Developing a disaster preparedness plan

1. developing a disaster preparedness plan Holly Robertson Preservation Librarian University of Virginia VLA Paraprofessional Forum May 23, 2006

2. hurricane

3. hurricane

4. tsunami

5. earthquake

6. war

7. water

8. water

9. water = mold

10. fire

11. worse: wildfire landslide avalanche volcano power outage chemical spill

12. worse: From: xxxx@xxx.edu Subject: [PADG:994] not just wet books... Date: May 12, 2006 5:29:54 PM EDT To: padg@ala.org Reply-To: padg@ala.org All, I know many of us have written disaster plans that outline what we should to do when there has been a fire and some books get wet or there is an outbreak of mold after a rainy weekend. But how many of us have an 'emergency' plan that addresses what to do when there is a suspicious duffel bag left in the Lobby? Or mysterious white powder is found on the top of the circ desk one morning? Or what if a employee who was recently let go comes into the staff lounge with a loaded weapon? What happens if your network security is hacked and every computer in your systems becomes corrupted? How do staff in wheelchairs on 2nd floor and above get out of the building when the elevators are turned off in a fire situation? Do you have such an 'emergency� plan at your Library? Is your 'damaged library materials' plan (what we Preservation folk traditionally think of as a disaster plan) integrated with the 'emergency' plan? Or are they separate? Are you, as the Preservation Administrator, responsible for both? If not you, who?? Possibly the Human Resources officer?

13. why plan for disasters? to provide for the safety of patrons & staff to maintain the institution�s ability to continue functioning during & after a major emergency to reduce damage to collections to decrease the amount of time it takes to implement disaster recovery procedures

14. disaster planning strategy disaster team risk assessment prevention strategies disaster plan disaster supplies disaster response training update disaster plan

15. disaster planning strategy Resource site: http://www.lib.virginia.edu/preservation/vla-pf-disaster.html

16. 1. who: disaster team disaster team leader collections manager accountant security / safety officer human resources representative systems / automation head public relations representative risk manager facilities manager

17. 1. who: disaster team University of Virginia: Quick Response Team team leader: Preservation Librarian members from main library - Alderman (Preservation staff, Access Services staff) representatives from each branch library and Special Collections Library Facilities Management UVA Campus Facilities Management, UVA Office of Risk Assessment, UVA Office of Health and Safety

18. 1. who: disaster team National Endowment for the Humanities Preservation Assistance Grants for Small Institutions WHO: Small institutions & those that have not previously received an NEH grant WHAT: Consultations with professionals to address a specific preservation issue, need, or problem: Applicants may hire a consultant to help address challenges facing the care of humanities collections. For example, consultants can provide advice about developing disaster preparedness and response plans Education and Training: Applicants may request support to send staff members who work with humanities collections to workshops and training courses that focus on the care of collections and to workshops on disaster preparedness and response WHEN: Annual deadline in May - new guidelines available Winter 2007 HOW MUCH: Outright grants of up to $5,000 (no match required)

19. likelihood and impact of various types of disasters collections: value, location, storage, response priority & recovery estimates facility: inspection, repair / maintenance 2. risk assessment

20. SOLINET�s Disaster Prevention & Protection Checklist 2. risk assessment

21. 3. prevention strategies maintenance schedule fire detection & suppression system (wet pipe or mist) water detection systems improved collection storage security procedures housekeeping / shelf maintenance projects

22. 4. disaster plan Elements of a Disaster Plan Prevention Planning Response Recovery

23. Quick instructions: emergency information sheet 4. disaster plan

24. 4. disaster plan Communication Strategy

25. 4. disaster plan Facility floor plans Location of: keys supplies fire alarms, fire extinguishers, smoke /fire detectors, sprinklers shut off and master switches for gas, water, power, HVAC emergency exits

26. Collection Salvage Priorities 4. disaster plan

27. Instructions for response to specific disasters: fire water leak flood suspicious activity earthquake 4. disaster plan

28. Instructions for recovery of specific collection material: 4. disaster plan

29. emergency evacuation procedures record keeping forms resource / supply inventories accounting information insurance information 4. disaster plan

30. 5. supplies & resources

31. 5. supplies & resources

32. 5. supplies & resources

33. 6. disaster response training fire extinguisher certification in-house disaster preparedness training disaster preparedness & recovery workshops for library staff (SOLINET, CCAHA, AIC, NPS, etc.) Disaster response and salvage simulation training

34. 7. revise disaster plan