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Emergency Preparedness Emergency Preparedness For LibrariesFor Libraries
•10 Step Approach to Service Continuity Planning•Disaster Planning in the Library and Beyond
Rockford LibrariansJuly 22, 2010
Holly Ann Burt
Course ObjectivesCourse Objectives Identify risks to their regions and their
institutions from natural and human-caused emergencies and disasters
Develop a plan for continuation of core library services in the event of an emergency or disaster
Identify advocacy possibilities within both the organization and the community
Know how to obtain help within their regions or nationwide for assistance in providing continuity of services following an emergency or disaster
Know where to obtain help and/or training in collection preservation where applicable
Part IPart I
10-Step Approach to
Service Continuity Planning
Part IIPart II
Disaster Planning in the Library and Beyond
AgendaAgendaDisaster Struck Case StudyImpact on StaffKnow Your LibraryPreparations Beyond the Library
◦Connecting with other Libraries◦Connections in the Community
We’re Back - Now What?Wrap-Up and Evaluation
DefinitionsDefinitionsResponse
◦ Actions immediately after emergency that provide temporary care for people, collections & property and prevent avoidable casualties & property damage
Salvage◦ Actions taken to evacuate or retrieve collections &
property from damaged areas and to restore collections as close as possible to their original condition
Recovery◦ Actions taken after emergency to return to normal
operations
Disaster Struck Case Disaster Struck Case StudyStudy
Fire broke out on the first floor of medical library at Springfield University at 2:00 a.m. Saturday morning
Computer lab and reference, reserve and general collections, public service and technical services are on the first floor; Library administration, computer servers, journals and institutional archives are in the basement;
There is no priority list for collection or equipment The building is one floor (no sprinklers), plus a sprinklered
basement No electricity = no elevator or HVAC Fire department still on the scene; used as little water as
possible, but the fire was very intense and “lots of stuff is burned and wet”
Library director called you as you are member of the Disaster Team
It is 7:00 a.m. and you are outside the library. In 2 hours you will have access to the building
Impact on Staff Impact on Staff
No one who witnesses a disaster is untouched by it.
Impact on Staff Impact on Staff Human Dynamics
◦People approach tasks differently◦People interact differently◦People have issues going on in their
lives that affect their responsesStages of Grief
◦Shock/Denial, Pain/Guilt, Anger/Bargaining, Depression, Acceptance
Post-Traumatic Stress Syndrome
Impact on Staff Impact on Staff Phases of Stress Reaction
◦Pre-crisis phase Planning and disaster preparation
[Disaster occurs]◦Impact phase◦Immediate post disaster phase
Recoil and rescue Confusion / disorganization / trial & error
◦Recovery phase
http://www.ptsd.va.gov/professional/pages/phases-trauma-reactions.asp
Impact on Staff Impact on Staff Does the Disaster Plan include
Staff Care?◦ Impact Phase:
Account for all personnel Care for injured Emergency contacts
To get help for injured To contact family members
Individual Continuity of Operations plan
Impact on Staff Impact on Staff Does the Disaster Plan include
Staff Care?◦ Immediate post disaster/Recovery
Support opportunities (Institutional, Community Mental Health Centers) Short term staffing (Up to 1 week ) Longer term staffing
Communication Maintaining moral Sharing stories Debriefing opportunities
Impact on Staff Impact on Staff Maintaining Morale
◦Communicate◦Set up regular debriefings◦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
Impact on Staff Impact on Staff Debriefing – focus on healing
o Fact gatheringWhat happened?
What did you do?What was your
role?o Thoughts
What would you dodifferently?
o Physical/emotionalAre you exhibiting any symptoms indicating you need help?
o Teaching self careStay in touch withfriends, eat well, laugh,avoid dependence onalcohol/drugs, exercise
Know Your LibraryKnow Your LibraryLocation, Location, LocationTypes of PlansCommunicationTechnologyDocumentation and Materials
Know Your LibraryKnow Your LibraryLocation, Location, Location
◦Institutional organization chart◦Role of library in institutional
disaster plan◦Relationship with Incident Command
System◦Partnerships with institutional
emergency committees (risk, safety, etc.)
Know Your LibraryKnow Your LibraryTypes of Plans
◦Library Continuity of Service Major Disaster Minor Disaster (5 or less days out of office) Pandemics
◦dPlan (usually at the institutional level)
◦PReP - Pocket Response Plan (includes Communications and Actions)
See http://nnlm.gov/ep for examples of plans
Know Your LibraryKnow Your LibraryCommunication
◦Internal communications Library staff in building / not in building During differing phases of a disaster
◦Cross-organizational Information shared with appropriate
leadership Partnering/Advocacy Hazard Vulnerability Assessment (Institution
and/or library) Who’s in charge of PR/Media during a
disaster?
Know Your LibraryKnow Your LibraryInitial Situation Report
◦Who’s in charge?◦Safety issues?◦What has happened? Cause?◦Nature & extent of damage?◦Who discovered/reported?◦What’s been done so far?◦Can staff handle initially?◦Security status?◦Who’s handling the media?
Know Your LibraryKnow Your LibraryDocumentation and Materials
◦Grab and Go Book – where the keys, codes, computer documentation, passwords, etc. , are kept; everything needed to get going in a new location
◦Grab and Go packs for individual staff members: include Car charger for cell phones Battery for laptops
◦Disaster Supplies
Disaster SuppliesDisaster Supplies
Know Your LibraryKnow Your LibraryDocumentation and Materials
◦Additional documents: Emergency & Evacuation Procedures Floor Plans & Facility/Location
Assessment Collection/Equipment Priorities (PreP for
Collections) Salvage Procedures Insurance Policies Inventory Control Process Disaster Recovery Contract
Know Your LibraryKnow Your LibraryTechnology
◦Library Webpage Who’s in charge during a disaster What changes should be made to site
◦Wireless options – especially after a disaster
◦Where are the hydroles (water/electric)? Are they mapped?
Ready.gov
Preparations Beyond the Preparations Beyond the LibraryLibraryConnecting with other Libraries
◦Partnerships◦Communication
Connections in the Community◦Build Relationships with First
Responders◦Identify Your Local State/Federal
Agency Representatives◦Access Training Opportunities
Preparations Beyond the Preparations Beyond the Library: Library: Connecting with other Libraries When creating partnerships consider◦Capability criteria (Service lines, size,
collection, consortia relationships)
◦Services (Free Share, DOCLINE, COLC, NLM EAI, SFX, ILLIAD Net)
◦Other Connections (Consortia, MLA Sections, library types – academic/medical/state/VA/corporate)
Needs may differ depending on the type of disaster
Preparations Beyond the Preparations Beyond the Library: Library: Connecting with other Libraries Your Back-Up library agreement ◦ Memorandum of Understanding (MOU) or
Memorandum of Administrative Arrangements (MAA)
◦ Sample San Diego/Imperial County Libraries Disaster Response Network (SILDRN) Mutual Aid Agreement http://orpheus.ucsd.edu/sildrn/mutualaidagreement.html Member participation Member fees to pay for supplies Disaster assistance
◦Corporate compliance requirements
Preparations Beyond the Preparations Beyond the Library: Library: Connecting with other Libraries Recovery Cooperation◦Set up “buddy repository system”◦Form cooperative supply stockpiles◦Share staff and expertise◦Build on models of successful
networks
Preparations Beyond the Preparations Beyond the Library: Library: Connecting with other Libraries Communication ◦Email lists
National (ALA, MLA, SLA, NLM, and the NIH DISASTER-OUTREACH-LIB)
Regional (GMRLIST)
◦Regional Coordinator◦1-800-Dev-ROKS (the NN/LM Office)
Preparations Beyond the Preparations Beyond the Library: Library: Connections in the CommunityBuild Relationships with First Responders ◦Connect with
Local Fire and Police Department Local Public Health Department City/County Emergency Medical Services Community Mental Health Centers Medical Reserve Corps
http://www.medicalreservecorps.gov/
◦Participate in Disaster Scenarios
Preparations Beyond the Preparations Beyond the Library: Library: Connections in the CommunityIdentify Your Local State/Federal Agency Representatives◦State Emergency Management
Agencies/Offices http://www.fema.gov/about/contact/statedr.shtm
◦Homeland Security Advisor (if different from above)
http://www.dhs.gov/files/resources/editorial_0306.shtm
◦National Archives and Records Administration (NARA) http://www.archives.gov/locations/
National Archives
Preparations Beyond the Preparations Beyond the Library: Library: Connections in the CommunityAccess Training Opportunities◦Basic response procedures (CPR, First Aid)
◦Emergency preparedness and salvage Archival organizations – local chapter of
Society of American Archivists (SAA): www.archivists.org
Conservation organizations – American Institute for Conservation of Historic & Artistic Work (AIC): www.conservation-us.org
◦Disaster Information Specialist (in process) Follow DISASTR-OUTREACH-LIB email list
Preparations Beyond the Preparations Beyond the Library: Library: Connections in the CommunityAccess Training Opportunities (cont.)◦Community Emergency Response Team
(CERT) https://www.citizencorps.gov/cert/index.shtm
◦FEMA Emergency Management Institute www.training.fema.gov Incident Command System (ICS)
http://training.fema.gov/EMIWeb/IS/ICSResource/
National Incident Management System (NIMS) http://www.fema.gov/emergency/nims/
NIMS Resource CenterNIMS Resource Center
US. Service ProvidersUS. Service Providers
Preparations Beyond the Preparations Beyond the Library: Library: Connections in the CommunityAccess Training Opportunities (cont.)◦Some OCLC regional networks provide
comprehensive disaster training◦Additional Disaster Training NN/LM EP
http://nnlm.gov/ep/
We’re Back - Now What?We’re Back - Now What?Salvage (Service of Continuity Steps
7-9)◦Inventory Control◦Services and Vendors◦Funding
Share Lessons Learned
We’re Back - Now What?We’re Back - Now What?Inventory Control
◦Purpose: keep track of materials removed for storage, treatment & restoration, or disposal Vital for control & insurance purposes Key to a timely & efficient recovery
◦Methods of Inventory Control Call number or main call number on box
keyed to Inventory Control Sheet Bar-coding on sheet
◦Is this Inventory Control your Disaster plan?
We’re Back - Now What?We’re Back - Now What?Services and Vendors
◦Make contact before disaster strikes: Pre-arranged contracts shorten delays in recovery
◦Be familiar with a variety of vendors and their services
◦Larger institutions may need multiple vendors
◦Use local companies or cultural institutions where possible
◦Use national vendors for specialized work
We’re Back - Now What?We’re Back - Now What?Services and Vendors
◦Check references◦Avoid unnecessary procedures that
could damage collections (fumigation, ozone treatment, etc.)
◦Ensure security procedures (if necessary)
◦Federal Library Information Center Committee (FLICC) Disaster Recovery Contractwww.loc.gov/flicc/pdf/disaster.pdf
We’re Back - Now What?We’re Back - Now What?Types of Vendors to Consider
◦Commercial Salvage Options Desiccant dehumidification Blast-freezing Vacuum freeze dry Vacuum thermal drying [not for items of
long-term value]
◦Preservation Field Service Programs◦Additional needs: Cold storage, freezer
space, carpet removal, shipping, supplies, building drying
We’re Back - Now What?We’re Back - Now What?Salvage of Damaged Collections
◦Factors to consider: Accessibility Collection priorities Severity of event Insurance coverage Financial/human resources Time and materials schedules Contract and performance specifications Vendor qualifications
We’re Back - Now What?We’re Back - Now What?Salvage of Damaged Collections
◦Working with Recovery Services Be clear about the services you need; If
unsure, ask for detailed explanations Document with photos before contracted
services start Request a sample batch be processed
before signing an agreement Sign letter of agreement/contract that
specifies treatments Consult local/regional networks for
assistance & recommendations
24/7 Assistance24/7 Assistance
“Do You Have a Collections-Threatening Emergency?
Call (978) 470-1010, day or night, seven days a week. After Center hours, you will be referred to a second telephone number to reach a staff member. Please do NOT request disaster assistance via email, since it is not monitored 24 hours a day.
NEDCC staff members are available 24 hours a day to provide telephone advice when a disaster occurs. This service is provided at no charge thanks to a grant to NEDCC from the National Endowment for the Humanities (NEH). This service does not normally include on-site assistance.
Information provided includes advice on drying wet collections and dealing with damage from fire, pests, or mold. Referrals to commercial disaster recovery service providers experienced with library and archives collections can also be provided.”
Text from NEDCC website
We’re Back - Now What?We’re Back - Now What?Questions to Ask Vendors
◦Experience working with libraries/cultural institutions
◦Quality control measures and guarantees/standards they follow
◦Work on-site? Subcontract?◦Shipping/transportation
arrangements◦Drying method /Other recovery
services
We’re Back - Now What?We’re Back - Now What?More Questions to Ask Vendors
◦Insurance coverage◦If free estimates/samples provided◦Will changed orders impact cost of bid?
Questions when Salvage Needed◦Detailed list of services to be rendered ◦Timeframe for completion of the work◦Necessary additional services
We’re Back - Now What?We’re Back - Now What?Funding
◦Insurance Self-insured Actual cash value Replacement cost
◦Emergency grants◦Federal sources for funding
We’re Back - Now What?We’re Back - Now What?Share Lessons Learned
◦Within your library◦NN\LM Toolkit: http://nnlm.gov/ep
Wrap-Up and EvaluationWrap-Up and Evaluation
Thank you for Preparing
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