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About the Library—Disaster PlanDisaster Plan in Word Format Stanley LibraryDisaster Prevention and Recovery Plan Dedication INTRODUCTION Stanley Library, in conjunction with the policies and procedures of Ferrum College, seeks to make its facilities as safe as possible. This disaster plan will aid in that aim by providing guidance in time of an emergency. While the plan does not address all disasters by name, the general procedures outlined will help in a response to any situation that may occur. The disasters that are addressed in this document are those that are most likely to happen in our situation. Future editions of the plan may well wish to add details for other disasters. The working definition of “disaster” for this plan is: any threatening event (e.g. fire, water pipe breaking, and medical problem) that requires immediate attention. If the person discovering the event can take care of the situation, no further notification may be necessary. If the event cannot be handled by the discoverer, then the Emergency Call List should be used to set in motion the disaster plan. At any point that the event becomes controlled, further use of the plan may be scaled back or even curtailed entirely. Personal safety is the top priority in all possible disaster responses by Stanley Library. This includes all library staff and patrons who might be present at the time of an event. While the collection and equipment are undoubtedly very valuable, of course, they are not worth risking the loss of a human life. The material items can be replaced in one way or another, but the life cannot. Therefore, all the procedures outlined in the plan assume this to be a top priority before taking any steps to mitigate the problem at hand. To help prepare them for a response, the staff is encouraged to take CPR and first aid training on a regular basis. This is to be considered such a priority that it is treated as in-service training done on library time and at college expense. Other emergency training is also encouraged, such as use of the fire extinguishers housed in the library. The plan calls for the collection of certain supplies to be on hand or readily available on the college campus. It is up to the library staff to look at this list and decide what is needed in our situation. Consulting with Housekeeping and Maintenance staff will help in this by identifying what is already on campus that could be used in time or emergency. Any supplies or equipment added that need any special training to use should have prompt attention by the whole staff. Since all staff will have copies of the plan for their study and use, all staff should be ready to do what they can with the equipment and supplies on hand to help deal with the emergency. Posted on the library web site, the plan will be shared with all departments on campus for their knowledge and input on future editions. This is especially important in reference to Housekeeping and Maintenance. Not only is their help and advice requested on many aspects of the plan, it is absolutely required in some areas. This assistance is vital in connection with the suggested survey of the building to look for items that could cause problems if not repaired or replaced or kept clean. Day to day housekeeping is important to keep the building safe as well as neat. This help by these departments needs to be an ongoing procedure with a schedule set up for inspections on a regular basis. The Ferrum Volunteer Fire Department will be provided copies of the plan and have been consulted about the fire response plans. They will be given a tour of the library so that they can be aware of the priorities that have been set. When this has been completed, they will know where to concentrate their efforts in time of a fire. In co-ordination with this mutual planning with the Ferrum VFD, the Ferrum Rescue Squad and the Franklin County Department of Public Safety will also be given copies of this plan. This disaster preparedness plan is being posted on the web for ease of use and easy in updating the document. This latter situation will surely happen as personnel change, phone numbers change, and other changes occur. There may be additions to the plan as well as revisions of some sections. Because of these needs it was felt that the electronic form was the correct way to distribute the disaster plan. Stanley Library has received permission from the following organizations to reprint the various charts, checklists and other materials included in this plan: Southeastern Library Network (SOLINET), AMIGOS, Northeast Document Conservation Center, National Fire Protection Association (NFPA), Neal-Schuman Publishers, Library of Virginia and MBK Consulting. This permission is only for use of these materials in this disaster plan. A special thanks is given to PROTEXT for copies of a document that is included. On the following pages are copies of risk assessments for the library’s location and of the library itself. These are included as a reminder that there are disaster possibilities other than the ones addressed specifically in this plan.
RISK ASSESSMENT: FACILITIES Rate your institution for these common problem areas which can leave you vulnerable to disaster. Rate each on a scale of 1 -5: 5 = Has been ongoing area of concern
Rating Disaster Notes ______ Leaky or damaged roof ____________________________________________ ______ Clogged/damaged gutters, drains _____________________________________ ______ Old plumbing and pipes ____________________________________________ ______ Unmaintained heating system ________________________________________ ______ Faulty, inadequate wiring ___________________________________________ ______ Inadequate or no smoke/heat detectors _________________________________ ______ Inadequate or no fire suppression system _______________________________ Emergency Preparedness & Recovery
RISK ASSESSMENT: LOCATION Assess your institution’s vulnerability to the following destructive forces based on location. Use a scale of 1 – 5 for each to indicate possibility of occurrence: 5 = Strong probability/has occurred before Rating Disaster Notes ______ Severe weather ___________________________________________________ ______ Tornado _________________________________________________________ ______ Flooding ________________________________________________________ ______ Hurricane ________________________________________________________ ______ Earthquake ______________________________________________________ ______ Fire ____________________________________________________________ ______ Pest invasion _____________________________________________________ ______ Vandalism _______________________________________________________ ______ Hazardous materials/radiation accidents ________________________________ ______ Chemical accidents ________________________________________________ ______ Transp. Accidents (railway, freeway, air) ______________________________ ______ Bomb threat ______________________________________________________ ______ Terrorism ________________________________________________________ Emergency Preparedness & Recovery
EMERGENCY PROCEDURES – GENERAL 1. Assess the situation. The person who discovers the emergency needs to assess the situation to determine the nature of the emergency and the extent of any action required. The need for assistance by others should be part of this determination. 2. Notify responsible staff. a. During working hours, contact the library director, ext. 4428, (or person on duty nights and weekends) for an on-site inspection. b. During off hours, use the Emergency Call List to notify the correct person (s). 3. Determine damage. a. If only a minor situation, the person (s) finding the problem or the first person(s) notified may be able to handle such things as putting out fire in a waste basket or shutting off water to a leaky faucet. b. If the situation warrants a disaster being declared, the following steps should be taken: 1) Clear the building/area of all patrons and staff not needed to respond. 2) Determine what other personnel are needed. Refer to the Emergency Call List to notify library staff and other needed college personnel. 4. Establish a command post. a. Use the Library director’s office if the building is intact. b. Set up a place outdoors out of danger area if the building is not accessible. 5. Assemble/obtain the necessary supplies and services. 6. Secure the building from anyone not required to have access to it. 7. Gain clearance, when it is required, to enter the damaged building to start the response procedures. 8. Make a detailed as possible damage assessment, using cameras, video tapes, written notes, etc., to secure good documentation of the extent of the damage both to the building and its contents. 9. Stabilize the building as needed. a. Shut off and repair utilities. b. Stabilize leaning or collapsed shelving. c. Remove debris. d. Work with the health department and others on cleanup of sewage, chemicals and other possible contaminants. 10. Stabilize the building environment. a. If heating/air conditioning is working, set the system to maximum cooling and dehumidification to reach and maintain temperature below 70 degrees and relative humidity below 50 degrees. b. If H/AC is not working the following can help until the equipment is fixed: 1) If the outside temperature is cooler, open windows. 2) Remove as much of the wet materials as possible. 3) Use as many fans as possible to aid in evaporation. 4) Pump or wet-vacuum as much standing water as possible. c. Set up procedures to monitor the temperature and relative humidity at least every four hours. d. Long term controls. If these are necessary, see the list of contractors in the Appendix who can bring in equipment to bring the humidity under control. 11. Put into action the plan (s) for recovery. See specific plans presented on subsequent pages in this document. SPECIAL NOTE: The Northeast Document Conservation Center (NDCC) offers an emergency assistance program for institutions and individuals with damaged paper-based collections. Information provided at NO CHARGE, includes advice on drying wet collections and dealing with damage from fire, pests or mold. Referrals to commercial disaster recovery providers experienced with library and archive collections can also be provided. Call (508) 470-1010, day or night, seven days a week. For more information and updates check the NDCC web site at:
FIRE EMERGENCY PROCEDURES 1. During the fire: a. If the fire is small and contained: 1) Activate the local fire alarm if not already sounding off. 2) Call 911 to report the fire. 3) Call Campus Police. 4) Disconnect any electrical equipment that may be on fire and if it is safe to do so. 5) Attempt to put out the fire with a fire extinguisher. 6) Do not let the fire come between the firefighter and the exit. 7) Contact the library director or the next individual on the Emergency Call List. b. If fire occurs in an occupied building: 1) Activate the local fire alarm if not already sounding off. 2) Call 911 to report the fire. 3) Evacuate all staff and patrons. a) If necessary, cover faces with wet cloths to help with breathing. b) Keep close to the floor, moving on hands and knees if necessary. c) Do not open warm or hot doors. d) Account for all persons who had been in the building. e) Check every room possible. 4) Close doors and windows to help contain fire from other areas. 5) Be ready to have keys and locational guides available for the fire department. c. If fire occurs in an unoccupied building: 1) Call 911 to report the fire. 2) Notify library staff using the Emergency Call List. 3) Do not enter the building. 4) Be ready to have keys and locational guides available for the fire department. 2. Following the fire: a. Follow the recovery procedures found in the Recovery Section of this Document. b. Be sure to have heating/air conditioning checked out to see if it is operational and free of soot resulting from the fire. c. Recharge fire extinguishers if necessary. The fire department may be able to help prevent water damage from their firefighting efforts if they are shown or told where the plastic sheeting is stored. It is possible that they will be able to get to the plastic and use it as well as any tarps that they may have with them to cover at least some of the furnishings.
WATER EMERGENCY PROCEDURES 1. Determine the source of the water. a. If there is more than a very small leak that could wait for attention, contact: 1) Maintenance at ext. 4250 during their regular hours of 7:00 AM to 3:00 PM, Monday-Friday. Ask for the plumber, and others if needed to come. 2) Campus Police at ext. 4444 after regular hours and they will in turn alert the appropriate Maintenance personnel to respond. b. If materials are threatened, contact the Library Director or use the Emergency Phone List (if after hours) to get staff to help with the situation. 2. Cut off electricity to affected area (s). No one should walk through water until an appropriate safety officer has determined it to be a safe area. 3. Protect the collection while waiting for assistance to arrive: a. If water is coming from above, get the plastic sheeting to cover affected areas, Cabinets, computers, shelves, etc. b. If water is coming in on the floor, use book trucks to move materials to safe locations. 4. Use wet-vacs to remove any standing water. 5. Reduce temperature and humidity and increase air circulation. See the general procedures for more details. 6. Be especially concerned with mold as a problem for materials that have been wet. 7. Reduce any possibility of water damage to items temporarily stored on the floor of the library by having a supply of light weight (preferably plastic) pallets available for use. These could be put down when items had to be stored on the floor. Examples would be items ready for the bindery (in Tech Services) and copier and computer paper (in the Receiving Room). Experts say that items should be stored at least four (4) inches off the floor. NOTE: One the greatest potential sources of extensive water damage is that done by the fire department when fighting a fire. There is no way that they can do their job without this consequence. If the library building had included a sprinkler system when it was built, there would be much less potential water damage. Modern sprinkler systems are designed to be set off only at the fire scene, not everywhere at once. If an extensive remodeling project is done in the future, installation of a sprinkler system should be a high priority. Such a system would help to lessen both fire damage and water damage. In the event of a major fire in the library or elsewhere on campus, water supply could be a problem. Consideration should be given to installing a dry hydrant on Adams Lake. This would give all the water needed and not exhaust the town water system. The Franklin County Public Safety Department is in the midst of installing such devices throughout the county and might be able to provide some financial assistance for such a project.
MEDICAL/HEALTH EMERGENCY PROCEDURES 1. Survey the scene. a. Determine if it is safe to assist the victim (s). b. Determine what has happened, including how many persons are involved in the incident. 1) If a victim is conscious, interview the person to determine what happened and the extent of the illness or injury. 2) If a victim is unconscious, look for clues to determine what happened and the extent of the illness or injury. Bystanders can often give much help in this matter. 3) Look for a medical alert tag at the victim’s neck, wrist or ankle for any information that can be helpful. 4) Use personal protective care when approaching the scene. For example, use protective gloves to prevent contact with any body fluids; use a pocket mask if rescue breathing becomes necessary. Both of these protective items are in or near the First Aid Kit at the Circulation Desk. 2. If the incident is MINOR and can be handled by the library staff: a. Follow first aid procedures as trained. b. Reassure on-lookers that the situation is under control, but be ready to ask them for their help if that is necessary. c. Do not apologize for, or accept any responsibility for, an accident. 3. If the incident is MAJOR (for example: broken bone, severe chest pain, person is or becomes unconscious, shortness or breath, etc.) a. Conduct a primary survey: Check for unresponsiveness and life-threatening conditions. Check the victim’s airway, breathing and circulation as per CPR/First aid training. b. Call 911 for assistance. 1) If possible, have a bystander call for help and give the dispatcher information on what happened, where the incident occurred, the phone number, the number of victims, what help is being given to the victim and any special problems either at the scene or likely to be encountered enroute by the rescue squad. 2) If you are alone, leave the victim only long enough to call for help (with above information) and then return immediately to care for the victim. Even CPR should be delayed if you are alone. It is vital to get the advanced life support crew on the way as soon as possible! 3) Have someone meet the ambulance if possible. This will make sure that the rescue personnel reach the right place in the building as soon as possible when they arrive. c. While waiting for the rescue squad, continue to treat any life-threatening conditions found in the primary survey, such as no breathing, no pulse, or major bleeding. d. If no life-threatening conditions are found, do a secondary survey: check for non life-threatening conditions that may become life-threatening if not treated right away. Interview the victim is possible, check the vital signs if trained to do this and equipment is available, and do a head-to-toe exam. e. Remain calm. Reassure the victim, staff and by-standers. Keep the curiosity seekers away from the victim. The victim’s right to privacy should be protected. f. Do not move an unconscious victim except in the event that the scene becomes unsafe for the patient and the rescuer. If you do have to move someone, be sure to stabilize the neck and spine if you have ANY suspicions of an injury in this area. g. Maintain the confidentiality of the situation except as needed to report to the rescue squad or other proper authorities. 4. It may be necessary to have a staff person go with the victim to the hospital. An example of this would be to help care for a minor until the parent (s), or the responsible party can reach the hospital. 5. Offer to do any notification of family or friends for the victim. 6. Complete an incident report form if required.
COMPUTERS Because our Integrated Library System is provided by the ACA Shared Catalog, library data is stored and backed up by the computer services staff of the University of the South. Our main concern with computers will be the machines themselves and any important files related to individual employees. All library staff have college provided USB drives for backing up crucial data, and everyone is encouraged to store these backups off site. Surge protectors are used most places in the library and they should be in all places. Power surges and static electricity cause many more problems for computers than do natural disasters. The latter cause only three (3) percent of the catastrophes that happen to computers. Passwords are stored by the director on his computer, and backed up on a USB drive stored off site. This file is also shared with the two department heads. Hardware and software salvage. It may be possible to do some software retrieval from water damaged hard drives or disks, but the best strategy is to make frequent backups. If the hardware is dried, cleaned and refurbished by knowledgeable technicians, it may be safe to be used again. It should be tested very thoroughly prior to any reuse.
MOLD Mold is not an immediate threat that requires activating the Emergency Phone List procedures. The Library Director, or his/her designee, should be notified, however, when mold is present or there is a suspicion of mold, in order to deal with the problem as quickly as possible. In the Recovery section of this plan, there is a link to a Northeast Document Conservation Center technical leaflet entitled “Protecting Books and Paper against Mold.” This document would prove very helpful should the problem of mold be encountered.
UTILITIES/SYSTEMS FAILURE Our area is prone to have electrical problems, due to such situations as ice storms, thunder storms, trees falling onto lines when cut by home owners or loggers, and the occasional driver who has a power pole come up and hit him/her “right in the middle of the road.” Usually these power interruptions are short and cause few problems. However, if it is determined that the library is the only area that is having a problem, it is necessary to contact Maintenance and/or Housekeeping to help with corrections to the power system and possible clean up as a result of power outage. (See Emergency Phone List for numbers.) This latter would also need to be done if a failure in the library’s heating/air conditioning system is detected. Immediate attention should be given to this problem before the breakdown causes equipment damage and thus a much longer “down time” for the system and the discomfort for everyone that would bring. While the staff and patrons do not like suck systems being down, the books have even more trouble. Books need to have a fairly constant temperature and relative humidity and suffer trying to adjust when the system is set to lower the temperature at times when the building is not in use. Even though this damage is not immediately visible in most cases, it is far better for the books to have an even temperature rather than the “up and down situation.” Temperature should be kept stable at no higher than 70 degrees and the relative humidity kept between a minimum of 30% and a maximum of 50%. The lower end of this range for relative humidity is preferred over the higher end. See Preservation of library & archival materials, Northeast Document Conservation Center, 1994, for more details. While Stanley Library does have an emergency lighting system that activates when the power is off, there is a need for portable lights in case the emergency system batteries run out of power. There have been flashlights at the loan desk in the past, but they sometimes are not available. A system of such portable lights that could include both flashlights and lanterns should be put in place and maintained.
RECOVERY – GENERAL GUIDELINES 1. If the disaster warrants outside help, a conservator should be contacted promptly for immediate consultation and/or on-site help. 2. Document the damage with photographs or video, or better yet both, before recovery starts. Written notes will be most helpful to explain what the photographic images show. 3. Before moving anything, formulate a recovery plan: a. Assign someone the position of emergency co-coordinator to carry out the plan and be in charge of the crew. b. Recovery plan: 1) Use priorities list to help determine where to start. 2) If access to some areas is a problem, start to process/pack materials that are a hindrance to the greater access. 3) If water damage is an important factor, removing wet objects first will help lower the humidity level. c. If enough people are around to help, assign team leaders and others to the teams. Remember that having too many workers actually slows down the recovery efforts, so assigning people to work different shifts may be necessary in some situations. Volunteers may have to have some quick training and close supervision to be helpful in the recovery process. 4. Be sure the area is safe before starting the recovery. Adequate air circulation and ventilation will be necessary for the workers as well as aiding in recovery of the effected materials. 5. Make sure the staff/volunteers know what is expected of them and have any necessary protective equipment. Be ready to provide medical attention if needed. This will be a stressful time so be sure staff get breaks, refreshments, and meals, and have access to restroom facilities is those in the building are not available. 6. If the disaster warrants boxing items, be sure each box is labeled as completely as possible and a separate inventory list prepared to show what is in each, where each box is presently located, and its end destination (such as storage, or recovery). 7. Work safely and continue to document recovery efforts. 8. When staff members are called to respond to help in a disaster recovery and salvage operation, they need to be aware that they will probably be working under several handicapping situations such as wet and dirty surroundings. They may have to work outside or in an unheated building. The following are suggestions for a personal equipment list for staff members:
Such things as drinking water and snacks may not be immediately supplied by the college since they need some time to respond to the disaster. However, staff needs to be aware that these items should be available in a recovery effort and someone should be assigned the responsibility of procuring such items in a timely manner.
RECOVERY – FIRE 1. It is important to remember that if a fire were to occur in the library, there would be water damage from the firefighting activities as well as damage from the fire itself. In fact, there may be more water damage than fire damage. (See section on recovery from water damage for guidelines.) 2. Before any attempt is made to remove any fire-damaged items, be sure that the building has been declared safe to enter by the fire officials. That time may not come until when they are finished and headed back to the fire station. However, they should be asked about earlier admittance if there is a special item that needs to be recovered. 3. Handle items very carefully, using plastic or rubber gloves. Wear a fresh disposable dust or particle mask during each work session. 4. Be sure that the items are cool enough to touch and to box or bag. Label the containers and keep a separate inventory of items in each bag or box. If the area of damage is only (or mainly) books, check carefully before attempting to salvage. Many books that have been exposed to fire damage (and of course also water damage) will probably not be salvageable. Many books will need to be replaced rather than reclaimed due to the brittleness, soot, and actual burning caused by the fire. Books with only water damage are more likely to be salvageable.
RECOVERY – WATER Working in conjunction with a conservator, begin the recovery/salvage efforts as soon as possible. This is especially important when mold is present or starting to appear. 1. Modify the environment: a. Lower the temperature and relative humidity by all possible means. b. Provide adequate air circulation and ventilation to provide for safety of workers as well as help push damp air out of building. 2. Procedures: a. Use Priorities List to save those materials first. b. Remove wettest objects first to help in the process of reducing the relative humidity level. c. Damp or partially wet materials have a better chance of salvage than saturated objects. Use a water moisture meter if available. d. Handle objects carefully – use protective gear. e. See Appendix for suggestions on drying and/or packing boxes for shipping to freezer. Be sure to identify those books that are to be frozen and dried from those that should not be frozen. f. Treat for mold or to prevent mold. See also the documents that follow immediately for more specific information. These have very good directions to use in salvaging wet books and materials.
SALVAGE PRIORITIES TOP PRIORITY – Human life and safety is always first! Priorities for firefighters or emergency personnel and staff: NUMBER ONE PRIORITY – COLLEGE ARCHIVES/SPECIAL COLLECTIONS ROOM OTHER PRIORITIES: Top floor: 1. College archives/special collections room (Room 301 and Wygal). 2. United Methodist Women’s archives (Room 310). 3. Gov. Stanley’s archives (Room 305). 4. Book stacks/Nave. 5. Methodist Collection (Room 301). 6. Art on walls. Main floor: 1. Shelf list. 2. Reserve materials. 3. Reference materials. 4. Periodicals. 5. Microfilm. 6. Art galleries 7. Art on walls. Ground floor: 1. Academic files in ARC. 2. Book stacks. 3. Computer Labs Lobby: 1. Computer lab. 2. Art on walls. Priorities for staff only: 1. College archives. 2. Methodist archives. 3. Special Collections. 4. Secretary’s files. 5. Reserve items. 6. Computers and other hardware.
List of Websites for Library Disaster Prevention and Recovery Supplier List from the Northeast Document Conservancy Center: SOLINET Disaster Prevention and Protection Checklist: Disaster Planning Portal, Special Library Association: American Library Association Disaster Preparedness and Recovery: Records and Documents Recovery Techniques (Florida State Library): Drying Wet Books and Records (SOLINET): Drying Wet Books (Northeast Document Conservancy Center): Emergency Drying Procedures (Library of Congress): Emergency Response and Salvage (Harvard):
EMERGENCY CALL LIST
STAFF NOTIFICATION LIST
Services | Policies | Floor Plan | Affiliations & Networks | Disaster Plan |
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