State Library of Louisiana & Public Libraries’ Response to Hurricanes: Lessons, Issues and Strategies

1. State Library of Louisiana&Public Libraries’Response to Hurricanes: Lessons, Issues and Strategies Rebecca Hamilton State Librarian State Library of Louisiana

2. Lessons Learned Existing emergency plans are inadequate. Business continuity was not a focus of library disaster planning. Traditional lists of staff home phone numbers are inadequate. Library’s role is to be a communications hub and to provide information.

3. State Library Response • Be central clearinghouse for information about libraries, for libraries and for library staff. • Act as spokesperson to the national media for information about libraries in the state • Coordinate donations and “adoption” services • Provide whatever is needed: technical support, staff, office space, website hosting, etc. • Provide support and direction

4. State Library Support & Direction • Legislative auditor provided training in FEMA process; • Hosted SOLINET (now LYRASIS) disaster planning workshop; • Established secure Extranet for public libraries to post disaster plans; and • Compiled information for lawmakers on damages, costs of rebuilding, library needs.

5. Role of Public Libraries in their Communities • Internet access, help with computer use; • Food, phone, fax; • Listen and offer support; • Temporary cards; • Story hours at shelters; • Normalcy; and • Distribution point for other relief agencies.

6. “Libraries are not essential services” – FEMA, Cameron Parish, 2006

7. Public Libraries as First Responders • Coordinate with local emergency management services. • Be “at the table” in all local planning sessions before the disaster hits. • Promote what the library can do to help. • Portray yourself as a communications hub, not as a book storehouse. • Have your own records in order.

8. Basic Library Records • Payroll, timesheets; • Contact information, cell and landline phone numbers, PIN numbers, more numbers; • Inventory of building, collections, property; • Copies of insurance policies; and • Disaster recovery services contracts and agreements.

9. Gustav and Ike Three Years Later

10. Everyone Better Prepared • Contact information; • Web site ready-to-go; • Blog; • Backup server in Monroe; and • New IT infrastructure.

11. State Library IT Preparations • The State Library systems never lost power. • We were up when the rest of state government was down for five days. • We had other state agencies and state officials sitting in our parking lot with laptops using our wireless connection.

12. IT Preparations: Used • Generator Power; • Server Room; • Backups; • Backup server; • Disaster website; and • Wireless access.

13. IT Preparations: Not Used • Matching servers so hardware was interchangeable; • Secured non-essential servers in closet; • Core services backed up identically on all servers; • Tape backups stored in safe, in closet and off site; and • Inexpensive backup hard drive.

14. Next Steps • Portable generator to run laptops; • More functionality needed for backup server in Monroe; • Set up command center with cable, Internet, computers, phones, printer, etc.; • Develop pre-written press releases and media alerts for local media.

15. Rebecca Hamilton State Librarian State Library of Louisiana rhamilton@crt.la.gov 225-342-4923