SAMPLE DOCUMENT

Type of Document: Disaster/Emergency Plan

Date: 2006

Museum Name: Nantucket Historical Association Whaling Museum

Type: History Museum

Budget Size: $1 million to $4.9 million Budget Year: 2007 Governance Type: Private, Nonprofit Organization

Accredited: Yes

The document contains the following required elements:

Is tailored to the institution’s current facilities and specific circumstances Covers all threats/risks relevant to the institution Addresses staff, visitors, structures, and collections Includes evacuation plans for people Specifies how to protect, evacuate, or recover collections in the event of a

disaster Delegates responsibility for implementation

The document contains the following sections:

Emergency Preparedness/Response Procedures Accidental Damage Bomb Threat Civil Disturbance Earthquake Environmental Emergencies Fire Flood General Guidelines Hazardous Materials Hurricane List of Emergency Supplies Mechanical Failure

Medical/Health Emergency

Mold Neighboring Emergency Nuclear Disaster Pests Power Loss/Energy Cutback Safeguarding Records Security/Theft/Vandalism Structural Failure Terrorism Tornado/Windstorm Other: Blizzard/Heavy Snow

Explosion

Emergency Cleanup Procedures Collections

Active Infestation Dirt & Debris Fire

General Guidelines Mold Water

Non-Historic Buildings

Air Documentation

USE STATEMENT & COPYRIGHT NOTICE

The AAM Information Center has provided this sample document. It serves as an example of how one museum addresses a particular issue. Museums should compose original materials based on their unique circumstances. Any document produced by the recipient should not substantially use the contents of this sample as the basis.

Materials in the AAM Information Center are provided "as is," without any guarantee or warranty of any kind, expressed or implied.

NOTICE CONCERNING COPYRIGHT RESTRICTIONS

Under certain conditions specified in the copyright law of the United States (Title 17, United States Code), libraries and archives may furnish a photocopy or other reproduction. The photocopy or reproduction may not be “used for any purpose other than private study, scholarship or research.” If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use,” that user may be liable for copyright infringement.

Electronic/Magnetic Media General Guidelines Glass Masonry/Concrete/Brick Mechanical & Electrical Systems Metal Office Equipment

Painted Surfaces Plaster & Drywall

Plastic Textiles Tile & Porcelain Wood & Woodwork

Institution-Specific Information

Building Floor Plan Chain of Command Collection Priorities Community Emergency

Information Computer Backup Procedure

Emergency Contacts/Call List Emergency Resources/Suppliers Evacuation Procedures Public Relations Staff Responsibilities

Forms and Checklists

Accident Report Bomb Threat Report Chemical Exposure Report Condition Report Incident Report Maintenance Checklist Recovered Property Report

Response Checklist Suspicious Persons Report Threats by Telephone Report Other: Yearly Preparedness

Report, Mock Drill Form, Checklist for New Hires

Other: Personal staff phone numbers were removed Bibliography

1

Introduction

The mission of the Nantucket Historical Association is to preserve and interpret the history of Nantucket Island in order to inspire island residents, both year-round and seasonal, to shape the island’s future with a greater appreciation and respect for their shared heritage, and to foster among all Nantucket residents and visitors a deeper appreciation of the important historical role that the island’s people have played in national and world history. In order to fulfill our mission and protect and preserve the collections of the NHA, staff must have the tools necessary to respond effectively in an emergency. This Emergency Plan will provide staff with the necessary information of what to do and whom to call in any type of situation.

The purpose of an emergency preparedness plan is to train and plan for both natural and man-made disasters. The best way to be prepared for an emergency is by creating a safe working environment by removing as many potential man-made disasters. It is never possible to eliminate the danger of spontaneous emergency situations, but by planning and training for emergencies the risk of loss of life and damage to collections is greatly reduced. When an emergency situation arises there are four basic steps to remember:

1. Protect human life 2. Get response team to scene 3. Contain or minimize damage 4. Salvage collections

People often lose sight of the fact that the most important part of any emergency is to protect human life. The first people to respond to the scene must take steps to insure that the response team is not in any danger as they begin to work to either contain or minimize damage. Once the area is secure the recovery team can begin to salvage the collections. This plan will allow the staff to respond effectively to an emergency.

2

PART I Preparedness

General Preparations Staff members must work together on a daily basis to remove any threat of danger to themselves or the collections. These everyday preparations include taking steps to reduce the risk of man-made emergencies, emergency response training and preparing for working through spontaneous emergencies. Computer: Although it is impossible to predict when the computer will crash or, in the worst case scenario be destroyed, it is necessary to be certain that all essential collections and organizational records are backed up and kept in a secure location off-site. Each department will set schedules to insure that backups are completed on a regular basis. Fire: To minimize the threat of fire in the building NO smoking or open flame can be tolerated inside any NHA buildings. It is also important to store any flammable materials properly, away from extreme heat, in a fire cabinet. Fire cabinets are located at the Gosnold Museum Storage Center. Insect /Rodent Infestation: The staff must be reminded that they are only allowed to eat in the lounge area. NO food will be permitted in the collection storage or exhibit areas. (Exceptions are made for functions held in the historic buildings. Refer to the requirements for use of NHA properties Appendix E) Doors and windows without screens must be kept closed to prevent insects or pests from entering the building. (Exceptions are made at certain properties, including the Oldest House and the Old Mill.) Regular cleaning must take place on a daily basis in work and office areas and semi-annually in storage vaults to reduce the threat of infestation. Animals not allowed in buildings where collections are stored. Injury: All gallery areas must be checked regularly by the curators, interpreters and maintenance staff for loose cases, displays, flooring or any item that could contribute to danger of visitors. Tools or supplies may not be left lying on the floor in the museum rooms and gallery spaces while open to the public. KEYS The maintenance department issues all keys.

3

Part I – Preparedness, cont. All door and window locks must be checked on a regular basis. Doors and windows may not be left open and unattended. Exhibit spaces must be checked regularly for damage to cases or locks that would allow for easy removal of artifacts. Artifacts may be removed only by authorized personnel (Curator, Director, Librarian, and Collections Manager). An artifact removal form with authorized signature must be placed in exhibit area with a copy on the staff information board. It is important to inspect the building on a regular schedule to make sure:

Fire extinguishers are in place and tested/refilled. Fire detection/suppression systems are checked. Direct link to police and fire departments checked. Emergency supplies are intact: batteries, film etc. Staff trained to handle emergencies. Copies of the emergency plan are distributed to all essential staff and support

personnel Plan is kept updated with current lists of staff names and phone numbers Plan is kept updated with current lists of resource contacts (Schedule for maintaining above criteria included in appendix - see forms)

Team Leader: (hereafter named TL)

The TL must be chosen because of his/her ability to function effectively under emergency conditions. The TL may be any member of the staff with a thorough knowledge of the buildings and collections but the primary quality for the TL must be the ability to stay calm and lead others in a time of heavy responsibility. Strength, stamina, a positive attitude and some measure of emotional detachment are all necessary traits for an Emergency Team Leader. Emergency Team (ET): The ET should consist of mainly staff with some volunteers who will be able to work and follow orders throughout the emergency. Emergency Team members will be asked to commit to working in and through emergency situations once their individual family responsibilities have been met. It will be necessary for team members to move heavy collections items. Staff will be cross-trained for different emergency team positions in the event that the person assigned is off-island.

The emergency team will consist of two teams - the response team and the collections

team. Each team will have specific duties and responsibilities and they will help the other team if time permits. The duties of each team and roles of team members are:

Response Team:

Will be the first to respond to most daily "emergency" situations such as alarms, power failures, calls from interpreters etc.; will be responsible for preparing structures and grounds with advance warning of an emergency and will be responsible for cleanup and salvage of structures and grounds after emergency.

Response Team, to be contacted in this order:

Public Programs Coordinator – Kirstin Gamble Program Assistant – Alan Hall Properties Manager – Ed Boynton Maintenance Assistants – Scott Waldie, Kathrina Pearl

4

Part I – Preparedness, cont.

Response team will be led by the Properties Manager. In event that he/she is unavailable the Public Programs Coordinator will lead team.

One member will retrieve supplies. One member will document scene per instructions of insurance agent.

Collections team:

Will be the first to respond to calls about damage or theft of collections pieces; will be responsible for moving collections in event of advance warning of an emergency (hurricane etc.) and will be responsible for salvage of collections.

Collections team will consist of: Chief Curator – Niles Parker Assistant Curator – Ben Simons Collections manager - Tony Dimitru Registrar – Mark Wilson Curator of Library and Archives – Georgen Gilliam

Collections team will be led by Chief Curator. In the event of an emergency in the library the Curator of Library and Archives will lead the team. Staff who oversee collections must each develop a collection priority list. One member will document scene per instructions of insurance agent. One member will retrieve supplies.

Safety Officials – Georgina Winton & Stacey Stuart

Responsible for insuring rest breaks, food and water for ET members. Responsible for assigning someone as babysitter in a secure area for ET

member’s children, if necessary. Emergency Response Network Coordinator – Bonita Orellana - Morris

Responsible for contacting the staff and answering the phone.

Public Relations – Cecil Baron - Jensen Will act as link between director and press and will speak to press.

Finance Manager – Johanna Richard

Sign checks and/or arrange for funds

Executive Director – Frank Milligan

Specific roles as they apply to different emergency situations are described in more detail in later sections.

5

Part I – Preparedness, cont.

Training It is important that staff be fully trained for any type of emergency. All staff members

should be instructed as to general emergency procedures and any new hire should receive the same instruction. Mock drills should be conducted twice yearly (summer & winter) to ensure the ET knows their roles. Drills are also useful tools in determining any weak links in the Emergency Response Team and failure to satisfactorily participate in a mock drill should give the TL reason to re-evaluate their member’s position in the ET.

The staff members will be cross-trained to be able to better respond to various types of emergencies. It is not very useful to prepare for only one type of disaster or for a single response role. The TL must make certain that there is a chain of command with 2 ET members qualified to step in as TL if he/she is not present or not able to make decisions.

All staff members should be instructed in the use of fire extinguishers.

Named member of staff to oversee safety committee to review procedures with any new hires, update emergency plan, complete preparedness checklist, and prepare mock drill situations.

New Hire Training Checklist Each new hire: Must receive copy of Emergency Plan Must review plan with designated ET member Must receive training in use of fire extinguishers Must participate in mock emergency situations if made part of ET

6

PART II GENERAL ACTION PLAN

In any emergency there are specific steps that need to be taken calmly and quickly to minimize damage and maximize containment and recovery. This is a basic action plan to be used for most emergencies. You will have to refer to Part III and Part IV for individual plans for specific types of emergencies.

Phase 1 First Response The first person on the scene should take a brief survey of the disaster and immediately notify 911 (if applicable) and Bonita at the main office and follow any instructions that are given. (During off business hours, Ed Boynton is to be called.) The contact at the office will call the team leader and notify the director as necessary. The first person on the scene will, if necessary, close the area/site until further help arrives.

Once a member from the Emergency response team arrives – the following steps are to be taken.

1. Document the scene Use disposable cameras in supply box if appropriate 2. Stabilize area for workers. Assess damage.

Use floor plans to locate utility shut-offs. Turn off water (if necessary) Turn off power (if necessary)

3. Change the outgoing voice mail message to reflect any change in daily operating procedures for the museum.

4. Establish on-site (or off-site) command post

5. Stabilize collections area (Under direction of member of Collection Team) Move collections out of danger (list several locations) Cover with plastic to protect from running water

6. Retrieve supplies necessary for Containment phase

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PART II GENERAL ACTION PLAN, CONT. Phase II Containment (see specific plans in Part 3 and 5)

1. Arrange for temporary utilities 2. Assign someone to insure that ET /workers: (Georgina & Stacey)

Take rest breaks every 2 – 3 hrs Supply clean water and food

Phase III Salvage and Recovery (see part 4)

1. Instruct teams on any time or safety constraints 2. Develop teams to deal with recovery of items: 3. Develop teams to stabilize or treat damaged collections

Removal of collections to safe location which: Must be secure Must be dry Must be relatively clean Must be large enough to accommodate several (many) tables for

air drying Must have electricity for fans

Must be accessible for hand-trucks or library book carts Must be accessible for unloading / delivery of supplies to area

and packing / loading of collections for removal

Phase IV Evaluation and Thanks

After the emergency is over the safety committee will plan an evaluation meeting to determine what worked well and/or which parts of emergency plan need to be modified.

Safety committee will see that any volunteers, staff, suppliers or any members of the local community who contributed in salvage and recovery efforts receive proper thanks. Personal thank-you notes, letters of commendation and publicity in local newspapers should all be considered.

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PART III Planning for Specific Emergencies

Accident - person Accident - object or structure Blizzard Bomb Threat Civil Disorder Computer Death Earthquake Evacuation Explosion Fire or Fire Alarm Flood Heat (see utilities) Hurricane Insects Medical Emergency (see death) Mold Power Failure Rodent Theft Tornado Utilities Vandalism Water Damage / Flood

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ACCIDENT

Accident - person In the case of injury to staff or a visitor, one staff member will stay with the victim

while the other will call 911 and then the office. (If only one staff member is on site he/she will inform victim that he/she will call for help, phone 911 and office, then return to victim to wait for help) Do not allow victim to move unless conditions are immediately hazardous to the life of the victim. Do not apologize or accept responsibility for any accident that has occurred in the museum. Do not offer help further than your level of training. Stay with victim and explain in a calm manner that help is on the way and that you will wait with him/her until help arrives. Anyone involved will complete an incident report form as soon as possible after the event.

Accident - object or building In case of accident to an object or building call the Chief Curator, Properties Manager,

or Curator of Collections. Do not move the damaged object unless it will sustain immediate damage without being moved. Anyone involved will complete an incident report form as soon as possible after the event.

10

BLIZZARD/HEAVY SNOW

Preparation: Blizzard or Heavy Snow Warning

TL should inform the ET and staff as to plan for storm. Shovels should be made accessible. Items outside the museum should be secured. Plans made in the event of loss of power. Signs posted if building closed to the public. Changes made to answering machine/voice mail system if building closes to the

public. Staff members should be sent home before storm strikes. Staff instructed that telephone list will be used to impart necessary information.

Response: During Blizzard

Staff should stay out of building and are instructed not to travel to work. TL and designated ET members should stay in contact with media and staff.

After Blizzard Snow removal. Cleanup begins. Assess any damage to building. Assess any damage to collections.

(see Salvage - Part 4) for drying out procedures Update answering machine/voice mail system to reflect delayed opening / closure of museum.

The time for planning for blizzards is at the first mention of storm or bad weather, and

NOT at the time of first snowfall. One member of the ET should determine what supplies are necessary for coping with weather and make these available before the storm strikes. It may be desirable to conduct a mock drill at the beginning of winter to prepare for this type of disaster.

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BOMB THREAT

Bomb threats may be received through the mail or over the telephone. Although few threats are real, all must be treated as a serious threat to the safety of the visitors, staff and collections.

Preparation: Staff must know what information to obtain it they receive the threat.

If you receive the bomb threat: Take notes: Note time and length of call Note exact wording of threat Try to find out:

Where the bomb is located and when it will detonate. What bomb looks like. Type of device that has been planted. Numbers of bombs that have been planted. Did the caller place the bomb and why. Name and address of caller. Pay attention to the caller to:

Determine age and gender of caller. Listen for unusual speech patterns or accent of caller. Listen for any identifying background noises:

Street noises, house noises, music, PA system, animal noises, factory noises, office machinery

Response: Call Police Notify Emergency Team Leader

In the case of a bomb threat the TL will instruct members of the response team as to their specific tasks which may include:

Evacuating the building

Remain calm DO NOT close doors or windows DO NOT turn off lights Move away from building

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Bomb Threats, cont.

If bomb threat occurs during museum hours the TL will instruct one member of team to notify staff that they must evacuate the building. Remind staff members to take personal belongings with them, leave everything as is - do not close doors or windows and DO NOT turn off lights. Remind staff to meet at evacuation assembly area. The assigned staff member will verify that all staff have been notified, instructions given and that the office areas are empty. This staff member will then move to the evacuation assembly area and verify that all are present.

Other members of the response team must move to the gallery areas to help the visitors out of the building. The TL must assign different members to evacuate portions of the galleries. The TL will oversee evacuation of the building and the arrival of police /bomb squad from the main entrance to the museum. Any problems should be directed to the TL at that location. The staff must remind visitors to take personal belongings with them, leave everything as is - do not close doors or windows and DO NOT turn off lights. Visitors to the museum who may have entered as a group will not be permitted to look through galleries for the rest of their parties -they must meet at evacuation assembly area. The staff at the evacuation assembly area will aid in reuniting groups to determine if all visitors are out of the building.

Every attempt must be made to evacuate physically challenged visitors. If this is not possible the TL must find a secure location, perhaps a stairwell or office, where the visitor can wait until the bomb squad has cleared a safe path for their exit.

Once the staff is certain that all people have been evacuated from the building, the TL will wait outside for the arrival of the officials. No one will be allowed in the building until the threat of a bomb has been removed. Visitors and staff will be asked to remain until the building has been inspected and re-opened or until they have been dismissed by the police.

13

CIVIL DISORDER A civil disorder can be as minor as a sit-in or as dangerous as a full-scale riot.

Response: Call Police Notify TL Protect the safety of visitors and staff Protect safety of collections

In event of a civil disorder at the museum staff should stay calm and notify the police

and TL. If the building is open to the public, the staff should notify visitors as they leave the building as to type and location of disorder. Depending on type and intensity of disturbance the staff should move themselves and visitors away from windows and should not allow anyone to leave the building if conditions warrant this type of action. Collections pieces should be moved away from any windows. The staff and visitors should remain in the building until the police have determined that any danger has been removed.

All staff members involved must complete incident reports after order has been restored. (See APPENDIX D)

14

COMPUTER EMERGENCIES Network Crash: To prevent against loss of information, permanent computer records (collections and budgeting records for example) must be backed up reqularly/weekly. One copy of backup disks should be stored in a safe location each night to protect against damage to or theft of hardware. Collection records and institutional records must be backed up and stored in an off-site location regularly. Individual departments will provide detailed backup schedules. Water Damage to Computers: Before handling any electrical appliance you must make sure the power is off and unplugged. In case of water damage the CPU should be placed vertically, the monitor should be placed upside down or on it’s back, and the keyboard should be placed upside down to allow water to drain out. The keyboard may actually be shaken to remove excess water. It is important to remember not to use any of the components if there is even the slightest chance of water in the circuits. Computer Service Providers: Al Novissimo 228-4032

15

EARTHQUAKE

Response: Remain calm. Stand in doorways. Locate any injured people. Phone ambulance. Evacuate only after tremors have stopped. Do not use water/sewer until it has been checked. Although the chance of an earthquake is rare, it is necessary for staff to be familiar with

procedures. There will not be any advance warning of earthquake other than shaking buildings, falling objects or a loud rumbling sound. If this occurs the staff should take cover in doorways. The staff should stay out of rooms with large expansive ceilings, which may fall during the quake. The staff should also stay away from windows, elevators, and stairwells. If quake occurs while museum is open, the staff should convey these recommendations to the visitors.

When tremors end the staff should look for any injured and phone ambulance if necessary. In the case of injury, the first response should be to call an ambulance. Do not allow victim to move unless conditions are immediately hazardous to the life of the victim. Do not apologize or accept responsibility for any accident that has occurred in the museum. Do not offer help further than your level of training. Stay with victim and explain in a calm manner that help is on the way and that you will wait with him/her until help arrives.

An ET member should obtain the name and address of any witnesses to the event. It may be necessary to have another member of the ET close off a portion of the building or gallery to insure the privacy of the victim. This should be done in a polite but firm manner.

The staff may evacuate the building only after all the tremors have stopped. Do not use the water or sewer systems until they have been checked for damage or

contamination. Bottled water is located in each building with the first aid kit. All staff members involved should complete incident reports after help has arrived.

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EVACUATION

Response: Remain calm. Be prepared to offer instructions/explanations. Empty offices. Empty galleries. Move to an area off site. Remain outside until official clears entrance to building.

Under extreme circumstances it may be necessary to evacuate the building. If evacuation of the building is necessary the TL will instruct staff in offices that they must exit the building. Remind staff members to remain calm and take personal belongings with them, exit using the stairs and meet at evacuation assembly area. The assigned staff member will move to the evacuation assembly area and verify that all staff are present.

Other members of the response team must move to the gallery areas to help the visitors out of the building. The TL must assign different members to evacuate portions of the galleries. The TL will oversee evacuation of the building and the arrival of officials from the main entrance to the museum. ET members should be prepared to give instructions and offer explanations for the evacuation. Any problems should be directed to the TL at that location. The staff must remind visitors to remain calm, take personal belongings with them, and exit the building using the stairs. Visitors to the museum who may have entered as a group will not be permitted to look through galleries for the rest of their parties-they must meet at the assembly area. The staff at the assembly area will aid in reuniting groups to determine if all visitors are out of the building.

Special effort must be made to help visitors with disabilities exit the building or move to a safer portion of the building, perhaps a stairwell or a closed room. Once the staff is certain that all people have been evacuated from the building, the TL will wait outside for the arrival of the officials. No-one will be allowed in the building until the threat has been removed. Visitors and staff will be asked to remain until the building has been inspected and re-opened or until they have been dismissed by officials or the TL.

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EXPLOSION

Response: Remain calm. Call police and fire department. Be prepared to offer instructions/explanations. Empty offices and galleries. Locate anyone injured in explosion. Move to area off site. Remain outside until official clears entrance to building.

If an explosion occurs the building must be evacuated and the TL will instruct staff in offices that they must exit the building. Remind staff members to remain calm and take personal belongings with them, exit using the stairs and meet at evacuation assembly area. The assigned staff member will move to the evacuation assembly area and verify that all staff are present.

Other members of the response team must move to the gallery areas to help the visitors out of the building. The TL must assign different members to evacuate portions of the galleries. The TL will oversee evacuation of the building and the arrival of officials from the main entrance to the museum. ET members should be prepared to give instructions and offer explanations for the evacuation. Any problems should be directed to the TL at that location. The staff must remind visitors to remain calm, take personal belongings with them, and exit the building using the stairs. Visitors to the museum who may have entered as a group will not be permitted to look through galleries for the rest of their parties - they must meet at the assembly area. The staff at the assembly area will aid in reuniting groups to determine if all visitors are out of the building.

Special effort must be made to help visitors with disabilities to exit the building or move to a safer portion of the building, perhaps a stairwell or a closed room. Once the staff is certain that all people have been evacuated from the building, the TL will wait outside for the arrival of the officials.

In the case of an injury, the first response should be to call an ambulance. Do not allow victim to move unless conditions are immediately hazardous to the life of the victim. Do not apologize or accept responsibility for any accident that has occurred in the museum. Do not offer help further than your level of training. Stay with victim and explain in a calm manner that help is on the way and that you will wait with him/her until help arrives.

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FIRE AND SMOKE Response: If fire alarm sounds or significant amounts of fire and / or smoke is visible:

Remain calm. Move away from any smoke or fire. Evacuate building. Meet at assembly area. If fire alarm sounds or fire and/or smoke are visible during museum hours the TL will

instruct staff in offices/ visitors in galleries that they must evacuate the building while another staff member calls 911. Remind staff members to remain calm and take personal belongings with them, exit using the stairs and meet at evacuation assembly area. The assigned staff member will move to the evacuation assembly area and verify that all -staff are present.

Other members of the response team must move to the gallery areas to help the visitors out of the building. The TL must assign different members to evacuate portions of the galleries. The TL will oversee evacuation of the building and the arrival of police /fire department from the main entrance to the museum. Any problems should be directed to the TL at that location. The staff must remind visitors to remain calm, take personal belongings with them, and exit the building using the stairs. Visitors to the museum who may have entered as a group will not be permitted to look through galleries for the rest of their parties - they must meet at the assembly area. The staff at the assembly area will aid in reuniting groups to determine if all visitors are out of the building.

Once the staff is certain that all people have been evacuated from the building, the TL will wait outside for the arrival of the officials. No-one will be allowed in the building until the threat of fire has been removed. Visitors and staff will be asked to remain until the building has been inspected and re-opened or until they have been dismissed by the police. If small fire is discovered in building:

If, after evacuating the building and calling 911, staff members feel that there is not personal danger they are encouraged to use a fire extinguisher. Remember that even a small fire can spread quickly. Staff are only encouraged to use fire extinguisher if they feel no danger and if they feel that immediate use of extinguisher will put out fire.

Call 911. Call office. Notify TL Staff members involved must complete incident reports.

If small amounts of smoke are discovered in building:

Call 911. Call office. Notify TL. Investigate cause of smoke. Notify staff that smoke is present. Vacate museum visitors from any area where smoke is present and be prepared to offer explanations. Prepare to take further actions and/or evacuate the building if necessary. Important - Always have a clear escape route if attempting to extinguish a fire. If staff members have any doubt about their ability to use the fire extinguisher or if fire is growing they are instructed to call 911 and evacuate the building then notify the TL.

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FLOOD AND WATER DAMAGE

Do not step in standing water that may have contact with wiring and may be electrified.

Response: Notify TL about situation and follow any instructions given - which may include the following:

Disconnect electricity, (if necessary) If water is rushing from pipes - attempt to reach water turn off valve. If unable to stop flow of water use plastic sheeting to cover materials. Move collections out of danger, (do not step in water) Change message on answering machine/voice mail if situation warrants closing of museum. When situation is stabilized move to salvage operations. (See section 4)

If water is discovered in the building and is coming from above, the first on the scene should call for help and quickly turn off water, if able to locate water cutoff. If unable to locate water shut-off valve it is best to cover area with plastic sheeting and/or move collections that are in danger of running water. If water is rising from below move collections up or away from water to prevent contact with water.

The first staff members to discover water and begin recovery must complete incident reports after situation has stabilized.

Plumber to contact: W.B. Marden Co. Contact: Bob Butler 2 Milk Street 508-228-0223

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HURRICANE Best planning for hurricanes can be done at or in anticipation of the start of the

hurricane season. It is a good idea to stage a mock hurricane drill as the hurricane season begins. Planning and watching for hurricanes may become ordinary during an extremely active hurricane season and the TL must keep staff focused with a serious attitude.

Hurricane Watch: Consult with National Weather Service.

Response team: Check supplies: Plywood Tape First Aid Water

Collections team: Make any preparations for temporary removal or relocation of collections. Check supplies:

Recording materials - to track movement of collections. Packing Materials.

Hurricane Warning: Consult with National Weather Service. Activate Emergency Team

Emergency team: Museum closed to public while preparations made - post signs. Change answering machine message and web site to reflect status of museum.

Response team: Secure any outside materials. Remove Old Mill vanes. Remove loose materials: shutters, staging Tape windows Identify areas where sand bags may be necessary

Collections Team:

Move collections off floor to prevent against flood damage. Move collections away from windows.

Evacuate staff before storm hits.

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Hurricane, cont.

During Hurricane TL in contact with ET members and other staff. If necessary TL assigns one ET member to answer press inquires. Change answering machine message/web site to reflect status of museum.

After Hurricane TL evaluates any damage and notifies ET members if necessary. Response team:

Salvage and/or clean up of structures and grounds.

Collections team: Salvage and/or clean up of collections. See Salvage section - Part 4 for proper response.

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INSECT AND RODENT DAMAGE

Prevention: Train Employees in preventative measures.

Food only in kitchen or lounge. Trash emptied regularly. Inspect building and collections for damage regularly.

Response: Notify maintenance and chief curator. Unfortunately, pests are attracted to many items in museum collections. Some are

attracted to the sizing on paper, glue in books and leather or wood artifacts. The best way to protect collections is by not attracting insects or rodents. Vents must be covered to insure that rodents or birds do not have access to the building. Doors and windows may not be left open and unattended.

Ideally flowers or shrubs must be planted 12 inches away from the building to keep pests away from the foundation, which should be regularly checked for any cracks which would allow easy access for pests. No standing water, in which pests can breed, can be allowed on or near the building.

To prevent any problems with pests it is important to have staff keep food in the kitchen or lounge and away from any collections storage areas. Trash must be emptied regularly. Collections storage areas must be thoroughly cleaned twice yearly and must be inspected monthly for pests.

If you do develop a problem with pests it is important to take action quickly. Notify the appropriate pest control agency. Remove any infected collections pieces and seal in plastic bags. It is important to have some basic knowledge of chemical and non-chemical treatment options with respect to specific collections pieces in order to make a sound informed treatment choice at the time of the discovery on infestation.

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DEATH Response: Remain calm Call ambulance Call Police Under all but the most extreme circumstances, the staff should treat the discovery of a body as a medical emergency. Remember, only a medical professional can determine death. MEDICAL EMERGENCY Response: Remain calm Call ambulance Notify TL Return to victim and stay until help arrives. In case of a medical emergency, the first response should be to call an ambulance. Do not allow the victim to move unless conditions are immediately hazardous to the life of the victim. Do not apologize or accept responsibility for any accident that has occurred in the museum. Do not offer help further than your level of training. Stay with the victim and explain in a calm manner that help is on the way and that you will wait with him/her until help arrives. An ET member should obtain the name and address of any witnesses to the event. It may be necessary to have another member of the ET close off a portion of the building or gallery to insure the privacy of the victim. This should be done in a polite but firm manner.

After help has arrived all staff members involved should complete incidents reports.

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MOLD

Mold can be dangerous to people and collections.

Prevention: Keep humidity 55% or lower. Keep light levels low. Keep food away from collections. Regularly clean collection storage area. Regularly inspect HVAC.

Response:

Collection team: Move affected materials to clean area. Remove mold from dry materials. Freeze wet items for later conservation. Clean collection storage area.

Mold spores need both food and moisture to grow. The best control for the collections is not to allow mold to begin to grow. Keep food in the kitchen and/or lounge and away from collections areas. Maintain proper conditions in storage areas. A humidity above 55% will allow for rapid growth of spores. Clean collection storage areas regularly. Inspect the HVAC regularly - as it can be a breeding place for mold - and has the potential of spreading mold throughout the building.

If mold is sighted in collections area place affected items in plastic bags and transport to clean dry location (humidity below 45% is recommended). Remember that mold can be dangerous to both people and collections. When handling items with mold use rubber gloves and a respirator and work in a well ventilated area - preferably outside. If conditions prohibit working outside, work in a room that can be sealed off from the rest of the building. Work with a fan blowing dust out an open window.

Remove mold from dry items by brushing or vacuuming gently. If affected material is wet it must be first air-dried and then cleaned or frozen for later conservation.

It is essential to clean and dry storage area before collections are reintroduced to prevent further spread of spores.

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POWER FAILURE

Response: In case of a power failure:

Remain calm. Determine if this is a localized event. Circulate into gallery areas to provide information to museum visitors. Determine when to close the building to the public and refund admission. If the power goes out, the TL should ask one of the ET members to call the power

company to notify them of interruption in service and ask for information. The TL will also ask ET members to circulate through the museum galleries to inform visitors and help them move to areas of the galleries with better lighting.

If the power will be out for some length of time the TL will have to decide whether to close the museum to visitors. If this happens the visitors should be escorted to the entrance and offered a refund or coupon for free admission at a later date. If the building closes signs must be posted and the answering machine must be changed to reflect current status of museum.

Staff will be expected to remain at work until the TL decides to close the building for staff as well.

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TORNADO

Response:

Remain calm. Evacuate upper floors - move to lowest floor possible. Move to inner rooms without windows. Wait until notified that tornado warning is over. Although the chance of tornado is small, it is necessary for staff to be familiar with

procedures. There may not be any advance warning of a tornado other than heavy thunder storms, hailstorms or a rapid significant drop in barometric pressure. If any of these occur the staff should attempt to obtain a local weather update. If a tornado is sighted the staff should move to the lowest floor of the building and take cover. The staff should stay out of rooms with large expansive ceilings, which may fall during the tornado. The staff should also stay away from windows and should move into an interior room (if possible) or a hallway without any windows. If tornado occurs while museum is open, the staff should convey these recommendations to the visitors. Neither staff nor visitors will be allowed to leave while there is a threat of tornado activity in the area.

In the case of an injury, the first response should be to call an ambulance. Do not allow victim to move unless conditions are immediately hazardous to the life of the victim. Do not apologize or accept responsibility for any accident that has occurred in the museum. Do not offer help further than your level of training. Stay with victim and explain in a calm manner that help is on the way and that you will wait with him/her until help arrives.

An ET member should obtain the name and address of any witnesses to the event. It may be necessary to have another member of the ET close off a portion of the building or gallery to insure the privacy of the victim. This should be done in a polite but firm manner.

After help has arrived all staff members involved should complete incident reports

After threat of tornado has ended the staff should check building for any damage to the building or the collections.

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THEFT

Prevention: Lock storage areas. Do not leave doors or windows open and unattended. Train staff to be cautious when working with collections. Check locks on cases regularly. Secure small objects and be aware of location of vulnerable

artifacts Response:

If you observe a theft in progress or evidence of a theft: Notify office. The best way to prevent a theft is to be vigilant when working with collections. Train

staff in the importance of security precautions. Do not ever leave collections pieces unsecured in public areas. Do not leave library patrons unattended with materials. Plan to check the locks on cases in gallery areas monthly to look for weaknesses or loose fittings.

If a theft is discovered contact the office immediately. Do not call 911 unless so instructed by Director or Curator. If there are witnesses to the theft be sure to ask them to remain give any details of the event to the proper authorities.

The staff member who discovers the theft should fill out an incident report form as soon as possible.

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VANDALISM/DAMAGE TO MATERIALS

Prevention: Train staff, volunteers, and patrons in the proper care of collections. Train staff and volunteers to be cautious when working with collections. Check locks on cases regularly. Response:

Notify TM and office. Notify Police (if desired). Vandalism can be a broken window or damage to a collections piece due to improper

handling. If staff reports to the scene and finds evidence of vandalism they should immediately contact the TL who will assess damage and contact the police if deemed advisable. The staff should not disturb the scene until the TL or police have documented and investigated the vandalism. The TL will assign a member of the ET to assess damage and make any necessary repairs.

If the staff happens upon the vandalism in progress the first step should be to get help to the scene. Call TL and the police (if desired). The staff member should observe the vandal(s) but should not attempt to confront or detain if the staff members feels any personal threat. The staff member should wait for the TL or the police to arrive on the scene.

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PART IV Salvage Operations

Salvage Collections Team:

As soon as the TL has determined the site is safe and secure the TL will give instructions for salvage operations to begin. The TL will instruct individual members of the team as to their jobs for the specific emergency but generally will instruct team members to move collections to safe locations - first moving historical and institutional collections deemed most important. After these are safe and secure the rest of the collections can be salvaged.

Once damaged items have been removed from the affected locations, recovery of individual items will begin.

List of Collection Priorities: To be determined Procedures for drying materials:

Remember to consult curator or librarian before taking any action. Individual Books:

Air dry (see definition). Stand upright and open covers to gently support book. Multiple Books:

FIRST: Remove 2 or 3 books from each shelf of partially or completely wet books to alleviate pressure in order to minimize damage to books as they expand.

NEXT: Remove books from area for conservation. Pack books snugly, spine down and freeze within 48 hours. Use inventory forms at the back of the book to track collections as they go into boxes. See Appendix D Manuscript materials (loose papers):

Air dry (see definition) documents within 48 hours by stacking in short (l/8th inch) piles in a dry area. If damage is severe, pack materials upright in original folders and freeze. Photographs:

Rinse photographs in a stream or an immersion of clean water. Partially wet photographs should be frozen or air dried. Completely soaked photographs can remain in clean water but must be dried or frozen within 48 hours. Framed photographs should be unframed in an safe dry area. If photo is stuck to the glass, dry glass side down and do not attempt to separate image from glass.

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Salvage Operations, Cont. Aperture Cards:

Aperture cards are the punch cards used by computers. They must be air dried within 48 hours or frozen for recovery later. If they contain chips, remove from the cards, wash chips in cool clean water, air dry and remount chips.

Prints, Plans and Drawings: If water has leaked into flat file drawers or other storage containers, paper media

should be carefully removed and carried, using a large sturdy tray, to the drying area. It is important to remember to use a tray when carrying these items so the extra weight of the water does not tear the plans. If possible to air dry these should be stacked in small piles (not to exceed l/8th inch). If the water damage is severe, these should be packed and frozen for later conservation.

Microfilm Rolls: These should be washed and dried by a professional within 72 hours. Do not remove

films from this boxes, band several boxes together, fill boxes with clean cool water, and pack and deliver wet.

Furniture: Any collections pieces should be lifted out of standing water, rinsed with clean

water depending on nature of damage, and dried off with clean towels.

Metal: Artifacts made of metal should be dried off with towels and left to air dry.

Bone /Ivory: Wet bone or ivory should be gently blotted to remove excess water and air dried

slowly in cool and secure location.

Textiles: Textiles that have been completely saturated with water should be bagged and frozen

for conservation at a later time. Partially wet air dry (do not hang)???

Paintings: Unframe paintings in a safe dry area. Air dry wet paintings horizontal and paint side up.

Computers: The CPU should placed vertically, the monitor should be placed upside down or on it's

back, and the keyboard should be placed upside down to allow water to drain out. The keyboard may actually be shaken to remove any excess water. It is important to remember not to use any of the components if there is even the slightest chance of water in the circuits.

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PART V Emergency plans for NHA Buildings

Whaling Museum Peter Foulger Museum Research Library and Quaker Meeting House Old Mill Oldest House Hadwen House Macy - Christian House Museum Support Center - Gosnold 99 Main 1800 House Old Gaol Hose Cart House Greater Light Museum Shop

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Whaling Museum Fire Extinguishers: Located in portrait room; whale room; tunnels Flashlights: Located in front desk First Aid Kit: Located in back office Signs: Located in back office Staff information board Located on board separating back office from check in Evacuation assembly area: NE corner outside town building Post staff member at back exit near restrooms Advance storm preparation: Close windows in attic Flood precautions (sandbags)??

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Peter Foulger Museum Staff information board Lunch room and mail room on second floor Fire Extinguishers: 1st floor lobby 2nd floor at reception entrance and at top of back staircase Flashlights Located in front desk on first floor lobby First Aid Kit Located in lunch room Emergency signs Located in front desk Located in supply room on 2nd floor Evacuation assembly area: NE corner outside town building Post staff member at 2 Whalers Lane entrance to office

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Research Library and Quaker Meeting House

Staff information board: Entry hall closet.

Fire Extinguishers: Located behind desk Top of stairs

Flashlights: Located in entry hall closet.

First Aid Kit: Located in entry hall closet.

Signs: Located in entry hall closet.

Evacuation assembly area: Other side of Fair Street.

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Old Mill Staff information area: Fire Extinguishers:

Located 1st floor by front entrance and 3rd floor by window at top of stairs

Flashlights: Located under back counter (or stairs?).

First Aid Kit:

Located under back counter Signs:

Hanging on walls on cleats behind check in Evacuation assembly area:

In lot next to Fred.

In event of thunderstorm: Move all visitors to Fred. Do not stay in mill.

Storm with advance warning:

Equipment for lowering vanes stored in Fred

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Oldest House Staff Information Board: In closet Fire Extinguishers 1st floor – in closet Flashlights: Located in closet First Aid Kit: Located in closet Signs On pedestal next to check in Evacuation assembly area: Across from the Oldest House Storm with advance warning Put shutters on windows

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Hadwen House Staff Information Board: Kitchen Fire Extinguishers 1st floor – back hall and kitchen 2nd floor – back hall Flashlights: Located in admission desk First Aid Kit: Located in kitchen Signs By front door on pedestal Evacuation assembly area: 99 Main Street Storm with advance warning Inside shutters will need to be closed and furniture moved from in front of windows.

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Macy – Christian House Staff Information Board: In kitchen Fire Extinguishers 1st floor – in kitchen and stairs Basement stairs Flashlights: Kitchen First Aid Kit: Kitchen Signs On pedestal by front door Evacuation assembly area: Liberty Street

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Gosnold Center Staff Information Board: Office Fire Extinguishers Office, Receiving Area, 1st & 2nd floors of collection area by stairs. First Aid Kit: Office Flashlights: Office Signs Office Evacuation assembly area: Bartlett Road Storm with advance warning Check doors and windows.

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99 Main Street Staff Information Board: Kitchen Fire Extinguishers 1st floor – 2nd floor – Flashlights: Kitchen First Aid Kit: Kitchen Evacuation assembly area: Hadwen House Storm with advance warning Check doors and windows

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Museum Shop Fire Extinguishers: 1st floor front door & back door. 2nd fl. Door to store room. Flashlights: Front Desk, 2nd fl. closet First Aid kit: 2nd fl. closet Signs: Staff Information Board: 2nd fl. Evacuation Assembly Area: Town building, NW corner Advance Storm Preparation:

Check doors and windows. Sandbags. Move merchandise to 2nd fl. If flooding expected.

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1800 House – Building closed for renovations Fire Extinguishers: Flashlights: First Aid kit: Signs: Staff Information Board: Evacuation Assembly Area: Advance Storm Preparation:

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Old Gaol – No supplies on site. Building not staffed. Fire Extinguishers: Flashlights: First Aid kit: Signs: Staff Information Board: Evacuation Assembly Area: Advance Storm Preparation:

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Hose Cart House – No supplies on site. Building not staffed. Fire Extinguishers: Flashlights: First Aid kit: Signs: Staff Information Board: Evacuation Assembly Area: Advance Storm Preparation:

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Greater Light – Building closed for renovations. Fire Extinguishers: Flashlights: First Aid kit: Signs: Staff Information Board: Evacuation Assembly Area: Advance Storm Preparation:

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Appendix A – Employee phone List

Year Round staff Year Round volunteers Seasonal staff Seasonal volunteers

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Appendix B – General procedures A copy to be placed in each property

Each property will have: Fire extinguishers First aid kits Band Aids Triangle Bandage Emergency blanket Bottled water and cups Flashlights – batteries Signs (with caution tape) Staff information board Each property will have a designated evacuation assembly area. Accident – person In case of injury to staff or a visitor, one staff member will stay with the victim while the other will call 911 and then the office. (If only one staff member is on site they should inform the victim that they will call for help, phone 911and office, and return to the victim as soon as possible). Do not allow the victim to move unless conditions are immediately hazardous to the life of the victim. Do not apologize or accept responsibility for any accident that has occurred in the museum. Do not offer help further than your level of training. Stay with the victim and explain in a calm manner that help is on the way and that you will wait with him/her until help arrives. Accident reports will be completed by all as soon as possible after the accident has occurred. Accident – object or building In case of an accident to an object or building call the Curator. Do not move the damaged object unless it will sustain immediate damage without being moved. Alarm If you set off the alarm as you enter the building, attempt to enter the correct code. If this does not work call the main office.

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Fire If fire alarm sounds or fire and/or smoke are visible during museum hours the first

priority is to evacuate the building. Remind staff members and visitors to remain calm and take personal belongings with them, exit using the stairs and meet at evacuation assembly area. One staff member should call 911 and office then move to the evacuation assembly area and verify that all staff and visitors are present. Special effort must be made help to visitors with disabilities to exit the building or move to a safer portion of the building.

Visitors to the museum who may have entered as a group will not be permitted to look through the building for the rest of their party - they must meet at the assembly area. The staff at the assembly area will aid in reuniting groups to determine if all visitors are out of the building.

Once the staff is certain that all people have been evacuated from the building, the TL will wait outside for the arrival of the officials. No-one will be allowed in the building until the threat of fire has been removed. Visitors and staff will be asked to remain until the building has been inspected and re-opened or until they have been dismissed by the police.

If a small fire is discovered in building: If, after evacuating the building and calling 911 and office, staff members feel

that there is not any personal danger they are encouraged to use a fire extinguisher. Remember that even a small fire can spread quickly. Staff are encouraged to use a fire extinguisher if they feel no danger and if they feel that immediate use of extinguisher will put out fire

If small amounts of smoke are discovered in building: Call 911. Call office. Investigate cause of smoke. Notify staff that smoke is present.

Vacate museum visitors from any area where smoke is present and prep to take further actions and/or evacuate the building if necessary.

Important - Always have a clear escape route if attempting to extinguish a fire.

If staff members have any doubt about their ability to use the fire extinguisher or if fire is growing they are instructed to call 911 and evacuate the building then notify the TL.

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Theft Prevention is key!! Observe visitors at all times and check exhibits regularly.

If a possible theft is discovered immediately check the staff information board to determine whether the object has been removed by NHA staff. If no notice is posted (or a posted notice is questionable) call the office. Do not call 911 unless so instructed by Director or Curator.

Vandalism If vandalism to collections or buildings is discovered (after the fact): Phone the office and describe damage. The decision about whether to phone 911 will be made at that time. If vandalism to collections or buildings discovered during the act: Phone 911 and then phone the office. Get a physical description but do not put yourself in danger by attempting to apprehend vandals. Water damage or intrusion Phone office immediately - be prepared to describe situation.

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APPENDIX C – SUPPLIES

The staff members should all be familiar with where the supplies are stored in the buildings. It must be stressed that these supplies are for emergency only and should not be used as an open supply closet for non-emergencies. It is important that the supplies not be moved which will allow staff to easily find these materials in event of an disaster. Materials should be stored in rectangular plastic storage boxes, which can do double duty in case of emergency and be used either to wash or store collections. Stored at WM and MSC - Supplies to have on hand at all times:

Absorbent Materials Sponges - soaking up water Un-inked newsprint, blotting paper, paper towels - drying items Packing materials Cardboard boxes Sealing tape

Recording materials to track movement of collections materials: Pens, pencils Paper Labels Markers Damage forms Inventory control forms Clipboards Camera, Disposable

Lighting: Flashlights (extra batteries and bulbs) Floodlights

General Supplies: Plastic sheeting- for quickly covering collections Yellow "Caution" tape to designate access to specific areas Extension cords Wax paper Duct tape Tape for sealing leaks in pipes Utility knives for cutting tape Plastic garbage pails (used for bailing, removal of water or washing and storage of materials) Buckets and mops (removal of water) Brooms Plastic and cotton gloves Masks Plastic and cloth aprons First aid supplies Soap and towels Shovels Plastic bags Garbage bags Sturdy tray for carrying large items (vessel plans etc.)

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Supplies, Cont. Hardware:

Hammers Nails Screwdrivers Screws Wrenches Pliers Wire Battery charged electric drill Crowbar Hand saws Hand truck

Supplies to buy or rent in case of emergency: (see appendix for phone numbers of local stores)

Wooden pallets - to raise collections off floors Portable toilets Bottled water Wet/Dry Vacuum Fans Dehumidifiers Generators Portable phone Moving truck or freezer truck

First Aid supplies: Emergency eye kit stored at the MSC First aid kit at Whaling Museum

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APPENDIX D - FORMS

Yearly Preparedness Checklist:

The Checklist is to be reviewed once monthly by the assigned Safety Committee member. He/she must initial and date each item once it has been completed. It is not the responsibility of the Safety Committee to complete each line item, however, each line item must be verified by the assigned Safety Committee member that it has been completed. At year end the Safety Committee member and the Emergency Team Leader will meet to review the checklist and verify that all requirements have been met. If there are any discrepancies the safety committee member and the TL must create a schedule to make the checklist current.

Incident Report Form: An incident report form must be completed by any staff member who is witness to an

unusual event or discovers damage/theft to a collections piece. This form must be completed as soon as possible after an event by the staff member to record details accurately and completely before they are forgotten.

New Hire Checklist: A New Hire Checklist is to be completed by the assigned Safety Committee member

with each new hire with one month of the start date of the new employee. Completing the checklist insures that each new hire has received basic training in emergency procedures in the museum. The checklist also documents if the employee will be asked to be an Emergency Response Team member or if he/she will receive any additional training in CPR or first aid.

Collections Tracking Form: The Collections Tracking Form will be used in a salvage situation when many archival

materials or collections pieces will be moved from their original location. The form will allow the staff to track these items as they move to different locations for air drying, freezing, transport to off-site conservators or safe storage in another location.

Temporary Object Removal Form This form will let staff and docents when an object has been removed by NHA staff

and that no theft has occurred. This is to be placed on wall, by label etc. when an object is removed for any reason (conservation, photography, moved to support center or other building etc.) Items may only be removed by curator, registrar, director (library materials by librarian and photo archivist??,)

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YEARLY PREPAREDNESS CHECKLIST

Safety Committee representative - Please write your initials and the date that you check each item on list.

Emergency Plan The plan must be reviewed on an annual basis to verify all staff phone numbers and

supplier numbers as well as insurance information is current. Please verify that checklist from previous year has been completed successfully. It is necessary for training of staff that the mock drill from the previous year has been conducted. If there have been any gaps it is the responsibility of the preparedness monitor who is this masked man??? working with the TL to correct problems and bring up to date.

The preparedness monitor and TL must sign and date that they have both reviewed the current plan and yearly checklist from previous year.

Safety Committee member ___________________________________

Emergency Team Leader

Emergency Plan - New Hires Any new staff should receive a copy of the emergency plan and review basic

procedures. This should be verified every month. Names and phone numbers of new employees must be added and distributed to all employees monthly.

February _______________ August _____________ March _______________ September _____________ April _______________ October _____________ May _______________ November _____________ June _______________ December ______________

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Mock Drill

Two mock drills are required every year. List date and type of most recent drill

1. __________________________________________________________________________________________________________________________

2. __________________________________________________________________________________________________________________________

Emergency Supplies: Twice yearly the boxes of supplies should be examined to determine whether

any supplies need replacement. When complete the box should be sealed with tape and replaced in the storage area. The initials of the emergency team member and the date should be written on the box.

January _______________ July _______________

Emergency Supplies Secure: The supplies should be sealed with the initials and date of last time

checked. If seal is broken the box should be examined to determine if any supplies need replacement.

February _______________ August _____________ March _______________ September _____________ April _______________ October _____________ May _______________ November _____________ June _______________ December ______________

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Response Team: Yearly professional inspection of smoke detection system Yearly professional inspection sprinkler system Yearly professional inspection fire alarms Yearly professional inspection of security system Yearly professional inspection of fire extinguishers Monthly inspection that fire extinguishers at appropriate locations and ready for use: January _________________ July ___________________ February _________________ August ___________________ March _________________ September ___________________ April _________________ October ___________________ May _________________ November ___________________ June _________________ December ___________________

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Collections Team:

Window /Door Locks Secure:

January __________________ July __________________ February __________________ August __________________ March __________________ September __________________ April __________________ October __________________ May __________________ November __________________ June __________________ December __________________

Exhibit galleries examined for loose flooring, cases or displays that could cause an injury to a visitor.

January __________________ July __________________ February __________________ August __________________ March __________________ September __________________ April __________________ October __________________ May __________________ November __________________ June __________________ December __________________

Monthly examination of collections areas for pests (collections and library):

January __________________ July __________________ February __________________ August __________________ March __________________ September __________________ April __________________ October __________________ May __________________ November __________________ June __________________ December __________________

Semi - annual cleaning of storage spaces: This does not need to be completed this month, however it should be verified that all collections areas have been cleaned in the previous six months. April _______________ October _______________

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Incident Report Form

Name of Person Filing Report:_____________________________________________ Date: ______________ Time: ___________________________________________ Location of Incident (Building / Floor/ Area) ______________________________________________________________________ Description of Incident: (Give as much description as possible - use additional pages if necessary) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Were Police/ Fire / Ambulance called: ______________________________________________________________________ Name of Responding Officer(s) with any case numbers: ______________________________________________________________________ Description of person(s) involved in Incident: Gender ________________________ Approximate height __________________ Approximate weight / build ___________

Approximate age ____________________

Hair Color / Style ____________________

Eye Color _________________________

Skin Tone ( any distinguishing marks)

_________________________________

Clothing _________________________

__________________________________

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Names and Addresses of Witnesses 1. ______________________________________________________________________ ______________________________________________________________________ 2. ______________________________________________________________________ ______________________________________________________________________ 3. ______________________________________________________________________ ______________________________________________________________________ 4. ______________________________________________________________________ ______________________________________________________________________

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Form for objects temporarily removed from display: See departmental procedural manuals for completing additional tracking forms to be kept with artifact or library collection records. Form shown below must be placed in area where item was removed.

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CHECK LIST FOR NEW HIRES

Name ______________________________ Date of Hire ________________ Position _____________________________ New Employee has received and read a copy of the Emergency Plan _____________ Safety Committee member has reviewed with new employee _____________ New Employee has received training in use of fire extinguisher _____________ New Employee will be asked to receive further training in: First Aid ________ CPR ________ New Employee is named to be a member of the Emergency Response Team ________ New Employee understands any duties and responsibilities of ET ________ Signed by: New Hire _____________________________________ Safety Committee Member _______________________ Date ________________________________________

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APPENDIX E – USE OF MUSEUMS POLICY

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APPENDIX F – EMERGENCY PHONE NUMBERS

ALARM/LOCKS Greenwood Alarm Rick Greenwood 1-800-244-1224 CONTRACTORS Toscana 228-1418 ELECTRICIANS Ryder Electric Inc. Tom Ryder 228-1496 FURNANCE Oil Burner Cleaning Ray Refrigeration Ernie’s Burner Service Homer Ray Ernie Culkins 325-4357 325-4014 INSURANCE Congdon & Coleman Bill Congdon 228-0344 LAWYER Melissa Philbrick xxx-xxxx PEST CONTROL Terminex 325-5602 PLUMBERS W.B. Marden Co. Bob Butler 228-0223

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Appendix G – Contacts for Suppliers and Conservators

COMPUTER PC: Computer Solutions Mac: Joanne Johnson Contact:

Martha 228-8123 228-8112

Dehumidifiers Drying Equipment

Munters Corporation Moisture Control Services 79 Monroe Street Amesbury, MA 01913

Equipment Rental Fire Extinguishers

Ralph Perry

FIRE PREVENTION National Fire Protection Association P.O. Box 9146 Batterymarch Park Quincy, MA 02269 (800) 344-3555

GENERATORS Kenneth B. McAuley, Inc. WAVE Stand-By Power Systems 20 Derrymore Rd 2 Greglen Ave 228 -9512 228-7050

HARDWARE AND LUMBER Island Lumber Marine Home Center

228-2600 228-0900

MICROFILM SALVAGE American Microfilm Labs Bankers Microfilm 508-478-6602 508-366-9785

REFRIGERATION/FREESER RENTAL REFRIGERATOR TRUCKS VACUUM FREEZE DRYING American Freeze Dry Document Processors 609-546-0777 716-544-450

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APPENDIX H – DEFINITIONS

Absorbent Material - Clean, uninked newsprint or blotters or paper towels. Air Dry - Locate a cool dry area with fans. (Remember to make certain there is no chance of water near electrical lines/outlets) Use absorbent material (uninked newsprint, blotters, paper towels) and replace as it becomes wet. Collections: Taken to mean both archival and artifactual collections. ET - Emergency Team - Staff and volunteers who have trained together to respond to an emergency situation

HVAC - Heating Ventilation and Air-conditioning unit.

Safety Committee - Committee consisting of staff, volunteers, and trustees who oversee the creation and maintenance of Emergency Preparedness Plan for NHA.

TL - Emergency Team Leader - member of ET trained for coordinating emergency action.

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Appendix I - Bibliography Bibliography of Readings on Emergency Planning

Barton, J.P. and J. C. Wellheiser. An Ounce of Prevention: Handbook on Disaster Planning for Archives. Libraries, and record Centers. Toronto Area Archivists Group, 1985. Fortson, J. Disaster Planning and A How-To-Do-It Manual for Librarians and Archivists. New York: Neal Schuman Publishers, 1992. Fox, L. "Management Strategies for Disaster Preparedness." The ALA Yearbook of Library and Information Services 14 (1989). Harmon,J. Integrated Pest Management in Museum. Library and Archival Facilities: A Step by

Step Approach for the Design. Development, Implementation and Maintenance of an Integrated Pest Management Program. Indianapolis: Harmon Preservation Pest Management, 1993.

Hendricks, K.B. and B. Lesser. "Disaster Preparedness and Recovery: Photographic Materials", American Archivist, Winter 1983, pp.52-68. Hunter, J.E. "Museum Disaster Preparedness Planning". In Protecting Historic Architecture and Museum Collections form Natural Disasters. Barclay Jones, ed. Boston, MA: Butterworth, 1986.

Martin, J.N. The Corning Flood: Museum under Water. Corning, NY: The Corning Museum of Glass, 1977. National Fire Protection Association. Protection of Museums and Museum Collections. (NFPA 911-1991) NEDCC, Preservation of Library and Archival Materials: A Manual. 0'Connell,M. Disaster Planning: Writing and Implementing Plans for Collections-Holding Institutions. Technology and Conservation, Summer 1983. Trinkley,M. Hurricane! Surviving the Big One: A Primer for Libraries. Museums and Archives. Atlanta, GA: SOLINET, 1993 Walsh, Betty. "Salvage Operations for Water Damaged Collections." Western Association for Art Conservation Newsletter. May 1988.

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Internet Resources American Institute of Conservation: AIC Flood Efforts

http://155.187.10.12/disaster/aic-procedures.html California Archives Disaster Plan

http:// 155.187.10.12/disaster/Califorma-archives-plan.html

Library of Congress Preservation http://lcweb.loc.gov/preserv.

Federal Emergency Management Agency Disaster Plans http://www.fema.gov/fema Stanford University Library Disaster Plan

http://155.187.10.12/disaster/stanford-plan.html Windsor University Archives and Library Disaster Plan http://www.uwindsor.ca/archives/page5.htm

UC Berkeley Library, Program for Safety, Emergency Preparedness, and Emergency Resources

http://www.lib.berkeley.edu/AboutLibrary/Security

Syracuse University Library Disaster Manual http://web.syr.edu/~libweb/aboutsuVdepts/preserve/displan.htm

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The NHA's Gosnold Center Policy Regarding its use by other Institutions

The Nantucket Historical Association's Gosnold Center is a museum-quality museum storage facility on the island. The storage area in the two floor facility is in excess of 8,500 square feet and offers intrusion alarm protection, fire alarm and sprinkler system, and climate control. As an extra measure of security, only three members of the NHA's staff have access to the storage area. The primary use of this facility is the storage of the NHA's historic collections. However, limited space is available to other island not-for-profit on a temporary basis, institutions under the following conditions. 1) A request for storage space at the Gosnold Center should be made in writing to the NHA's Curator or Director. Requests are accepted based on availability of space and types of items to be stored. The NHA reserves the right to refuse storage for items it feels are inappropriate to the purpose of the Gosnold Center. 2) Institutions using storage space must provide their own insurance for their objects and provide the NHA with a copy or proof of the insurance. 3) Institutions must provide their own personnel to physically move the items in and out of the facility under the NHA's supervision. Moving dates should be scheduled at least 3 weeks in advance. 4) Because the NHA's staff is limited, institutions should consider the Gosnold Center to be "remote storage" requiring only limited access. Access to stored items should be limited to one visit per month and requests for access should be made at least one week in advance. 5) As the NHA's storage needs change in the future, it may be necessary to expand into areas used by other institutions or to terminate the agreement without cause, with advance notice of 90 days. The NHA reserves the right to terminate, with advance notice of 30 days, any storage agreement that it considers to be in violation of the above stated policy. 6) Institutions will be asked to provide a fee to help defray operation and staff costs incurred by the NHA.

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REQUIREMENTS FOR USE OF NHA PROPERTIES

1. The event must be compatible with the educational mission or in support of the programs of the NHA.

2. The Executive Director's approval is required.

3. There can be no access to the space or intrusion into public areas by the user during regularly advertised public hours.

4. The NHA reserves the right to close off certain exhibition areas, if deemed advisable.

5. NHA security requirements must be followed. A minimum of two NHA staff representatives must be present before the event to supervise set up, throughout the event to provide security and emergency support, and for whatever time is required after the event to reset the museum spaces for public use and close up the building. The NHA will determine the levels of NHA supervision and security staff needed at each event. Staff will be paid appropriate overtime and holiday wages as part of the fee arrangement.

6. Staff asked to present a lecture, demonstration, or performance will receive a minimum honorarium of $100.

7. Any caterer and catering plan and set up must be approved in advance and copy of caterers or restaurant license provided. No cash bar service allowed.

8. If applicable, event sponsors must provide liquor license and proof of liability insurance coverage.

9. The NHA does not provide supplies or equipment All equipment and supplies brought in must be listed on the application and approved in advance. All materials, including trash, must be removed from the premises by the user at the close of the event.

10. Event sponsors are responsible for cleaning and leaving the premises as found and ready for public use.

11. No admission fee may be charged by the user, or donations solicited either directly or indirectly at the event. NHA properties are not available for commercial use or fund raising by other organizations.

12. All fees for space use must be paid in advance.