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Revised February 21, 2011 Page 1 of 27
Bernardsville Public Library
Disaster Recovery
Plan
1 Anderson Hill Road
Bernardsville, NJ 07924
908-766-0118
Revised February 21. 2011 Page 2 of 27
Bernardsville Public Library
Disaster Recovery Plan
Table of Contents
Topic Page
Immediate Procedure and Contact Information 3
Facility and Equipment Repair Contacts 4
Environmental Control 6
Damage Assessment 6
Salvage Teams 6
Disaster Recovery Contacts 7
Insurance Inventory 8
Prevention and Preparation 14
Team and Training 14
Fire 15
Flood 18
Mold and Pests 18
Salvage Priorities 19
Salvage Supplies 19
Recovery 21
Salvage, Removal, Drying, Packing and Transport 21
Conservation Plan 24
Cleaning and Rehabilitation of Disaster Area 25
Reshelving Treated Materials 25
Computer Data Restoration 26
Plan Maintenance 26
Updating Disaster Plan 26
Analysis and Improvement 26
Appendix: Shutoff Points 27
Revised February 21. 2011 Page 3 of 27
Disaster Recovery Plan
Immediate Procedure and Contact Information
In case of a disaster (fire, flood, etc.) the first priority is human life, second to salvage
materials. Use this plan, but foremost use common sense.
Procedure for all staff
1. Clear the building – use the bullhorn behind the circulation desk to ask all patrons to
leave immediately but calmly via the closest exit.
2. Call 911 if it is safe to do so – if not safe pull panic button (if possible) and/or go to
nearest safe phone and call 911.
3. Assemble at dumpster and ensure that everyone is accounted for – when fire
department or other emergency personnel arrive, advise them immediately if anyone
is missing.
4. Contact the Facilities Manager, Director and Board President.
The Facilities Manager will immediately address initial emergency needs along with the
Director and Management Team if possible.
Contacts
Emergencies 911
Police 766-0037
Fire & Rescue Squad 766-1781
Alarms
Fire Alarm: Simplex 1-888-746-7539 Acct. 113-1539
Burgler Alarm: ADT (general) 1-888-246-5637
Revised February 21. 2011 Page 4 of 27
Facility Problems Contacts
General
Felipe Labastida -- 570-228-6941
Patrick Riley -- Finishing Touches – 908-
953-9847
John Dobash – 908-766-1424
Tony Caljean -- All Maintenance – 908-204-
9357
Joe Rossi – building consultant -- 201-213-
4242 (cell) -- 973-606-0167 (beeper)
Alan Rome’s cell phone – 908-581-7224
Alarms
Fire Alarm: Simplex 1-888-746-7539
Acct. 113-1539
Burgler Alarm: ADT (general) 1-888-246-
5637
Electricians
Anthony Horning -- Somerset County
Electric – 908-766-7152
Basking Ridge Electric – 908-766-1846
Ken Fresella - 908-766-2885
Jerry Maddaluna – 908-725-0819
Plumbers
Russo Brothers – 800- 677-8776
King George Plumbing – 908-754-4773
Norton Sewer - 800-287-7716
Trash Collection
Rubinetti - 973-377-3926
Roof
CRS – 201-387-1846
Locksmith
Kurt’s – 908-879-7310 -- 973- 584-9371
Essex – 908-221-1069
Gutter Cleaning
Cleber – 908-482-2492 (cell) -- 201-998-
4710
Joel Falko – 908-766-5745
Heating and Cooling
Trane – Tom Scherer/ Peter Zofonte -- 973-
887-8800
Trane Emergency – Vicki -- 973-887-8800 x
148
(Tom Sherer cell - 973-703-4133)
(Bob Wood from Ludlow for emergencies-
908-766-3111)
Telephone System
NovaCom – 908-221-1700
Copiers
Armpco - 908-755-8686
Clock Repair
Joe Collins - 732-968-5661
Shades
Kay & Sons, Inc - Ralph Smillie - 973-571-
0471
Cleaning Emergencies
Dublin Maintenance - 732-868-0560 or 1-
888-dublin1
Dave Cullen cell phone 908-903-6153
Crew chief George cell phone 973-725-
5556
(after 5 PM- 973-725-5556)
Revised February 21. 2011 Page 5 of 27
Computer Problems
Internal Contacts
1. Rosalie Baker – 908-953-9482
2. Karen Brodsky – 732-485-8922
3. Jim Droney – 732-522-2507
Polaris Site Manager: Jamie Kutzuba
1-877-857-1978 ext. 4562
315-634-4536
http://www.polarislibrary.com
New Jersey State Library (Bernardsvillelibrary.org Website, Email):
Chuck Marquette -- [email protected] -- 609-292-4163 Case login for rbaker at: helpdesk.jerseyconnect.net
Net Access (Bernardsville.org Website, Email):
Tech support: 973-590-5100, Acct: 38221
Comcast (primary Internet Service Provider (cable) – 800-COMCAST or 732-652-2700
Acct number: 01729 231679-01-7
Verizon DSL (secondary Internet Service Provider) 800-567-6789.
Our DSL number is 908-766-2464
Repair -- 800-275-2355. Service questions: 800-339-9911.
Report a repair online: https://www22.verizon.com/secure/pages/requestrepair/
To test the FDDA circuit call 800-540-6960 and hit the prompt for maintenance.
The following contacts should be advised as appropriate:
Insurance Agent
Hurley Insurance Agency
PO Box 7, Far Hills, NJ 07931
908-234-1200 fax: 908-234-9464
Borough Attorney
Jack Pidgeon
600 Alexander Road, Princeton, NJ 08540
609 520-8833 / cell: 609-937-0998 / home 609-799-4960
Borough Contacts
Official Library Contact Allan Rome 908-766-3850 x 126
cell – 908-581-7224
(Evening/Weekend: call police to page 908-766-0037)
(cell: 908-581-7224)
Public Works John Macdowell 908-766-3850 x 147
Borough Engineer Mike Mondok 908-766-3850 x 146
(cell: 908-581-7015)
Construction & Bldg Inspector Joe Alicino 908-766-3850 x 143
Revised February 21. 2011 Page 6 of 27
Environmental Control
The aim is to minimize damage to the collections and building.
1. Do not enter the building or disaster area until it has been declared safe to do so by the
building officer, Fire Department or Police. Many hazards may exist, for example
standing water may be "live" with electric current.
2. As appropriate:
a. Turn off water mains
b. Switch off electric current
c. Turn off gas
d. Open or close doors and Story Room windows (which will aid the establishment
of a cool, dry environment) or direct emergency services to these points.
Damage Assessment
The Facilities Manager will convene an immediate meeting of available Management Team
members to estimate the extent of damage and plan for appropriate action.
1. When it is safe to do so, inspect the disaster area.
2. Do not take hasty action. Reflect, gather advice, and plan the salvage operation.
3. Designate an operations area for salvage and packing. The operations area should be
large, dry, and well ventilated, with tables.
4. Get advice from the department head(s) of the affected collection(s).
5. Estimate the extent of damage.
6. Estimate the salvage needs.
7. Formulate a salvage plan.
Salvage Teams
All Team members will participate in gathering and briefing salvage teams as needed. The
aim is to form and instruct work teams to assist in salvage operations.
1. Call for volunteers; use public media if situation requires it.
2. Call temporary services for labor as appropriate.
3. Call local media for news coverage and publicity.
4. Personal safety precautions should be paramount; be aware of liabilities for volunteers
entering the hazard area at any time. Check with your insurance carrier.
5. Work shifts should not be longer than two hours with a break for rest and
refreshment.
Revised February 21. 2011 Page 7 of 27
6. Each person must be instructed in proper procedures before touching any damaged
materials.
7. Designate areas for sorting and packing of damaged materials.
8. Assign duties such as
a. Salvage in disaster area
b. Operating back up equipment (pumps, etc.)
c. Moving materials out of disaster area
d. Packing and working within operations area.
Disaster Recovery Contacts
Northeast Documents Conservation Center, Abbott Hall, School Street, Andover, MA,
01810-4099, 617-470-1010 (24-hour service)
Conservation Center for Art and Historic Artifacts, 264 South 23rd
Street, Philadelphia,
PA 19103, 215-545-0613
Library of Congress, National Preservation Program Office, Washington, D.C, 20540.
202-287-1840, M-F, 8-6
New Jersey State Archives, 609-292-6062
New Jersey Department of Archives, 609-530-3208
Revised February 21. 2011 Page 8 of 27
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Revised February 21. 2011 Page 14 of 27
Prevention and Preparation
Team and Training
a. Team should be composed of at least one administrator able to release funds for
immediate action, collection experts, someone knowledgeable about the building, and the
designated preservation or conservation expert.
Karen Brodsky
b. There should also be a designated Public Information Officer, to speak with the media
and general public during the critical first hours.
Karen Brodsky
c. One person must be designated the Facilities Manager.
Pat Kennedy-Grant. Madelyn English is the backup Facilities Manager.
The Management Team should familiarize themselves to the hazards and safety equipment of
the building:
a. Potential fire, water, and environmental hazards
b. Alarm systems
c. Fire extinguishers
d. Shut-off points for water, electricity, and gas (map shown in appendix)
e. Location of disaster supplies
f. Location of disaster plans – online at bernardsvillelibrary.org/karen/plan.pdf
g. All exits and entrances
h. Possible assembly points in case of emergencies
Revised February 21. 2011 Page 15 of 27
Team members should take part in training sessions on use of fire extinguishers as should the
rest of the library's staff.
Each team member, as well as member of the administration, should have two (2) copies of
the disaster planning manual, one kept at work and one at home, including an updated list of
staff members with contact information.
The Management Team should meet yearly to update the plan and review changes in the plan
and personnel of the team and of the library to be sure everyone has the designated training.
Facilities Manager: Pat Kennedy-Grant
Management Team Members: Rosalie Baker, Michaele Casey,
Madelyn English, Karen Brodsky
Schedule of Management Team Meetings: Annually
Date Last Meeting Held: February 7, 2011
Fire
The aim is to prevent fires or if they do occur to minimize damage to persons and collections.
Bernardsville Fire Department 911
Fire & Rescue Squad 766-1781
a. Establish contact so that the fire department knows of the special needs of materials
housed in libraries. Make them aware of irreplaceable items and collections including
catalogs. Also make them aware of the damage to paper from the water used in fire
fighting.
b. Have building inspected.
c. Have fire extinguishing equipment checked.
d. Train staff in use of fire extinguishing equipment.
e. Have exit doors checked regularly for ease of use.
The Facilities Manager acts as liaison with the local fire department. The Facilities Manager
should tour the building with the local fire department's prevention officer.
a. To inspect for fire hazards.
b. To point out unique collections and items, such as the catalog, in need of special
handling and protection.
c. The fire officer should discuss with the fire prevention officer how best to protect and
salvage items.
Discussion should include:
1. Use of in-house fire extinguishing equipment.
2. Use of salvage equipment.
Revised February 21. 2011 Page 16 of 27
3. Items to be kept on-hand in the library.
4. Arrange for regular inspections of building, fire alarms, and fire fighting
equipment.
5. Enforce all existing fire regulations.
6. Store flammable liquids used in the building in locked metal cabinets or
storerooms.
7. Keep building clean and free of litter.
8. Check electrical wiring and appliances regularly for safety.
Team members ensure that every staff member knows how to raise the alarm in case of fire.
A map showing locations of fire extinguishers, exits and fire alarm pulls is posted around the
library and reviewed with each new staff member and volunteer.
Fire Extinguisher Locations: Right of Career Center entrance; left of DVDs shelving; Story
Room near kitchen; Book Sale area outside Community Room; Circulation cubby; behind
Tech Services door from Circ cubby.
Revised February 21. 2011 Page 17 of 27
There is a fire alarm pull at every exit in the library.
Date of last fire extinguisher training session: February 17, 2011
Date of last fire extinguishers inspection: October 25, 2010
Date of last fire drill: February 17, 2011
Revised February 21. 2011 Page 18 of 27
Flood
The aim is to prevent floods or, if water damage to collections does occur, to minimize it.
Regularly inspect building for leaks or signs of water damage or leaks. Keep close check on
places identified as hazards and sites of penetration.
Identify potential water hazards, such as
a. Heating systems
b. Air conditioning systems
c. Water tanks
d. Washrooms and sinks
e. Drinking fountains
f. Underground streams
g. Nearby streams, lakes, ocean
h. Aquariums
i. Fountains, etc.
j. Sprinkler system
Schedule for inspection for Water Damage and leaks: Quarterly
Date of last Water Inspection: February 7, 2011
Schedule of Roof Inspections: Twice yearly
Date of last roof inspection: December 6, 2010
Schedule of HVAC System Inspections: Twice yearly
Date of last HVAC System inspection: October 2010
Schedule of inspection for Gutters and Drains: Twice yearly
Date of last Gutter and Drain Inspection: December 2010
Mold and Pests
The aim is to make conditions inhospitable for the support of mold and pest life.
Regularly inspect for signs of pests and mold, such as
a. Musty smell
b. Mold bloom on materials
c. Egg cases of insects
d. Droppings
e. Nests
f. Tiny piles of "sawdust" on shelves or floor
g. Wild life (skunks, snakes, or burrowing animals)
h. Bees and/or wasps.
Revised February 21. 2011 Page 19 of 27
Keep environmental conditions inhospitable to mold and pest life by keeping temperatures no
higher than 70 degrees F and relative humidity no higher than 50%.
a. Keep the library clean and dust free
b. Keep the air circulating, don't let stagnant air pockets develop.
Salvage Priorities
The aim is to maximize the possibility of salvaging irreplaceable collections.
Irreplaceable Collections and Their Locations:
Administration: Personnel files
Artwork on Display – Community Room
Archives Collection – Local History Room
Salvage Supplies
The aim is to have supplies of salvage and clean up materials on hand to enable salvage
operations to begin as soon as it is safe to enter the area after a disaster. An alternate site is
preferable for storage of these supplies, in case of total involvement of the building.
If no storage space is available at all, have identified your needs and vendors of the supplies,
to approve them for immediate release at a moments notice.
The supplies we have on hand are shown in bold.
a. Air masks (filters)
b. Brooms – staff kitchen
c. Buckets with lids (for salvage of microforms and photographic materials)
d. Chemical light sticks
e. Dehumidifiers
f. Disinfectant
g. Dry ice
h. Emergency funds (petty cash, P.O.'s)
i. Fans
j. First aid kits (1) – circ desk/tech services
k. Fishing line - YS
l. Flashlights and batteries – circ desk/YS
m. Freezer space – community kitchen
n. Generators
o. Hand truck – electrical/computer room
p. Hard hats
Revised February 21. 2011 Page 20 of 27
q. Heavy duty extension cords – ficus closet
r. Hydrothermographs
s. Masking tape - YS
t. Moisture content meter
u. Mop buckets – janitors closet
v. Mop – janitors closet
w. Pallets
x. Paper towels – Cfold towels janitors closet
y. Plastic freezer bags (large size) –Vita cabinet
z. Plastic garbage bags – janitors closet
aa. Plastic milk crates – 5 located in Tech Services
bb. Plastic tarp and painter’s cloth (VITA closet)
cc. Spectrometers
dd. Rolls of freezer paper – VITA closet
ee. Rolls of plastic sheeting – VITA closet
ff. Rolls of wax paper – VITA closet
gg. Rubber gloves – janitor’s closet
hh. Scissors -
ii. Sealing tape for leaks in pipe (duct tape in Youth Services)
jj. Sponges – VITA closet
kk. Squeegees
ll. Transistor radios – YS/ Tech services – boom box
mm. Un-printed newsprint
nn. Water pumps
oo. Wet/dry vacuum – Table closet
pp. White blotting paper
qq. Work gloves – VITA closet
The Facilities Manager must regularly check the salvage supplies to be sure they are stocked
and in working condition.
Location of Supplies: Janitor closet and adjacent storage closet
/ Supplemental in VITA closet
Schedule for Checking Supplies: Annually
Date of last Supplies Check: February 10, 2011
Revised February 21. 2011 Page 21 of 27
Recovery
Salvage or Removal, Drying, Packing and Transport of Damaged Material
The aim is to remove material from the disaster area with a minimum of damage; sort and
record material according to degree of damage and type of materials and salvage priorities;
set up air drying operation; and pack and transport materials to freeze dry and cold storage.
Salvage:
a. Salvage is the most critical part of the disaster reaction procedure, and time is very
important. Work on materials in order of their salvage priorities.
b. When water penetration is coming from above start at the top and work downward.
Books and papers on top shelves will absorb water and swell, jamming themselves
tightly in the shelves making them hard to move.
c. When standing or rising water is the cause of damage, material on the bottom shelves
must be removed first.
d. Submerged material will not grow mold and need not be immediately removed unless
it is being stepped on.
e. Material with water soluble inks or illustrations must be quickly stabilized by freezing
to prevent loss of fugitive inks.
f. Work should proceed quickly. Time should NOT be taken by detailed record
keeping. A quick note of contents is sufficient.
g. Damp material may be air-dried. Wet material should be packed and frozen. If in
doubt whether material is wet or damp, freeze it. Frozen material can be air-dried at a
later date.
h. Material on clay-coated paper (slick feeling, shiny paper) should be frozen. If air-
dried, it should be interleaved at each page with un-printed newsprint or paper towels;
if not the pages will bond together in a solid block.
i. Soil and mud is safer to remove from dry materials. Do not attempt to clean wet
materials as these are too fragile to withstand extensive handling.
j. Fire damaged materials are too brittle to attempt cleaning on-site. These cannot
withstand extensive handling.
Removal:
a. Removal must be closely supervised by the Management Team members.
b. To remove tightly jammed books from unstable shelves, especially from top shelves,
have some workers push against the shelves as others pull the materials out.
c. Use minimal force to pull jammed materials out, adjoining books and boxes will fall
out as one is pulled.
d. Remove materials systematically, downward, left to right or upwards right to left to
facilitate record keeping.
e. Use book trucks, dollies or human chains for removal of materials to operations area.
Recording and Sorting:
Revised February 21. 2011 Page 22 of 27
a. Record all items removed from disaster area on damage lists. Use the record keeping
materials in the disaster supplies. Record the call numbers, and the box or crate
number if the material is to be packed for freezing.
b. Use separate record sheets for each kind of material (i.e., Books, manuscripts,
photographs and etc.).
c. Sort material into slight (damp) or heavy (wet) damage categories and record.
d. Each crate or box should be labeled (marking pen) with the number of books and the
call number range of the materials inside.
Air Drying:
a. Damp materials should be taken to the operations area for air-drying. If no suitable
operations area is available on-site, designate suitable off-site area and transport
materials there.
b. Fans and dehumidifiers should be used to increase the airflow and assist in the drying
process.
c. To dry, stand damp or wet books upside down, with their covers opened slightly (no
more than 45 degrees) on unprinted newsprint. Cover tables with paper and/or plastic
sheeting to protect tables.
d. Interleave the books every half inch or so with white blotter paper, white paper towels
or unprinted newsprint to speed drying. Change the interleaving as they become
damp. Dry interleaving out for reuse.
e. Interleave stacks of unbound and manuscript materials with blotter, towels, or
newsprint to speed drying as well.
f. Material is dry when it no longer feels cool to the touch. Check the gutter margin in
the middle of a book for dryness. Dryness can also be measured using a humidity
meter.
Handling, packing and transporting material to freezer facility:
a. Materials which are opened, distorted or stuck together should be left as is and packed
to be frozen.
b. Wet books should be loosely wrapped in freezer or wax paper and boxed for the
freezer.
c. Books and files should be boxed standing upright and packed closely enough to help
support each other.
d. Books with vellum bindings should be individually wrapped to prevent distortion of
the bindings.
e. Manuscript and unbound papers, small maps and etc. should be packed flat in crates
or boxes.
f. Volumes too large to fit in crates or boxes should be individually wrapped and laid
flat on top of each other on plastic bread trays on the floor of the truck and transported
unboxed to the freezer facility.
Revised February 21. 2011 Page 23 of 27
g. Large flat materials such as maps may be interleaved with blotting paper and wrapped
in a stack and laid on plastic bread trays and transported unboxed to the freezer
facility.
h. Framed pictures should be evaluated for either water permeation or interior
condensation and if discovered, should be immediately dismantled. Blotting paper,
white felt, or chucks are acceptable for layering of pictures.
i. Load crates or boxes carefully and securely in truck for transport to the freezer
facility. Do not stack cardboard boxes with material protruding from their tops.
j. After freezing, cold storage facilities may have to be found for the long-term storage
of the frozen materials. Trucks will have to be hired for transport of materials to cold
storage facilities. Freezer trucks are necessary only for trips of more than two hours.
k. Very wet materials, materials on clay-coated paper, and those with water soluble inks
should be freeze dried using a vacuum freeze-dry techniques with complete
sublimation.
l. Materials come out of the freeze-drying process extremely dry and fragile. They must
be handled with extreme care and re-humidified before use.
Treatment of damaged microforms and photographs:
a. Water damaged microforms and photographs should be immersed in cold water in
buckets with close fitting lids (diaper buckets are ideal), and transported to a film-
processing laboratory for conservation.
b. Water damaged photographic materials should be immersed in cold water in their
wrappings. If these are not taken to a laboratory as soon as possible they should be
removed from their wrappings and washed for at least fifteen minutes in plain, cold
running water and laid out flat to air dry, emulsion side up, (on plastic bread trays or
other racks or on tables), in a dust free environment.
c. Water damaged glass plate negatives should also be washed in plain, cold running
water and laid, emulsion side up, on a flat or inclined surface to dry.
d. Photographic materials require specialized care. Consult a photographic conservator
if large and/or valuable collections are damaged.
Treatment of Electronic Media:
a. Hard Disks: Hard disks may not be salvageable, depending on the nature of the
damage. Recovering data from a hard disk may require the expertise of a private
company. Offsite backups are performed daily.
b. Compact Disks: Handle disks by the outer edges. On recorded side (no writing),
working from the center of the disk in a straight line, wipe off with a soft, dry cloth
(lint-free is preferable). Use distilled water if available. Do not use cleaners or hair
dryer (air dry).
c. Heat and Fire: Heat and fire are extremely damaging to electronic media. Assess the
damage. If it is determined that the damage is not severe, follow the instructions
above for water damage. If damage is assessed as serious, no backups exist, and data
is important, a conservator or other professional should be consulted.
Revised February 21. 2011 Page 24 of 27
d. Water damaged floppy disks can have their information salvaged by removing their
paper sleeves. The bare disks should be hung up to dry by stringing them up through
their center holes on fishing line. When the disks are dry, cut a new blank disk cover
off by trimming off about 1/16 of the "write-protect" edge. Slip the dried disks into
this sleeve and copy the material onto new disks. Discard the damaged disks.
e. Tape cassettes and other tape media will grow mold if wet. Water damaged tapes of
archival value should be wiped clean, using clean soft cloths, and/or Q-tips, and
copies. The damaged tapes should be discarded.
Treatment of Mold or Insect Infestation:
a. Mold will set in 48 hours after a water disaster or it may grow under humid conditions
causing its own disaster.
b. The only sure cure for mold is an inhospitable climate: low temperatures, not
exceeding 70 degrees F, dry relative humidity, not exceeding 50%; and good air
circulation.
c. In case of mold out-break during a disaster:
1. Consider replacing the material.
2. If it is not replaceable, freeze the affected material.
3. Air dry or vacuum freeze-dry the affected material.
4. Dry out the building using dehumidifiers.
5. Clean the mold bloom, by dusting.
6. Clean the shelving and room using hospital disinfecting methods.
7. When the shelves and room are dry at 50% humidity, return the materials to the
shelves.
Insect attack:
a. Isolate the affected material.
b. Freeze material to -20 degrees for at least 24 hours.
c. Thaw the material by air drying methods.
d. Clean the material by dusting.
e. Clean the shelves and room where the material is housed.
f. When everything is dry and the relative humidity of the room is 50% or lower, return
the materials to the shelves.
Conservation Plan
The aim is to plan long-term conservation of the damaged materials.
1. Frozen material is stabilized and can remain frozen until recovery plans and
conservation plans are in place.
Revised February 21. 2011 Page 25 of 27
2. Cost estimates can be made for freeze drying and decisions made on the recovery
processes to be used.
3. Both air dried and freeze dried materials must go through conservation treatment
before they can be returned to the shelves for use.
4. Freeze dried materials must be re-humidified before use. Materials can be shelved
and left to equilibrate to the ambient relative humidity. The time this takes depends
upon the degree of moisture in the air. The drier the season the longer the re-
humidification takes. Humidification can be speeded up by the use of humidifiers.
5. All dried materials must be cleaned using soft brushes and inspected for stuck pages,
binding repair needs, or rebinding.
6. Estimate costs of air drying, freeze drying, re-humidifying, cleaning, inspection,
repair and rebinding.
7. Contact insurers and negotiate settlements.
8. Formulate recovery plan as space and finances permit.
9. Proceed with conservation work as space and finances permit.
Cleaning and Rehabilitation of Disaster Area
The aim is to restore the building or disaster area to normal use as quickly as possible and
avoid mold outbreak as an aftermath of water damage.
1. Repair of major structural or building damage is beyond the scope of this manual.
2. Damaged shelving and furnishing will need to undergo an insurance settlement
process.
3. The relative humidity in the area should be regularly checked and no refurnishing or
return of materials should be considered until relative humidity has been returned. for
optimal levels, at or below 50%. Dehumidifiers can assist in this process.
4. Good air circulation is an important inhibitor of mold growth. Make whatever
changes are required to create or maintain good air circulation.
5. All horizontal surfaces in the area should be cleaned using disinfectant and hospital
cleaning methods. No materials should be returned to the shelves until the area is
thoroughly dry.
6. Check regularly for mold growth, rust and corrosion in the disaster area for at least a
year following the disaster.
7. If water damage resulted in flooding and extreme damage to walls and furnishings,
contact a commercial flood recovery company.
8. If materials suffer from smoke and soot damage contact a commercial smoke and soot
remover.
Reshelving Treated Materials
The aim is to return dry and conserved materials to the rehabilitated disaster area.
Revised February 21. 2011 Page 26 of 27
1. Material should be regularly inspected for mold growth for at least one year following
the disaster.
2. Freeze dried material must be acclimatized before it can be returned.
3. Examine the shelving and storage of the material to be sure it is adequate and
conservationally sound.
4. Oversized material should be shelved flat.
5. Fragile material should be boxed.
6. All containers should be acid-free.
7. Materials should be shelved up-right or on their sides, no fore-edged shelving.
Computer Data Restoration
Regular offsite backups are maintained for the Polaris databases, Director’s documents,
financial programs, and website documents. Data restoration may be done at any time.
Plan Maintenance
Updating Disaster Plan
The aim is to keep the plan fully workable at all times.
1. Schedule regular updates for the plan.
2. Appoint a member of the Management Team to do the updating.
3. Updates should include all phone numbers and persons' names; new staff members
should be included in the updates as appropriate.
Analysis and Improvement
The aim is to improve the plan so that mistakes will not be repeated in future disasters.
1. The Facilities Manager should call a meeting of the Management Team and other
staff involved in the disaster. The successes and failures of the operation should be
discussed.
2. The Facilities Manager should write a report of the entire experience including
recommended changes and modifications to the plan.
3. The disaster manual and plan should be modified and updated as appropriate.
4. The report and the plan modifications and updates should be distributed to the
appropriate persons in the library.
Revised February 21. 2011 Page 27 of 27
Appendix