earth, wind and fire: be prepared if disaster strikes

“Disaster response planning and prevention, or preparedness, are performed when all is sane and quiet, and decisions are made in a rational, carefully considered manner.”

From “Disaster Response and Planning for Libraries” – Miriam B. Khan

“Disaster response and recovery plans are activated when all is chaos, amidst conflicting demands to restore services, collections, and access to the building”


The fire truck has just left and there you stand amid what once was your library. You look around-what was once a vibrant building full of books, videos, and computers is now a smoldering mass of melted plastic, soggy blackened paper, and sooty machinery. You want to run home and hide and hope it was a bad dream. But you cannot, you are the Library Director. What do you do now? Is everything ruined?

When you locked up Saturday everything in the library was fine. When you open on Monday morning you are greeted by the sound of running water. As you step in, you squish into the carpet like a big sponge. Water is flowing across the carpet and floor, lapping at the shelving, covering the computer cables strung across the floor. It's too late to start bailing, too late to call the plumber. What should you do?

Tornado damage - Stamping Ground Public Library, Kentucky - April 4, 1974

Some statistics Over 4.8 Billion Artifacts are held in public trust by more

than 30,000 archives, historical societies, libraries, museums, scientific research collections and archaeological repositories in the United States.

American museums, libraries, archives, historical societies and scientific research organizations are visited 2.5 billion times a year

They are a public trust that must be protected for future generations

Providing a safe environment and proper care for all collections is a fundamental responsibility of all institutions and individuals who care about our heritage.

From A Public Trust at Risk, Published 12/2005, www.heritagehealthindex.org

More statistics 80% of collecting institutions don’t have a disaster

plan that includes collections with staff trained to carry it out

2.6 billion items of historic, cultural, and scientific significance are not protected by an emergency plan and are at risk should a disaster strike their institutions.

All collections are at risk for catastrophic loss due to disasters ranging from hurricanes and tornadoes to floods from broken water pipes. Institutions that prepare for emergencies dramatically improve the chances that their collections will survive.

From A Public Trust at Risk, Published 12/2005, www.heritagehealthindex.org

A Public Trust at Risk

http://www.heritagepreservation.org/

Disasters happen. You plan for them, work to prevent them, or turn a blind eye and hope one will never occur. Sooner or later, you must deal with one. Disasters come in all sizes. Sometimes disasters affect a small part of your building, sometimes the entire building, and in the most extreme and tragic times the entire area. Since you do not know when or how extensive the disaster will be, you can only be prepared.”


"An ounce of prevention is worth a pound of cure"

In 1736, Benjamin Franklin organized

Philadelphia's Union Fire Company, the first in the city. This famous saying

was actually fire-fighting advice.

Develop responsive measures Be prepared in the event of an

emergency Respond effectively Develop Recovery & Continuity plans

Hazards can’t be eliminated but libraries should:

Natural Floods, sleet/hail/ice, tornado, blizzard,

earthquake, hurricane, tsunami

Technological Transportation incidents, building and

electrical failure, hazardous materials

Civil Terrorism, vandalism, warfare, bombs,

workplace violence, intruder on site, acts of violence

First steps:

Research resourcesResearch resources Appoint Disaster Response Team Appoint Disaster Response Team

membersmembers Gather informationGather information Put pen to paper – writing “ The Plan”Put pen to paper – writing “ The Plan” Get plan approvedGet plan approved

Indiana State Library & other State Indiana State Library & other State LibrariesLibraries• Connie Bruder / [email protected] Bruder / [email protected]• Rebecca Shindel / [email protected] Shindel / [email protected]

WorldCat - Disaster planning booksWorldCat - Disaster planning books INSPIRE articlesINSPIRE articles Other institutions touched by disastersOther institutions touched by disasters

• http://www.in.gov/library/files/http://www.in.gov/library/files/disastertemplate.pdfdisastertemplate.pdf

Four to six key staff members Four to six key staff members ((diversity of distance)diversity of distance) Appoint alternatesAppoint alternates

Volunteers Volunteers – make sure they sign waivers– make sure they sign waivers

Director – many duties! *Collections Manager - recovery companies & inventory

of library collections Accountant/Bookkeeper – inventory of library

possessions / insurance coverage up to date Security Officer – evacuation team & periodic drills Human Resources – current employee phone list Technology Head – computer network & phone Public Relations Rep – contacts media & keep staff up

to date *Facilities Manager – determines with safety officers if

building is safe Staff members – willing to be “on call”

http://www.in.gov/library/files/disastertemplate.pdf

Member profiles - Contact information & Duties

Member profiles - Contact information & Duties

Sample from:

http://www.in.gov/library/files/disastertemplate.pdf

Available at multiple locations

Contact informationContact information Federal, state and local emergency Federal, state and local emergency

agenciesagencies Important documents Important documents - insurance policies, - insurance policies,

photos or videos of valuable itemsphotos or videos of valuable items

Partial sample

Take precautions to reduce premiums Be aware of exclusions from coverage Take photos or videos of valuable items

and store them off site (maybe ask a similar institution or two in another part of the country to pair with you – they store your items & you store theirs)

Appraise the building and its contents at least every 5 years

Evaluate insurance policy

Bringing it all together

1.A disaster preparedness plan is a written document that describes the procedures devised to prevent and prepare for disasters, and those purposed to respond to and recover from disasters when they occur.

Disaster Preparedness Plan for Small Public Libraries

State Library of Ohiohttps://www.webjunction.org/content/dam/WebJunction/Documents/ohio/DisasterPreparednessPlan2009.doc

2.Your disaster preparedness plan does not need to be a lengthy, detailed document, but it does need to be a written document that has been read and is understood by the staff and the Board.



3.That way, should disaster strike, everyone will know about the plan and will be ready to follow it.



Introduction Establishment of

authority Body Appendices

It can take a year or more to hammer out the details of the disaster response plan

Basic structure

1. The Disaster Team 2. Emergency Contacts 3. Procedure to Close the Library 4. Emergency Evacuation Procedures 5. Communication Equipment 6. Disaster Supplies 7. Emergency systems 8. Plans for Specific Emergencies 9. Priority List of Collections and Administrative

Records 10.Recovery Services Contacts 11.Insurance/ Legal Contacts 12.Business Continuity Plan

Beneficial information categories:

Indiana State Library disaster templatehttp://www.in.gov/library/files/disastertemplate.pdf

When and by whom it was prepared The purpose of the plan When and by whom it is to be updated

by How the plan is organized and tips on

using it

Also include:

Plans for server failure What is the most current backup

available? Are the backups stored off site? Is our current system configuration

documented? What if access to the building is denied?

Things to think about …

File it and forget it, right?

Disaster Plan needs to be approved by Disaster Plan needs to be approved by the Library Board and officially adoptedthe Library Board and officially adopted

Distribute copies to the staffDistribute copies to the staff Order and distribute emergency suppliesOrder and distribute emergency supplies Educate and train staffEducate and train staff

Staff meetings going over the plan Training and testing

Periodic drills are important! Staff will become more confident and

will be proactive if a disaster strikes! Can test the plan and see if

revision is needed Employees will be involved and

invested in the process – Education is a must!!!

Very important!!!

Know which way to exit your building (drills & new employee training)

Designate a safety zone – where staff can congregate and have a plan for accounting for staff members

Crowd control training – make sure staff knows how to evacuate the public and have pre-set areas that need to be checked (do drills for this)

Public Address Systems – can limit the effects of hazardous situations – reach all areas of the library quickly, some places use megaphones

Improvements – better, more clear signage, obvious paths to safe zones, better ways to motivate patrons who are reluctant to move even in the face of an emergency

Plan the work, work the plan & test the plan

Store materials off of the floor and away from exterior walls

Don’t store collections in the attic or basement

Be familiar with recovery procedures Be familiar with recovery services Have supplies and equipment easily

accessible, in multiple locations if possible

Prevention is key to reducing damage

Bull Horn Institutional Cell phones (if still working) Phones to plug directly into wall Public Address system Transistor Radios (for news) Two way radios (with extra batteries) Weather Radio

Battery operated radio Brooms and dustpans Brooms with squeegees Camera with film Cellular telephone Drying space Extension cords (50 ft.,

grounded) Flashlights, batteries,

replacement bulbs Gloves (leather, rubber) Hard hats Lights, shop-lights & bulbs Metal book trucks Mop, bucket, sponges

Portable fans Portable folding tables Portable pump Protective masks/glasses Rubber boots Rubber or plastic aprons Scissors Shovel Spill pillows (inert sorbent

materials) Tool kit (crowbar, hammer,

pliers, screwdriver) Utility knives, extra blades Wet-vacuum

In House Emergency Equipment

Absorbent paper (blank newsprint, blotter, etc.)

Cleaning products Clipboards (also paper

pads, pencils, waterproof pens, large self-adhesive labels)

Disinfectant Dry chemical sponges (for

removing soot) First aid kit Heavy plastic sheeting

(with scissors and tape) Paper towel supply Plastic garbage bags

Polyethylene bags (various sizes)

Sponges, cleaning supplies

Waxed or freezer paper

In House Emergency Supplies

Absorbent paper (blank newsprint, blotter, etc.)

Construction materials (wood, screws, nails)

Dry ice Drying space Extra security personnel Heavy plastic sheeting Ladders Monofilament nylon (fishing)

line Nearest CB radio Nearest off site phone Photographic

equipment/supplies

Plastic (milk) crates Plastic buckets and trash

cans Portable dehumidifiers Portable generator Portable lighting Portable tables Portable toilets Refrigerator trucks Rubber and/or plastic

aprons Sand bags Sturdy boxes Water hoses with spray

nozzles

Additional equipment

Continuity need not be full-time, full-service …

Things to consider: Are you considered a community center? Able to provide internet, phone charging

Community members will be able to connect with family

Dealing with insurance issues, keeping their business going …

The longer you are closed you run the risk of patrons going elsewhere going elsewhere and not coming back to you!

A disaster plan takes A disaster plan takes over after you take care over after you take care of human life, a disaster of human life, a disaster plan covers your actual plan covers your actual collection.collection.

Respond Assemble your team Assess the scope of the damage Begin recovery of services and collections

“A disaster response plan is essential to the continuation of the institution, retention of patrons, and fast and efficient resumption of services to patrons and staff.”

Isolated to a portion of building/facility Affect 300 items or less May result in interruption in operations Examples:

Localized leak A few moldy items Pest problem

Follow procedures outlined in disaster plan

Use stockpiled supplies Provide authority to respond

appropriately Document incident Revise emergency procedures if needed Salvage can usually be handled in-house

Communication very difficult Prolonged lack of basic services – power, food

service, clean water, lodging for responders Affects 300-500 items or more Lack of supplies and recovery services Lack of human resources – inability to reach

staff members for help or staff unable to help

Examples: Hurricane Major flooding Earthquakes Tornado

Attend to safety issues first Allow staff to deal with personal situations Begin to contact vendors and insurance

agents Assemble supplies Establish security procedures Eliminate hazards and obtain clearances

October 30, October 30, 20042004

Flash floodFlash flood

University of University of Hawaii at Hawaii at Manoa Manoa LibraryLibrary

Natural disasters (floods, hurricanes) Construction/building disasters (roof leaks,

window seals, condensation ) Changes in the outside environment (rainy

season) Fluctuation in interior environment (turning

off air conditioning at the end of day or days closed)

• In danger of a mold outbreak

Resulting in: Permanent stains to book cloth Weakening of materials Looses on paper Irreversible damage to photographs MOLD!

Discard Air Drying Dehumidification Freezing

Salvage options:

Check with systems personnel for undamaged backups

Media may be air dried or vacuum freeze dried

Air drying techniques may risk damage to the discs

Back up, back up, back up!

Computer media

Air drying, freezing, vacuum freeze drying …

Make contact before disaster strikes• Pre-arranged contracts shorten delays

in recovery Be familiar with a variety of vendors and

their services• Large institutions may need multiple

vendors Use local companies or cultural

institutions• Cold storage, freezer space, carpet

removal, shipping supplies, building drying

Use national vendors for specialized work

Services and Vendors

Commercial Salvage Options• Desiccant dehumidification• Blast-freezing• Vacuum freeze dry• Vacuum thermal drying [not for items of long-

term value] Preservation Field Service Programs Consult local/regional networks for

assistance & recommendations

Types of Vendors to Consider

Check references Be clear about the services you need (avoid

unnecessary procedures) Document with photos before contracted

services start Request a sample batch to be processed

before signing an agreement Sign letter of agreement/contract that

specifies treatments

Don’t forget to …

Do they have experience working with cultural institutions?

Are there quality control measures and guarantees?

Will change orders impact cost of bid?

Questions to ask

Insurance Self insured Actual cash value Replacement cost

Emergency grants Federal sources of funding

Paying for salvage

Paper is more durable than thought Prevention is cheaper than recovery Greater emphasis on duplication and

dispersal of vital collections Bring in professionals to assess your

building and procedures and be open to making changes to bring about a better procedure

Re-consider the location of “offsite storage” for backup and duplicates

University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004

They had a disaster plan that was reviewed regularly & updated

BUT – their plan hadn’t accounted for such a big disaster that lasted an inordinate amount of time

No electricity for three months - had to shelve books in the dark

Continuous function through disaster

University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004

“Libraries are safe havens from the chaotic storm of displaced lives”


Brooklyn Public Library & transit strike• Had a plan with NYPL & Queens that their

workers could report to the library closest to their home

Terrebonne Parish Library (Houma, Louisiana)

• After Hurricane Katrina, they were a vital place for patrons to congregate for support , keep their business affairs in order & communicate with loved ones

American Express & 9/11• Have a backup facility in Arizona, successfully

transferred critical data to duplicate applications and staff outside the New York region.

Other disasters & solutions

Surveillance of public areas (inside and outside)

Exterior lighting Develop rigid closing procedures Limit & protect book drops Panic buttons

No one who witnesses a disaster is untouched by it

Sleep disturbances and fatigue Back, shoulder or neck pain Tension or migraine headaches Weight loss or gain High blood pressure Skin problems Frequent infections (colds, flu, etc.)

Communicate Set up regular briefings Give people time to talk about the

experience Provide flexibility in scheduling and a

variety of tasks Get local companies to donate food,

snacks and drinks for staff and volunteers

1. The person in charge, who may be knowledgeable about a verbal or informal plan, may not be around when disaster strikes.

2. The process of writing fosters a more intensive review of circumstances and needs, and is more conducive to receiving input from more people.

3. Having a written disaster preparedness plan will relieve much of the confusion that arises during a crisis situation. The plan prioritizes what should be salvaged and what should be dealt with immediately in an emergency. The University of Pittsburgh in its Disaster Planning: Small Public Libraries gives five very good

reasons why having a disaster preparedness plan in place is essential for the small public library.

4. A written plan can indicate which tasks can be delegated to volunteers and which will require professional input.

5. A written disaster preparedness plan is cost-effective. Comparison shopping is done ahead of time and this allows the library to attain the best prices for goods and services rather than attempting to make these choices under the stressful environments surrounding a crisis. A written plan may qualify your library for reduced insurance premiums.

The University of Pittsburgh in its Disaster Planning: Small Public Libraries gives five very good reasons why having a disaster preparedness plan in place is essential for the small public library.

FEMAhttp://www.fema.gov/plan-prepare-mitigatehttp://www.fema.gov/community-emergency-response-teamshttp://training.fema.gov/EMIWeb/IS/ICSResource/index.htmEARTHQUAKESwww.ready.gov/earthquakeswww.redcross.org/prepare/disaster/earthquakehttp://earthquakecountry.org/sevenstepsINDIANA STATE LIBRARYhttp://www.in.gov/library/files/disastertemplate.pdfLYRASIShttp://www.lyrasis.orgSTATE LIBRARY OF OHIOhttps://www.webjunction.org/content/dam/WebJunction/Documents/ohio/DisasterPreparednessPlan2009.doc

Alire, Camila A. (editor ), Library disaster planning and recovery handbook. Neal-Schuman. New York. 2000.Disaster planning and recovery: an SLA information kit. Special Libraries Association. Washington, D.C.. 1989.Halsted, Deborah D. Disaster Planning: A how-to-do-it manual for librarians with planning templates. Neal-Schuman Publishers, New York. 2005Halsted, Deborah D. Library as a safe haven: disaster planning response, and recovery. ALA Neal Schuman. Chicago. 2014Iske, Jr., S.D. Allen.; Lengfeller, L.G. Fire, Water & Books. Professional Safety. 60.10,39, October 2015.Kahn, Miriam B. , Disaster response and planning for libraries. American Library Association. Chicago. 2012.LYRASIS, Disaster Preparedness & Recovery webinarMorris, John, Library disaster preparedness handbook. American Library Association. Chicago. 1986. A Public Trust at Risk: The Heritage Health Index Report on the State of Americass Collections, a project of Heritage Preservation and the Institute of Museum and Library Services, Published 12/2005, www.heritagehealthindex.orgTodaro, Julie Beth, Emergency preparedness for libraries. Government Institutes/Scarecrow Press. Lanham , MD. 2009.