BERTRAND
LIBRARY DISASTER PLAN
Disaster Plan #1, June 1994; Revised
January 2000; Updated June 2005
Table of Contents
Introduction
A
disaster plan is an essential component of sound asset management for
university libraries. Many disasters, such as severe weather, cannot be
prevented, but sensible planning mitigates damage from such an event if it
should occur. On the other hand, rigorous prevention and protection measures will
prevent many small collection emergencies from escalating into costly big ones.
Most
academic institutions recognize that the value of library collections is often
second only to the campus buildings. In university libraries, books are
estimated at a replacement cost of $75-$100 each. Added to this is the cost of
replacing computers and other equipment, software, manuscripts, furnishings,
photographs, rare books and other materials. Some of the library's collection
may consist of unique, irreplaceable items. Clearly, the most sensible approach
is to prevent disasters from striking and to react calmly and logically if the
worst should happen.
This
disaster plan and set of procedures will guide the staff of the Bertrand
Library if it should need to respond to emergencies in the collections. The
plan has been developed with the assistance of many staff members and
university staff working with experienced consultants. It is, however, a
working document and will be revised many times as the Disaster Response Team
works with it and makes changes to fit the needs of the library, the staff, and
the collections.
The
Disaster Response Team is responsible for keeping the plan current and
responsive to library collections and concerns. The chair(s) of the team will
make any changes necessary and disseminate new information such as staff name
changes or new telephone numbers. The team will review the entire plan
regularly making suggestions to improve it. All staff will receive revisions
and will be educated about how to incorporate them into their own copies of the
plan.
The
Disaster Response Team is responsible for swift, educated, and calm response to
any collection emergency, and will keep itself current about emerging disaster
recovery techniques and developments. The team chair(s) will be responsible to
the Associate Vice President for Information Services and Resources and will
report all changes in the plan as well as any concerns or problems related to
disaster preparedness. The chair(s) will communicate frequently and clearly in
time of emergency so that the Associate Vice President will be informed about
all response and recovery operations.
The
Emergency Section of the Disaster Plan contains concise information for any
Library staff member who must respond effectively to an emergency in the
library. Often staff who have had little or no training in emergency response
must initiate the call. They will need directions that are easy to follow and
are what the Associate Vice President and the Disaster Response Team have
determined are best. The Emergency Section describes precisely how a staff
member should respond and who is to be called. Emergency numbers are listed,
and a telephone tree is included, as is an alphabetical listing of key people.
Laminated copies of these procedures should be disseminated widely and kept
where staff can find them easily.
The Emergency
Procedures are a brief step-by-step set of directions for fire, water,
power outage, or vandalism threats to the Library collections.
The Emergency
Priority Notification List is a listing of the titles, names, and telephone
numbers of people in the order in which they are to be notified if there is a
collection emergency. Each person has a backup. It is up to these people to
keep each other informed about absences or vacations so a gap in communications
will not occur in times of emergency. If neither person on the priority
notification list can be reached, the caller must proceed to the next person
AND notify each successful contact about those who were unreachable.
The Emergency
Notification Telephone Tree is a graphic representation of those who are to
be called and how the notification of the emergency will be handled. This assures
that communication does not break down. Each person on the tree has a
responsibility for ensuring the notification of the next person on the list and
must continue calling until someone is reached or the designated backup is
contacted. Communication is key to the success of a disaster response.
The Emergency
Telephone Numbers ensure that all staff key to an effective response are
listed in alphabetical order so numbers can be located readily at times of
stress.
University
security experts have been educated about the disaster preparedness process and
have contributed to the creation of the plan. Public Safety, Facilities, and
the Lewisburg Fire Department have been provided with a copy of the plan.
Emergency Procedures
Post these emergency instructions at all staff telephones and public
service points. In case of an emergency that threatens library materials, do
these things first.
1. Pull
the fire alarm at the first sign of smoke.
2. Call Circulation Ext. 71882 or Reference Desk; Ext. 71462 or Tech
Desk; Ext. 77777
3. Desk calls Public Safety; Ext. 71111
4. Follow prescribed procedures for evacuating staff and patrons.
5. Close doors as offices are evacuated.
6. Desk initiates the Disaster Phone Tree (see reverse) FROM A SAFE LOCATION.
1. Call
Circulation Ext. 71882 or Reference Desk; Ext. 71462 or Tech
Desk; Ext. 77777
2. Desk calls Physical Plant; Ext. 71911
3. Desk calls Nancy Dagle; Ext. 71342 (H)523-0639
or Gene Spencer; Ext. 71047 (H)275-7648
If none of the above are available, call:
Jim Van Fleet; Ext. 73235 (H)966-3308
4. Person called will call Jim Van Fleet;Ext. 73235 (H)966-3308
5. Do not enter a flooded area until electricity has been turned off by
Physical Plant.
6. Move affected materials to a dry area if possible.
7. Cover other affected materials. Plastic drop cloths are stored in stack
areas.
1. Call
Circulation; Ext. 71882 or Reference Desk; Ext. 71462 or Tech
Desk; Ext. 77777
2. Desk calls Physical Plant; Ext. 71911
3. Desk calls Nancy Dagle; Ext. 71342 (H)523-0639
or Gene Spencer; Ext. 71047 (H)275-7648
If none of the above are available, call:
Jim Van Fleet; Ext. 73235 (H)966-3308
4. The person called will call Physical Plant; Ext. 71911
and Jim Van Fleet; Ext. 73235 (H)966-3308
5. Each staff member has a flashlight stored in his/her work area.
6. Distribute flashlights from emergency supplies.
7. Turn off all computer equipment.
1. Call
Circulation; Ext. 71882 or Reference Desk; Ext. 71462 or Tech
Desk; Ext. 77777
2. Desk calls Public Safety; Ext. 71111
3. Desk calls Nancy Dagle; Ext. 71342 (H)523-0639
or Gene Spencer; Ext. 71047 (H)275-7648
4. Document appearance of those involved.
5. Make notes concerning circumstances of event.
6. The person called will call Jim Van Fleet; Ext. 73235 (H)966-3308
if necessary.
|
Circulation Desk; |
577-1882 |
|
Reference / Information Desk; |
577-1462 |
|
Technology / Help Desk; |
577-7777 |
|
Public Safety; |
577-1111 |
|
Physical Plant; |
577-1911 |
|
Carl, Tom |
(W) 577-3434 |
(H) 425-3070 |
|
Dagle, Nancy |
(W) 577-1662 |
(H)523-0639 |
|
Dysinger, Doris |
(W) 577-3101 |
(H) 742-9162 |
|
Hollenbach, Barbara |
(W) 577-3247 |
(H) 524-4703 |
|
Hoyt, Brian |
(W) 577-1895 |
(H) 524-7967 |
|
McQuiston, Kathleen |
(W) 577-3309 |
(H) 275-2709 |
|
Rea, Don |
(W) 577-3278 |
(H) 988-7878 |
|
Spencer, Gene |
(W) 577-1047 |
(H) 275-7648 |
|
Van Fleet, Jim |
(W) 577-3235 |
(H) 966-3308 |
|
Stover, Kelly |
(W)577-3311 |
(H)546-6149 |
|
Williams, Terry |
(W) 577-1911 |
(H) 522-0989 |
|
Burkholder, Bill |
(W) 577-3251 |
(H) 649-5517 |
|
Carl, Tom |
(W) 577-3434 |
(H) 425-3070 |
|
DeCerchio, Vince |
(W) 577-3333 |
|
|
Forster, Linda |
(W) 577-3238 |
(H) 374-1452 |
|
Hawley, Dennis |
(W) 577-1911 |
(H) 649-5796 |
|
McCormick, Jim |
(W) 577-3337 |
(H) 473-3802 |
|
O’Neill, Isabella |
(W) 577-3230 |
(H) 523-6697 |
|
Pauling, Richard |
(W) 577-3433 |
(H) 435-3316 |
|
Clarke, Jennifer |
(W) 577-3252 |
(H) 743-4510 |
|
Philips, Peggy |
(W) 577-1557 |
(H) 742-2928 |
|
William Cameron Fire and Ambulance
Company |
(W) 911 |
|
|
Woland, Mary Jean |
(W) 577-3287 |
(H) 374-6949 |
This section
lists the collection priority decisions reached by Library staff during
disaster preparedness discussions. At a glance the priorities inform Library
staff, fire department, or other authorities which parts of the collections are
to be protected if possible or salvaged first, if that decision ever has to be
made. When priorities have been reached in advance it eases the stress of
making quick and often uninformed decisions immediately following a disaster.
There is agreement among all involved that certain collections must receive
priority attention if many have been affected. In addition, priorities have
been set within individual collections or departments. These priorities may be
found in the appendices.
Priority
decisions have been based upon a number of considerations including the
following:
- what
collections and equipment would be needed to provide service to the
Bucknell
University faculty and students as soon as possible after a disaster?
-
irreplaceability
- value
or uniqueness
- high
demand
- legal
responsibilities
-
availability of replacements
-
breadth and depth of collections
-
long-range collection development plans.
Collection
priorities are marked on the maps of the Library found in the appendices. In addition,
top priority collection ranges or locations are marked with labels to make it
easier for those unfamiliar with the collections or the stacks to locate them
in times of emergencies.
In the
event that a major disaster strikes the Bertrand Library, the following general
priorities should be observed in the protection of, response to, and recovery
of the collections.
Priorities
for isolated emergencies within departments or areas of the Library can be
found in Appendix A to this plan and should be followed carefully under the
direction of the appropriate subject librarian and the Disaster Response Team.
The
Emergency Telephone Notification List must be activated before any salvage is
initiated.
Priority
I - Reference and Reserves (see detailed department priorities in Appendix
A)
1.
Reserves - Personal and library-owned original materials
2. All
Reference Island resources (ASK DESK)
3.
Encyclopedias, indexes, and other large reference sets
4. Art
reference books, maps, and atlases
5.
Reference Call No. ranges B, D, E, H, N, P
6.
Government Document Legal Materials (see Gov. Doc. List)
Priority
II - Special Collections/University Archives, IMS, and Circulation (see detailed
department priorities in Appendix A)
1.
Legal and fiscal material and vital records in Archives - see list
2.
Unique materials in Special Collections - see list
3.
Irreplaceable and great research value - see list
4. Rare
materials - see list
5.
Theses and dissertations (1st Mezzanine cage)
6.
Photographic negatives from IMS
Priority
III - Circulating Collections
1. CMA
list
2.
Periodicals printed
3.
Government Documents (see detailed department priorities in Appendix A)
a. US
Government Documents shelf list
b. All
sheet maps and atlases in the map and atlas collection
c. All
non-print format material
d.
Early US census material
4.
Curriculum/Juvenile and Asian Collections
Disaster
response covers the initial phase of the Library's reaction to a collection emergency.
Depending upon the extent of the disaster, the time represented may be a few
hours or several days. In the catastrophic Los Angeles Central Public Library
fire in 1987, the response phase lasted for two weeks. This phase is not over
until the damaged collections have been removed and stabilized and the rest of
the collections are protected from further damage. Then, planning can proceed
and decisions can be made for how recovery will be undertaken.
The
disaster response section contains the information needed by the Disaster Team
for a fast and effective response to a collection emergency. The section has
been planned carefully to assist the Disaster Team members with their
responsibilities. It is often difficult to think clearly after disaster has
struck collections. The Team and the consultants have asked many questions to
ensure smooth communication and sound decisions related to the emergency and
the collections affected. The section covers who will assess the damage to the
collections, how response is initiated, as well as the activation of plans for
services, supplies and experts. Names of backup team members are supplied.
Although training in response steps is best for any Team, the directions
supplied in this section should make it possible for any staff member to
understand what must be done.
Immediately
following this page is a brief guide for disaster response which may be used as
a check list during a collection emergency.
1. Who
is in charge?
2. What
is the extent of the disaster?
- What
materials are affected?
- How
many materials are affected?
- Which
high priority materials are affected?
3. How
serious is the damage to materials?
4. Is
the cause of the disaster being addressed?
5. Are
the collections not affected being protected from potential damage?
6. Have
all necessary library staff been notified?
7. Have
all necessary facilities, security, and insurance staff been notified?
8. What
supplies, equipment, services, and/or space will be needed?
- Are
required supplies available or will additional supplies or services have
to be
ordered or contacted? Who is doing this?
- Will
extra space be required to work or air dry or store materials? Who is arranging
for this?
- Will
additional staff or volunteers be required and trained? Who is doing this?
- Will
transportation be needed to move collections? Who is taking care of this?
9. How
are affected materials going to be dealt with?
- Are
freezers needed for stabilization?
- What
recovery methods are appropriate?
10. How
will service be restored and when? Who is charge of this?
Library: Shipping and Receiving
Backup:
CCS Conference Room
Library: Shipping and Receiving
Backup:
CCS Conference Room
The
disaster recovery section contains necessary information about the techniques
and methods that can be employed for recovering a variety of damaged collection
materials.
For
example, wet coated paper must be attended to within six hours if it is a high
priority and must be saved. Film-based media must be attended to before it
starts to dry or it will be lost. There are five proven ways to dry wet
collection materials, but not all are appropriate under every circumstance.
Team members have been educated to make those decisions.
The
section contains key steps to be taken after water damage and descriptions of
techniques such as air drying and vacuum freeze drying. There are instructions
for the proper cleaning of contaminated materials. There are reminders to think
about any related health and safety issues caused by the disaster that may
affect any who are helping.
Questions
are asked to remind Team members of important aspects of recovery to ensure a
smooth process. What kind of work flow makes sense? Who will be in charge of
long term recovery efforts.? What space will be needed and where will it be
located? How does this emergency affect service to the University and what
alternative plans must be made to provide needed research and teaching
resources? By preparing as many answers as possible to the issues raised in
this section and its related appendices, a fast and effective response and
recovery can be more certain.
1.
Think creatively and avoid making uninformed decisions. Make use of any
planning you have undertaken.
2.
Stabilize collections as soon as possible.
3.
Provide as ideal an environment for all collections exposed to disaster as is possible.
4.
Protect materials which have not been affected by the disaster to prevent
additional damage.
5.
Select the recovery method(s) best suited to the collections and to the kind of
damage they have received.
6.
Avoid damaging materials irreversibly in the recovery phase.
7.
Reduce the effects of the disaster on the materials as much as possible.
8.
Prevent any future problems which might result from the disaster or its
aftermath.
Ó Volute
_____Air Dry
_____Dehumidify
_____Freeze Dry
_____Freeze Dry (thermal)
_____Vacuum freeze dry
Where:
1. Shipping and Receiving Exit
2. Vestibule (Front Door)
How_________________________________________________________________
Where_______________________________________________________________
_____Remove to storage
_____Freeze
_____Air Dry
_____Leave in place
Where:
1.________________________________________________________________
2.________________________________________________________________
_____Number of items removed
_____Number of boxes, numbered on exterior
_____Numbers of items in each box, on exterior
_____Where boxes were sent
_____Call numbers or ranges, if desired
_____Estimate of damage, if desired
_____Other______________________________
_____Selecting
_____Routing
_____Receiving
_____Inspection
In
disaster, public machines are highest priority. The Manager of Library Systems
and the Associate Director would lead recovery effort. They would keep the
office informed on situation.
After a
library disaster, the most time-consuming steps come once the collections are
dried and ready to be returned to the shelves. They must then be sorted, cleaned,
repaired, rebound, rehoused, prepared for the shelves with new security tags
and shelf labels, and replacements must be ordered. Fumigation may even have
been necessary. Finally, many catalog and shelf list records may need
correction or notation. All plans that can be made ahead of time for how this
might be accomplished and who would be involved will help provide economies of
time and expense. Where will the necessary processes be carried out? What funds
are available? Will library staff do this or will others be hired temporarily?
Who will supervise? What expertise is required?
Any
materials that have been damaged by water will require more shelf space after
drying. As a result, a shift of collections and new space configurations will
be required. In the best of circumstances at least 10% more shelf space will be
needed. That is assuming response has been swift and decisions appropriate. If
there has been a delay in stabilizing damaged collections, up to 100% more
space may be required. A timely response is clearly advisable.
This
section includes a list of key disaster rehabilitation steps to remind the
Disaster Team of components they will need to address.
Where__________________________________________________________________
_____Clean
_____Repair
_____Discard
_____Rebind
_____Pamphlet binding
_____Protective enclosure
_____Replace shelf labels
_____Replace security strips
_____Other_____________________
Where_________________________________________________________________
The
Disaster Team's most important duty, and the one at which they must spend the
greatest amount of time, is related to preventive and protective measures. It
is imperative that a library take whatever steps are necessary and possible to
prevent disaster or to reduce its effects if it should strike. Many emergencies
can be prevented entirely with common sense and the willingness of all library
staff to be aware of potential problems like dripping pipes, sluggish plumbing,
accumulated trash, or careless workers who are unaware of the fragility of
library collections.
The
Disaster Team is responsible for conducting yearly internal and external
surveys to check for potential problems and for making recommendations to the
Library Director about how they might be addressed. Although ideal solutions
should be considered, acceptable alternatives should also be presented until
the ideal can be reached within a reasonable period of time. Several survey
forms are included in this section. Other sample survey forms are included in
the appendices. It is helpful to design or use a reporting form that not only
outlines the problem and makes suggestions for what must be done to address it
but also provides space to note a date of completion. Sometimes follow up calls
are necessary.
The
Team should understand fire and smoke detection equipment and suppression and
security systems. They are expected to communicate with experts who are
available to them on campus to help solve security, safety, personnel and other
issues related directly to their responsibility for the preservation of the
collections and equipment housed in the Library.
Disaster
prevention is the primary responsibility of the Team, and they will spend the
greatest amount of their effort related to assessing and implementing
protective measures.
Department
Priorities
Floor
Plans
Disaster
Team Member Responsibilities
In this
section can be found descriptions of activity categories which will be
essential in case of a major emergency. A general description of the
responsibilities of the various members of the disaster team follows, and, where
appropriate, some examples of tasks which will be involved in the preparation
for and response to a library disaster are included.
Every
member of the disaster team has the responsibility to select an area in which
to develop expertise so to that he/she will be prepared to respond
appropriately and effectively to an emergency. At the same time, each member
should be acquainted with the plan as a whole so he/she will be able to
function as part of the disaster team. In the event of a disaster, each disaster
team member will carry out responsibilities which are part of that member's
area of expertise and will perform other tasks as assigned by the disaster team
leader.
The
responsibilities of the disaster team leader are over-arching, ensuring that
the disaster team members are prepared to respond to an emergency and, then,
supervising and coordinating the response and rehabilitation following a
disaster. He/she will coordinate and facilitate all activities with the help of
those disaster team members whom he/she designates.
In
preparation for a disaster>/b>
1.
Convene and chair meetings of the disaster team.
2.
Serve as liaison between the library administration, the university facilities and
public safety departments, and the local fire and police departments.
3.
Review and update the disaster plan yearly, or more often if necessary, with
the help of the team member responsible for documentation.
4.
Schedule training sessions for members of the disaster team and for library
staff.
In
response to a disaster
1.
Assess the extent of the disaster and decide if it is necessary to convene the
disaster team.
2.
Establish a command post.
3.
Coordinate decision-making among University Public Safety, the fire department,
and library administration.
The
disaster team member with responsibility for documentation will be prepared to
keep records concerning all aspects of the disaster.
In
preparation for a disaster
1.
Maintain all information relevant to the disaster preparedness and response
effort.
2.
Develop a system for tracking damage to library materials.
In
response to a disaster
1.
Take photographs of the disaster site.
2.
Note the time and date of all activity involved in the disaster and disaster
response effort.
3.
Record all decisions made.
4.
Collect and compile the damage-assessment notes of the disaster team.
5.
Maintain records of library materials removed from the library.
The
director of volunteers will be prepared to enlist volunteers if directed by the
disaster team leader. He/She will assign volunteers to team members as needed.
In
preparation for a disaster
1.
Make plans for enlisting volunteers.
2.
Maintain a list of potential volunteers.
In
response to a disaster
1.
Arrange for a rest area for volunteers which will provide restrooms, a snack
area, and comfortable seating.
2.
Establish a work schedule.
3.
Train and supervise volunteers.
This disaster
team member will organize and supervise the communication system for disaster
response and recovery.
In
the event of a disaster
1. If
directed by the team leader, call team members and library staff.
2.
Arrange for telephone service for the command post.
3.
Act as liaison between disaster team leader and team members.
4.
Coordinate all communications during disaster recovery.
The
disaster team member in charge of supplies and services will maintain the
disaster response supplies within the library. He/She will also have
information concerning the sources of other necessary equipment and services,
should they be required. It is this team member's responsibility to ensure that
adequate supplies and equipment are available to those responding to the
disaster.
In
preparation for a disaster
1.
Maintain a list of sources of those supplies which are to be acquired only in
case of an emergency.
2.
Order and store supplies listed in the disaster plan.
3.
Distribute and store plastic drop cloths.
4.
Identify and contact potential services, such as commercial freezer facilities.
In
Response to a Disaster
1.
Distribute supplies from storage area to disaster areas. Acquire new stock as
necessary.
2.
Provide disaster team leader with information concerning vendors of necessary
services.
The
team member in charge of monitoring will set up monitoring equipment in the
disaster area and the work areas and record the resulting data. This team
member will make recommendations for adjusting environmental conditions and
will be responsible for recognizing mold growth.
In
preparation for a disaster
1.
Learn to use monitoring instruments.
2.
Learn standards for temperature and humidity.
In
the event of a disaster
1.
Work with facilities staff to establish desired environmental conditions in
disaster area and in work areas.
2.
Document temperature and humidity readings in disaster area.
3.
Survey affected materials for mold.
4.
Survey non-affected materials to establish need for protection. Continue to
monitor until building returns to normal.
Consultants,
Services, and Supplies
Conservation
Center for Art and Historic Artifacts (CCAHA)
264 South 23rd Street
Philadelphia, PA 19104
(215) 545-0613
FAX (215) 735-9313
http://www.ccaha.org
Sue
Kellerman
University Libraries
The Pennsylvania State University
E506 Pattee Library
University Park, PA 16802-1805
(814) 863-4696
FAX (814) 865-8769
Debbie
Hess Norris
Photographic Conservator
Winterthur Program
3030 Old College
University of Delaware
Newark, DE 19716
(302) 831-2000
http://www.udel.edu
Northeast
Document Conservation Center (NEDCC)
100 Brick Stone Square
Andover, MA 01810
(978) 470-1010
FAX (978) 475-6021
http://www.nedcc.org
Charlotte
Tancin
Librarian and Research Scholar
Hunt Institute for Botanical Documentation
Carnegie Mellon University
Pittsburgh, PA 15213
(412) 268-7301
http://huntbot.andrew.CMU.edu/HIBD/huntinstitute.html
Volute
Preservation Management Associates
Sally A. Buchanan (home: (412) 486-3508)
Susan M. Melnick (home: (412) 371-4229)
Jacalyn C. Mignogna (home: (412) 863-4454)
300 South Homewood Avenue
Pittsburgh, PA 15208
(412) 243-4006
FAX (412) 361-4157
Fumigation
Media
Recovery
Moisture
Removal/Freeze Drying Services
Munters
(800) I-CAN-DRY
(800) 422-6379
vacuum
freeze drying
Building air conditioning and drying
Document
Reprocessors
5611 Water St.
Middlesex, NY 14507
(888) 437-9464
(888) FOR-DRYING
http://documentreprocessors.com
vacuum
freeze drying
The
following is a list of basic supplies most libraries have found to be useful
when dealing with everything from a minor collection emergency to a full-blown
disaster. In case of the latter, the supplies on hand are meant to enable you
to initiate a response while you round up the additional supplies and services
you will need. If you keep a source of supplies on hand, build in a procedure
for replacing them after use.
Essential
Supplies:
1.
Rolls of plastic sheeting, accessible and ready to use
2.
Zippy cutters, to cut plastic sheet, wax paper, etc. - scissors dull quickly
and a
supply of replaceable razor blades
3.
Boxes, standard book or record, stored flat, or lightweight plastic disaster
boxes
4.
Tape, if necessary, to construct boxes, and tape dispensers
5.
Pads of paper, lined, and clipboards
6.
Ballpoint pens
7.
Waterproof marking pens
8.
Plastic garbage cans - 3
9.
Squeegees and buckets
10.
Plastic trash bags
11.
Waxed paper - pre-cut if possible, 12x18
12.
Clean newsprint or white paper towels
13. Flashlight(s)
or light sticks
14.
Wet-dry vacuum(s)
15.
Fan(s), large
16.
Extension cords - heavy duty
17.
Clothesline and clothespins
18.
Polyester film ( cut in sheets approx. 12x15 inches)
19.
First aid kit
Nice
to have:
1.
Hygrothermograph and paper recording charts or sling psychrometer
2.
Instant camera and film
3.
Portable generator or access to one
4.
Tools like hammer, screw drivers, crowbar, wrench,
5.
Pallets
6.
Clean rags, like old towels, or several packages of Handiwipes
7.
Book trucks reserved only for emergencies
8.
Plastic gloves in two or three sizes
Wet
Materials
If
collection materials have become wet, they must be stabilized in some fashion to
prevent mold, physical distortion, and in some cases, total loss.
1.
The first step in stabilization is to bring the environment under control.
Temperatures should be as low as possible, but certainly under 70 degrees F.
Humidity should be reduced to a maximum of 40% R.H. Lower is better. Good air
circulation must be provided.
2. A
means of monitoring the environment must be available so that correction can be
made if necessary. Sling psychrometers or hygrothermographs are best, but
minimum/maximum thermometers and a good hygrometer can be used.
3.
All wet furnishings and carpet should be removed if they cannot be dried
immediately.
4.
Moderate to heavily wet books and records should be frozen to prevent mold and
physical distortion until decisions can be made about how to dry them. Blast
freezing with temperatures below -25 degrees F. is best, but any freezer with
temperatures below
0
degrees F. is acceptable. Books and records may stay frozen indefinitely
without damage.
5.
Photographs and slides should not be frozen unless no other choice is
available. Some damage to surface gloss may happen in the freezer. Glass plate
negatives should never be frozen.
6.
Wet computer equipment or A-V equipment must be dried as soon as possible to avoid
permanent damage. A list of companies who can provide specialized drying should
be kept in the Appendices.
7.
Dehumidification works very well for drying equipment, buildings. and
furnishings.
Ó
Volute
There
are currently five ways to dry wet books and records. All have undergone at
least some minimal level of testing under emergency conditions; several have
been used extensively. These are described to assist you in making the best
choice given your circumstances: cause of damage, level of damage, numbers
involved, rarity/scarcity, personnel available, budget available, drying
services available. Advice from a conservator or preservation administrator
experienced in disaster recovery is advisable before the final selection(s) is
made. It is important to remember that no drying method restores materials.
They will never be in better condition than the one they are in when drying
begins. If time must be taken to make critical decisions, or to remove large
numbers of materials from the site, books and records should be frozen to
reduce physical distortion and biological contamination. Book and paper
conservators should always be consulted about the drying of rare or unique
material.
Air
Drying
Air
drying may still be the most frequently used method of drying wet books and
records, although not always the most appropriate. It can be employed for one
item or many, but is most suitable for small numbers of damp or slightly wet
books/documents. Because it requires no special equipment, it is often seen as
an inexpensive method. However, it is extremely labor-intensive if carried out
properly, can occupy a great deal of space, and usually results in badly
distorted bindings and text blocks if the damage is more than superficial. It
is seldom if ever successful for drying bound, coated paper. Correct
methods for air drying books and records should be understood before
commencing.
Dehumidification
This
is the newest method to gain credibility in the library and archival world,
although it has been used for many years to dry out buildings and the holds of
ships. Large, commercial dehumidifiers are brought into the facility with all
collections, equipment, and furnishings left in place. Temperature and humidity
can be controlled to user specifications. This method is successful for drying
damp to moderately wet books and records, equipment, and furnishings. It must
be initiated before swelling becomes a problem or mold appears, i.e., within 24
hours of the emergency. Dehumidification is not successful for drying bound,
coated paper. The size of the facility is limited only by the amount of
equipment available and the expertise of the equipment operators. Choose a
company with experience in drying library or archival collections.
Dehumidification has the advantage of leaving the materials in place on the
shelves and in storage boxes, eliminating the costly step of removal to a
freezer or vacuum chamber.
Freezer
Drying
Books
and records which are only damp or moderately wet may be dried successfully in
a self-defrosting, blast freezer, if left there long enough. Materials should
be placed in the freezer as soon as possible after water damage. Books will dry
best if their bindings are supported firmly to inhibit initial swelling. The
equipment should have the capacity to freeze very quickly, and the temperatures
must be -10 to -40 degrees F. to reduce distortion and to facilitate drying.
Documents may be placed in the freezer in stacks or may be spread out for
faster drying. In very large commercial freezers they may be left in their
storage boxes, although this will slow drying. Expect this drying method to
take from several weeks to several months, depending upon the temperature of
the freezer and the extent of water damage. Coated paper may adhere with
this technique.
Vacuum
Thermal-Drying*
Books
and records may be dried in a vacuum thermal-drying chamber into which they are
placed either wet or frozen. The vacuum is drawn, heat is introduced, and the
materials are dried, either in cycles of freezing and thawing, or slightly
above 32 degrees F. This means the materials stay wet, not frozen, while they
dry. It is a very acceptable manner of drying wet records if cockling is not a
problem, but it often produces extreme distortion in books, and causes
adhesion of coated paper. Water-soluble inks or pigments will also be
affected. For large numbers of materials it is easier than air-drying, and
almost always more cost-effective. Extensive rebinding or recasing, however,
should be expected for books. This method is a good solution for unbound
materials which have suffered extensive water damage.
Vacuum
Freeze-Drying*
Books
and records are placed in a vacuum chamber either wet or frozen. The vacuum is
pulled, a source of low heat is introduced, and the collections, dried at
temperatures below 32 degrees F, remain frozen until dry. The physical
process known as sublimation takes place, i.e., ice crystals vaporize without
melting. This means there is no additional swelling or distortion beyond that
incurred before the materials were placed in the chamber. Coated paper will dry
well if it has been frozen or placed into the chamber within 6-8 hours;
otherwise, it may be lost. The process calls for sophisticated equipment and is
especially suitable for large numbers of very wet books and records, as well as
for coated paper. Rare and unique materials can be dried successfully this way,
but leather and vellum may not survive. Water soluble inks and pigments will
not be damaged further. Although this method may initially appear to be more
expensive due to the equipment required, the results are often so satisfactory
that additional funds for rebinding are not necessary, and mud, dirt, and soot
are lifted to the surface, making cleaning less time-consuming.
*
These terms have been developed for use in library and archival preservation.
The various industries employing these methods have their own terminology or
use these terms in a different way. It is important to understand what each
does so that the correct method can be requested and careful questions can be
asked the potential commercial firm. There are companies with extensive
experience drying library and archival materials using either or both methods.
Ó
Volute
Prevention
Surveys
Reprints
Bibliography
ARMA.
International Guidelines for Records and Information Management: Magnetic
Diskettes - Recovery Procedures. Prairie Village, KS: Association of
Records Managers and Administrators, Inc., 1987.
Well-illustrated,
practical instructions for salvaging water-damaged diskettes.
Barton,
John P. and Johanna G. Wellheiser, editors. An Ounce of Prevention: A
Handbook on Disaster Contingency Planning for Archives, Libraries and Record Centers.
Toronto: Toronto Area Archivists Group Education Foundation, 1985.
Practical
and comprehensive manual on prevention, planning, and recovery.
Buchanan,
Sally A. Disaster Planning: Preparedness and Recovery for
Libraries
and Archives, a RAMP Study with Guidelines. Paris:
UNESCO, 1988.
Planning,
prevention, protection, response and recovery.
Buchanan,
Sally. "Disaster: Prevention, Preparedness and Action." Library
Trends, Fall 1981, 30(2): 241-251.
Planning,
prevention, protection, response and recovery.
Buchanan,
Sally. Resource Materials for Disaster Planning in New York Institutions.
Albany, NY: New York Office of Cultural Education and Division on Library
Development and the Northeast Document Conservation Center, 1988.
Planning,
prevention, response, recovery, rehabilitation, and evaluation.
De
Candido, Robert and Cheryl Shackelton. Who Ya Gonna Call? A Preservation
Services Sourcebook for Libraries and Archives. New York, NY: New York
Metropolitan Reference and Research Library Agency, 1992.
Directory
of New York treatment and consultation sources; includes sample forms.
Drewes,
Jeanne. "Computers: Planning for Disaster." Law Library Journal,
Winter 1989, 81: 103-116.
Protecting
hardware and software; how to backup computers and optical disk systems.
Eulenberg,
Julia Niebuhr. Handbook for the Recovery of Water Damaged Business Records.
Prairie Village, KS: Association of Records Managers and Administrators, 1986.
This
manual is strong in its coverage of paper, magnetic media, photographs, and
other
special
media.
Fortson,
Judith. Disaster Planning and Recovery: A How-To-Do-It Manual for Librarians
and Archivists. New York, NY: Neal-Schuman, 1992.
Includes
recovery for photographs, microfilm, and tapes; covers structural damage.
Fox,
Lisa A. "Management Strategies for Disaster Preparedness." In The
ALA Yearbook of Library and Information Services, 14: 1-6. Chicago, IL:
American Libraries Association, 1989.
Preparedness,
phased implementation, and use of cooperative opportunities.
Hendriks,
Klaus B. and Brian Lesser. "Disaster Preparedness and Recovery:
Photographic Materials." American Archivist, Winter 1983, 46:
52-68.
Provides
advice on techniques for salvaging photographic materials.
Lundquist,
Eric G. Salvage of Water Damaged books, Documents, Micrographic and Magnetic
Media. San Francisco, CA: Document Reprocessors, 1986.
Case
histories of a major library fire and an area-wide flood.
Management
Strategies for Disaster Preparedness. RTSD Pre-conference, July 8, 1988. Chicago,
IL: American Libraries Association, Resources and Technical Services Division,
1988.
Three-ring
binder of handouts covering all aspects of disaster preparedness.
Morris,
John. Managing the Library Fire Risk. 2nd ed. Berkeley, CA: The
University of California Office of Insurance and Risk Management, 1979.
Another
classic in the field. This is an invaluable source book for detailed
information about fire detection and prevention systems and facts.
Myers,
James N. and Denise D. Bedford, editors. Disasters: Prevention and Coping.
Proceedings of the Conference, May 21-22, 1980. Stanford, CA: Stanford
University Libraries, 1981.
Includes
papers on freeze-drying, fire, insect, and water damage.
Nyberg,
Sandra. The Invasion of the Giant Spore. Preservation Program Leaflet 5.
Atlanta, GA: SOLINET, 1987.
Mold
prevention, response, and recovery for paper materials.
O'Connell,
Mildred. "Disaster Planning: Writing and Implementing Plans for
Collections-Holding Institutions." Technology and Conservation, Summer
1983: 18-26.
Planning
and technical recovery measures.
Parker,
Thomas A. "Integrated Pest Management for Libraries." In: Preservation
of Library Materials, edited by Merrily A. Smith: 103-123. IFLA
Publications 40/41. Munich: K.G. Saur Verlag, l987.
Common
library pests, damage, and nonchemical controlling strategies.
Rhodes,
Barbara. Hell and Highwater: A Disaster Information Sourcebook. METRO
Miscellaneous Publication 35. New York, NY: New York Metropolitan Reference and
Research Library Agency, 1988.
Preparedness
and recovery; lists New York suppliers and services.
Rutherford,
Christine. "Disaster: Planning, Preparation, Prevention." Public
Libraries, September/October 1990: 271-276.
Why
planning should be initiated and factors to consider.
Schur,
Susan E. compiler. A Selected Bibliography-Disaster Prevention, Response,
and Recovery: Principles and Procedures for Protecting and Preserving
Historic/Cultural Properties and Collections. The Technology Organization,
Inc., 1992.
Thirty-three
pages of citations, primarily from 1965-1985.
Waters,
Peter. Precedures for the Salvage of Water-Damaged Library Materials.
Washington, DC: Library of Congress, Office of the Assistant Director for
Preservation, 1979.
Procedures
for treating wet materials: includes recovery and rehabilitation.
Supplies
List
Emergency Closet List of Equipment
Disaster Supplies
Each
member of the Disaster Response Team has a "Rescube" box stocked with
emergency supplies useful in a small emergency: