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Funding for THRAB workshops generously provided by the National
Historic Publications & Records Commission
Emergency Preparedness and Response
Texas Historic Records Advisory Board
Week 4: Procedures, Supplies and Implementation
Objectives
❖ By the end of today’s session you will be able to:
❖ Write emergency procedures for your institution.
❖ Create a supply list and describe supply storage strategies.
❖ Assemble and implement your plan.
On Today’s Agenda
❖ Recap of Last Week
❖ Procedures
❖ Writing the Plan
❖ Emergency Supplies
❖ Implementing Your Plan
What Did We Learn Last Week?
❖ Preliminary Research
❖ Templates
❖ Risk Assessment
❖ Geographic
❖ Facilities
❖ Emergency History
Any Lingering Questions?
Procedures
❖ What Do You Do?
Types of Procedures❖ Evacuation Plans
❖ Human Emergencies
❖ Medical needs
❖ Active shooter
❖ Theft
❖ Collections Emergencies
❖ Flood
❖ Fire
Where to Put Procedures
❖ In your plan, obviously
❖ At key points in building
❖ Reception desks
❖ Collections storage areas
❖ Administrative offices
❖ Break rooms
You’ve done all the work
Writing The Plan Now Let’s Put It All Together
First Things First
❖ Use your template.
❖ Share the work.
❖ Set deadlines and follow them.
Emergency Plan Basics
❖ Keep several copies off site
❖ Store in ring binders for easy updating?
❖ Or maybe not
❖ Keep with personal crates of disaster supplies
❖ Update at least annually
Key Contacts
❖ You have already identified these, so this section should be easy.
❖ Don’t forget a phone tree for reaching your staff!
Communication Plan
❖ You may want a communication plan detailing a sequence of calls once an emergency is noted.
❖ You may also want a plan for communicating to the public.
❖ Document these early in your plan.
Other Sections You Have Already Completed
❖ Facilities Information
❖ Procedures
❖ Salvage Priorities
Attachments
❖ List of emergency supplies and their locations
❖ Insurance policy and instructions for initiating a claim
❖ Emergency recovery company contract and instructions for initiating service
❖ Financial records locations
❖ Copy of your 501(c)3 letter
❖ Copy of your ICS structure
❖ Emergency history
❖ List of locations of the plan❖
Finalizing the Plan
❖ Proofread carefully
❖ Ask for feedback from
❖ Staff
❖ First responders
❖ Stakeholders
❖ Ask for final approval from administrative authority
❖
Congratulations! Your Plan Is Finished! Or Is It?
Supplies
❖ What Do You Need In an Emergency?
Supply Basics
❖ Stockpile supplies before you need them.
❖ Do not allow supplies to become depleted.
❖ Keep supplies close to your collections.
Your Personal Supplies
❖ Clipboard with paper and floor plans
❖ Pencils❖ Gloves❖ Protective clothing and footwear❖ Snacks/water❖ Small hand tools❖ Flashlight and batteries❖ Cell phone charging brick
Basic Protective Gear
❖ Nitrile gloves
❖ Rubber gloves
❖ Safety glasses
❖ Disposable Tyvek clothing
❖ Disposable shower caps
❖ Respirators or N95 dust masks
❖ Hard hats
❖ Aprons and smocks
Basics: Organization and Management❖ Pencils❖ Clipboards with paper and
floorpans❖ Tape❖ Scissors❖ Utility knives❖ Stickers and tags❖ Salvage wheel❖ Camera❖ First aid kit
Building Stabilization
❖ Plastic sheeting
❖ Duct tape
❖ Caution tape
❖ Brooms
❖ Plastic buckets and trashcans
❖ Shop-Vac
❖ Spill Pillows
Salvage Basics
❖ White or kraft paper towels
❖ Freezer paper
❖ Plastic trash bags
❖ Blotter paper/blank newsprint
❖ Nylon fishing line and clothespins
❖ Plastic milk crates
❖ Mylar sheets
What Supplies Do You Need?
Supply Strategies
❖ Local big box stores have community funds they can use for donations. Don’t be afraid to approach them.
❖ Consider a supply cooperative with neighboring institutions.
❖ Check your supplies annually when you update your plan.
Personal Protective Equipment
Personal Protective Equipment❖ Should be selected to match the hazard but may
include:
❖ Respirators
❖ Gloves
❖ Safety goggles
❖ Ear protection
❖ Protective clothing like Tyvek suits or lab coats
Air-Purifying Respirator
❖ A respirator with an air-purifying filter, cartridge, or canister that removes specific air contaminants by passing ambient air through the air-purifying element.(OSHA Standard 1910.134)
When Is a Respirator Important?
❖ Whenever an inhaled hazard is present❖ Mold❖ Solvent vapors❖ Acids from deteriorating film❖ Asbestos❖ Lead❖ Arsenic❖ Etc.
Types of Respirators
❖ Half Mask
❖ Elastomer
❖ Disposable
❖ Full Face
❖ Must be NIOSH approved
Disposable Resipirators
❖ Appropriate with particulate contaminants like mold, dust, residues of pesticides
❖ Not appropriate for gasses or vapors
❖ Require fit testing to make sure you’re using appropriately
Who Can Wear A Respirator?
❖ You can wear a respirator if you have:
❖ Passed a medical evaluation
❖ Are clean-shaven
❖ Have been trained in use and care
❖ Have been fit tested
Fit Testing
❖ Fit testing should be done annually.❖ Most industrial medicine facilities can perform fit
testing.
Gloves
❖ Nitrile are usually preferred over latex
❖ When working with chemicals, check glove usage charts
❖ Color of nitrile not usually a consideration for museum work
Glove Usage❖ Check for punctures, tears or other signs of deterioration
after you put them on
❖ Remove and replace when damaged or splashed with chemicals
❖ Never reuse disposable gloves
❖ Take gloves off inside out and dispose of them correctly
❖ Do not wear contaminated gloves when touching things like desk telephones, elevator buttons, doorknobs, etc.
Lab Coats/Tyvek Suits
❖ Can be very useful when dealing with particulates
❖ Lab coats can be washed
❖ Tyvek suits are disposable
Implementing The Plan
Distributing the Plan❖ Copies of the plan go to:
❖ Administration
❖ Each member of your team
❖ Each department
❖ First responders
❖ Key locations within your building
❖ Redact confidential information on widely circulated copies.
❖ Make sure you keep a record of who has copies!❖
Staff Training
❖ Meetings
❖ Tabletop Exercises
❖ Drills
Staff Meeting Agenda❖ Welcome (2 minutes)
❖ Importance of emergency plan (5 minutes)
❖ Members of the emergency team (3 minutes)
❖ How to use the plan during an emergency (10 minutes)
❖ Communications plan
❖ Phone tree
❖ Procedures
❖ Salvage supplies (5 min)
❖ Locations
❖ Types of supplies
❖ Reminder that supplies are only for emergencies
❖ Questions and answers (5 min)
❖ Tabletop exercise (20 min)
❖ Discussion of tabletop exercise (10 min)
❖
Tabletop Exercises❖ A tabletop exercise is a scenario
with discussion prompts that allows participants to imagine how they would react in a disaster.
❖ All participants should have copies of the emergency plan as they participate.
❖ It may be helpful to have someone not on the disaster team moderate the exercise.
❖ Designate a note-taker to make note of questions, problems and anything else of note.
Sample Table Top Exercise - Prompt 1
❖ It is 3:00 on a Saturday afternoon. Your institution is preparing to close for the evening.
❖ You hear thunder in the distance and an alert comes across several people’s cell phones that a severe storm is crossing the area, bringing with it lightning, strong winds and heavy downpours with a projection of 8 inches of rainfall before the storm ends later this evening.
❖ What should you do now?❖
Sample Tabletop Exercise - Prompt 2
❖ You begin to follow the procedures outlined in your emergency plan for severe weather, when suddenly a bolt of lightning strikes a tree next to your building.
❖ The tree crashes onto your roof, leaving a large hole over a collections area where water is now streaming in.
❖ How would you ensure the safety of staff, patrons and collections?
❖
Sample Tabletop Exercise Discussion❖ What worked well about our emergency plan?
❖ What was not clear?
❖ How would you react differently if you could not reach the disaster team leader?
❖ How would you react differently if the power went out ?
❖ Does your institution have access to the needed supplies and services?
❖
Drills
❖ Schedule drills when your institution is occupied for the most realistic experience.
❖ Types of drills to consider include:
❖ Evacuation drills
❖ Procedure drills
❖ Wet salvage exercises❖
National Heritage Responders
The Final Steps
❖ Scheduling updates
❖ Continuing risk assessment
❖ Purchasing supplies
❖ Marking salvage priorities
❖ Involving first responders❖
Scheduling Updates
❖ Schedule updates at least annually.
❖ Every 6 months is better.
❖ Also update after every disaster event.
❖ Update steps
❖ Check phone numbers
❖ Update staff information
❖ Update emergency history if necessary
❖ Document changes to procedures if necessary
❖ ●Distribute to each plan holder personally and watch them update their copy.
❖
Continue Risk Assessment
❖ Walk your facility interior and exterior monthly.
❖ Complete the REPP worksheets from scratch every five years.
❖
Involve Your First Responders
❖ Make sure your first responders have a copy of your plan (and all updates!)
❖ Consider holding a first responders appreciation event.
❖ Tours
❖ Refreshment
❖ Children’s activities❖
What Questions Do You Have?
Homework for Next Week
❖ Create a list of procedures.
❖ Assign procedures to your team.
❖ Create supply lists
❖ Determine your schedule for finishing the planning process.
❖ Decide how you will introduce the plan to your staff.
Disaster Supplies Shopping ListNo. needed No. needed
Home Improvement or Hardware Store
______________ Absorbent materials (e.g.,rags, paper towels)
______________ Brushes, soft, natural bristle(e.g., paint brushes)
______________ Buckets______________ Canned air______________ Carts______________ Caution tape______________ Clothesline or nylon rope______________ Dehumidifier______________ Dollies______________ Door wedges______________ Emergency lighting______________ Extension cords______________ Eyewash kits______________ Fans (floor and window)______________ First aid kits______________ Flashlights with extra bulbs
and batteries______________ Garden hose with spray
attachment______________ Generator______________ Gloves (disposable latex,
nitrile, and rubber)______________ Ground fault circuit inter-
rupters and surge protectors______________ Hard hats______________ Mops______________ N95 masks______________ NIOSH-compliant respirators
for lead______________ Pallets______________ Plywood, Plexiglas, or other
rigid board______________ Polyethylene sheeting or
plastic tarps______________ Protective clothing (rubber
boots, disposable overalls,leather gloves)
______________ Pumps______________ Safety glasses______________ Screening (fine mesh,
fiberglass)______________ Scrub brushes______________ Sponges (regular and soot)______________ Tape (duct, packing, masking)______________ Thermometer, hygrometer,
etc.______________ Utility knives and extra blades______________ Vacuum cleaner with HEPA
filter______________ Walkie-talkies, two-way
radios______________ Wet-dry vacuum
Discount Department Store
______________ Aprons, plastic______________ Blankets______________ Bubble wrap______________ Cardboard boxes______________ Chairs, folding/portable______________ Emergency lighting______________ Freezer bags______________ Freezer paper or double-sided
waxed paper______________ Hair dryers______________ Milk crates______________ Paper towels______________ Plastic clips or clothespins______________ Plastic plates, cups, utensils______________ Plastic trays, photo trays, or
shallow dish pans______________ Polyethylene boxes______________ Tables, folding/portable______________ Toilet paper______________ Vacuum cleaner with HEPA
filter______________ White cotton towels and
sheets
From the Field Guide to Emergency Response
Discount Department or Convenience Store
______________ Alcohol hand wash______________ Antimicrobial soap______________ Batteries______________ Cheesecloth______________ Cotton swabs______________ Disposable wipes______________ Drinking water and distilled
water ______________ First aid kit______________ Food and snacks, non-
perishable______________ Garbage bags______________ Scissors______________ Toilet paper
Discount Department or Office Supply Store
______________ Adhesive labels______________ Camera with extra batteries
and flash______________ Computer and printer______________ Fax machine______________ High speed film or extra
memory card for digital cameras
______________ Miscellaneous office supplies ______________ Phone or cell phone______________ Plastic badges______________ Poster board______________ Tags______________ Tape recorder______________ Video equipment or
camcorder______________ Waterproof markers
Camping or Discount Department Store
______________ First aid kit______________ Folding cot______________ Portable toilets
Art Supply Store
______________ Air bulb______________ Brushes, soft, natural bristle
Moving Store
______________ Boxes, cardboard______________ Bubble wrap______________ Newsprint, blank
Sporting Goods Store
______________ Megaphone
No. needed No. needed
From the Field Guide to Emergency Response
Emergency Preparedness Selected Resources
Texas Historic Records Advisory Board (THRAB)
https://www.tsl.texas.gov/thrab Texas State Library and Archives Commission
https://www.tsl.texas.gov Organizations National Heritage Responders https://www.culturalheritage.org/resources/emergencies/national-heritage-responders FEMA http://www.fema.gov TX-CERA http://www.txcera.org Texas Division of Emergency Management https://www.dps.texas.gov/dem/ Publications Field Guide to Emergency Response https://store.culturalheritage.org/site/index.php?app=ecom&ns=prodshow&ref=FAIC-2 Emergency Response and Salvage Wheel http://store.conservation-us.org/site/index.php?app=ecom&ns=prodshow&ref=FAIC-1 Websites dPlan.org www.dplan.org CoSA Pocket Response Plan https://www.statearchivists.org/programs/emergency-preparedness/emergency-
preparedness-resources/pocket-response-plantm-prep-tm-english-template/
California Preservation Program Emergency Resources https://calpreservation.org/information_resources/emergency-prep-and-response/ FEMA Incident Command Training https://training.fema.gov/nims/ WAAC’s Salvage at a Glance Chart http://hosted.lib.uiowa.edu/flood/salvage_chart.html National Park Service Conserve-o-Grams https://www.nps.gov/museum/publications/conserveogram/cons_toc.html Health and Safety in Emergency Response Wiki http://www.conservation-
wiki.com/wiki/Health_%26_Safety:_Health_and_Safety_in_Emergency_Response National Heritage Responders Tip Sheets https://www.culturalheritage.org/resources/emergencies/national-heritage-responders/tip-
sheetsNEDCCPreservationLeaflets https://www.nedcc.org/free-resources/preservation-leaflets/overview Emergency! If You’re First https://www.culturalheritage.org/docs/default-source/resources/emergency-
resources/guides/emergency-if-you're-first.pdf?sfvrsn=4 Connecting to Collections Care www.connectingtocollections.org AIC YouTube Channel https://www.youtube.com/user/aiconservation/playlists Professional Associations American Institute for Conservation of Historic and Artistic Works www.conservation-us.org Society of American Archivists www.archivists.org Society of Southwest Archivists www.southwestarchivists.org
