Immediate Response Steps
A. Emergency Reporting Procedures
B. Disaster Response Team Leader Responsibilities
C. Ensuring Safety
D. Halting Damage
E. Stabilizing the Environment
F. Evaluating the Extent of the Damage
G. Planning the Recovery Strategy
H. Activating the Disaster Response Team
A. Emergency Reporting Procedures
In an emergency, these departments or individuals should have been notified:
· Library Security: 258-3221
· Dottie Pearson, Associate University Librarian for Administrative Services (AUL): 258-3215 (W); 924-1563 (H)
· Public Safety: 911
If the emergency has affected or may affect library materials in Firestone or a branch library, also notify:
· Robert Milevski, Disaster Response Team Leader: 258-5591 (W); 609-497-0742 (H)
In reporting the emergency, remain calm, and provide the following information:
· Nature of the problem
· When the problem started and if it is still occurring
· Location of the problem
· Your name, location, and phone number
Stay on the phone until you have provided all the necessary information. Do not be the first to hang up.
B. Disaster Response Team leader Responsibilities
The Disaster Response Team Leader is responsible for addressing problems affecting library collections. During disaster response, the authority of the Disaster Response Team Leader supercedes that of all other library personnel in matters relating to salvage of the library's collections. The AUL for Administrative Services shall handle problems related to the building (e.g., broken pipes, leaking roofs).
The Team Leader:
· Reports to the location of the emergency
· Ensures that Library Security, Public Safety, the University Librarian (UL) or Deputy UL and the AUL for Administrative Services have been notified of the emergency
· Sets up a command post with access to a telephone
· Activates the Disaster Response Team as soon as possible, or waits to do so until some or all steps have been taken to ensure safety, halt damage to collections, and stabilize the environment
C. Ensuring Safety
Do not enter the affected area until Environmental Health and Safety staff
has ensured it is safe
to do so, The Disaster Response Team must ascertain that Environmental Health
and Safety staff has taken the following steps, as necessary, to ensure safety:
· Turn off electricity in affected areas
· Turn off water supply if it continues to run into the affected areas
· Ensure that no chemicals, mold, or sewage present health risks
· Block access to unsafe areas
D. Halting Damage
Shield library materials from the source of water by:
· Covering library materials with plastic sheeting if water is coming from above
· Making a barrier dam to keep water away from materials if flooding is from below
· Moving undamaged materials to another location if they are in jeopardy from water flow or high relative humidity
E. Stabilizing the Environment
Work with Facilities and Engineering staff to:
· Keep temperature below 65%, lower if possible, by:
· Turning down heat or turning up air conditioning
· Opening windows if outside is colder than inside
· Keep relative humidity below 35% by:
· Running dehumidifiers
· Running fans to keep air circulating
· Removing water-soaked materials such as books, carpeting, and ceiling tiles
· Removing standing water using wet-vacuums and/or mops/squeegees
· Monitor the temperature and relative humidity for at least 72 hours.
F. Evaluating the Extent of the Damage
Identify the types of materials damaged and estimate quantities, e.g.,
· Books
· Unbound paper
· Photographic and micrographic materials
· Magnetic media
· Non-book, non-paper collections
Identify the nature of the damage, e.g., materials are:
· Damp
· Wet
· Muddy
· Smoke damaged
· Fire damaged
· Mold damaged
Sketch on the floor plan or make a list of the call number ranges involved
G. Planning the Recovery Strategy
Determine priorities among damaged materials taking into consideration:
· Importance to the collection
· Chances for successful recovery
· Availability of replacements
Collection priorities will be established in conjunction with the appropriate bibliographers and selectors
Determine what recovery methods will be used, e.g.,
· Air drying
· Freeze drying
· Dehumidification
· Cleaning
· Whether work will be done on site by staff or by an outside agency
Determine what resources are needed for the salvage operation:
· Labor (Disaster Response Team, Facilities, other volunteers)
· Work space (e.g., staging area near loading dock, large open space for air drying books, well-ventilated spaces
· Supplies and equipment (e.g., books trucks, fans, tables, wet-dry vacs, paper towels, blotting paper, etc.)
· Freezer space (local)
· Recovery services (regional and national)
H. Activating the Disaster Response Team
The Team Leader uses the Disaster Response Team List to notify members. One person on the Team may be designated to call the others. Team members should be told:
· The nature of the emergency
· Location of the emergency
· Where the Team will gather
When Team members have gathered, the Team Leader:
· Apprises the Team of the emergency and outlines the salvage strategy
· Reviews salvage procedures
· Assigns tasks, including:
· Documentation of damage
· Salvage tasks
· Retrieval of supplies
· Communication with Library and University officials