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Disaster Preparednessand Recovery
Tom Clareson, LYRASIS
April 2011
Copyright © 2011 LYRASIS
Applied Terminology
• Emergency• Disaster• Community-Wide Disaster• Risks/Hazards/Vulnerabilities• Mitigation
The Stages of Disasters
• Planning• Mitigation• Immediate Response• Recovery• Long-Term Recovery
Institutions with No Emergency Plan with Staff Trained to Carry It Out (From the Heritage Health
Index)
0% 20% 40% 60% 80% 100%
Archives 70%
Libraries 78%
Historical Societies 92%
Museums 78%
Archaeological Repositories/Scientific Research Collections 86
%
Disaster Planning
• Information Gathering
• Implementation
• Ongoing Maintenance
Information Gathering
• Risk assessment
• Recovery Priorities
• Response, Recovery, and Rehabilitation procedures
• Resource lists
Checklist for Disaster Preparedness
• Establish Authority• Form Team• Review Literature and
Plans• Identify Institutional
Background and Resources• Contact External Groups• Review Insurance• Salvage Priorities• Evacuation Plan• Purchase Supplies• Write Plan• Train Staff
Disaster team players
• Team leader• Crew manager• Financial administrator• Recovery specialist• Building manager• Security director• Recorder/photographer• Communications officer• Supplies & transportation manager
Risk Assessment
• Emergency History
• Location Risks• Facilities Risks
Emergency History
• When did the disaster occur?• What was exact location?• How many items were damaged?• Costs of recovery and repair?• Contacts for further details?
Building Survey
• Construction/Renovation• Condition• Drainage• Collection Storage• Climate Control• Pollutants• Light• Pest Control/Housekeeping
Water-damage Risk Assessment and Prevention
• Regularly inspect roof and drainage
• Pipes and plumbing in good condition?
• Avoid basement storage
• No water sources above collections
• Shelve at least 4 inches off the floor
• Use water detectors where needed
Fire Risk Assessment and Prevention
• Building design• Security• Fire detection
and signaling• Fire suppression• Staff fire safety
training
Building Design
• Minimize air passages between floors• Concrete flooring prevents fire from
spreading• Beware of concealed spaces• Keep exits unobstructed• Inspect electrical wiring• Inspect storage areas• Utilize Fire Marshall visits
Effects of a Mold Outbreak
• Poses health risk to staff and patrons• Causes staining and loss of materials
– Permanent stains to book cloth– Weakening of materials– Irreversible damage to photographs
• Attracts and encourages pests– Mold is food for pests– Both mold and pests enjoy the same
environment!
Mold Assessment and Prevention
• Keep Collections Storage and Staff Areas clean
• Indoor plants and watering• RH above 55%?• Inspect for mold regularly• Find the source of moisture and remove it• Regularly clean HVAC system• Isolate incoming and infested collections• RESPOND QUICKLY TO WATER DAMAGE!
Mold: Initial Response
• Isolate affected materials• Identify Species
– Is the mold active or inactive
• Locate source of humidity• Lower the humidity and temperature• Increase air circulation• Use Personal Protective Equipment or
call an expert when in doubt
Mold Removal
• Deactivate/Inactivate mold• Clean the affected items
– Vacuum residue using a HEPA vacuum– Take health precautions
• Clean and disinfect storage areas• Follow up by monitoring affected
materials and the environment
Pest Risks and Control
• Seal routes of entry• Control water sources• Control food sources• Clean collections storage rooms and
look for signs of insects• Isolate and examine incoming
collections• Do routine monitoring
Sample components of a disaster plan
1. Recovery team contact info
2. Communication plan or telephone tree
3. Maintenance reports and schedules
4. Evacuation Plan5. Locations of Supplies6. Organization-wide
collection priorities7. Prevention and
protection strategies
8. Checklist for pre-disaster actions
9. Instructions for response, recovery, and salvage
10.Emergency Services11.Supplies List
Disaster Recovery
1. RESPONSEPrepare to deal with the affected collections
2. SALVAGEReturn collections to a stable condition
3. REHABILITATIONImprove the condition of the collections
Establish recovery priorities
• Identify most important collections• Factor in composition of records• Consider services available
Priorities for initial response
• Human safety• Critical operations• Collections records• Building stabilization• Finally, salvage of collections
Assess financial resources
• Know insurance coverage• Identify emergency funds• Know accounting procedures• How can they be simplified
in an emergency?
Evaluate insurance policy
• Take precautions to reduce premiums• Be aware of exclusions from coverage• Take photos or videos of valuable items and
store them offsite• Appraise the building and its contents at least
every five years• Know FEMA Rules
– Reimbursement only for what insurance won’t cover
– Stabilization, debris removal, and protective measures
– Must be part of a declared disaster area
Salvage priorities
• Vital institutional information• Items on loan• Collections that directly support the
mission of your institution• Unique and/or most valuable items• Materials most used and/or most
vital for research
Salvage priorities, cont.
• Most representative of subject areas• Availability of other copies or other
formats• Items prone to damage if untreated• Least replaceable• Length of exposure to adverse
conditions• Materials most likely to be salvaged
Disaster Mitigation
1. Assess the situation2. Prepare the team to enter3. Assess the damage to collections4. Stabilize the environment
Assess the Situation
1. Minor emergency2. Moderate emergency3. Disaster4. Community-Wide Disaster
Prepare the Team to Enter
• Convene the response team members
• Set up a command post• Establish security measures• Get clearance to enter the building• Eliminate hazards
Health precautions
• Treat a situation as hazardous until proven otherwise
• Is your tetanus shot current?• Don’t enter a flooded building if you have
health problems• Seek medical attention if you develop
unusual symptoms• Wash your hands and face• Treat injuries immediately• Don’t use the building’s water
Hazards to avoid
• Electrical shock• Liquid petroleum, propane, fuel oil
lines• Tripping and lacerations• Lifting/moving heavy wet objects• Wild or disoriented pet animals• Chemical or biological exposure• Mold
Assess the damage
• How much material was affected?• What kinds of paper are involved?• What other types of media are
affected?• What kind of damage is involved?• What is the value of the material?• What are the environmental
conditions indoors and/or outdoors?
Assess the available resources
• How many people can you count on?• How much space is available to work
in?• How much money is available for
recovery, and it is accessible at this point?
• How much time is available?• How much authority do you have to
marshal these resources?
Stabilize the environment
• Reduce temperature to below 70°F• Reduce relative humidity to 55% or
lower• Reduce temperature as much as
possible through air conditioning, or• Use fans and dehumidifiers• Monitor temperature and relative
humidity• Never warm the building!
Salvage Options
• Discard • Air dry• Dehumidification• Freeze/Freeze drying• Vacuum freeze drying• Vacuum thermal drying
Salvage procedures for damaged materials
• Triage and sorting– Prioritize according to type of damage, fragility of
material, degree or wetness– Set up sorting area in close proximity to disaster
site– Keep detailed written records of material disposal
• Choosing the appropriate drying option depends on availability of:– Personnel– Expertise– Funding– Facilities (as much space as possible!)
Cooperative Disaster Planning
• Saving Money• Resource Utilization• Service Resumption Issues• Group Education and Information• Insurance Issues• Recovery Planning• Technical Issues
Saving Money ThroughCooperative Planning
• Group Training and Consulting• Central Supply Caches• Consortial Contracts with Recovery
Vendors• Consortial Insurance Contracts
Better Resource Utilization
• Greater Number of Trained Responders
• Familiarity with Institutions in Consortia
• Utilizing Strengths of Each Staff• Larger Community Volunteer Base
Service Resumption Issues
• Reciprocal Borrowing• Computer Hot Sites• Interlibrary Loan Fulfillment• Donation Processing Centers
Group Education and Information
• Shared Disaster Plans• Shared Building/Floor Plans• Familiarizing Staff and Physical Plant• Baseline Preparedness, Response,
and Recovery Training• Annual Disaster Plan Update/Practice• Recovery Vendor Presentations
Insurance Issues
• Consortial Policies and Buying Power
• Collection Valuation
• Identification of High-Probability Risks
Recovery Planning
• Local Efforts• The First 48 Hours• Business Resumption• Long-Term Recovery
Technical Issues
• Review of Safety Systems• Archiving of Digital Data and
Electronic Resources/Records• Computer Hot Sites
SILDRN – San Diego/Imperial County Disaster Response
Network
• Formed 1995; Early Grant Funding• Web Literature on Preparedness &
Recovery• Cooperative Supply Containers• Supply Sources and Vendor Directory• Regular Education Programs• orpheus.ucsd.edu.sildrn
Cooperative Disaster Planning – Needs
• Point Person at Each Institution• Sharing of Disaster Plans• Consulting and Training Activities• Central Supply Cache – Identify Host• Consortial Vendor & Insurance
Contracts
Cooperative Disaster Planning –
Proposed Action Steps• Review of Plans and Risks• Disaster Assessment Surveys –
Buildings, Collections, Staff & Patrons• Consortial/Joint Plan• Preparedness, Response, and
Recovery Training Models• Establish Response Team
Cooperative Disaster Planning –
Proposed Action Steps, continued• Recovery Vendor Presentations
• Insurance Issue Discussions• Develop Technical Response• Mutual Aid Agreement• Quarterly, then Annual Meetings
Resources
• Heritage Preservation for the Heritage Emergency National Task Force. www.heritagepreservation.org/programs/wheel.htm
• Federal Emergency Management Agency: www.fema.gov
• NEDCC: 978.470.1010 or www.nedcc.org• CCAHA: 215.545.0613 or www.ccaha.org• LYRASIS: 800.999.8558 or www.lyrasis.org• Amigos: 800.843.8482 or www.amigos.org• Tom Clareson: 614.439.1796 or
Heritage Emergency National Task Force
• Founded in 1995 with HP & FEMA• 40 members, including ALA, IMLS, NEH, LoC• Task Force activities:
– Provide sound information for institutions– Offer preservation advice for the public – Promote preparedness and mitigation– Foster cooperation with emergency
professionals– Coordinate assistance after disasters
Emergency Response & Salvage Wheel
• The gold standard!• Available in five
languages• Latest edition:
– Water-resistant coating
– Magnets for easy access
– All new section on Electronic Records
Field Guide to Emergency Response
• Perfect for the over-stressed and under-trained!
• Compact spiral-bound notebook– Essential response functions– Basic salvage steps
• Special features– Tabbed dividers to customize contacts– Checklists and resources – DVD to demonstrate procedures
Resources for Federal Funding
• Produced by Heritage Preservation, FEMA, and NEA
• Features 15 grant and loan programs
• Covers preparedness, mitigation, response and recovery
• Includes sample projects and helpful information resources
Alliance for Response Goals
• Raise awareness of the need to protect cultural and historic resources
• Initiate an ongoing dialogue with emergency responders
• Build and sustain local networks• Encourage disaster planning and
mitigation at institutions
Questions?
