Disman2

7/28/2019 Disman2

1/69

DISASTER RECOVERY

MANUAL

for the

University of British Columbia Library

Prepared by: Facilities, Security and

Health & Safety Office

January, 2000

7/28/2019 Disman2

2/69

Disaster Recovery Manual

Revised: 12/2/1999

EMERGENCY

TELEPHONE NUMBERS

Fire, Explosion, Bomb Threat, Power Failure, Earthquake, Flood, Accident

Facilities Manager Darrell BailieWork

Library OfficeLibrary cell phone

Evenings & some weekendsVancouver house

Other weekendsPenticton house

2-3858

817-3424

224-5659

1-250-493-7825

Director of Emergency Operations Darrell Bailie see abovePreservation Librarian Janice Krieder 2-2740

Home: 228-121

Police, Fire, Ambulance (fire, explosion, major accident) 911

Emergency First Aid (Fire Department) 2-4444

Parking & Security (Patrol) 2-2222

Trouble Calls (Plant Ops) 2-2173

R.C.M.P. non-emergency (bomb threat) 224-1322

Hazardous Materials Response (Fire Department) 2-4567

Library Monitors (Pager) 680-9309(Enter your phone # theyll call back)

Library Administration Work & Home

Catherine Quinlan 2-2298 / 608-0441Heather Keate 2-2396 / 736-1631Ann Turner 2-3510 / 261-4983Nadine Baldwin 2-5038 / 222-1426Brian Owen 2-5241 / 922-0857

7/28/2019 Disman2

3/69

Disaster Recovery Manual

Revised: 12/2/1999

LIBRARY EMERGENCY TELEPHONE GRID

Catherine Quinlan - 2-2298/608-0441

| | | |

Dwight Tanner Janice Kreider Heather Keate Darrell Bailie Ann Turner Brian Owen2-4555 2-2740 2-2396 2-3858 2-3510 2-5241

2-1010 or (250)380-3764 228-1217 736-1631 224-5659 or 817-3424-CP 261-4983 922-0857

| | | |

Elizabeth Caskey Eleanor Yuen Sandra Wilkins Nadine Baldwin Martha Whitehead2-9392 2-5905 2-4073 2-5038 2-2393

872-8828 377-3902 737-7067 222-1426 732-1840

| | | |

Brenda Peterson Leonora Crema Bonnie Stableford Lee Ann Bryant Kirsten Walsh2-4959 or 2-4879 2-8473 2-3826 2-3609 2-1408

731-1978 321-7244 451-9180 222-1874 879-5448

| | | |

Patrick Dunn Margaret Price Jocelyn Godolphin Joyce Friesen Tim Atkinson2-6721 2-2762 2-2160 2-3749 2-8680

734-9200 985-7374 224-5365 988-5648 669-6131

Questions: Call Emergency Message #822-6375

Each person at the 2nd

level of the grid calls all the people on the list below their name.

Each division/branch head calls people according to the local branch/division grid.

7/28/2019 Disman2

4/69

Disaster Recover Manual iv

Revised: 12/2/1999

TABLE OF CONTENTS

Title page

Emergency telephone numbers ............................................... ........................................................ .....

Library emergency telephone grid..................................................... .................................................. iTable of Contents................................................ ....................................................... ...................... ii

Introduction.................................................................. ........................................................ .......... 1.1

Library & Plant Operations emergency contacts.................................................. ............................ . 1.3

Emergency & University personnel................................................... ............................................... 1.6

Minor incidents........................ ........................................................ ............................................... 2.1

Major incidents........................ ........................................................ ............................................... 2.2

Salvage at a Glance (Betty Walsh, B.C.I.M.S.)................................................ ............................. 2.3

Control of the environment ..................................................... ........................................................ . 2.9

Emergency supplies ...................................................... ........................................................ ........ 2.12

Water ....................................................... ........................................................ ........................... 2.13

Mould....................................................... ........................................................ ........................... 2.14

Fire.............................................................................. ........................................................ ........ 2.15

Earthquake..................... ....................................................... ....................................................... 2.16

Disaster triage lists ...................................................... ........................................................ .......... 3.1

Removal of damaged materials ............................................... ........................................................ . 3.2

Destination of salvaged materials................ ........................................................ ............................. 3.3

Possible treatments.................. ........................................................ ............................................... 3.4

Treatment of affected areas..... ........................................................ ............................................... 3.7

Return of materials to the Library........................................... ........................................................ . 3.8

Post-disaster assessment.................................................................................... ............................. 3.9Manuscripts and archival materials ................................................... ............................................. 3.10

Director of Emergency Operations ................................................... ............................................... 4.1

Access control .................................................... ....................................................... .................... 4.2

Documentation........................ ........................................................ ............................................... 4.3

Insurance............. ........................................................ ........................................................ .......... 4.4

Financial matters ................................................. ....................................................... .................... 4.5

Emergency supplies & equipment ..................................................... ............................................... 5.1

Sample material-specific recovery sheetsOptical Discs (CDs and CD Roms) .................................................... ...................................... 6.1

Phonodiscs......................................... ........................................................ ............................. 6.2

Audiotapes (reels and cassettes)................................................ ............................................... 6.3

Appendix A: Conservation & restoration people and firms ...................... ............................ .......... 7.1

Appendix B: Index.................................................................................... ...................................... 8.1

7/28/2019 Disman2

5/69

Disaster Recover Manual 1.1

Revised: 12/2/1999

INTRODUCTION

July, 1972: The Klein Law Library at Temple University in Philadelphia burns to the ground despite theproximity of a fully equipped fire department and an abundant water supply.

1978: A sprinkler-main bursts overnight in a twelve year old library at Stanford University, resulting in over

50,000 flood-damaged volumes.

1981: A water circulation drain pipe bursts over the card catalogue in a library at New York University.

1985: Lightning strikes the Law Library at Dalhousie University; the ensuing fire destroys the bulk of the

collection.

1986: An arsonist sets fire to the Los Angeles Central Library, causing a very extensive library fire. Interna

temperatures reach 1200F and the Library is left to face $22 million in damage.

February, 1988: An electrical short circuit ignites a fire which burns for 19 hours at the Library of the

Academy of Sciences in Leningrad. Through fire and water damage, 3,000,000 volumes are damaged and

400,000 are destroyed. Recovery work continues to this day.

August 19, 1988: two levels of the Central branch of the Vancouver Public Library are flooded while a new

sprinkler system is being tested. More than 200,000 items are pulled from the shelves. 4,000 of them are

frozen, others are interleaved with newsprint, and still others are set aside as irreparable.

October, 1989: An earthquake measuring 7.1 on the Richter scale strikes Loma Prieta in southern

California. At least 55 libraries are affected. In some, ranges of shelving collapse; in others, columns crack

and ceilings collapse.

U U U U U U U U U U

It used to seem inconceivable that such things could happen at U.B.C. But in June of 1998 we experienced

floods in both the Library Processing Centre and the Koerner Library. The cost of restoring our damaged

collections will be more than $100,000.00. These two disasters were caused by mechanical failures, and it i

shocking to see the damage which can be inflicted by water in a relatively short time. The big earthquakewhich we have been promised for years will almost certainly trigger a major disaster in our Library network.

This manual is an attempt to provide some immediate help when such an eventuality (or even another burst

water line) occurs.

7/28/2019 Disman2

6/69


Revised: 12/2/1999

It will not answer every question that may arise, and we are aware that not al possible subjects are touched

upon here. Useful additions will be incorporated as future supplements, and we will ensure that periodic

updating of contact people and telephone numbers is done to maintain currency.

We encourage all staff to familiarize themselves with the contents of the manual, make suggestions where

clarification or expansion is needed, and above all to treat the matter with the concern it deserves.

Other helpful disaster manuals that may be consulted when time permits include:

Waters, Peter. Procedures for salvage of water-damaged library materials. (Z701.W37 1979)

Toronto Area Archivists Group.An Ounce of prevention: a handbook on disaster contingency

planning for archives, libraries and record centres. (Z701.O96 1985)

England, Claire and Karen Evans. Disaster management for libraries: planning and process.

(Z679.7 .E64 1988)

7/28/2019 Disman2

7/69


Revised: 12/2/1999

LIBRARY & PLANT OPERATIONS

EMERGENCY CONTACTS

Please report errors or changes in this list to the Facilities & Preservation Office(2-3858) as soon as possible.

Plant Operations Facilities Manager for Library Branches

Branches Manager Branches Manager

Asian Library, FirstNations, Koerner, Main,

Math, Music

George McLaughlin2-8832

cell: 916-7584

LPC, Woodward Doug Napier 2-4116

cell: 816-5720

Law Vacant position please

contact Mr. McLaughlin

Education, David Lam,

MacMillan,

Chris Skipper

2-1940

cell: 341-1408

Branch / Division UBC Library

Emergency ContactsKoerner Library1958 Main Mall

Administration

Floor 7

Heather Keate 2-2396; 736-1631

Circulation Division

Floor 3

Leonora Crema 2-8473; 321-7244

Lynne Redenbach 2-3993; 224-3351

Collections Accounting. & Budget

Floor 7

Joyce Friesen 2-3749; 988-5648

Liselotte Illichman 2-4434; 584-9683

Data Services

Floor 2

Jocelyn Godolphin 2-2160; 224-5365

Humanities, Social Sciences, Government

Publications & Processing

Floor 2

Jocelyn Godolphin 2-2160; 224-5365

Kat McGrath 2-5476; 224-5158

7/28/2019 Disman2

8/69


Revised: 12/2/1999

Branch / Division UBC Library

Emergency Contacts

Information Services

Floor 2

Martha Whitehead 2-2393; 732-1840

Sheryl Adam 2-3096; 228-8097

Resource Sharing Services

Floor 2

Pat Dunn 2-6721; 734-9200

Joan Treleaven 2-8685; 241-9799

Main Library

1956 Main Mall

Catherine Quinlan

Darrell Bailie

Administration

Floor 3 Central

Deborah Taylor 2-3310

Administration

Floor 5 Central

Margaret Friesen 2-4430; 685-9867

Circulation Division

Floor 3 Central

Bonita Stableford 2-3826, 451-9180

Facilities & Preservation

Floor 7 North

Darrell Bailie 2-3858; 817-3424 office cell, 224-5659 evening

and some weekends, 1-250-493-7825 (Penticton)

Fine Arts Library

Floor 3 North

Brenda Peterson 2-4959; 2-4879; 731-1978

Graphics

Floor 8 South

Merry Meredith 2-4983; 266-2094

Frances Woodward 2-2819; 224-7961

Map Library

Floor 3 South

Tim Ross 2-6191; 271-1066


Patscan

Floor 5 South

Ron Simmer 2-5404; 438-5937

Science & Engineering

Floor 5 South


SLAIS

Floor 8 North

Ken Haycock 2-4991; 922-2052

Dale Yamaura 2-2446

Special Collections & University Archives

Floor 8 South

Brenda Peterson 2-4959; 2-4879; 731-1978

Asian Library

1871 West Mall

Eleanor Yuen 2-5905; 337-3902

7/28/2019 Disman2

9/69


Revised: 12/2/1999

BMB700 West 10th Ave.

Dean Giustini 874-4505; 685-2985

Carol Linney 875-4505; 732-6353

Education LibraryFloor 3, Scarfe Building

2125 Main Mall

Tim Atkinson 2-8680; 669-6131

Xwi7xwa LibraryFirst Nations Longhouse

1985 West Mall

Ann Doyle 2-2385; 254-8462Peri Smith 2-5023

Hamber Library

(BC Womens / Childrens Hospital)

4480 Oak St.

Cathy Rayment 875-2154; 732-5474

Deborah Newstead 875-2153; 276-9421

David Lam Library2033 Main Mall

Elizabeth Caskey 2-9392; 872-8828

Frances Dowdeswell 2-9390; 913-0007

Law LibraryGeorge F.Curtis Building

1822 East Mall

Sandra Wilkins 2-4073; 737-7067

Allen Soroka 2-4696; 739-0443

Library Processing Centre

2206 East Mall

Catalogue Division

Floors 1 & 2

Nadine Baldwin 2-5038; 222-1426

Rudi Traichel 2-3083; 221-0631

Library Technical Services

Floor 1 & 2

Nadine Baldwin 2-5038; 222-1426

Rudi Traichel 2-3083; 221-0631

Systems Division

Floor 1

Brian Owen 2-5241; 922-0587

Peter Edgar 2-6778; 731-2892

MacMillan Library

Room 360, MacMillan

2357 Main Mall

Lee-Ann Bryant 2-3609; 222-1874; 222-3385

7/28/2019 Disman2

10/69


Revised: 12/2/1999

Math LibraryMathematics Building

1984 Mathematics Road


Music Library

Floor 4, Music Building

6361 Memorial Road

Kirsten Walsh 2-1408; 879-5448

Terry Horner 2-6835; 682-7525

St. Pauls Hospital Library1081 Burrard St

Barbara Saint 682-2344 x2090; 733-2325

Darlene Bailey 682-2344 x2089; 876-5380

Woodward Library2198 Health Sciences Mall

Bill Parker 2-3662; 224-0074

Margaret Price 2-2762; 985-7374

7/28/2019 Disman2

11/69


Revised: 12/2/1999

EMERGENCY & UNIVERSITY

PERSONNEL

Royal Canadian Mounted Police (University Detachment) 224-1322

Parking & Security Services (Patrol) 2-2222

Patrol Manager 2-3509

Woody Tam, Secure Access Manager 2-6623

Parking & Key Desk 2-6786

Fax machines: Campus Security 2-3541

Parking and Key 2-3773

Vancouver Fire Department (#10 Hall, University) 665-6010

Fax 822-8299

Ross Eliason, Fire Prevention Inspector 665-6069

Ambulance Service (non-emergency / information): 872-5151

Plant Operations (electrical, water, carpentry, locks and general repair)

Trouble Calls (24 hour response) 2-2173

UBC Plant Operations 2-4179 / 589-1941

Director of Land, Building & Technical Services 2-4311

Communications

Kit Johnson, Supervisor 2-7911 / 874-6977

Purchasing

Contact for authorized purchases of supplies needed for both disaster prevention and post-disaster

operations. Purchase orders will be authorized by the Director of Emergency Operations or other

designated administrative personnel.

Keith Bowler, Director of Purchasing 2-3157 / 594-3392

Al Lackie, Manager, Purchasing Services 2-2715 / 266-6469

7/28/2019 Disman2

12/69


Revised: 12/2/1999

University Administration

Dr. Martha Piper, 2-8300

President Fax 2-3134 / 2-5055

Ceremonies Office

Eilis Courtney, Manager 2-2484 / 2-6192

Fax: 2-9060

Public Affairs 2-3131

Paula Martin, Manager 2-2064

Treasury (Insurance)

John Welch - Risk and Insurance 2-2661

cell: 329-4597

Fax: 2-1224

Health Safety & Environment 2-2029

Fax 2-6650Dr. Wayne Greene, Director 2-4218 / 274-8871

Donna Ashick, Chemical Safety Officer 2-5909

David Bell, Occupational Hygiene Officer 2-2643

Paul Wong, Personal Security Coordinator 2-6210

Dorit Mason, Environmental/Emergency Planning Officer 2-8762

7/28/2019 Disman2

13/69


Revised: 12/2/1999

MINOR INCIDENTS

The following steps should be taken in the event of an emergency that

can be handled on the premises and does not pose a threat to physical

safety. This usually involves fewer than 200 volumes.

A. FIRE

a) Pull the fire alarm. The Vancouver Fire Department will be notified automatically.b) Follow the emergency evacuation plans outlined in the Fire Safety Plan for your building.c) If necessary, notify Parking and Security (2-2222) and ask for assistance in securing the

area.

d) Notify the Director of Emergency Operations (see the Emergency Telephone Numbers

sheet).

B. WATER

Do not enter an area that is being flooded. There is a danger of electrocution. Do not enter the

area until an electrician has turned off all power.

a) Notify Plant Operations Trouble Calls (2-2173). Describe the situation, give them the exactlocation of the problem (incl. room number), and assist them as much as you can when they

arrive.

b) Notify the Director of Emergency Operations (see the Emergency Telephone Numbers

sheet).

c) If necessary, notify Parking and Security (2-2222) and ask for assistance in securing the

area.

d) Water from above: cover the stacks with the plastic sheeting in your emergency supplies

(Location: _____________________________________) or remove items from shelves,

including items which might be damaged, to a clean, dry area.

7/28/2019 Disman2

14/69


Revised: 12/2/1999

e) Water from below: remove items from shelves, including items that might be damaged, to aclean, dry area, or move items to higher shelves.

7/28/2019 Disman2

15/69


Revised: 12/2/1999

MAJOR INCIDENTS

The following steps should be taken in the event of an emergency that

cannot be easily handled or which poses a threat to physical safety (eg.

fire, severe flood, earthquake).

This usually involves more than 200 volumes.

Notify the Director of Emergency Operations (see Emergency Phone Tree), who will assemble a

recovery team consisting of:

a) the manager of the affected area and/or a deputy;

b) other knowledgeable personnel such as the Preservation Librarian;

c) sufficient staff to handle the situation, preferably from the affected area.

In determining the nature and extent of the damage, the recovery team should proceed into a

disaster area with caution. Make sure there are no hazards, visible or invisible. An insecure

structure is a hazard, but remember that water may conceal hazards such as sharp objects,

shorted motors or broken live wires. DO NOT RUSH! Your safety is more important than

speed.

Before beginning any recovery operation, the Director of Emergency Operations will decide

whether to handle the incident in-house or call in an outside firm.

If the recovery is to be handled in-house, the team should set priorities based on:

a) the character and degree of damage

b) the types of materials involved

c) the kind of damage which has occurred (clear water, dirty water, smoke, etc.)

d) the salvage criteria which have been established for the area affected

The salvage team should then:

a) contact the insurance officer with the University Administration;

b) take photographs and keep records for insurance purposes;c) decide what equipment and supplies are needed. Specific personnel shall be designated to

begin making arrangements for acquiring such supplies and facilities as will be needed;

d) prepare an appropriate workspace to begin receiving damaged materials;

e) make any other arrangements which are necessary to undertake the recovery operation.

7/28/2019 Disman2

16/69


Revised: 12/2/1999

SALVAGE AT A GLANCE

Betty WalshB.C. Information Management Systems

The following chart has been reproduced, with the permission of the author from an article by Betty

Walsh entitled, Salvage Operations for Water Damaged Archival Collections: A Second Glance

(1997). It is a revised and expanded edition of an article on the same subject from 1988.

The original chart measures 17 x 22, and a waterproof copy will be forwarded to your Division as

soon as possible. As Betty remarks in her article, You will not have to salvage the salvage chart.

We suggest that you post the waterproof chart in a conspicuous location, so that people working in the

area can consult it when necessary. Having it in plain sight also helps to raise the profile of the Librarysdisaster recovery efforts.

The enclosed, reduced chart provides a wealth of quick-response information for a broad variety of

materials. Please note that it only covers water damage; smoke, dust or other types of damage will

likely require different sorts of treatments. However, the same basic principles will apply.

Please see the section Possible Treatments in this manual; it discusses some of the processes used in

treating damaged materials.

If you require more information about the chart, or would like more copies of the original or the reduced

chart, please contact the Facilities & Preservation Office at 2-3858.

7/28/2019 Disman2

17/69


Revised: 12/2/1999

Salvage at a GlanceBy Betty Walsh

British Columbia Information

Management Services

Mater ial Pr ior i ty Handling

Precautions

Packing Method Drying Method

Paper Documents & Manuscripts

Stable media Freeze or dry within

48 hours.

Don't separate single

sheets.

Interleave between

folders and pack in

milk crates or

cartons.

Air, vacuum, or

freeze dry.

Soluble inks

(felt pens, coloured

pens, ball point

pens)

Immediately freeze or

dry.

Do not blot. Interleave between

folders and pack in

milk crates or

cartons.

Air or freeze dry.

Maps & Plans Stable media Freeze or dry within48 hours.

Use extra caution if

folded or rolled.

Pack in map drawers,

bread trays, flat

boxes, on heavy

cardboard or poly

covered plywood.

Air or freeze dry.

Soluble media

Maps and plans by

photoreproductive

processes

Hand coloured maps


dry.


folders and pack as

above.

Air or freeze dry.

Drafting linens Immediately freeze or

dry.

Avoid pressure -

inks can smear away.

Pack like maps in

containers lined withplastic.

Air or freeze dry. Air

dry by separatingsheets and

interleaving.

Maps on coated

papers


dry.

Pack like maps in

containers lined with

plastic.

Freeze drying

preferred.

Books

Books and

pamphlets

Freeze or dry within

48 hours.

Do not open or

close, do not

separate covers.

Separate with freezer

paper, pack spine

down in milk crate or

cardboard box 1 layer

deep.

Air, vacuum, or

freeze dry.

Leather and vellum

bindings

Immediately dry; or

freeze if many books.

Do not open or

close, do not

separate covers.

Separate with freezer

paper, pack spine

down in milk crate or

cardboard box 1 layer

deep.

Air dry.

Books and

periodicals with

coated papers


dry.

Do not open or

close, do not

separate covers.

Keep wet; pack spine

down in containers

lined with garbage

Freeze drying

preferred. Air dry by

fanning pages and

7/28/2019 Disman2

18/69


Revised: 12/2/1999

bags. interleaving.

Parchment & Vellum Manuscripts


dry.

Interleave between

folders. Pack

oversize materials

flat.

Air or freeze dry. Do

not freeze dry gilded

or illuminated

manuscripts.

Works of Art on Paper

Prints and drawings

with stable media


48 hours.

Don't separate single

sheets.

Interleave between

folders and pack in

milk crates or

cartons.

Air, vacuum, or

freeze dry.

Oversize prints and

drawings


48 hours.

Use extra caution if

folded or rolled.

Pack in map drawers,

bread trays, flat

boxes, on heavy

cardboard or poly

covered plywood.

Damp - air or freeze

dry.

Wet - freeze drying

preferred.

Framed prints and

drawings


48 hours.

Handle with care -

glass.

Unframe if possible,

then pack as above.

Once unframed and

unmatted, air orfreeze dry.

Soluble Media

Watercolors, soluble

inks, and hand

colored prints


dry.


folders and pack in

milk crates or

cartons.

Air or freeze dry.

Coated papers

(e.g., posters)


dry.

Keep wet in

containers lined with

garbage bags.

Freeze drying

preferred. Air dry by

separating pages and

interleaving.

Paintings

Immediately dry. Drain and carryhorizontally.

Face up withouttouching paint layer

Air dry. SeeInstructions.

Computer Media

Tapes Immediately rinse off

tapes soaked by

dirty water. Dry

within 48 hours if

paper boxes and

labels; otherwise,

tapes can stay wet

for several days.

Do not freeze.

Do not touch

magnetic media with

bare hands.

Handle open reel

tapes by hubs or

reel.

Keep tapes wet in

plastic bags.

Pack vertically in

plastic crate or tub.

Air dry or test

vacuum drying

without heat.

Floppy Disks Immediately pack.

Do not freeze.

Do not touch disk

surface with bare

hands.

Keep wet. Pack

vertically in plastic

bags or tubs of cold

water.

Air dry.

7/28/2019 Disman2

19/69


Revised: 12/2/1999

Compact Discs & CD ROMs

Immediately dry

discs.

Dry paper enclosures

within 48 hours.

Do not scratch the

surface.

Pack vertically in

crates or cardboard

cartons.

Air dry.

Sound and Video Recordings

Sound and

Videotapes

Immediately rinse off

tapes soaked by

dirty water.

Dry within 48 hours

if paper boxes and

labels; otherwise,

tapes can stay wet

for several days.

Do not freeze.

Do not touch

magnetic media with

bare hands.

Keep tapes wet in

plastic bags.

Pack vertically in

plastic crate or tub.

Air dry or test

vacuum drying

without heat.

Shellac and Acetate

Discs

Immediately dry.

Dry enclosures

within 48 hours.

Discs are very

fragile.

Hold discs by their

edges.Avoid shocks.

Pack vertically in

ethafoam-padded

crates.

Air dry, preferably

with a record

cleaning machine.

Vinyl Discs Dry within 48 hours.

Freezing is untested;

if it is necessary,

freeze at above -

18 C (0

F).

Freeze or dry

enclosures within 48

hours.

Hold discs by their

edges.

Avoid shocks.

Pack vertically in

ethafoam-padded

crates.

Air dry, preferably

with a record

cleaning machine.

Black & White Prints

Albumen prints Freeze or dry within

48 hours.

Do not touch binder

with bare hands.

Interleave between

groups of

photographs.

Air dry; thaw and air

dry.

Matte and glossy

collodion prints


48 hours.

Avoid abrasion. Do

not touch binder

with bare hands.

Air dry; thaw and air

dry; or freeze dry.

Silver gelatin

printing out and

developing out

papers


48 hours.

Do not touch

emulsion with bare

hands.

Keep wet. Pack in

plastic bags inside

boxes.

Order of preference:

1) Air dry, 2) thaw

and air dry, 3) freeze

dry.

Do not vacuum dry.

Carbon prints and

Woodburytypes


dry.

Handle carefully -

swelling of binder.

Horizontally. Air dry or thaw and

air dry.

Photomechanical

prints

(e.g., collotypes,

photogravures)

Cyanotypes


48 hours.

Do not separate

single sheets.

Interleave every 2"

and pack in boxes or

crates.

Air dry or freeze dry.

7/28/2019 Disman2

20/69


Revised: 12/2/1999

Color Photographs

Dye transfer prints Package to prevent

damage - recovery

rate is poor.

Immediately dry.

Do not touch

emulsion.

Transport

horizontally.

Air dry face up.

Chromogenic prints

and negatives


48 hours.

Do not touch binder

with bare hands.

Keep wet. Pack in

plastic bags insideboxes.


1) Air dry, 2) thawand air dry, 3) freeze

dry.

Do not vacuum dry.

Cased Photographs

Ambrotypes

Pannotypes

Recovery rate is low.

Immediately dry.

Handle with care -

glass supports and

extremely fragile

binder.

Horizontally in a

padded container.

Air dry face up.

Never freeze.

Daguerreotypes Immediately dry. Handle with care -

fragile surface, cover

glass.

Horizontally in a

padded container.

Air dry face up.

Never freeze.

Tintypes Immediately dry. Handle with care -

fragile binder.

Horizontally. Air dry. Never freeze.

Negatives

Wet collodion glass

plates


Immediately dry.

Handle with care -

glass supports and

fragile binder.

Horizontally in a

padded container.

Air dry face up.

Never freeze.

Gelatin dry plate

glass negatives


48 hours.

Handle with care -

glass.

Keep wet. Pack in

plastic bags,

vertically in a padded

container.

Air drying preferred;

or thaw and air dry;

freeze dry.

Deteriorated

nitrates with soluble

binders


dry.Recovery rate may

be low.

Do not blot. Horizontally. Air dry; thaw and air

dry; test freezedrying.

Deteriorated

acetates


dry.


Handle carefully -

swelling of emulsion.

Horizontally. Air dry; thaw and air

dry; test freeze

drying.

Polyester based film,

nitrates and acetates

in good condition


48 hours.

Do not touch

emulsion with bare

hands.

Keep wet. Pack in

small plastic bags

inside boxes.


1) Air dry, 2) thaw


dry.

Do not vacuum dry.

7/28/2019 Disman2

21/69


Revised: 12/2/1999

Transparencies

Lantern slides,

silver gelatin


48 hours.

Handle with care -

loose binding tapes

and glass.

Vertically in a

padded container.

Air drying preferred;

thaw, and air dry.

Color Transparencies

Additive color

transparencies

(most are glass)

Autochromes,

Agfacolor,

Dufaycolor

Package to prevent

damage - recovery

rate is very poor.

Immediately dry.

Handle with care -

loose binding tapes

and glass.

Horizontally in a

padded container.

Air dry. Never Freeze

Chromogenic color

transparencies

Mounted color slides

and sheet films


48 hours.

Handle by mounts or

edges.

Keep wet. Pack in

plastic bags inside

box.


1) Air dry in mounts

if possible, 2) thaw


dry.

Do not vacuum dry.

Motion PicturesRewash and dry

within 48 hours.

Keep wet. Pack in

plastic pails or

cardboard cartons

lined with garbage

bags.

Arrange with a film

processor to rewash

and dry.

Microforms

Microfilm rolls Rewash and dry

within 48 hours.

Do not remove from

boxes; hold carton

together with rubber

bands.

Keep wet. Pack (in

blocks of 5) in a

cardboard box lined

with garbage bags.

Arrange with a

microfilm processor

to rewash and dry.

Aperture cards Freeze or dry within

48 hours.

Keep wet. Pack in

plastic bags inside

boxes.

Air dry, or thaw and

air dry.

Jacketed microfilm Freeze or dry within

48 hours.

Keep wet. Pack in

plastic bags inside

pail or box.

Air dry, or freeze,

thaw and air dry.

Diazo and vesicular

microfiche


48 hours.

Interleave between

envelopes and pack

in milk crates or

cartons.

Air dry, or freeze,

thaw and air dry.

Province of British Columbia 1997.

All rights reserved. Do not reproduce without permission from the author.

Published as an insert to the WAAC Newsletter, Vol. 19, No. 2 (May 1997), Carolyn Tallent, Editor.

This chart was written as a ready reference to the BCIMS disaster plan. Originally, the chart was modeled on a table of

recovery priorities written by Julia Niebuhr Eulenberg, inHandbook for the Recovery of Water Damaged Business

Records (Prairie Village, Kansas: ARMA, 1986), 47-48.

In the interest of a quickly readable chart , other footnotes have not been included. The reader may consult with the

text for more details on sources.

7/28/2019 Disman2

22/69


Revised: 12/2/1999

CONTROL OF THE ENVIRONMENT

a) Try to reduce the temperature of the affected area to 18 C (65 F) or lower. The relativehumidity (RH) in the area should be 50% or lower. Obtain thermometers and psychrometers

to monitor the environment.b) Open doors and windows if necessary. Turn off heat (NB: this may not be advisable in

winter, for fear of freezing the water pipes).

c) Pump out standing water. Call Trouble Calls at Plant Operations to have this done: 2-2173.d) Try to reduce humidity. Use a de-humidifier if possible.

RAISING THE TEMPERATURE WILL NOT REDUCE THE HUMIDITY.

e) Use fans to circulate the air.f) To increase air circulation, remove any plastic sheeting from shelves once the water hazard

has passed.

7/28/2019 Disman2

23/69


Revised: 12/2/1999

EMERGENCY SUPPLIES

Each branch or division should have its own cache of emergency supplies. The table below

describes the basic set of disaster response materials. You should never have less than the

quantities indicated.

If your division is in charge of a very large area, particularly one containing many ranges of

shelving, you should probably request additional supplies.

Contact the Facilities & Preservation Office (2-3858) if you have any questions or concerns

about your emergency supplies.

Item description Quantity

Plastic sheeting, 4 mil. 1 roll

Disposable gloves, surgical, non-sterile 1 box

Disposable gloves, rubber, household 4 pairs

Garbage bags, large plastic 25

Knife 1

Mop & wheeled wringer bucket 1 each

Newsprint 300 sheets

Pails, plastic 3

Paper towels, 250 per bundle 10 bundles

Screwdriver (Flathead or Allen Key) 1Trouble lamp & 11 metre cord 1

Flashlights minimum 2

Velcro coins for securing heavy objects 3 packages

7/28/2019 Disman2

24/69


Revised: 12/2/1999

WATER

In dealing with any situation involving water, it is important to determine the source of the water

involved. Different types of water cause different types of damage and pose different degrees of

threat to both Library staff and materials. Water may also obscure live electrical equipment orcircuits in the affected area.

Treat all incidents involving water with suspicion. Do not act until you are sure that the area is

safe.

The following table illustrates the likely sources of water in a Library building and their attendant

hazards:

Water source Heat Dirt Sewage Other

contaminants

Domestic water

Domestic sewer

Heating system

Fire sprinkler

Leaks (rain)

Groundwater

In the case of groundwater particularly, the waters source may remain unknown. The water

should be tested for contaminants before commencing recovery work, as it has been known to

carry hazardous microbes in disasters at other libraries.

7/28/2019 Disman2

25/69


Revised: 12/2/1999

MOULD

Mould will begin to develop within 48 hours. Temperature and humidity control are crucial in

preventing mould from forming or spreading in damp or wet materials. Temperatures should be

kept below 65 F (18 C) and humidity below 70% if possible.

As early as possible, send a sample of the mould (or samples, if more than one type is present)

to a mycologist for identification. Most types of mould can be handled by people equipped with

gloves; some are more noxious, however, and demand additional precautions. Do not begin

handling large quantities of mould-infested materials until the identification is complete.

Anyone working with mould-infested materials must always wear the safety gear appropriate to

the type of mould.

Should mould or mildew develop:

a) Immediately transfer infected materials to an isolation room. If there is any risk of sporesspreading to unaffected areas, the materials should be wrapped in plastic bags during the move.

b)Have affected areas thoroughly cleaned and sterilized, including climate control systems ifpossible.

c) A conservator should be consulted on the treatment and restoration of the damaged materials.

7/28/2019 Disman2

26/69


Revised: 12/2/1999

FIRE

Library staff will likely be barred from entering any area which has sustained fire damage. The

area may be closed for several hours or for several days, depending on the nature and extent of

the damage and any subsequent investigation. If arson is suspected, the area will be considereda crime scene, and only Fire Department and RCMP investigators will be allowed in. It is the

responsibility of the Director of Emergency Operations to represent the Librarys interests in any

discussions with the authorities.

Once the Fire Department has deemed that recovery work may begin the Director of Emergency

Operations will need to work with Plant Operations to ensure that the area is structurally sound.

Careful attention is required to prevent injuries caused by falling debris, exposed electrical

cabling, unstable ceilings or floors, etc. The Director of Emergency Operations should institute a

buddy system to ensure that people work together at all times. Appropriate safety equipment

will be distributed before work commences. The Director of Emergency Operations must also

maintain an accurate register of who is working where and when.

Anyone who encounters an area or situation he or she considers potentially dangerous should

retreat immediately and report it to the Director of Emergency Operations. Clear any workers

out until the situation has been properly assessed.

Items in the collection will likely suffer one or more of five types of damage: severe incineration,

scorching or other partial heat damage, smoke and soot damage, water damage or falling

damage. Appropriate care must be taken to handle items according to the type of damage they

have suffered and according to their physical makeup.

Workers should avoid touching anything in a burned area without proper gloves for two reasons.

First, the residue on the item may be hazardous to humans; second, oil from human skin will

cause soot to bond indelibly to most paper-based items. The Director of Emergency Operations

and/or the Preservation Librarian will advise on proper procedures.

7/28/2019 Disman2

27/69


Revised: 12/2/1999

EARTHQUAKE

Advise people in the library to do as follows, and take the same steps yourself:

a)

Do not leave the building. You might be at risk of stairways collapsing or your being hit by falling glassand debris.

b) Take cover under something sturdy if possible a desk or table, for instance. If nothing suitable is

handy, crouch on the floor by an inside wall, away from windows, tall cabinets, and anything likely to be

dislodged and to fall. Hang on!!

c) You will be frightened. Try to calm yourself by concentrating on some simple mental task, such as

counting the seconds the earthquake lasts.

d) Expect the intensity of the earthquake to fluctuate. Wait for 15 seconds after the quaking stops before

leaving cover.

e) Expect aftershocks, which may cause further damage. They may begin shortly after the main earthquak

and go on for several days, decreasing in intensity.

f) Check for injuries and treat life-threatening ones as best you can at once. First-Aid supplies are located

in each division. Leave minor injuries until you have checked for secondary hazards such as fire.

g) Report serious casualties and secondary hazards to the Librarian-in-charge, who will report them to the

appropriate authorities.

h) Move serious casualties only if they are in danger from secondary hazards or renewed earthquakes.

Appoint someone to attend the seriously injured until help arrives.

i) When it appears to be safe to do so, evacuate the building. Do not use the elevator. Outside the

building, move away from it. Stay away from power lines. Gather in your designated divisional assembl

areas. (See your Fire Manual.)

7/28/2019 Disman2

28/69


Revised: 12/2/1999

j) Do not attempt to re-enter the building or allow anyone else to do so until the Librarian-in-charge givespermission.

k) The Librarian-in-charge will be in contact with the police and will monitor the radio for the latest

information on the extent of the earthquake area, damage to the campus, road conditions and emergency

instructions.

l) The area directly and indirectly affected by the earthquake may be widespread and the police, fire

departments, ambulances, telephones and other emergency services may be overloaded. It may be

necessary to be quite self-reliant for an extended period.

7/28/2019 Disman2

29/69


Revised: 12/2/1999

DISASTER TRIAGE LISTS

Lists describing the order of importance for the recovery of materials, as well as floor plansindicating the location of those materials, can be found in five locations within the Library:

a) the division administering the collection;b) the office of the Preservation Librarian;c) the office of the Director of Emergency Operations;d) the office of the University Librarian;e) the Collections Accounting & Budget office.

In addition, the manager responsible for each area, the subject and/or material specialists

concerned, the Preservation Librarian and the Director of Emergency Operations should maintain

current, duplicates of these lists and plans at home.

7/28/2019 Disman2

30/69


Revised: 12/2/1999

REMOVAL OF DAMAGED MATERIALS

REMOVE FIRST :

a) Materials at the head of the Disaster Triage List for the affected area;

b) Wet materials lying on the ground;

c) Wet or damp materials on shelves unless mould is forming (see Mould, );

d) Undamaged materials likely to be at risk if left in that environment:

i) leather, parchment and vellum-bound materials;

ii) artifacts, manuscripts, prints, drawings, maps, and books with water- soluble

components (e.g. inks, watercolors);

iii) materials printed on coated paper which could congeal;iv) other sensitive or fragile materials.

PROCEDURE

a) Starting from the nearest accessible point, remove materials to the designated sorting/packing

area.

b) Remove materials in the exact order and condition in which they were found.

c) Use extreme care in handling materials to avoid causing further damage:

i) do not close an open book or open a closed one

ii) do not roll, fold, flatten or separate loose, single sheet or oversize material

d) All materials should be moved by a combination of human chains and each chain should

consist of:

i) a team of removers

ii) a team of sorters directed by a knowledgeable bibliographer who will divert materials for

treatment on the basis of type and extent of damageiii) a team of record-keepers.

e) The number of people in each team should be balanced to create an even workflow and

prevent bottlenecks.

7/28/2019 Disman2

31/69


Revised: 12/2/1999

DESTINATION OF SALVAGED

MATERIALS

If conditions at the location of the disaster are such as to impede the orderly flow of procedures,

the Director of Emergency Operations should arrange immediately for an off- site area large

enough to handle the quantity of damaged material and provide for efficient sorting and record-

keeping operations.

The choice of such sites on-campus include:

a) the Student Union Building ballroom (2-2901)

b) the Tennis Centre (2-2505)

c) the War Memorial Gymnasium (2-3094, 2-3515)

If necessary, the Director of Emergency Operations may contact an outside firm to pack, remove

and store the materials until further notice.

If it is apparent to the sorting team leader that damaged material can easily be replaced or is

considered expendable, it should be separately routed at this stage to a discard holding area.

7/28/2019 Disman2

32/69


Revised: 12/2/1999

POSSIBLE TREATMENTS

This section discusses, in general terms, a number of common

treatments for damaged library materials. It does not seek to

recommend any particular treatment for a given type of damage.Decisions regarding actual treatments must be made by qualified

professionals.

AIR DRYING

Air drying of wet materials is possible if numbers are modest and a large number of staff is

available.

Desirable drying conditions are 30 - 35% relative humidity with a temperature of 21 - 25 C (70

- 77 F). Mechanical air circulators should be kept running constantly.

It is preferable to dry books by carefully opening them and standing them on their ends. Sheets

of blank newsprint may be placed between the fly-sheets and covers, which usually contain the

most moisture. Elsewhere interleaving should be commenced initially about every 25 pages, the

sheets changed as often as thought necessary. Interleaving should not exceed one-third the total

thickness of the book.

If book jackets have been laminated and attached to volumes for cosmetic purposes they shouldbe removed and discarded. Undetected amounts of moisture they may harbour can cause later

warping and moulding of the book covers themselves.

VACUUM DRYING

This is a possible treatment both as a first process or following freezing. It is time-consuming and

therefore a costly procedure and should not be used for water-logged material as too rigorous

water extraction may be damaging.

UBC has used the firm of Cromwell Fire & Flood Restoration in the past: 432-1123 (24

hour line.)

7/28/2019 Disman2

33/69


Revised: 12/2/1999

CLEANING & WASHING

Ideally, cleaning should be done before freezing occurs. However it should be postponed if

freezing the bulk of the affected material is delayed.

Mud deposits on material which will not be further damaged by water may be washed off inclean, cool running water, but must not be attempted with opened books, manuscripts, art on

paper, photographs or any other material with water-soluble components. Do not use force to

remove difficult dirt; this is better left until the books have been dried. Instead, hold each volume

in turn under water, removing as much mud/soot as possible with a sponge using a gentle,

dabbing motion.

If a more thorough cleaning procedure is required, a series of from six to eight tanks (possibly

garbage cans) each with its own source of running water should be set up in a well-drained area.

Books should be passed from tank to tank with the same gentle sponging operation being

repeated in each tank. They should then be rinsed with a fine spray of clean water.

After the books have been washed, some of the excess water may be squeezed out manually.

Use your hands only do not use mechanical presses.

FREEZING

Freezing is an effective way of suspending mould growth and the diffusion of water-soluble

components in books, manuscripts, maps, prints, drawings, photographic materials, textiles and

leather. Frozen materials can be kept for years without further damage.

If the quantity of wet library materials is larger than can be completely salvaged within the next

twelve hours, it should be frozen without delay. Priority will be given to the most valuable.

General priority for freezing

a) materials which have already developed mould;

b) leather and vellum-bound volumes;

c) manuscripts and art on paper stock;

d) materials on coated stock;e) photographic prints;

f) journal and monograph volumes;

7/28/2019 Disman2

34/69


Revised: 12/2/1999

PREPARATIONS FOR FREEZING

a) Packing and wrapping

i) If there is time, mud deposits should be removed from the material being salvaged

ii) Wrap bound volumes in small parcels of two or three books using freezer paper or wax

paper, with sheets of the same paper separating them to prevent their sticking together.

DO NOT USE CLING WRAP LIKE SARAN, ETC.

iii) Wrap sheet material, e.g. manuscripts, records, unframed prints and drawings, etc.,

similarly separated with the appropriate paper in parcels not more than 2 thick,

preferably with a base support, e.g. .128 board.

iv) Parcels of materials should be marked with the number of the bay where they belong for

later identification and action.

b) Crating or boxing

i) Parcels should be loosely packed in plastic milk crates or, if not available, strong

cardboard boxes about 3/4 full.ii) Packages of books should be placed spine down in the container.

iii) Containers should be marked with a number representing the source of the material they

contain (see A.4. above).

iv) Once filled, containers of wrapped materials should be stacked on pallets for transport to

the freezing/cold storage facility.

c) Transportation

i) Refrigerated trucks should be used at all times to both store books awaiting transport

and deliver them to the storage facility.

ii) If a sufficient number of refrigerated trucks is not available, dry ice should be packedaround material destined to be frozen.

iii) Transportation should be expedited.

FREEZING & STORAGE

Material should be blast frozen, if possible, to a temperature of -29 C (-20 F), and stored at

the same temperature. A higher temperature, provided it is still well below 0 C (32 F), should

not damage the materials

7/28/2019 Disman2

35/69


Revised: 12/2/1999

TREATMENT OF

AFFECTED AREAS

If the affected areas are still deemed useable after the disaster, they must be thoroughly cleaned

before any material is replaced.

Floors, ceilings, walls, shelving, fixtures, furniture, etc. must be washed with a germicidal cleaner,

such as is used by hospitals for isolation room sterilization (e.g. Lysol). The undersides, corners,

and backs of shelves must be included in this washing.

Walls should be repainted, where necessary. Carpets should be shampooed, and disinfectant

applied to them.

The cleaning crew should wear safety glasses and the appropriate protective clothing. They

should use disposable wipers to avoid the spread of contamination.

Good air circulation should be maintained with fans and dehumidifiers wherever possible.

7/28/2019 Disman2

36/69


Revised: 12/2/1999

RETURN OF MATERIALS TO THE

LIBRARY

Having been appropriately treated and dried, books should be sorted as to whether they can be

returned to the shelves or are in need of:

a) discarding or replacing

b) commercial rebinding

c) in-house mending

d) more extensive conservation treatment

Dried materials should be kept apart from the main collection in a ventilated and air-conditioned

rehabilitation area for up to six months before returning to the main collection. The

atmospheric conditions there should be 35-45% RH and the temperature not above 18.3 C

(65 F).

A random inspection for mould-infested material should be conducted daily during this period.

Near the end of the isolation period, the temperature and atmospheric conditions should be

changed to match those found around the main collection.

Random monitoring of recovered items should continue for another year after their return to the

stacks.

7/28/2019 Disman2

37/69


Revised: 12/2/1999

POST-DISASTER ASSESSMENT

As soon as possible after the occurrence, the disaster team should review the disaster thoroughly:

its causes and the ensuing recovery process.

Recommendations should be made concerning the prevention of future similar disasters. Any

revisions that need to be made to the disaster plan that would allow for a more effective recovery

operation should also be added at this time.

The disaster team should provide a thorough report of the incident, and that report will be filed in

a section of the master Disaster Recovery Plan entitled UBC Library: Disaster Chronology.

All people involved in the disaster recovery should receive a letter of thanks from the University

Librarian for their participation at a much needed time.

7/28/2019 Disman2

38/69


Revised: 12/2/1999

MANUSCRIPTS AND

ARCHIVAL MATERIALS

Manuscripts and archival materials pose two considerable problems for disaster recovery. First,

their component materials may be very diverse. Archival holdings may, potentially, contain any

known type of medium: paper, parchment, photographs, videocassettes, botanical samples, etc.

Second, the order in which they are stored must be maintained, and after a fire or flood, this may

be nearly impossible to achieve.

For this reason, it is essential that only staff members who are familiar with a collection (both its

content and its arrangement) be allowed to work with the damaged materials.

Perhaps the most critical documents relating to an archival collection are the finding aids. They

will list, in some detail, the order and the contents of the collection. For safety, one secure copy

of each finding aid should be stored on-site, and another copy off-site. In the case of collectionswhich are not longer growing, and whose finding aids are complete and accurate, secure

microform copies are another possibility.

Here are some general procedures for addressing an emergency in an archival storage area:

a) Manuscripts and other archival materials should be removed from the area of immediatedanger. They should, however, be handled as little as possible.

b) Materials should not be taken out of boxes except under the direct supervision of an

archivist, because once they are removed it may be impossible to return them to their properplaces in the collection.

c) Provision should be made for their immediate freezing particularly if quantities of paper are

involved. This will stabilize already water-soaked items against further deterioration.

7/28/2019 Disman2

39/69


Revised: 12/2/1999

DIRECTOR OF

EMERGENCY OPERATIONS

The Director of Emergency Operations will arrive at the scene of all Library disasters aspromptly as possible.

The Director of Emergency Operations will, as necessary:

a) take over the general management of the disaster scene;

b) assemble and direct appropriate personnel, equipment, etc.;

c) establish a central command and message centre, and will manage same;

d) contact the Public Affairs Office (2-3131; 2-2064) with information;

e) function as liaison officer with the Library and University administration;

f) co-ordinate management and recovery operations with the manager responsible for the

affected area and with the Preservation Librarian;

g) arrange for temporary premises for Library staff, including but not limited to workspaces,

telephones, computers, etc.;

h) authorize access to affected areas;

i) arrange for transportation, housing, etc., of damaged materials.

The Director may designate a Deputy at his or her discretion, and that Deputy will act as the

Director in all matters.

7/28/2019 Disman2

40/69


Revised: 12/2/1999

ACCESS CONTROL

Access to buildings will be authorized by the Director of Emergency Operations. Only authorized

personnel will be permitted to enter the affected area. A security officer will be designated to

control entry.

The Director of Emergency Operations will arrange for any keys or identification tags which

recovery team members may require.

The Director of Emergency Operations will be provided with a desk and work space close to

the scene of operations and will be reachable by telephone or walkie-talkie.

All contact with the news media will be coordinated by the Public Affairs Office (2-3131; 2-

2064). No one else should respond to media queries of any type.

7/28/2019 Disman2

41/69


Revised: 12/2/1999

DOCUMENTATION

The Director of Emergency Operations should develop a procedure for the rapid identification of

materials to be salvaged and relocated elsewhere following a disaster.

This identification will be required for insurance purposes, and for operational reasons the

Library must know the location of what has been saved.

The pre-1978 shelflist for the entire UBC collection was microfilmed several years ago for

reference in the event of a disaster in the processing divisions. Online records are backed up

remotely on a daily, weekly, and monthly rotation.

However, extracting the older records from the unified microfilm record would be a massive job.

It is essential for any division which maintains its own shelf list to ensure that it is

protected from water and removed if it faces destruction from fire.

Because it is impractical to attempt an item-by-item identification by call-number of rescued

volumes, each stack range in all libraries shall be numbered, and the range of call-numbers

shelved therein recorded. This information will be computerized and amended as book

relocations occur. A floor plan for each library summarizing this information will be produced

and housed both in the division and centrally for safekeeping.

At the time of salvage, volumes rescued will be processed in batches and assigned the range

number from which they were taken. Matched to the shelflist it will then be possible to determine

broadly which collections were saved. Similarly, comparing the numbers of volumes saved with

those indicated by the shelflist will indicate the scope of what was destroyed in numbers. (If call-

numbers remain legible on volumes deemed unsalvageable, a precise listing of what was lost can

be assembled after those salvaged have been dealt with.)

Reminder: take photographs. Contact Graphics, Local 2-4983 to arrange for the use of a

camera. If the disaster is widespread professional photographers may be needed. In that case,

contact Media Services or Biomedical Communications.

7/28/2019 Disman2

42/69


Revised: 12/2/1999

INSURANCE

Insurance coverage is based on an annual evaluation by librarians, intended to provide for the

rebuilding of a collection equal in value to the one destroyed.

Bound volumes, unbound issues of periodicals, maps, microforms, films and other types of

library material are assigned unit values. The number of destroyed items of a particular type

multiplied by the unit value equals the claimed loss. The unit value varies with the collection and

the type of format of the material.

Rare books are assigned specific values and are listed in special schedules. They are treated

individually and not by formula. Some parts of the rare collection have been evaluated

professionally, but most of these evaluations are outdated.

Accurate records must be kept during the post-disaster period and should take the following into

account:

a) volumes (or equivalents) destroyed

b) volumes (or equivalents) rescued for salvage

c) equipment destroyed

d) furnishings destroyed

e) fixtures destroyed

f) transportation costs incurred

g) costs incurred for replacement of records

h) costs for professional services employed

i) clean-up

ii) storage

iii) restoration of materials

Certain costs may or may not be ultimately claimable, but they should be recorded for possible

later inclusion in the insurance application. They include those expenses which relate to

successful future operation of the library:

a) telephone/FAX/Envoy, etc. charges

b) interlibrary loan charges

c) photocopyingd) loss of normal sources of revenue

7/28/2019 Disman2

43/69


Revised: 12/2/1999

FINANCIAL MATTERS

Emergency Cash Funds

The member of the Library administration who responds to any disaster will be excepted tomake available such emergency funds as may be required.

Emergency Purchase Orders

At least one member of the Administrative group will be involved in responding to any disaster.

The University Librarian and the Assistant University Librarians for public Services, the Financial

and Budget Manager , and the Head of the Collections Accounting and Budget division have

signing authority for all Library accounts.

In case of a major disaster, Al Lackie (2-2715) or Keith Bowler (2-3157) of the PurchasingDepartment (2-2686) will be called into action. They will initiate any necessary emergency

purchase orders.

7/28/2019 Disman2

44/69


Revised: 12/2/1999

EMERGENCY SUPPLIES & EQUIPMENT

Air Sprayers

) RENTAL SERVICE STORES AND YARDS

VACUUM CLEANERS - INDUSTRIAL

GENERATORS - ELECTRIC

Alcohol, Denatured

) PHARMACEUTICAL PRODUCTS - WHOLESALERS & MANUFACTURERS

Bags, polyfilm

1 PLASTIC BAGS

Batteries (Flashlight)

) BATTERIES - DRY

Booktrucks

) YELLOW PAGES CROSS-REFERENCE

Boots

) WORK CLOTHING - RETAIL

1 SAFETY EQUIPMENT AND CLOTHING

Buckets

) CLEANING COMPOUNDS

CLEANING EQUIPMENT & SERVICE- INDUSTRIAL

Cartage

) CARTAGE AND EXPRESS

Cartons, cardboard

7/28/2019 Disman2

45/69


Revised: 12/2/1999

) BOXES - CORRUGATED & FIBRE

7/28/2019 Disman2

46/69


Revised: 12/2/1999

Clean-up Equipment



Note: mops, shovels, buckets [with or without wringers], sponges, etc.

Clothing, protective


Cloths



Crates, plastic (egg)) EGGS - WHOLESALE

Island Egg Sales

3492 Mt. Sicker

Chemainus, B.C.

Tel. (250) 246-9298

Fax. (250) 246-2110

Note: For packing letter and legal-sized documents. Extras may not be available.

Crates, plastic (milk)

) DAIRIES

Dairyworld Foods

6800 Lougheed Highway

Burnaby, B.C.

V5A 1W2

Tel. 420-6611

Fax. 420-9700

Dairyworld Foods (corporate office)

3920 Norland Avenue

Burnaby, B.C.

V5B 4C3

Tel. 268-1220

Fax. 268-1234

7/28/2019 Disman2

47/69


Revised: 12/2/1999

Crates, plastic (milk)

Lucerne Foods

Milk Department

7650 18th Street

Burnaby, B.C.

V3N 4K3

Tel. 524-4491

Fax. 524-0188

Deep-freeze facilities

) COLD STORAGE WAREHOUSES

Versacold Canada Corp.

2115 Commissioner Street

Vancouver, B.C.

V5L 1A6

Tel. 255-6721Fax. 255-3120

Dehumidifiers

) DEHUMIDIFYING EQUIPMENT

Cool-Air Rentals

1366 Adanac Street

Vancouver, B.C.

V5L 2C3

Tel. 253-4171Fax. 251-5171

Disinfectants

) PEST CONTROL - EXTERMINATING & FUMIGATING

PCO Services Inc..

7061 Gilley Avenue

Burnaby, B.C.

V5J 4W9

Tel: 434-6641Fax. 434-2217

Note: inquire re. storage fumigation

Abell Pest Control Inc.

7634 Winston Street

Burnaby, B.C.

V5A 2H4

Tel. 421-6619Fax. 421-6772

Drop Cloths

) PLASTICS - RODS, TUBES, SHEETS, ETC. - SUPPLY CENTRES

Dry Ice

7/28/2019 Disman2

48/69


Revised: 12/2/1999

) DRY ICE

Equipment Rental




Extension Cords

) ELECTRIC EQUIPMENT & SUPPLIES - RETAIL

Fans, portable

) FANS - INDUSTRIAL AND COMMERCIAL

RENTAL SERVICE STORES AND YARDS

First aid equipment

) FIRST AID EQUIPMENT AND SUPPLIES

Note: Ensure that there is immediate access to a fully-stocked first-aid kit containing

bandages, gauze, burn treatment, eyewash and disinfectant.

Fishing line (monofilament)

) FISHING TACKLE - RETAIL

Flashlights

) LIGHTING EQUIPMENT - EMERGENCY

BATTERIES - DRY

Forklifts

) MATERIAL HANDLING EQUIPMENT

7/28/2019 Disman2

49/69


Revised: 12/2/1999

Freezer storage plants

) COLD STORAGE WAREHOUSES

Versacold Canada Corp.

2115 Commissioner Street

Vancouver, B.C.

V5L 1A6

Tel. 255-6721

Fax. 255-3120

Freezer trucks

) TRUCK RENTING & LEASING

Reimer Express Lines

3985 Still Creek Avenue

Burnaby, B.C.

V5C 4E2Tel. 433-3332

Fax. 433-8889

Ryder Truck Rentals

2775 Norland

Burnaby, B.C.

V5B 3A9Tel. 291-9661

Fax. 299-6897

Freezer wrap

H. Y. Louie Company Ltd.

2821 Production WayBurnaby, B.C.

V5A 3G7

Tel. 421-4242

Fax. 444-6231

H. Y. Louie Company Ltd.

Cash & carry warehouse880 Malkin Avenue

Vancouver, B.C.

V6A 2K6

Tel. 253-8488

Fax. 253-5773

Unisource Canada

1425 Drewent Way

Annacis Island

V3L 5A9

Tel. 520-7411Fax. 520-7455

Fumigators

) PEST CONTROL - EXTERMINATING & FUMIGATING

Garbage bags

7/28/2019 Disman2

50/69


Revised: 12/2/1999

1 PLASTIC BAGS

Generators, portable


Gloves


Goggles


Hardhats


Hoses



Humidity sensors

1 PSYCHROMETERS

Janitor services

) JANITOR SERVICE

Modern Building Cleaning (Vancouver) Inc.

Suite 1030 - 470 Granville Street

Vancouver, B.C.

V6C 1V5

Tel. 662-8888 (24 hr. answering service)

Fax. 681-0242

Labels, pressure-sensitive

) STATIONERS - RETAIL

OFFICE SUPPLIES

7/28/2019 Disman2

51/69


Revised: 12/2/1999

Ladders


Lanterns

) LIGHTING EQUIPMENT - EMERGENCY

BATTERIES - DRY

Light bulbs

) LIGHT BULBS AND TUBES

Masks


Microfilm treatment1 PHOTOGRAPHIC MATERIALS RECOVERY

Moisture meters

1 PSYCHROMETERS

Mops



Newsprint

Unisource Canada Ltd.

Fine Paper Division

1425 Derwent Way

Annacis Island

V5A 4N2

Tel. 520-7411Fax. 520-7540

Note: 30# newsprint offset

Western Newsprint (1990) Ltd.

8205 Wiggins Street

Burnaby, B.C.

V3N 2V7

Mailing address:

P.O. Box 80235

Burnaby, B.C.

V5H 3X5

7/28/2019 Disman2

52/69


Revised: 12/2/1999

Tel. 526-9601

Fax. 526-9680

Notebooks, spiral


OFFICE SUPPLIES

Pallets (for lifting crates by forklift into trucks)

) PALLETS AND SKIDS

MATERIAL HANDLING AND EQUIPMENT

Paper towels

) PAPER DEALERS

PAPER MANUFACTURERS

PAPER PRODUCTS1 NEWSPRINT

Scott Paper Ltd.

1625 - 5th Avenue

New Westminster, B.C.

V3M 1Z7

Contact: Ms. Michele Glen, Sales Rep.

Tel. 528-4547

Fax. 522-0296

Note: Paper towels, wipers, napkins, tissue

Pencils, grease


OFFICE SUPPLIES

Pens


OFFICE SUPPLIES

Photographic materials recovery

Note: There is no facility which can treat water damaged prints and negatives. For

assistance, contact:

Kodak Canada Inc.

150C-4185 Still Creek Drive

7/28/2019 Disman2

53/69


Revised: 12/2/1999

Burnaby, B.C.

Tel: 320-1777

Alpha-Cine Service

916 Davie Street

Vancouver, B.C.

V6Z 1B8

Tel. 688-7757

Fax. 688-0127

Note: Water-damaged

motion pictures

Deines Micro-Film Services Ltd.

1525 Columbia Street

North Vancouver, B.C.

V7J 1A3

Contact: Gladys Bruce

Tel. 986-0011

Fax. 986-1282

Note: Water-damaged rolls only; cost is covered by Kodak

Datacom

204 West 6th Avenue

Vancouver, B.C.

V5Y 1K8

Contact: Lane McDonaldTel. 873-2681

Fax. 873-2683

Note: Microfilm,

microfiche, aperture cards

Photography

U.B.C. Library Graphics

Tel. 2-4983Contact: Merry Meredith

U.B.C.

Media Services

Tel. 2-4771

Contact:

U.B.C.

Biomedical Communications

Tel. 2-5561

Contact: Greg Morton

Plastic bags

) BAGS - PLASTICPLASTICS - RODS, TUBES, SHEETS, ETC. - SUPPLY CENTRES

Bulldog Bag Ltd.

2651 No. 5 Road

Richmond, B.C.

V6X 2S8

Tel, 273-8021

Layfield Plastics (1978) Ltd.

11120 Silversmith Place

Richmond, B.C.

V7A 5E4

Tel. 275-5588

7/28/2019 Disman2

54/69


Revised: 12/2/1999

Fax. 273-9927 Contact: Jeff Lecuyer

Tel. 275-7867

Plastic sheets

) PLASTICS - RODS, TUBES, SHEETS, ETC. - SUPPLY CENTRES

Psychrometers (temperature and relative humidity sensors)

U.B.C.

Geography Department

Tel. 2-3533

Contact: Detlef Holberg, Dept. Tech.

U.B.C.

Plant Operations

Contact: Jim Ramsey

Tel.

Trouble Calls (24 hr): 2-2173

U.B.C.Museum of Anthropology

Contact: Darren Morrison

Tel. 2-2981

VWR Canlab2360 Argentian Road

Mississauga, Ont.

L5N 5Z7

Tel. 1-800-932-8000

Fax. 1-800-668-6348

Fisher Scientific Ltd.

112 Colonnade Rd.

Nepean, Ont.

K2E 7L6Tel. 1-800-234-727

Fax. 1-800-463-2996

Contact: Bob Vermeulen, UBC Rep.

Frederick Goertz Ltd.

314 East 5th Avenue

Vancouver, B.C.

V5T 1H4Tel. 871-9066

Fax. 871-9067

Contact: Jim Goodlet (590-1871 [home])

Pumps, electric

) PUMPS - RENTING

Note: For fast water removal (up to 2 of water), call the Fire Department non-emergency

number (665-6033). Each truck is equipped with a water vacuum.

Radios (AM/FM)

) RADIO COMMUNICATION EQUIPMENT & SYSTEMS

Radios (2-way)

) RADIO COMMUNICATION EQUIPMENT & SYSTEMS

7/28/2019 Disman2

55/69


Revised: 12/2/1999

Canada-Wide Communications

340 Harbour Avenue

North Vancouver, B.C.

V7J 2E9

Tel. 980-9071

Fax. 985-0343

Contact: Geln Owen

Raingear


Records storage

) OFFICE RECORDS STORED

Refrigerator trucks1 FREEZER TRUCKS

Rubbish removal

) RUBBISH REMOVAL

WASTE REDUCTION & DISPOSAL SERVICE - INDUSTRIAL

Safety equipment and clothing

) SAFETY EQUIPMENT & CLOTHING

Levitt-Safety Ltd.

10 - 13511 Crestwood Place

Richmond, B.C.

V6V 2G1

Tel. 278-3328

Fax. 278-7428

Contact: Bill Sargent

Safety Supply Canada

2444 Douglas Road

Burnaby, B.C.

V5C 5B3

Tel. 299-9153

Fax. 299-9174

Salvage services) SALVAGE COMPANIES

Scissors

) OFFICE SUPPLIES

7/28/2019 Disman2

56/69


Revised: 12/2/1999

Shovels



Sponges



Stationery


OFFICE SUPPLIES

Tags, I.D.

) STATIONERS - RETAILOFFICE SUPPLIES

Note: Circulation (Koerner) can make up staff cards or temporary ID tags, also.

Tape (masking, duct, packing, etc.)


OFFICE SUPPLIES

Tarpaulins1 PLASTIC SHEETS

Thermometers

) THERMOMETERS

1 PSYCHOMETERS (scientific equipment suppliers)

Toilets, portable

) TOILETS - PORTABLE

Toothpicks

) GROCERS - RETAIL

Trash bags

7/28/2019 Disman2

57/69


Revised: 12/2/1999

1 PLASTIC BAGS

Trash-cans, plastic



Trays

) BAKERS EQUIPMENT

McGavins Foods Ltd.

20410 Langley Bypass

Langley, B.C.

V3A 5E7

Tel. 532-7217

Contact: Rick Ham

Trucks

1 FREEZER TRUCKS

Twine


OFFICE SUPPLIES

Vacuum facilities

1 FREEZE-DRYING FACILITIES

Vacuums, wet/dry

) VACUUM CLEANERS - INDUSTRIAL

RENTAL SERVICE STORES AND YARDS

Walkie-talkies1 RADIOS (2-WAY)

Washing tanks



7/28/2019 Disman2

58/69


Revised: 12/2/1999

SAMPLE MATERIAL-SPECIFIC

RECOVERY SHEETS

OPTICAL DISCS(CDs and CD-ROMs)Holdings & Contacts Most branches

Storage

Issues Scratches to either side must be avoided; they will result in data loss.

Caveats Wipe from the centre of the disc toward the edge -- not in a circular

motion or inwards.

Packing method

Water Fresh water: rinse in distilled water. Dry or dehumidify.

Mud / sewage: rinse with mild, soapy water immediately to remove

debris, grease, etc. Avoid rubbing; grit can cause scratches. Rinse with

distilled water, Dry or dehumidify.

Salt water: immerse in tap water immediately. Rinse in distilled water.

Dry or dehumidify.

Fire Slightly warped discs may still be usable.

Badly damaged discs are not salvageable.

Smoke / soot: vacuum large particles from disc. Wipe remaining dust

with a cloth dampened with distilled water.

Mould Vacuum mould from the disc.

Wipe remaining mould with a cloth dampened with distilled water.

7/28/2019 Disman2

59/69


Revised: 12/2/1999

Dust / debris Vacuum large particles form the disc.

Wipe remaining dust with a cloth dampened with distilled water.

Magnetic May or may not cause damage. Test the CD first.

Other Shattered CDs cannot be repaired.

Sources Van Bogart, John. Recovery of Damaged Magnetic Tape and Optical

Disk Media.

7/28/2019 Disman2

60/69


Revised: 12/2/1999

PHONODISCS

Holdings & Contacts Main 5th floor (Wilson) : David Winter, Circulation

Main Bindery (Wilson storage) : David Winter, Circulation

Koerner 241 (ShowBiz) : David Winter, Circulation

Storage Standard open shelves.

Issues Labels may separate when wet; need to identify individual discs.

Particles from dirty water caught in grooves are hard to extract, may

damage disc.

Caveats Clean with solutions of distilled water only.

Packing method Vertically in plastic crates padded with Ethafoam or similar.

Water Remove discs from their sleeves and jackets. If labels have separated,

mark the centre of the disc with a grease pencil and treat the label

separately.

Air dry jackets and labels. Discard plastic sleeves.

If dirt has been deposited on discs, wash them in a 10% solution of

Kodak Photo Flo or a 1% solution of Lissapol TN450 in distilled water.

Remove with a soft brush to gently remove particles if necessary.

Follow the grooves of the disc.

Blot excess moisture with a lint-free cloth; then air dry discs on supportsthat permit free circulation of air.

Fire Warped or melted discs are not salvageable.

Remove soot and dirt in the same manner as other particles (above).

Mould

Dust / debris Remove in the same manner as other particles (above).

Other Shattered CDs cannot be repaired.

Sources Syracuse University Library. Procedures for Recovering Audio and

Sound Recording Materials.

7/28/2019 Disman2

61/69


Revised: 12/2/1999

AUDIOTAPES

(reels & cassettes)

Holdings & Contacts Most branches

Storage

Issues Heat, cold, dust, and debris cause most damage.

Newer tapes have plastic, hydrophobic substrate which can be kept

moist for several days.

Mould penetrates into the tape itself, and cannot be 100% removed.

Caveats Do not heat or freeze: either will cause more damage to the tape.

Clean off debris a.s.a.p. with distilled water.Remove cassette casings only if debris is stubborn or casing is badly

damaged.

Packing method Vertically in plastic or cardboard crates.

Do not place weight on sides of reels or cassettes.

Water Treat older tapes before newer; they are less resistant to water.

Do not allow tapes to dry before treatment: keep moist with distilled

water.

Use distilled water solutions at room temperature when treating.Tapes can be blotted with lint-free towels if no risk of further damage.

Air drying, vacuum drying, dehumidification are all acceptable.

Fresh water: rise in distilled water. Dry.

Mud / sewage: rinse with mild, soapy water immediately to remove mud,

grease, etc. Rinse with distilled water. Dry.

Salt water: immerse in tap water immediately. Place in mild Hcl solution.

Rinse in tap water. Rinse in distilled water. Dry.

Fire Respool onto new tape reels if the old reels have been warped or

charred. Cassettes may need to be transferred to new casings if the

casing has warped.

Soot can be vacuumed from the tapes or cassettes. Avoid direct

contact with the tape.

Soot can be vacuumed from the tapes or cassettes. Avoid direct

contact with the tape. Soot which cannot be removed by vacuuming can

be wiped from the cassette or tape pack with a lint-free cloth dampened

with distilled water. If the tape is melted or stuck together, it cannot be

7/28/2019 Disman2

62/69


Revised: 12/2/1999

recovered.

Mould Isolate tapes from the rest of the collection and hold at a humidity below

50% RH (lower is OK) and at a temperature below 75 degrees

Fahrenheit. Vacuum mould to remove. Do not blow the debris from the

tape; this leads to further contamination of the collection.

Use a window-cleaner to remove all mould debris. Mould is invasive

and will eat its way through the binder and into the tape pack. In most

cases, it will be necessary to transcribe the tape. The cleaning operation

only removes the fruiting bodies of mould.

Dust / debris Cassette: vacuum, brush, or wipe with a damp cloth, taking great care

not to damage the tape edge.

Reel: vacuum as much of the debris from the tape reel as possible; avoid

direct contact with the tape pack. Do not remove the debris by blowing,

as this will just relocate the contaminants. If debris cannot be removed,

try brushing it off with a soft brush. Wipe off any remaining debris with a

dampened cloth. Avoid wetting the tape if it is not already wet. If the

tape is excessively dirty, use of winder-cleaner may be required.

Magnetic Little can be done: a special, very uncommon recorder is required.

Notes Very old tapes have paper substrates: same dangers and treatments as

for paper apply. Consult specialist before treating.

Sources Van Bogart, John. Recovery of Damaged Magnetic Tape and Optical

Disk Media.

Walsh, Betty. Salvage of Water-damaged Archival Collections: Quick

Reference Guide.

7/28/2019 Disman2

63/69


Revised: 12/2/1999

Appendix A

PRIVATE CONSERVATORS IN BRITISH COLUMBIA

NOTE:This list is for information only and does not imply an endorsement by the British

Columbia Archives and Records Service or the Royal British Columbia Museum.

Paintings and Frames

Roderick Payne#308 - 827 North Park Street

Victoria, BC

V8W 3Y3

Ph.: (250) 389-1081

Paintings, frames

Leslie IrwinR.R. #5, Site 39, Comp. 37

Gibsons, BC

V0N 1V0

Ph.: (250) 886-8489

Paintings

Philip Mix

140A Moss St.

Victoria, BC

V8V 4M3

Ph.: (250) 380-1770

Paintings

Cheryle Harrison

CONSERV-ARTE

#2 - 1520 W. 6th Av.

Vancouver, BC

V6J 1R2

Ph.: (604) 734-0115

Paintings, guilding, frames

Richard Renshaw-Beauchamp

Tideview Conservation

6555 Tideview Rd.

Sooke, BC

V0S 1N0