earth, wind and fire: be prepared if disaster strikes
TRANSCRIPT
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“Disaster response planning and prevention, or preparedness, are performed when all is sane and quiet, and decisions are made in a rational, carefully considered manner.”
From “Disaster Response and Planning for Libraries” – Miriam B. Khan
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“Disaster response and recovery plans are activated when all is chaos, amidst conflicting demands to restore services, collections, and access to the building”
From “Disaster Response and Planning for Libraries” – Miriam B. Khan
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The fire truck has just left and there you stand amid what once was your library. You look around-what was once a vibrant building full of books, videos, and computers is now a smoldering mass of melted plastic, soggy blackened paper, and sooty machinery. You want to run home and hide and hope it was a bad dream. But you cannot, you are the Library Director. What do you do now? Is everything ruined?
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When you locked up Saturday everything in the library was fine. When you open on Monday morning you are greeted by the sound of running water. As you step in, you squish into the carpet like a big sponge. Water is flowing across the carpet and floor, lapping at the shelving, covering the computer cables strung across the floor. It's too late to start bailing, too late to call the plumber. What should you do?
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Tornado damage - Stamping Ground Public Library, Kentucky - April 4, 1974
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Some statistics Over 4.8 Billion Artifacts are held in public trust by more
than 30,000 archives, historical societies, libraries, museums, scientific research collections and archaeological repositories in the United States.
American museums, libraries, archives, historical societies and scientific research organizations are visited 2.5 billion times a year
They are a public trust that must be protected for future generations
Providing a safe environment and proper care for all collections is a fundamental responsibility of all institutions and individuals who care about our heritage.
From A Public Trust at Risk, Published 12/2005, www.heritagehealthindex.org
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More statistics 80% of collecting institutions don’t have a disaster
plan that includes collections with staff trained to carry it out
2.6 billion items of historic, cultural, and scientific significance are not protected by an emergency plan and are at risk should a disaster strike their institutions.
All collections are at risk for catastrophic loss due to disasters ranging from hurricanes and tornadoes to floods from broken water pipes. Institutions that prepare for emergencies dramatically improve the chances that their collections will survive.
From A Public Trust at Risk, Published 12/2005, www.heritagehealthindex.org
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A Public Trust at Risk
http://www.heritagepreservation.org/
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Disasters happen. You plan for them, work to prevent them, or turn a blind eye and hope one will never occur. Sooner or later, you must deal with one. Disasters come in all sizes. Sometimes disasters affect a small part of your building, sometimes the entire building, and in the most extreme and tragic times the entire area. Since you do not know when or how extensive the disaster will be, you can only be prepared.”
From “Disaster Response and Planning for Libraries” – Miriam B. Khan
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"An ounce of prevention is worth a pound of cure"
In 1736, Benjamin Franklin organized
Philadelphia's Union Fire Company, the first in the city. This famous saying
was actually fire-fighting advice.
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Develop responsive measures Be prepared in the event of an
emergency Respond effectively Develop Recovery & Continuity plans
Hazards can’t be eliminated but libraries should:
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Natural Floods, sleet/hail/ice, tornado, blizzard,
earthquake, hurricane, tsunami
Technological Transportation incidents, building and
electrical failure, hazardous materials
Civil Terrorism, vandalism, warfare, bombs,
workplace violence, intruder on site, acts of violence
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First steps:
Research resourcesResearch resources Appoint Disaster Response Team Appoint Disaster Response Team
membersmembers Gather informationGather information Put pen to paper – writing “ The Plan”Put pen to paper – writing “ The Plan” Get plan approvedGet plan approved
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Indiana State Library & other State Indiana State Library & other State LibrariesLibraries• Connie Bruder / [email protected] Bruder / [email protected]• Rebecca Shindel / [email protected] Shindel / [email protected]
WorldCat - Disaster planning booksWorldCat - Disaster planning books INSPIRE articlesINSPIRE articles Other institutions touched by disastersOther institutions touched by disasters
• http://www.in.gov/library/files/http://www.in.gov/library/files/disastertemplate.pdfdisastertemplate.pdf
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Four to six key staff members Four to six key staff members ((diversity of distance)diversity of distance) Appoint alternatesAppoint alternates
Volunteers Volunteers – make sure they sign waivers– make sure they sign waivers
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Director – many duties! *Collections Manager - recovery companies & inventory
of library collections Accountant/Bookkeeper – inventory of library
possessions / insurance coverage up to date Security Officer – evacuation team & periodic drills Human Resources – current employee phone list Technology Head – computer network & phone Public Relations Rep – contacts media & keep staff up
to date *Facilities Manager – determines with safety officers if
building is safe Staff members – willing to be “on call”
http://www.in.gov/library/files/disastertemplate.pdf
Member profiles - Contact information & Duties
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Member profiles - Contact information & Duties
Sample from:
http://www.in.gov/library/files/disastertemplate.pdf
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Available at multiple locations
Contact informationContact information Federal, state and local emergency Federal, state and local emergency
agenciesagencies Important documents Important documents - insurance policies, - insurance policies,
photos or videos of valuable itemsphotos or videos of valuable items
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Partial sample
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Partial sample
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Take precautions to reduce premiums Be aware of exclusions from coverage Take photos or videos of valuable items
and store them off site (maybe ask a similar institution or two in another part of the country to pair with you – they store your items & you store theirs)
Appraise the building and its contents at least every 5 years
Evaluate insurance policy
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Bringing it all together
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1.A disaster preparedness plan is a written document that describes the procedures devised to prevent and prepare for disasters, and those purposed to respond to and recover from disasters when they occur.
Disaster Preparedness Plan for Small Public Libraries
State Library of Ohiohttps://www.webjunction.org/content/dam/WebJunction/Documents/ohio/DisasterPreparednessPlan2009.doc
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2.Your disaster preparedness plan does not need to be a lengthy, detailed document, but it does need to be a written document that has been read and is understood by the staff and the Board.
Disaster Preparedness Plan for Small Public Libraries
State Library of Ohiohttps://www.webjunction.org/content/dam/WebJunction/Documents/ohio/DisasterPreparednessPlan2009.doc
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3.That way, should disaster strike, everyone will know about the plan and will be ready to follow it.
Disaster Preparedness Plan for Small Public Libraries
State Library of Ohiohttps://www.webjunction.org/content/dam/WebJunction/Documents/ohio/DisasterPreparednessPlan2009.doc
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Introduction Establishment of
authority Body Appendices
It can take a year or more to hammer out the details of the disaster response plan
Basic structure
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1. The Disaster Team 2. Emergency Contacts 3. Procedure to Close the Library 4. Emergency Evacuation Procedures 5. Communication Equipment 6. Disaster Supplies 7. Emergency systems 8. Plans for Specific Emergencies 9. Priority List of Collections and Administrative
Records 10.Recovery Services Contacts 11.Insurance/ Legal Contacts 12.Business Continuity Plan
Beneficial information categories:
Indiana State Library disaster templatehttp://www.in.gov/library/files/disastertemplate.pdf
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When and by whom it was prepared The purpose of the plan When and by whom it is to be updated
by How the plan is organized and tips on
using it
Also include:
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Plans for server failure What is the most current backup
available? Are the backups stored off site? Is our current system configuration
documented? What if access to the building is denied?
Things to think about …
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File it and forget it, right?
Disaster Plan needs to be approved by Disaster Plan needs to be approved by the Library Board and officially adoptedthe Library Board and officially adopted
Distribute copies to the staffDistribute copies to the staff Order and distribute emergency suppliesOrder and distribute emergency supplies Educate and train staffEducate and train staff
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Staff meetings going over the plan Training and testing
Periodic drills are important! Staff will become more confident and
will be proactive if a disaster strikes! Can test the plan and see if
revision is needed Employees will be involved and
invested in the process – Education is a must!!!
Very important!!!
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Know which way to exit your building (drills & new employee training)
Designate a safety zone – where staff can congregate and have a plan for accounting for staff members
Crowd control training – make sure staff knows how to evacuate the public and have pre-set areas that need to be checked (do drills for this)
Public Address Systems – can limit the effects of hazardous situations – reach all areas of the library quickly, some places use megaphones
Improvements – better, more clear signage, obvious paths to safe zones, better ways to motivate patrons who are reluctant to move even in the face of an emergency
Plan the work, work the plan & test the plan
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Store materials off of the floor and away from exterior walls
Don’t store collections in the attic or basement
Be familiar with recovery procedures Be familiar with recovery services Have supplies and equipment easily
accessible, in multiple locations if possible
Prevention is key to reducing damage
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Bull Horn Institutional Cell phones (if still working) Phones to plug directly into wall Public Address system Transistor Radios (for news) Two way radios (with extra batteries) Weather Radio
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Battery operated radio Brooms and dustpans Brooms with squeegees Camera with film Cellular telephone Drying space Extension cords (50 ft.,
grounded) Flashlights, batteries,
replacement bulbs Gloves (leather, rubber) Hard hats Lights, shop-lights & bulbs Metal book trucks Mop, bucket, sponges
Portable fans Portable folding tables Portable pump Protective masks/glasses Rubber boots Rubber or plastic aprons Scissors Shovel Spill pillows (inert sorbent
materials) Tool kit (crowbar, hammer,
pliers, screwdriver) Utility knives, extra blades Wet-vacuum
In House Emergency Equipment
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Absorbent paper (blank newsprint, blotter, etc.)
Cleaning products Clipboards (also paper
pads, pencils, waterproof pens, large self-adhesive labels)
Disinfectant Dry chemical sponges (for
removing soot) First aid kit Heavy plastic sheeting
(with scissors and tape) Paper towel supply Plastic garbage bags
Polyethylene bags (various sizes)
Sponges, cleaning supplies
Waxed or freezer paper
In House Emergency Supplies
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Absorbent paper (blank newsprint, blotter, etc.)
Construction materials (wood, screws, nails)
Dry ice Drying space Extra security personnel Heavy plastic sheeting Ladders Monofilament nylon (fishing)
line Nearest CB radio Nearest off site phone Photographic
equipment/supplies
Plastic (milk) crates Plastic buckets and trash
cans Portable dehumidifiers Portable generator Portable lighting Portable tables Portable toilets Refrigerator trucks Rubber and/or plastic
aprons Sand bags Sturdy boxes Water hoses with spray
nozzles
Additional equipment
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Continuity need not be full-time, full-service …
Things to consider: Are you considered a community center? Able to provide internet, phone charging
Community members will be able to connect with family
Dealing with insurance issues, keeping their business going …
The longer you are closed you run the risk of patrons going elsewhere going elsewhere and not coming back to you!
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A disaster plan takes A disaster plan takes over after you take care over after you take care of human life, a disaster of human life, a disaster plan covers your actual plan covers your actual collection.collection.
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Respond Assemble your team Assess the scope of the damage Begin recovery of services and collections
“A disaster response plan is essential to the continuation of the institution, retention of patrons, and fast and efficient resumption of services to patrons and staff.”
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Isolated to a portion of building/facility Affect 300 items or less May result in interruption in operations Examples:
Localized leak A few moldy items Pest problem
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Follow procedures outlined in disaster plan
Use stockpiled supplies Provide authority to respond
appropriately Document incident Revise emergency procedures if needed Salvage can usually be handled in-house
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Communication very difficult Prolonged lack of basic services – power, food
service, clean water, lodging for responders Affects 300-500 items or more Lack of supplies and recovery services Lack of human resources – inability to reach
staff members for help or staff unable to help
Examples: Hurricane Major flooding Earthquakes Tornado
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Attend to safety issues first Allow staff to deal with personal situations Begin to contact vendors and insurance
agents Assemble supplies Establish security procedures Eliminate hazards and obtain clearances
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October 30, October 30, 20042004
Flash floodFlash flood
University of University of Hawaii at Hawaii at Manoa Manoa LibraryLibrary
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Natural disasters (floods, hurricanes) Construction/building disasters (roof leaks,
window seals, condensation ) Changes in the outside environment (rainy
season) Fluctuation in interior environment (turning
off air conditioning at the end of day or days closed)
• In danger of a mold outbreak
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Resulting in: Permanent stains to book cloth Weakening of materials Looses on paper Irreversible damage to photographs MOLD!
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Discard Air Drying Dehumidification Freezing
Salvage options:
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Check with systems personnel for undamaged backups
Media may be air dried or vacuum freeze dried
Air drying techniques may risk damage to the discs
Back up, back up, back up!
Computer media
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Air drying, freezing, vacuum freeze drying …
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Make contact before disaster strikes• Pre-arranged contracts shorten delays
in recovery Be familiar with a variety of vendors and
their services• Large institutions may need multiple
vendors Use local companies or cultural
institutions• Cold storage, freezer space, carpet
removal, shipping supplies, building drying
Use national vendors for specialized work
Services and Vendors
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Commercial Salvage Options• Desiccant dehumidification• Blast-freezing• Vacuum freeze dry• Vacuum thermal drying [not for items of long-
term value] Preservation Field Service Programs Consult local/regional networks for
assistance & recommendations
Types of Vendors to Consider
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Check references Be clear about the services you need (avoid
unnecessary procedures) Document with photos before contracted
services start Request a sample batch to be processed
before signing an agreement Sign letter of agreement/contract that
specifies treatments
Don’t forget to …
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Do they have experience working with cultural institutions?
Are there quality control measures and guarantees?
Will change orders impact cost of bid?
Questions to ask
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Insurance Self insured Actual cash value Replacement cost
Emergency grants Federal sources of funding
Paying for salvage
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Paper is more durable than thought Prevention is cheaper than recovery Greater emphasis on duplication and
dispersal of vital collections Bring in professionals to assess your
building and procedures and be open to making changes to bring about a better procedure
Re-consider the location of “offsite storage” for backup and duplicates
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
They had a disaster plan that was reviewed regularly & updated
BUT – their plan hadn’t accounted for such a big disaster that lasted an inordinate amount of time
No electricity for three months - had to shelve books in the dark
Continuous function through disaster
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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University of Hawaii at Manoa LibraryFlash Flood, October 30, 2004
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“Libraries are safe havens from the chaotic storm of displaced lives”
From “Disaster Response and Planning for Libraries” – Miriam B. Khan
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Brooklyn Public Library & transit strike• Had a plan with NYPL & Queens that their
workers could report to the library closest to their home
Terrebonne Parish Library (Houma, Louisiana)
• After Hurricane Katrina, they were a vital place for patrons to congregate for support , keep their business affairs in order & communicate with loved ones
American Express & 9/11• Have a backup facility in Arizona, successfully
transferred critical data to duplicate applications and staff outside the New York region.
Other disasters & solutions
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Surveillance of public areas (inside and outside)
Exterior lighting Develop rigid closing procedures Limit & protect book drops Panic buttons
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No one who witnesses a disaster is untouched by it
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Sleep disturbances and fatigue Back, shoulder or neck pain Tension or migraine headaches Weight loss or gain High blood pressure Skin problems Frequent infections (colds, flu, etc.)
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Communicate Set up regular briefings Give people time to talk about the
experience Provide flexibility in scheduling and a
variety of tasks Get local companies to donate food,
snacks and drinks for staff and volunteers
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1. The person in charge, who may be knowledgeable about a verbal or informal plan, may not be around when disaster strikes.
2. The process of writing fosters a more intensive review of circumstances and needs, and is more conducive to receiving input from more people.
3. Having a written disaster preparedness plan will relieve much of the confusion that arises during a crisis situation. The plan prioritizes what should be salvaged and what should be dealt with immediately in an emergency. The University of Pittsburgh in its Disaster Planning: Small Public Libraries gives five very good
reasons why having a disaster preparedness plan in place is essential for the small public library.
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4. A written plan can indicate which tasks can be delegated to volunteers and which will require professional input.
5. A written disaster preparedness plan is cost-effective. Comparison shopping is done ahead of time and this allows the library to attain the best prices for goods and services rather than attempting to make these choices under the stressful environments surrounding a crisis. A written plan may qualify your library for reduced insurance premiums.
The University of Pittsburgh in its Disaster Planning: Small Public Libraries gives five very good reasons why having a disaster preparedness plan in place is essential for the small public library.
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FEMAhttp://www.fema.gov/plan-prepare-mitigatehttp://www.fema.gov/community-emergency-response-teamshttp://training.fema.gov/EMIWeb/IS/ICSResource/index.htmEARTHQUAKESwww.ready.gov/earthquakeswww.redcross.org/prepare/disaster/earthquakehttp://earthquakecountry.org/sevenstepsINDIANA STATE LIBRARYhttp://www.in.gov/library/files/disastertemplate.pdfLYRASIShttp://www.lyrasis.orgSTATE LIBRARY OF OHIOhttps://www.webjunction.org/content/dam/WebJunction/Documents/ohio/DisasterPreparednessPlan2009.doc
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Alire, Camila A. (editor ), Library disaster planning and recovery handbook. Neal-Schuman. New York. 2000.Disaster planning and recovery: an SLA information kit. Special Libraries Association. Washington, D.C.. 1989.Halsted, Deborah D. Disaster Planning: A how-to-do-it manual for librarians with planning templates. Neal-Schuman Publishers, New York. 2005Halsted, Deborah D. Library as a safe haven: disaster planning response, and recovery. ALA Neal Schuman. Chicago. 2014Iske, Jr., S.D. Allen.; Lengfeller, L.G. Fire, Water & Books. Professional Safety. 60.10,39, October 2015.Kahn, Miriam B. , Disaster response and planning for libraries. American Library Association. Chicago. 2012.LYRASIS, Disaster Preparedness & Recovery webinarMorris, John, Library disaster preparedness handbook. American Library Association. Chicago. 1986. A Public Trust at Risk: The Heritage Health Index Report on the State of Americass Collections, a project of Heritage Preservation and the Institute of Museum and Library Services, Published 12/2005, www.heritagehealthindex.orgTodaro, Julie Beth, Emergency preparedness for libraries. Government Institutes/Scarecrow Press. Lanham , MD. 2009.
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