Library Disaster Library Disaster Response PlanResponse Plan

Harry A. Sprague LibraryHarry A. Sprague Library

Montclair State UniversityMontclair State University

Library Disaster Response Library Disaster Response Planning CommitteePlanning Committee

Mary Mallery, ChairMary Mallery, Chair Kathleen HughesKathleen Hughes Laura LevyLaura Levy Hunter JonesHunter Jones Christine MimsChristine Mims

Contact: mallerym@mail.montclair.edu Contact: mallerym@mail.montclair.edu

Disasters can happen any time … Disasters can happen any time …

http://vids.myspahttp://vids.myspace.com/index.cfmce.com/index.cfm?fuseaction=vids.i?fuseaction=vids.individual&videoidndividual&videoid=31142586=31142586

the key to a successfulthe key to a successfulrecovery is planning ahead and recovery is planning ahead and

taking the necessary stepstaking the necessary stepsnow to prevent and minimize now to prevent and minimize

risk to collections risk to collections

Emergency ProceduresEmergency Procedures

This plan pertains only to collection This plan pertains only to collection emergencies. emergencies.

In the event of an emergency, theIn the event of an emergency, the

safety and welfare of safety and welfare of PEOPLE PEOPLE are are primary over collections. primary over collections.

Ensure the safety of all staff and Ensure the safety of all staff and patrons before attempting to recover patrons before attempting to recover and salvage collections.and salvage collections.

Emergency ProceduresEmergency Procedures

Please follow the MSU Campus Wide Please follow the MSU Campus Wide Emergency Plan procedures for all Emergency Plan procedures for all emergencies:emergencies:

http://www.montclair.edu/ems/http://www.montclair.edu/ems/emergencyplan/emergencyplan.pdf emergencyplan/emergencyplan.pdf

Also, please consult General Also, please consult General Guidelines for Library Safety and Guidelines for Library Safety and Security, prepared by the Circulation Security, prepared by the Circulation Department, in Appendix C.Department, in Appendix C.

In case of Fire:In case of Fire:

Immediately activate alarm system and Immediately activate alarm system and leave the building.leave the building.

Notify Campus Security. Notify Campus Security. Call: X5222Call: X5222 Notify the Library Administrative Office: Notify the Library Administrative Office:

X4301X4301 Assist in the evacuation of staff and Assist in the evacuation of staff and

visitors from the building. visitors from the building. Assemble at designated meeting area on Assemble at designated meeting area on

the East Lawn at front of the Library the East Lawn at front of the Library building and await instructions from building and await instructions from Campus Security.Campus Security.

U. Of Illinois Disaster Planning for Libraries Workshop:http://picasaweb.google.com/blake.walter/DisasterRecoveryAtUIUC

Power Outage ProceduresPower Outage Procedures Check neighboring buildings; if they are Check neighboring buildings; if they are

dark, blackout could be campus-wide ordark, blackout could be campus-wide or regional. regional. Contact Library Administrative Office Contact Library Administrative Office

X4301 and they will contact Campus X4301 and they will contact Campus Security. at X5222Security. at X5222

Evacuate the building in an orderly Evacuate the building in an orderly manner. Assemble at designated meeting manner. Assemble at designated meeting area on the East Lawn at front of the area on the East Lawn at front of the Library building and await instructions Library building and await instructions from Campus Security.from Campus Security.

Water Damaged Book Recovery Training Photos at: http://www.flickr.com/photos/ikahime/tags/disasterrecovery/

For Water Emergencies:For Water Emergencies: Immediately notify Library Administrative Office Immediately notify Library Administrative Office

or Librarian in charge, and they will notify or Librarian in charge, and they will notify Facilities Management..Facilities Management..

Call Library Guard on pager 973-719-3884.Call Library Guard on pager 973-719-3884. Call: X4291 for Reference Desk to find Librarian in Call: X4291 for Reference Desk to find Librarian in

Charge during nights and weekends.Charge during nights and weekends. Do not enter the affected area until it has been Do not enter the affected area until it has been

deemed safedeemed safe Stay away from standing water until electricity Stay away from standing water until electricity

has been cut-off.has been cut-off. Once safe, move collections from harm’s way.Once safe, move collections from harm’s way. Drape plastic sheeting over collections or Drape plastic sheeting over collections or

shelving units to prevent further damage.shelving units to prevent further damage.

Biloxi Public Library Flood

Library Disaster Response and Library Disaster Response and Recovery TeamRecovery Team

Judith Lin HuntJudith Lin Hunt Mary MalleryMary Mallery Patricia SandersPatricia Sanders Kathleen HughesKathleen Hughes Eduardo GilEduardo Gil Laura LevyLaura Levy Faith RyanFaith Ryan

MSU Crisis Management Team MSU Crisis Management Team is responsible for the following:is responsible for the following:

Coordinating crises across departments Coordinating crises across departments Developing crisis management procedures for Developing crisis management procedures for

the University and individual departments, if the University and individual departments, if requested. requested.

Conferring with experts about crisis Conferring with experts about crisis management before and during an emergency management before and during an emergency situationsituation

Providing information about the crisis and the Providing information about the crisis and the University's response to the communityUniversity's response to the community

Debriefing after a crisis has been resolved.Debriefing after a crisis has been resolved. See the Crisis Management Team Web site at:See the Crisis Management Team Web site at:http://www.montclair.edu/emergency/team.html http://www.montclair.edu/emergency/team.html

Locations of In-house Emergency Locations of In-house Emergency EquipmentEquipment

1. Keys: 1. Keys: Library Admin. Office has all keys The Library Guard has a Master Library Admin. Office has all keys The Library Guard has a Master Key, and each Library Department Head has keys to their respective Key, and each Library Department Head has keys to their respective offices.offices.

2. Main Utilities2. Main Utilities: Only MSU Physical Plant staff have access to the : Only MSU Physical Plant staff have access to the Mechanical Rooms in the Library on the Ground Floor, where the Main Mechanical Rooms in the Library on the Ground Floor, where the Main electrical cut-off switch and Main water shut-off valve are located.electrical cut-off switch and Main water shut-off valve are located.

3. Sprinkler system: 3. Sprinkler system: On every floor in every room and throughout the On every floor in every room and throughout the Stacks.Stacks.

4. Heating/cooling system: 4. Heating/cooling system: There are four Library HVAC systems: There are four Library HVAC systems: a. Old Building (1963)a. Old Building (1963) b. New Building (1992)b. New Building (1992) c. Room 110c. Room 110 d. Cafed. Cafe 5. Fire extinguishers:5. Fire extinguishers: All routine types of fire (Type ABC)- All routine types of fire (Type ABC)- 6. Fire alarms (pull box):6. Fire alarms (pull box): 7. Smoke detectors: 7. Smoke detectors: On every floor in every room and throughout the On every floor in every room and throughout the

Stacks.Stacks. 8. C.E.R.T. (Community Emergency Response Team) Kit8. C.E.R.T. (Community Emergency Response Team) KitPaul Nauer, Paul Nauer,

Library Security Guard, completed the CERT training to use the following Library Security Guard, completed the CERT training to use the following kit, which he has locked in his desk: kit, which he has locked in his desk:

Library Disaster Response Kit

Disaster Response ChecklistDisaster Response Checklist Assess the disaster situationAssess the disaster situation Convene the Disaster Response TeamConvene the Disaster Response Team Set up a command postSet up a command post Review the written Review the written Disaster Response Plan Disaster Response Plan – list of – list of

contacts, services,contacts, services, suppliers, salvaging priorities, recovery and salvaging tips, suppliers, salvaging priorities, recovery and salvaging tips,

etc.etc. Eliminate hazardsEliminate hazards Assess damage to the collectionAssess damage to the collection Activate plans for acquiring services, supplies and staffActivate plans for acquiring services, supplies and staff Control the environmentControl the environment Organize the recovery phaseOrganize the recovery phase Train staff/volunteers to stabilize and recover affected Train staff/volunteers to stabilize and recover affected

collectionscollections Supervise activitiesSupervise activities Communicate internally and externallyCommunicate internally and externally Document all activitiesDocument all activities

Separating and Drying Wet Books at Cornell U.

Collection Salvaging Priorities Collection Salvaging Priorities Collection Collection Location Location 1. MSU Yearbooks, Theses1. MSU Yearbooks, Theses Ref., 1st FloorRef., 1st Floor 2. University Archives2. University Archives Ref., 1st FloorRef., 1st Floor 3. Reference Books3. Reference Books Ref., 1st FloorRef., 1st Floor 4. Periodicals4. Periodicals Compact StorageCompact Storage 5. Art Books5. Art Books LC Ns and Oversize LC Ns and Oversize 6. Special Collections 6. Special Collections Spec. Coll, 2nd FloorSpec. Coll, 2nd Floor 7. Microfilm/Microfiche7. Microfilm/Microfiche MMRMMR 8. Multimedia Collections 8. Multimedia Collections MMRMMR 9. Music Scores Collection9. Music Scores Collection LC Ms, 2nd FloorLC Ms, 2nd Floor 10 Maps Collection10 Maps Collection Ref., 1st FloorRef., 1st Floor

Points to keep in mind when Points to keep in mind when recovering materials:recovering materials:

1. 1. TIME IS CRITICAL TIME IS CRITICAL – have 48 – 72 hours to stabilize wet materials.– have 48 – 72 hours to stabilize wet materials. 2. Try to get assistance from an experienced preservation professional or conservator2. Try to get assistance from an experienced preservation professional or conservatoras soon as possible after the disaster occurred. as soon as possible after the disaster occurred. See Collection Emergency Contact See Collection Emergency Contact

SheetSheet.. 3. Lower temperature and humidity to avoid mold and mildew outbreaks. The3. Lower temperature and humidity to avoid mold and mildew outbreaks. Thecooler and dryer the environment the better -- below 70 degrees Fahrenheit, belowcooler and dryer the environment the better -- below 70 degrees Fahrenheit, below50% Rh. Install fans to circulate the air to prevent stagnant air that promotes mold 50% Rh. Install fans to circulate the air to prevent stagnant air that promotes mold

growth.growth. 4. Protect materials that were not affected by the disaster to prevent additional4. Protect materials that were not affected by the disaster to prevent additionaldamage.damage. 5. Avoid damaging materials in the recovery phase. Wet materials are extremely5. Avoid damaging materials in the recovery phase. Wet materials are extremelyfragile and vulnerable to tears from simple handling.fragile and vulnerable to tears from simple handling. 6. Select the recovery method(s) best suited to the collection and to the kind of6. Select the recovery method(s) best suited to the collection and to the kind ofdamage it received.damage it received. 7. Keep an inventory of all materials removed from the site. Number each box and7. Keep an inventory of all materials removed from the site. Number each box andrecord the number of books in each box. Or, scan barcode of each book prior to packing record the number of books in each box. Or, scan barcode of each book prior to packing

out.out. 8. Document all salvaging activities – written notes, photographs, or video recording.8. Document all salvaging activities – written notes, photographs, or video recording. 9. 9. Save high priority materials. Do not waste time on unimportant or unsalvageable Save high priority materials. Do not waste time on unimportant or unsalvageable

materials.materials.

ResourcesResources

Library of CongressLibrary of Congress Northeast Document Conservation Northeast Document Conservation

CenterCenter Conservation Center for Art and Conservation Center for Art and

Historic ArtifactsHistoric Artifacts

View video on air drying books at Library of Congress http://www.loc.gov/preserv/familytreasures/ftpreserv.html

MSU Sprague Library Disaster MSU Sprague Library Disaster Response PlanResponse Plan

is online at: is online at: http://library.montclair.edu/staff/ http://library.montclair.edu/staff/