Emergency Preparedness Emergency Preparedness For LibrariesFor Libraries

•10 Step Approach to Service Continuity Planning•Disaster Planning in the Library and Beyond

Rockford LibrariansJuly 22, 2010

Holly Ann Burt

Course ObjectivesCourse Objectives Identify risks to their regions and their

institutions from natural and human-caused emergencies and disasters

Develop a plan for continuation of core library services in the event of an emergency or disaster

Identify advocacy possibilities within both the organization and the community

Know how to obtain help within their regions or nationwide for assistance in providing continuity of services following an emergency or disaster

Know where to obtain help and/or training in collection preservation where applicable

Part IPart I

10-Step Approach to

Service Continuity Planning

Part IIPart II

Disaster Planning in the Library and Beyond

AgendaAgendaDisaster Struck Case StudyImpact on StaffKnow Your LibraryPreparations Beyond the Library

◦Connecting with other Libraries◦Connections in the Community

We’re Back - Now What?Wrap-Up and Evaluation

DefinitionsDefinitionsResponse

◦ Actions immediately after emergency that provide temporary care for people, collections & property and prevent avoidable casualties & property damage

Salvage◦ Actions taken to evacuate or retrieve collections &

property from damaged areas and to restore collections as close as possible to their original condition

Recovery◦ Actions taken after emergency to return to normal

operations

Disaster Struck Case Disaster Struck Case StudyStudy

Fire broke out on the first floor of medical library at Springfield University at 2:00 a.m. Saturday morning

Computer lab and reference, reserve and general collections, public service and technical services are on the first floor; Library administration, computer servers, journals and institutional archives are in the basement;

There is no priority list for collection or equipment  The building is one floor (no sprinklers), plus a sprinklered

basement No electricity = no elevator or HVAC Fire department still on the scene; used as little water as

possible, but the fire was very intense and “lots of stuff is burned and wet”

Library director called you as you are member of the Disaster Team

It is 7:00 a.m. and you are outside the library. In 2 hours you will have access to the building

Impact on Staff Impact on Staff

No one who witnesses a disaster is untouched by it.

Impact on Staff Impact on Staff Human Dynamics

◦People approach tasks differently◦People interact differently◦People have issues going on in their

lives that affect their responsesStages of Grief

◦Shock/Denial, Pain/Guilt, Anger/Bargaining, Depression, Acceptance

Post-Traumatic Stress Syndrome

Impact on Staff Impact on Staff Phases of Stress Reaction

◦Pre-crisis phase Planning and disaster preparation

[Disaster occurs]◦Impact phase◦Immediate post disaster phase

Recoil and rescue Confusion / disorganization / trial & error

◦Recovery phase

http://www.ptsd.va.gov/professional/pages/phases-trauma-reactions.asp

Impact on Staff Impact on Staff Does the Disaster Plan include

Staff Care?◦ Impact Phase:

Account for all personnel Care for injured Emergency contacts

To get help for injured To contact family members

Individual Continuity of Operations plan

Impact on Staff Impact on Staff Does the Disaster Plan include

Staff Care?◦ Immediate post disaster/Recovery

Support opportunities (Institutional, Community Mental Health Centers) Short term staffing (Up to 1 week ) Longer term staffing

Communication Maintaining moral Sharing stories Debriefing opportunities

Impact on Staff Impact on Staff Maintaining Morale

◦Communicate◦Set up regular debriefings◦Give people time to talk about the

experience◦Provide flexibility in scheduling and a

variety of tasks◦Get local companies to donate food,

snacks and drinks for staff and volunteers

Impact on Staff Impact on Staff Debriefing – focus on healing

o Fact gatheringWhat happened?

What did you do?What was your

role?o Thoughts

What would you dodifferently?

o Physical/emotionalAre you exhibiting any symptoms indicating you need help?

o Teaching self careStay in touch withfriends, eat well, laugh,avoid dependence onalcohol/drugs, exercise

Know Your LibraryKnow Your LibraryLocation, Location, LocationTypes of PlansCommunicationTechnologyDocumentation and Materials

Know Your LibraryKnow Your LibraryLocation, Location, Location

◦Institutional organization chart◦Role of library in institutional

disaster plan◦Relationship with Incident Command

System◦Partnerships with institutional

emergency committees (risk, safety, etc.)

Know Your LibraryKnow Your LibraryTypes of Plans

◦Library Continuity of Service Major Disaster Minor Disaster (5 or less days out of office) Pandemics

◦dPlan (usually at the institutional level)

◦PReP - Pocket Response Plan (includes Communications and Actions)

See http://nnlm.gov/ep for examples of plans

Know Your LibraryKnow Your LibraryCommunication

◦Internal communications Library staff in building / not in building During differing phases of a disaster

◦Cross-organizational Information shared with appropriate

leadership Partnering/Advocacy Hazard Vulnerability Assessment (Institution

and/or library) Who’s in charge of PR/Media during a

disaster?

Know Your LibraryKnow Your LibraryInitial Situation Report

◦Who’s in charge?◦Safety issues?◦What has happened? Cause?◦Nature & extent of damage?◦Who discovered/reported?◦What’s been done so far?◦Can staff handle initially?◦Security status?◦Who’s handling the media?

Know Your LibraryKnow Your LibraryDocumentation and Materials

◦Grab and Go Book – where the keys, codes, computer documentation, passwords, etc. , are kept; everything needed to get going in a new location

◦Grab and Go packs for individual staff members: include Car charger for cell phones Battery for laptops

◦Disaster Supplies

Disaster SuppliesDisaster Supplies

Know Your LibraryKnow Your LibraryDocumentation and Materials

◦Additional documents: Emergency & Evacuation Procedures Floor Plans & Facility/Location

Assessment Collection/Equipment Priorities (PreP for

Collections) Salvage Procedures Insurance Policies Inventory Control Process Disaster Recovery Contract

Know Your LibraryKnow Your LibraryTechnology

◦Library Webpage Who’s in charge during a disaster What changes should be made to site

◦Wireless options – especially after a disaster

◦Where are the hydroles (water/electric)? Are they mapped?

Ready.gov

Preparations Beyond the Preparations Beyond the LibraryLibraryConnecting with other Libraries

◦Partnerships◦Communication

Connections in the Community◦Build Relationships with First

Responders◦Identify Your Local State/Federal

Agency Representatives◦Access Training Opportunities

Preparations Beyond the Preparations Beyond the Library: Library: Connecting with other Libraries When creating partnerships consider◦Capability criteria (Service lines, size,

collection, consortia relationships)

◦Services (Free Share, DOCLINE, COLC, NLM EAI, SFX, ILLIAD Net)

◦Other Connections (Consortia, MLA Sections, library types – academic/medical/state/VA/corporate)

Needs may differ depending on the type of disaster

Preparations Beyond the Preparations Beyond the Library: Library: Connecting with other Libraries Your Back-Up library agreement ◦ Memorandum of Understanding (MOU) or

Memorandum of Administrative Arrangements (MAA)

◦ Sample San Diego/Imperial County Libraries Disaster Response Network (SILDRN) Mutual Aid Agreement http://orpheus.ucsd.edu/sildrn/mutualaidagreement.html Member participation Member fees to pay for supplies Disaster assistance

◦Corporate compliance requirements

Preparations Beyond the Preparations Beyond the Library: Library: Connecting with other Libraries Recovery Cooperation◦Set up “buddy repository system”◦Form cooperative supply stockpiles◦Share staff and expertise◦Build on models of successful

networks

Preparations Beyond the Preparations Beyond the Library: Library: Connecting with other Libraries Communication ◦Email lists

National (ALA, MLA, SLA, NLM, and the NIH DISASTER-OUTREACH-LIB)

Regional (GMRLIST)

◦Regional Coordinator◦1-800-Dev-ROKS (the NN/LM Office)

Preparations Beyond the Preparations Beyond the Library: Library: Connections in the CommunityBuild Relationships with First Responders ◦Connect with

Local Fire and Police Department Local Public Health Department City/County Emergency Medical Services Community Mental Health Centers Medical Reserve Corps

http://www.medicalreservecorps.gov/

◦Participate in Disaster Scenarios

Preparations Beyond the Preparations Beyond the Library: Library: Connections in the CommunityIdentify Your Local State/Federal Agency Representatives◦State Emergency Management

Agencies/Offices http://www.fema.gov/about/contact/statedr.shtm

◦Homeland Security Advisor (if different from above)

http://www.dhs.gov/files/resources/editorial_0306.shtm

◦National Archives and Records Administration (NARA) http://www.archives.gov/locations/

National Archives

Preparations Beyond the Preparations Beyond the Library: Library: Connections in the CommunityAccess Training Opportunities◦Basic response procedures (CPR, First Aid)

◦Emergency preparedness and salvage Archival organizations – local chapter of

Society of American Archivists (SAA): www.archivists.org

Conservation organizations – American Institute for Conservation of Historic & Artistic Work (AIC): www.conservation-us.org

◦Disaster Information Specialist (in process) Follow DISASTR-OUTREACH-LIB email list

Preparations Beyond the Preparations Beyond the Library: Library: Connections in the CommunityAccess Training Opportunities (cont.)◦Community Emergency Response Team

(CERT) https://www.citizencorps.gov/cert/index.shtm

◦FEMA Emergency Management Institute www.training.fema.gov Incident Command System (ICS)

http://training.fema.gov/EMIWeb/IS/ICSResource/

National Incident Management System (NIMS) http://www.fema.gov/emergency/nims/

NIMS Resource CenterNIMS Resource Center

US. Service ProvidersUS. Service Providers

Preparations Beyond the Preparations Beyond the Library: Library: Connections in the CommunityAccess Training Opportunities (cont.)◦Some OCLC regional networks provide

comprehensive disaster training◦Additional Disaster Training NN/LM EP

http://nnlm.gov/ep/

We’re Back - Now What?We’re Back - Now What?Salvage (Service of Continuity Steps

7-9)◦Inventory Control◦Services and Vendors◦Funding

Share Lessons Learned

We’re Back - Now What?We’re Back - Now What?Inventory Control

◦Purpose: keep track of materials removed for storage, treatment & restoration, or disposal Vital for control & insurance purposes Key to a timely & efficient recovery

◦Methods of Inventory Control Call number or main call number on box

keyed to Inventory Control Sheet Bar-coding on sheet

◦Is this Inventory Control your Disaster plan?

We’re Back - Now What?We’re Back - Now What?Services and Vendors

◦Make contact before disaster strikes: Pre-arranged contracts shorten delays in recovery

◦Be familiar with a variety of vendors and their services

◦Larger institutions may need multiple vendors

◦Use local companies or cultural institutions where possible

◦Use national vendors for specialized work

We’re Back - Now What?We’re Back - Now What?Services and Vendors

◦Check references◦Avoid unnecessary procedures that

could damage collections (fumigation, ozone treatment, etc.)

◦Ensure security procedures (if necessary)

◦Federal Library Information Center Committee (FLICC) Disaster Recovery Contractwww.loc.gov/flicc/pdf/disaster.pdf

We’re Back - Now What?We’re Back - Now What?Types of Vendors to Consider

◦Commercial Salvage Options Desiccant dehumidification Blast-freezing Vacuum freeze dry Vacuum thermal drying [not for items of

long-term value]

◦Preservation Field Service Programs◦Additional needs: Cold storage, freezer

space, carpet removal, shipping, supplies, building drying

We’re Back - Now What?We’re Back - Now What?Salvage of Damaged Collections

◦Factors to consider: Accessibility Collection priorities Severity of event Insurance coverage Financial/human resources Time and materials schedules Contract and performance specifications Vendor qualifications

We’re Back - Now What?We’re Back - Now What?Salvage of Damaged Collections

◦Working with Recovery Services Be clear about the services you need; If

unsure, ask for detailed explanations Document with photos before contracted

services start Request a sample batch be processed

before signing an agreement Sign letter of agreement/contract that

specifies treatments Consult local/regional networks for

assistance & recommendations

24/7 Assistance24/7 Assistance

“Do You Have a Collections-Threatening Emergency?

Call (978) 470-1010, day or night, seven days a week. After Center hours, you will be referred to a second telephone number to reach a staff member. Please do NOT request disaster assistance via email, since it is not monitored 24 hours a day.

NEDCC staff members are available 24 hours a day to provide telephone advice when a disaster occurs. This service is provided at no charge thanks to a grant to NEDCC from the National Endowment for the Humanities (NEH). This service does not normally include on-site assistance.

Information provided includes advice on drying wet collections and dealing with damage from fire, pests, or mold. Referrals to commercial disaster recovery service providers experienced with library and archives collections can also be provided.”

Text from NEDCC website

We’re Back - Now What?We’re Back - Now What?Questions to Ask Vendors

◦Experience working with libraries/cultural institutions

◦Quality control measures and guarantees/standards they follow

◦Work on-site? Subcontract?◦Shipping/transportation

arrangements◦Drying method /Other recovery

services

We’re Back - Now What?We’re Back - Now What?More Questions to Ask Vendors

◦Insurance coverage◦If free estimates/samples provided◦Will changed orders impact cost of bid?

Questions when Salvage Needed◦Detailed list of services to be rendered ◦Timeframe for completion of the work◦Necessary additional services

We’re Back - Now What?We’re Back - Now What?Funding

◦Insurance Self-insured Actual cash value Replacement cost

◦Emergency grants◦Federal sources for funding

We’re Back - Now What?We’re Back - Now What?Share Lessons Learned

◦Within your library◦NN\LM Toolkit: http://nnlm.gov/ep

Wrap-Up and EvaluationWrap-Up and Evaluation

Thank you for Preparing