DISASTER PREPAREDNESS, RESPONSE

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DISASTER PREPAREDNESS, RESPONSE RECOVERY

• CAL Pre-Conference November 9, 2006

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Presenters

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

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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

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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

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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.

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Emergency Quick Reference

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

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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)

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Definitions

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

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Cause of Disasters

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

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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

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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

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Disasters

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

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Elements of a library disaster

• ? Safety and security of people
• ? The building
• ? Business records for business continuity
• The collections
• ? Library services

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Elements of a library disaster
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(No Transcript)
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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.

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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

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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.

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Disaster Planning

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

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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
  

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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

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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

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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

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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

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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

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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)

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Disaster Team

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

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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.

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Risk Assessment

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

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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)

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Risk Assessment

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

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Switch powerpoint presentations!
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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
  

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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
  

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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

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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.

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Disaster Plan

• Elements of a disaster plan
• The disaster team and list of responsibilities

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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

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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

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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

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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
  

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Disaster plan

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

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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

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Disaster plan

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

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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?

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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

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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

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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

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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

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Disaster Response

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

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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

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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

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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

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Disaster Recovery

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

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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
  

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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

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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

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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

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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

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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

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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

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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?