Security&disaster plan

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Outline•What are archives

• Security & security system• Disaster & emergency

• Disaster & emergency planning• Fire & water prevention

• Off-site storage• Disaster response & Recovery• Electronic record disaster

• Preservation & conservation of records• conclusion

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What Are Archives

A collection of historical documents or records

providing information about a place, institution, or group of

people.

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Security

“The state of being free from danger or threat”.

“Security deals with potential human problems”.

Regarding security issues Archivist consider Two aspects

1.Physical Security2.Collection Security

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Physical/ Building Security

Physical security refers to the protection of building

sites and equipment from theft, natural disaster,

man made catastrophes and accidental damage.

Physical security deals with the repository and building

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Six Considerations Regarding Security

According to “Hunter’s” in a small archival program these six hints must be considered:

Doors Locks

windows Alarms Keys

Box labelsDoors: Doors should be strong, well made including frame. 7

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LocksFollowing locks should be used regarding security:

Dead Bolts

Knob Lock Cam Lock

Lever Handle Lock

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Windows

windows on the lower floor should be locked.

• Fire and burglar alarms should be monitored on a regular schedule.

• Burglar alarms should be set when the archive’s repository closes

and should include both door and motion alarms.

• In areas that may be unsafe from flooding, rain, tank

water there water alarms are important.

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keys should be carefully issued.

when cleaning or maintenance, staff need to be in the archives, they must do so during normal hours or in the

presence of a security guard.

Archivist must mention minimum information on the box label. 11

Security measures• Requiring patrons and staff to enter and exit the building by one

door, which is monitored at all times.

• Door buzzers and alarms are recommended. Employing one or more

security guards to patrol the repository after closing.

• Prevent accidental false alarms.

• Taking steps to prevent removal or duplication of keys, ensuring that

keys are returned when employees leave, and changing all locks

periodically.

• It is prudent to examine the building’s after-hours. 12

Security Devices

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Security Devices

14Intrudent Alarms

Security System

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Collection security

• “Collection security involves making sure that records do not disappear either during use or at

other time”. Archivist must be aware of the alerts regarding staff:

• The same person reporting items missing or being informing to find missing item.

• A staff member disregards for established rules and procedures.

• A staff member’s lifestyle that does not match salary .16

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Patrons Management

• Each patron should complete a Registration Form that asks for identifying information and information about research interests and each patron should sign a logbook.

• All patrons should be required to present photographic identification when they register.

•Supervise researcher’s use of materials.

• Check each archival box before and after it is used by patrons.

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Responding to Security Problem

• Examine your collection on a regular basis.•  It might involve a researcher or even a staff member who is behaving suspiciously.•Call him in office & don’t take it personal.•Don’t shout on the person.•Notify security or the police.• If the patron denies there is a problem and leaves the building one person should follow the patron.• In all cases, the goal should be to recover the missing materials 27

Security Plan

• Prepare a written security policy.• Appoint a security manager to develop and implement your

security plan.• Perform a security survey to assess your needs.• Install appropriate security systems.• Ensure that collection storage is secure and that records are

kept.• Make an agreement with insurance company.•Maintain and update your security plan.

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Disaster & Emergency Planning

• “A sudden accident or a natural catastrophe that causes great damage or loss of life”.

• “ An emergency is a situation or occurrence of a serious nature, developing suddenly and unexpectedly and demanding immediate action. This is generally of short duration like a power failure or minor flooding cause by broken pipes.

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Emergency Plan

• An emergency plan must consist of;• A simple one page written guide.•Whom to call in case of emergency.•Methods to use in case of fire.• Names of first aid qualified persons.

• Occasionally inspect emergency equipment

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Natural Disasters Hurricane Andrew's assault on southern Florida and Louisiana,

make all of us acutely aware of our vulnerabilities to disaster.

 A broken water main inundated the Chicago Historical

Society.

Fire severely damaged the Cabildo in New Orleans.

Loma Prieta earthquake damaged several San Francisco area museums and libraries.

Smoke from an electrical fire covered collections throughout Huntington Gallery

1992

1986

1998

1989

1985

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Disaster Types

Minor Disasters: Minor disasters can be handled either by staff.

Moderate Disasters: Usually larger in scope. Usually involves more than 100 damaged items but fewer than 4000.•Major/Catastrophic disaster: Damage is typically more severe.• Probably requires assistance from outside the institution.

Two disaster for which archivist need to plan are:

•Fire•Water

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Fire Prevention

•Prohibit smoking in record storage areas.•Keep all chemicals closed.•Ensure that air circulation is adequate through the

building.•Check security alarms regularly.•Halon 1301 gas.

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Water Damage

• Avoid basement storage as much as possible.• Do not store records near window, heating / cooling units.

• Avoid storage records below pipes.• Locate all drains and check them regularly.

• Store records at least 12inc from outside walls to prevent condensation.

• Keep plastic sheets to cover records.• Keep material 4inches high from the bottom.

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Off-site Storage

Ensure that:

• Is storage building safe and secure?•Do they keep logs of visitors?

•Are security devices working well?• Is temperature controlled?

•How easy is to find records there?

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Disaster Response & Recovery

Disaster Response & Recovery

• Assess the disaster situation• Contact to insurer

Recovering water damaged records•Don’t try to press water out of item.•Possible to dry items in air & sun.•Separate soaked items from wet.•Use plastic sheet for packing records.•Mark valuable items with a property stamp.

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•Wear sturdy shoes •Use cubical boxes for packing records

Disaster Response & Recovery

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Microfilm & other photographic media can be

use to preserve items.

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Supplies to Secure Damaged Material

Japanese tissue paper

Polyester sheet

Blotter PaperCleaning Pads

Soft Brushes40

Electronic Records Disaster

•Use virus detection software.• Implement a system of password-protected access to E-

files. •Store copies of documentation off-site.

•Develop and implement a regular off-site backup schedule.•Assess recoverability of information from other

sources(such as paper & microfilm).

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Fire detector 42

Water detector

alarm (WA400)

Fire Buzzer

Water leak detector 43

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