and Websites
