ALIA Disaster Planning for

libraries

May 2010

ALIA is a member of Blue Sheild Australia

ALIA Disaster Planning for libraries – May 2010ii

CONTENTS

1. Writing your plan 1

2. Risk assessment 2

3. Emergency supplies checklist 3

4. Site and floor plans 4

5. Collection priorities 5

6. Disaster team 6

7. Emergency contact lists 7

8. Emergency contact notice 9

9. Communication flow 10

10. Local network 11

11. What if? 12

12. Situation assessment 13

13. Keeping records 14

TO BE USED IN CONJUNCTION WITH THE ALIA GUIDE TO DISASTER PLANNING, RESPONSE AND RECOVERY FOR LIBRARIES

ALIA Disaster Planning for libraries – May 20101

1. WRITING YOUR PLANHow to go about it:

1. ReadtheALIA Guide to Disaster Planning, Response and Recovery for Libraries

2. Findoutwhatotherdisasterplansexistcoveringyourpremisesegcouncil,school,university, buildingowner

3. Completethesectionsofthisdocument

4. Followtheactionpoints

5. Createyourown‘whatif?’scenarios

6. Contactpartners–otherculturalorganisations,emergencyservices,etc

7. Updateyourplanatleastonceayear

IN AN EMERGENCY

1. Remaincalm

2. Alerttheemergencyservicesandfollow theiradvice

3. Ifappropriate,evacuatethebuilding

4. Move well away from the point of danger

5. Stayawayuntilthepremiseshavebeen confirmedassafe

6. Activate the library’s disaster response andrecoveryplan

ALIA Disaster Planning for libraries – May 20102

2. RISK ASSESSMENTRisk description Likelihood of it happening

(again) – high, medium, low

Risk treatment - preventative/damage reduction measures

Naturaldisasters

Accidentsandtechnicalfailures

Humanintervention

ALIA Disaster Planning for libraries – May 20103

3. EMERGENCY SUPPLIES CHECKLISTBasic tool kit Screwdrivers

Hammer

Spanners

Pliers

Nailsandscrews

Craftknife

Extensionleads

Stationery Parcelandself-adhesivelabels

Paper

Pensandpencils

Scissors

Tape

Cleaning equipment Bucketsandmops

Binliners

Dustmasks

Disposableprotectionsuits

Disposablegloves

Clothsandtowels

Kitchenpaper

Safetygoggles

Brooms

Dustpansandbrushes

Storage and protection Plasticcrates

Polythenesheets

Archiveboxes

Portabletables

Survival kit Bottledwater

Energybars

Firstaidkit

Whistles

Radio

Disposablecameras

Torch,sparebatteries

Candles,matches

Mobilephone

Community resources Sanitarytowels

Babyformulamilk,feedingbottle,teats

Nappies

Toothbrushesandtoothpaste

Information Disasterplan

Siteandfloorplans

Emergencycontactlist

Other Sandbags

Trolley

ALIA Disaster Planning for libraries – May 20104

4. SITE AND FLOOR PLANSInsertsiteplansandfloorplansshowingthelocationof:

- Entrances,exits,mainevacuationpoints

- Mains water tap, gas and electrical cut-off switches, control points for air-conditioning, sprinklersystem

- Powerpoints,fireextinguishers,emergencysupplies

- Valuableitems

ALIA Disaster Planning for libraries – May 20105

5. COLLECTION PRIORITIESValuable items Location Storage/security information

Books/audio-visualmaterials

Paintings

Artefacts

ALIA Disaster Planning for libraries – May 20106

6. DISASTER TEAMResponsibilities Name Contact details

Leader

OverallplanningAssessmentofthechangingsituationKeycontactforemergencyservicesAssigningtaskstoteams

Primary

Deputy

PrimaryWorkphone

Homephone

Mobile

DeputyWorkphone

Homephone

Mobile

Planning

StandbackfromcurrentsituationIdentifywhatcanbedonetopreventthishappeningagainBegintoplanforfutureneeds

Primary

Deputy

PrimaryWorkphone

Homephone

Mobile

DeputyWorkphone

Homephone

Mobile

Operations

SettingupemergencyHQ/telecomsOrganisingfinancesSecuringsite/OH&SDocumentingdisasterDealingwithcontractors

Primary

Deputy

PrimaryWorkphone

Homephone

Mobile

DeputyWorkphone

Homephone

Mobile

Communications

KeepingteammembersinformedLiaisingwiththirdpartiesHandlingmediaenquiriesSitetoursforofficials

Primary

Deputy

PrimaryWorkphone

Homephone

Mobile

DeputyWorkphone

Homephone

Mobile

Logistics

Humanresources–staffandvolunteersEquipmentandsuppliesTransport,accommodationFoodandbeverages

Primary

Deputy

PrimaryWorkphone

Homephone

Mobile

DeputyWorkphone

Homephone

Mobile

ALIA Disaster Planning for libraries – May 20107

7. EMERGENCY CONTACT LISTSName Organisation Contact details

Emergencyservices

Stateemergencyservices

Fire

Police

Ambulance

RedCross

Officials/culturalpartners

Council/shireoffices

College/schoolprincipal

ALIA

Museum

Artgallery

Contractors

Building

Electrical

Plumbing

Water

Gas

Security

Pestcontrol

Other

Insurer

Equipmenthire

ALIA Disaster Planning for libraries – May 20108

Name Contact details

Staff

Volunteers

ALIA Disaster Planning for libraries – May 20109

8. EMERGENCY CONTACT NOTICEDisplaycopiesaroundyourlibrary:

IN THE EVENT OF AN EMERGENCY

1. Ifthedangeriswithinthelibrary,evacuatethebuilding

2. Alerttheemergencyservices–dial000

3. Callthelibrarydisasterteamleader

Name Phone

Deputy Phone

ALIA Disaster Planning for libraries – May 201010

9. COMMUNICATION FLOW

Disaster Team Leader

OfficialsEmergency Services Planning

Operations

Contractors

Communications Logistics

Media Team Staff Volunteers

ALIA Disaster Planning for libraries – May 201011

10. LOCAL NETWORKListofpotentialpartnerorganisations(ref:2.7intheALIAGuidetoDisasterPlanning)

Name Organisation Contact details

Artgallery

Museum

Archives

Schoollibrary

University

Townhall

Historicalsociety

Structurefordiscussion,leadingtoheadsofagreement:

• Appointmentofrepresentativesfromeachorganisation• Frequencyofmeetings• Peerreviewofdisasterplans• Reciprocalarrangements–storage,documentsafe-keeping• Jointactivities–stafftrainingcourses• Responsibilityforexternalrelationships–council,emergencyservices

ALIA Disaster Planning for libraries – May 201012

11. WHAT IF?Developsimpleplanstocoverthegreatestpotentialrisks,forexample:

Nature of disaster Pandemic

Monitoring development Wewouldmonitorandrespondtogovernmentguidelinesegprovidingfacemasksforstaffandvolunteers

Criteria for action Wewouldactifadvisedtodosobythegovernment,councilorhealthauthority

Likely course of action Wewouldclosethelibraryuntilfurthernotice

Communication channels Wewouldinformrelevantorganisations,staffandvolunteersusingtheemergencycontactlist

Wewouldpostnoticesonthelibrarywindowsanddoorsandonthewebsite

Wewouldrecordamessagefortheanswermachine

Wewoulddivertthetelephonelandlinetoamobilenumberforurgentcalls

Information provided Wewouldadviselibraryusersthroughthesecommunicationchannelsthatnofineswillbeowedforbooksthatfalldueduringthelibrary’sclosureandalleventsarecancelleduntilfurthernotice

Wewouldadvisestaffaboutanyemploymentissuesduringtheclosure

Other considerations Wewouldneedaskeletonstafftohandlebooksreturnedthroughthereturnschute,takeinthepost,monitorthesituationandmanagethecommunications

Resumption of service Wewouldusethesamecommunicationchannelstoadvisestaffandusersthatthelibrarywasreopening

ALIA Disaster Planning for libraries – May 201013

12. SITUATION ASSESSMENT CHECKLISTGeneral status Hasthedisasterrunitscourse? Yes No

Havethepremisesbeensecuredbytheemergencyservices? Yes No

Hasthedisasterplanbeenactivated? Yes No

Safety of individuals Haseveryonebeenevacuatedfromhighriskareas? Yes No

Doesanyonerequiremedicalattention? Yes No

Doesanyonerequiretreatmentforshock? Yes No

Safety of the premises Hasthebuildingsufferedstructuraldamage? Yes No

Isthereariskfromapowersource? Yes No

Canyouseeclearly? Yes No

Isthereafirerisk? Yes No

Isthereflooding? Yes No

Isthereanydangeroffittingsegrackscollapsing? Yes No

State of the collection Havepartsofthecollectionescapeddamage? Yes No

Canyoueasilyrepair/restoretheseitems? Yes No

Willyouneedtodisposeofitems? Yes No

Canyouprotectothermaterialinsitu? Yes No

Priority actions Doyourequireoutsidehelp? Yes No

Haveyougotaccesstothesite? Yes No

Doyouhavepower/hasitbeenrestored? Yes No

Doyouneedtohireequipmentorsourcematerials? Yes No

DoyouhaveacontrolcentrewithtelephoneandITconnections?

Yes No

Canyoucreateasafeareafortheundamagedpartsofthecollection?

Yes No

ALIA Disaster Planning for libraries – May 201014

13. KEEPING RECORDSIntheinitialphases,thesituationwillbechangingallthetime.Useasimpleformtokeeptrackofwhathappensasthedisasterunfoldsandtoprovidearecordaftertheevent.

Date and time

Latest advice from emergency services

Status People

Property

Collection

Environment

Priorities Work in progress

Operations

Logistics

Communications