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DISASTER PREPAREDNESS, RESPONSE

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Title: DISASTER PREPAREDNESS, RESPONSE


1
DISASTER PREPAREDNESS, RESPONSE RECOVERY
  • CAL Pre-Conference November 9, 2006

2
Presenters
  • Diane Lunde, Colorado State University,
    Coordinator, Metadata Preservation Services
  • Carl Stewart, University of Colorado-Boulder,
    General Professional 3, Assessment and Emergency
    Planning

3
The Introductions
  • Your packets
  • Give us a little information about yourself
  • What library you work in
  • Your position and major responsibility
  • The status of your librarys disaster plan
  • What you hope most to get from this workshop

4
Disaster Preparedness
  • Topics to be covered
  • The nature of disasters
  • Disaster preparedness, response recovery
  • Risk assessment
  • Creating the disaster plan
  • Salvage issues and strategies
  • Disaster response exercise

5
Focus
  • Focus will be on collections disaster
    preparedness, response and recovery
  • However, other elements such as human safety will
    be mentioned because the many actors in a
    disaster need to work together.

6
Emergency Quick Reference
  • All staff should have handy a resource that tells
    them what to do in case of emergency.

7
Definitions
  • Disaster
  • An occurrence causing widespread destruction and
    distress a catastrophe.
  • Emergency
  • A serious situation or occurrence that happens
    unexpectedly and demands immediate action.
  • (American Heritage Dictionary. 3rd ed., 1996)

8
Definitions
  • Disaster
  • The act of recovering that which we did not
    expect to lose at a time when we least expected
    to lose it.

9
Cause of Disasters
  • Natural causes
  • Earthquakes
  • Fire
  • Flooding
  • Hurricanes typhoons
  • Snow storms avalanches
  • Tidal waves
  • Tornadoes wind storms
  • Volcanic eruptions

10
Cause of disaster
  • Man made disasters
  • Biological contamination
  • Chemical spill
  • Civil disturbance terrorism
  • Construction failure
  • Electrical power failure
  • Electronic computer failure
  • Epidemics plagues (a flu pandemic?)
  • Explosions
  • Fire
  • Gas leak

11
Cause of disasters
  • Man made disasters
  • Human error carelessness
  • HVAC failure
  • Nuclear disasters
  • Robbery
  • Sewage overflow
  • Accidental sprinkler activation
  • Strikes
  • Toxic fumes
  • Vandalism
  • War
  • Water overflows

12
Disasters
  • The scope of a disaster may be
  • One room
  • One floor
  • One building
  • One organization
  • One community
  • One region
  • One nation

13
Elements of a library disaster
  • ? Safety and security of people
  • ? The building
  • ? Business records for business continuity
  • The collections
  • ? Library services

14
Elements of a library disaster
15
(No Transcript)
16
Incident Command System (ICS)
  • Incident Command is the structure for managing
    emergencies used by Fire and Police Departments.
  • http//www.training.fema.gov/
  • New structure being adopted nationally called
    NIMS. Natl Incident Management System.

17
Disaster Planning
  • Libraries and other cultural institutions MUST be
    prepared for all disasters, natural and man made,
    that may occur at their institution
  • The cost of not being prepared may be loss of
    life, loss of the cultural materials, or,
    ultimately, the loss of the institution or
    business

18
Disaster Planning
  • The objective of disaster planning is
  • To protect libraries materials to avoid a
    disaster by being pro-active to reduce
    possibility of a disaster to reduce effects if
    a disaster happens
  • To expedite response and recovery efforts in an
    organized and systematic manner if there is a
    disaster by having contacts and information
    needed consolidated in a single place (THE PLAN),
    and by familiarizing staff with disaster response
    options and activities.

19
Disaster Planning
  • Disaster Planning is a sequence of 4 activities
  • Disaster preparedness prevention
  • Disaster response
  • Disaster recovery
  • Disaster follow-up and planning update

20
Disaster Preparedness
  • Tasks of disaster planning include
  • Develop a working relationship with parent
    organization and community, i.e., university
    disaster team, city disaster management, fire
    department
  • Risk Assessment Identify, assess mitigate of
    potential risks hazards
  • Identify insurance policies, spending authority
    emergency funds

21
Disaster Preparedness
  • Assess collections assign priorities for
    salvage
  • Identify disaster recovery resources, including
    your institutional assistance, vendors,
    consultants, conservators.
  • Secure a budget for supplies and training
    activities
  • Purchase distribute in-house supplies (keep
    inventoried)
  • Analyze of impact on services

22
Disaster Preparedness
  • Review policies and procedures in relationship to
    a disaster
  • Write the disaster plan, distribute, maybe put on
    the web
  • Secure offsite backups
  • Staff training
  • Pre-planned tests of the plan
  • Review and report every emergency
  • Modify plan from drills and experience
  • Update plan regularly

23
Disaster Preparedness
  • A lot of tasks! But dont do it alone!
  • The First Task
  • Develop a Disaster Preparedness Team
  • Distributes responsibilities across the
    library
  • Guarantees more buy-in from library staff

24
Disaster Team
  • The disaster management team will depend on
    individual institution size, resources staffing
    patterns
  • Staff selected should have experience with
  • Administration activities, i.e., public
    relations, finance, personnel
  • The physical building, i.e., building proctor
  • The collection and materials
  • Preservation practices
  • Library services, including reference,
    circulation ILL
  • Computer services

25
Disaster Team
  • Example from CSU Libraries
  • Disaster response recovery coordinator
  • Building proctor
  • Collection recovery coordinator
  • Services recovery coordinator
  • Computer systems recovery coordinator
  • Documentation manager
  • Bibliographic services manager
  • Library personnel specialist

26
Disaster Team
  • Example from CU Libraries
  • Head of Preservation Department
  • Head of Administrative Services (Member of
    Cabinet, Building Proctor)
  • Asst. Building ProctorFinance
  • Asst. Building ProctorBuilding issues
  • Head of Security
  • Circulation
  • Reference
  • Branches /Special Collections representative
  • Systems (new)

27
Disaster Team
  • At CSU Libraries there are 2 disaster teams
  • Disaster Preparedness Team
  • Disaster Response Recovery Team
  • Expanded membership with auxiliary staff members

28
Disaster Team
  • ?At CU-Boulder Libraries
  • ? Our Emergency Planning Committee has just
    about completed its work
  • ? We are in the process of forming an Emergency
    Recovery Team whose mission is to train others,
    practice and drill.

29
Risk Assessment
  • Identify and assess risks
  • What is the likelihood of something occurring?
  • If something were to occur, what would be the
    loss?

30
Risk Assessment
  • ?Compile and keep up-to-date past incidents
  • ?Use your own experience
  • ?Natural disasters?
  • Local and State Emergency Managers have much of
    this material
  • ?Man-made risks?
  • Local agencies (police, fire, records)

31
Risk Assessment
  • Survey Building
  • Site of building
  • Landscape
  • Building materials and structure
  • Fire Protection (sprinklers, type)
  • Utilities (water, electrical, HVAC)
  • Custodial
  • Security
  • Communication Systems

32
Switch powerpoint presentations!
33
Risk Assessment
  • Prioritize risks (on a scale of 1-5)
  • The type of threat x likelihood x value of loss
  • Main stacks
  • Vanadalism X very likely x little loss
  • 4 x 4 x 2
    32

34
Risk Assessment
  • Prioritize risks (on a scale of 1-5)
  • The type of threat x likelihood x value of loss
  • Special Collections
  • Water Damage X very likely x loss
  • 4 x 4 x 5
    80

35
Risk Assessment
  • The conclusion of the Assessment should be to
    know
  • Where are my biggest risk?
  • Take preventative actions or regularly monitor or
    alarm those risks.
  • What can we do to bring the greatest good

36
Disaster Plan
  • Elements of a disaster plan
  • Quick Reference Guide
  • Procedures for immediate response to most common
    disasters
  • Done with Security and Building personnel
  • Basic information
  • Emergency phone numbers
  • Phone tree
  • Building proctors
  • Post evacuation meeting locations
  • Location disaster supplies
  • List of vendors
  • Floor plans with fire alarms, exits, etc.

37
Disaster Plan
  • Elements of a disaster plan
  • The disaster team and list of responsibilities

38
Disaster Plan
  • Elements of a disaster plan
  • Collection recovery priorities
  • Priority 1 Irreplaceable materials
  • Priority 2 Materials essential to provide basic
    services or to library operation, materials
    required by law
  • Priority 3 Replaceable materials, i.e., core
    collections, areas of excellence, materials of
    high research value
  • Priority 4 Nice to have, but not essential
  • Priority 5 Do not salvage list

39
Disaster Plan
  • Elements of a disaster plan
  • Disaster scale recovery operations
  • Level 1 Emergency
  • Minor incidents that do not interrupt library
    operations
  • Handled by minimal staffing in less than 4 hours
  • Any damaged materials are handled in house

40
Disaster Plan
  • Elements of a disaster plan
  • Disaster scale recovery operations
  • Level 2 Small disaster
  • Limited to isolated area
  • Damages less than 100 items
  • Requires 1-3 staff members
  • Disruptions resume within a day
  • Supplies available in house
  • Damaged materials treated in house

41
Disaster Plan
  • Elements of a disaster plan
  • Disaster scale recovery operations
  • Level 3 Medium disaster
  • Damages less than 500 items
  • Service operations resumed within 48 hours
  • Outside vendors may be needed
  • Level 4 Major/large scale disaster or wide-area
    disaster

42
Disaster plan
  • Contacts Web, email and phone,
  • Libraries contacts
  • Facilities or Local contacts
  • State contacts
  • National contacts
  • Vendors of emergency supplies and services

43
Disaster plan
  • Vendors of Supplies
  • What to have on site?
  • What would you need most?
  • How would you get it during an emergency?
  • Establish connections?
  • Would you need ready cash credit card?
  • Rental agencies

44
Disaster plan
  • Vendors of ServicesLocal services
  • Just drying out a carpet? Removing wet carpet?
  • Response time? 24 / 7?
  • Larger companies
  • Belfor
  • BMS CAT
  • Munters

45
Selecting a Vendor
  • Do they have experience with Library
    Collections?
  • Does your agency have experience working with
    them?
  • Do they provide conservation services or could
    you direct them to use certain conservators?
  • Materials they use (chemicals)
  • Amount of personnel and equipment they might have
    to dedicate?

46
Disaster Plan
  • Elements of a Disaster Plan
  • Procedures for disaster recovery
  • General Guidelines
  • The Pack-out
  • Recovery of mold materials
  • Freezing of materials
  • Vacuum freeze drying
  • Vacuum drying or thermal vacuum drying
  • Wei To Book Dryer Insect Exterminator
  • Freezer drying
  • Desiccant dehumidification
  • Air drying of materials
  • Guidelines for non-paper materials

47
Disaster Plan
  • Elements of a Disaster Plan
  • Procedures for disaster recovery
  • Recovery from a fire disaster
  • Charring and burning of materials
  • Soot damage
  • Heat damage
  • Smoke damage
  • Fire Information sheet
  • Fact sheet on portable fire extinguishers

48
Disaster Plan
  • Elements of a Disaster Plan
  • Procedures and specifications for rehabilitation
    of dried materials
  • Post-disaster procedures
  • Disaster report form
  • Procedures for testing the disaster plan

49
Disaster Response
  • The actual response to an emergency or disaster
    depends on
  • Scope of the disaster
  • Nature of the disaster
  • Timing of the disaster
  • Part of the facility and collection affected
  • Staff available for response
  • Available supplies and equipment

50
Disaster Response
  • The speed and manner of disaster response is
    often critical to the recovery, rehabilitation,
    and final outcome.

51
Disaster Response
  • Disaster response activities include
  • Stabilize the environment
  • Is the HVAC working?
  • Control the temperature humidity
  • Increase ventilation
  • Turn on air conditioning if possible to retard
    mold
  • Safety or security problems?
  • Arrange for environmental testing
  • Continue environmental monitoring of the whole
    building

52
Disaster Response
  • Assess the situation
  • Conduct the walk through
  • Structural damage?
  • Level of damage to the collections
  • Provide documentation and photographs
  • Review service areas and other patron accessible
    areas
  • Review staff offices and work space

53
Disaster Response
  • Estimate time of reoccupation or need for
    relocation site
  • Define the recovery window
  • Perform initial recovery preparations
  • Identify staging area for collection recovery
  • Setting up a command center and/or off-site
    recovery area
  • If necessary, activation of the disaster plan

54
Disaster Recovery
  • Disaster recovery includes all operations after
    the initial response including restoration of the
    collections and/or services

55
Disaster Recovery
  • Provide continuity of service for
  • Reference
  • Circulation
  • Interlibrary Loan
  • Computer access to online catalog and electronic
    resources
  • Other patron services, i.e., childrens story
    hour

56
Disaster Recovery
  • Restore the collection
  • Gather data on the collections
  • Type of materials
  • Status of online database
  • Record of holdings
  • Typical information the insurance folks might ask
    for
  • Decide the immediate action plan
  • Salvage priorities
  • Instructions for special formats
  • Availability of supplies and equipment
  • Vendor or in-house recovery

57
Disaster Recovery
  • Create implement a plan for processing
    materials back into the collection
  • Review options restoration, repurchase, gifts,
    discard and start anew, alternate format (ILL or
    IT)
  • Review specifications, staffing, budget, space,
    supplies, etc.
  • Determine the role of experts or consultants

58
Disaster Recovery
  • Time for recovery may be as short of a few hours
    or up to several years.
  • Whatever the damage, the collection will never be
    exactly the same

59
Disaster Follow-up
  • All activities performed to mitigate another
    disaster, including
  • Modification of the disaster plan
  • Change in policies and procedures
  • Revision of the disaster management team
  • Retraining of staff
  • Modification of the facilities
  • Assessment of risk management needs
  • Review of insurance needs

60
Disaster Plan Testing
  • Planning a test
  • Identify scope, objectives, format
  • Determine type of test
  • Set time and duration
  • Scheduled or unscheduled??
  • Identify participants
  • Establish reporting and evaluation process
  • Anticipate outcomes

61
Disaster Plan Testing
  • Types of tests
  • Checklist testing
  • Short planned drills, i.e., fire drill
  • Table top exercise (talk through the exercise)
  • Pre-planned exercise
  • Simulation testing (disaster is acted out)
  • Full disaster plan test

62
Disaster Response Exercize
  • The Colorado public library
  • The Questions
  • What needs to be done next?
  • What are the unknowns?
  • What are the major concerns for the library
    staff, building, environment, collections and
    service?
  • What strategy for recovery would work best?
  • What are the options for restoration of the
    collection?
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