SAMPLE DOCUMENT

Type of Document: Disaster/Emergency Plan

Date: 2014

Museum Name: New Mexico Farm and Ranch Heritage Museum

Type: History Museum

Budget Size: $1 million to $4.9 million Budget Year: 2015 Governance Type: State Accredited: Yes Core Verified: Yes The document contains the following required elements:

Is tailored to the institution’s current facilities and specific circumstances Covers all threats/risks relevant to the institution Addresses staff, visitors, structures, and collections Includes evacuation plans for people Specifies how to protect, evacuate, or recover collections in the event of a disaster Delegates responsibility for implementation

The document contains the following sections:

Emergency Preparedness/Response Procedures Accidental Damage Bomb Threat Civil Disturbance Earthquake Environmental Emergencies Fire Flood General Guidelines Hazardous Materials Hurricane List of Emergency Supplies Mechanical Failure

Medical/Health Emergency Mold Neighboring Emergency Nuclear Disaster Pests Power Loss/Energy Cutback Safeguarding Records Security/Theft/Vandalism Structural Failure Terrorism Tornado/Windstorm Other: Chemical Spills; Explosions;

Emergency Cleanup Procedures Collections

Active Infestation Dirt & Debris Fire General Guidelines

Mold Water Other: Livestock Disaster Plan

Non-Historic Buildings

Air Documentation

Electronic/Magnetic Media General Guidelines

USE STATEMENT & COPYRIGHT NOTICE

The AAM Information Center has provided this sample document. It serves as an example of how one museum addresses a particular issue. Museums should compose original materials based on their unique circumstances. Any document produced by the recipient should not substantially use the contents of this sample as the basis.

Materials in the AAM Information Center are provided "as is," without any guarantee or warranty of any kind, expressed or implied.

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Glass Masonry/Concrete/Brick Mechanical & Electrical Systems Metal

Office Equipment Painted Surfaces

Plaster & Drywall Plastic

Textiles Tile & Porcelain Wood & Woodwork

Institution-Specific Information

Building Floor Plan Chain of Command Collection Priorities Community Emergency

Information Computer Backup Procedure

Emergency Contacts/Call List Emergency Resources/Suppliers Evacuation Procedures Public Relations Staff Responsibilities Other: Fire Extinguisher map

Forms and Checklists

Accident Report Bomb Threat Report Chemical Exposure Report Condition Report Incident Report

Maintenance Checklist Recovered Property Report Response Checklist Suspicious Persons Report Threats by Telephone Report

New Mexico Farm and Ranch Heritage Museum

DISASTER PREPAREDNESS Policies and Procedures

Reviewed and Approved by the NMFRHM Board, November 2014

NEW MEXICO FARM AND RANCH HERITAGE MUSEUM LAS CRUCES, NEW MEXICO

A Division of the Department of Cultural Affairs

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TABLE OF CONTENTS

Disaster Preparedness Plan 3-4

Telephone Numbers 5

Bruce King Building Emergency Response Team 6

Outside/South 20 Emergency Response Team 7

Employee Evacuation Procedure 8

Evacuation Maps 9-11

Checklist 12

Medical Emergencies 13

Power Outage 14

Flood/Water Damage 15

Chemical Spills 16

Explosions 17

Fire 18

Extinguisher/Pull Station Location Maps 19-21

Earthquake 22

Bomb Threats and Suspicious Objects 23

Bomb Threat Checklist 24

Burglary, Theft, and Robbery 25

Tornado and High Winds Safety Rules 26

Emergency Response Action Steps for 27-30 Museum Collections

Salvage Action Steps for Museum Collections 31-35

Livestock Disaster Plan 36

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DISASTER PREPAREDNESS PLAN

Introduction:

This plan is intended to provide guidance for the staff of the New Mexico Farm & Ranch Heritage Museum (NMFRHM) in the event of emergencies or disasters involving NMFRHM facilities. Such emergencies or disasters may be fire, flood, theft, vandalism, weather events, injury to visitors or staff, etc. The purpose of this plan is to educate the NMFRHM staff to enable them to understand the actions that must be taken to minimize injuries and/or loss of property in the event of a disaster, either natural or man-made.

Initial Response:

The first action to be taken by any staff member uncovering a disaster during the hours when the NMFRHM is open to visitors will be to evaluate the situation and determine if the Las Cruces Police Department (LCPD) should be notified. After making this determination and making the proper notification of LCPD (if required), the staff member should then notify the appropriate NMFRHM Disaster Response Team.

Response Team Actions:

1. Take whatever steps necessary to protect visitors and NMFRHM personnel. These steps may include, but are not limited to, evacuating the building(s) and making sure that the LCPD has been notified. Visitors should be evacuated to the appropriate areas.

2. Take whatever steps are necessary to protect property. These steps should include, but are not limited to calling LCPD, securing the building, or stabilizing the situation providing such stabilization does not entail risk of injury or death.

3. Assess the damage. After the situation has been stabilized and the building has been deemed safe to reenter, the Response Team will conduct an inspection and will prepare an initial evaluation of the damage. The computerized object accession and loan database will be used as sources of information. Backup copies of these materials are stored off-site on the server in the Department of Information Technology office, and may be used, if needed, for the task.

4. Notification of ASD/Museum Board of Directors/Department of Cultural Affairs. Once the preliminary assessment has been completed, the NMFRHM Director will notify the Administrative Services Division (ASD), the Chairman of the NMFRHM Board of Directors, and the Secretary of The Department of Cultural Affairs. ASD will in turn notify Risk Management of the situation and the assessment.

5. Evacuation of Objects. Affected objects will be evacuated, if possible to either a safe place within the Bruce King building, i.e. Torgugas Room, Ventanas Rooms, or the Beef

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and Cattle Barn. In all instances, the Chief Curator and/or the Collections Manager will log objects out of their storage/display area and into the evacuation area.

6. Notification of Lenders. The Chief Curator or the Collections Manager shall notify lenders of any objects involved. Notification shall include a description of the incident, the type of damage, and condition of the object(s). The Chief Curator shall also determine if the lender has any specific instructions concerning processing the objects. The initial notification shall be by telephone, followed by a preliminary written report within five (5) working days.

7. Stabilization of Objects. The Chief Curator and/or Collections Manager will then stabilize the objects to prevent further damage (subject to number 6 above). Professional advice may be solicited from such organizations as the Museum of New Mexico Conservation Department or Smithsonian Institution Conservation Analytical Laboratory.

8. Incident Report. A final report describing the incident and its impact will be prepared by the Director or the Physical Plant Manager/Loss Control and distributed to each NMFRHM Board member, the Secretary of The Department of Cultural Affairs, the Director of ASD and any affected lenders. The final report shall be prepared and forward within ten (10) working days of the incident.

9. Inquiries. All inquiries by the media for information concerning the incident will be turned over to either the Public Information/Communications Manager or the Director. Other staff members are not authorized to issue comments concerning the incident.

10. Settling of claims. The NMFRHM Director shall coordinate the settling of any insurance claims with the Director of ASD.

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TELEPHONE NUMBERS

Contact Phone Ex. Home Cell Museum Director: Mark Santiago 104 Chief Curator: Toni Laumbach 109 Curator of Agricultural Operations: Greg Ball 117 Collections Manager/Registrar: Holly Radke 120 Communications Manager: Craig Massey 101 Information Technician: Brett Siegel 113 Maintenance Manager: Vacant 127 Physical Plant Manager: Hector Lujan (Safety Off.) 111 Human Resources: Randie Schmidt 114 Finance Manager: Edwina Roman 105 Curator of History: Leah Tookey 102 Curator of Exhibits: David Lundy 135 Senior Educator: Scott Green 125 Museum Educator: LuAnn Kilday 103 Volunteer Coordinator: Debbie Holderby 116 Exhibit Designer: Megan Rupp 136 Exhibit Fabricator: Bill Cook 119 Graphic Artist: Connie Anaya 128 Farm/Livestock Assistant: Jake Montoya 117 Landscaping/Grounds: Alfredo Hernandez 117 Administrative Secretary: Lori Holguin 129 Receptionist: Yolanda Martinez 112 Oral History Coordinator: Donna Wojcik 110 Gift Shop 130 Las Cruces Police Department 911 or 526-0795 El Paso Electric Customer Service 526-5555 Emergency 523-7591 Water Department Customer Service 528-3515 Emergency 526-0500 Gas (LC City Government) 528-3505 Emergency 526-0500 Dept. of Cultural Affairs Secretary 505-827-6363 State IT Contact 505-476-1188 NM State Police 575-524-6111 Blackstone Security 1-915-996-6351 Ambulance 911 or 526-0795 Poison Control 1-800-222-1222 Las Cruces Fire Dept. 911 or 526-0795 Sarah Holguin 642-9199 Marci Dickerson 644-0778 Security Cell 644-1953 Veterinarian 523-1130 Animal Control 647-7715 Conservation Lab-NMHM (Mark MacKensie) 505-476-1293

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BRUCE KING BUILDING Emergency Response Team

In any emergency or disaster, the following personnel will form the Gary King Building Response Team:

Director Mark Santiago Chief Curator Toni Laumbach Administrative Secretary Lori Holguin Maintenance Manager Vacant Physical Plant Manager/Safety Officer Hector Lujan

All staff members will assist the Response Team as necessary.

Location of Supplies and Tools

Flashlights: Disaster Preparedness Cabinet

Tools: Maintenance Tool Cart

Plastic Sheeting: Disaster Preparedness Cabinet

Tape: Disaster Preparedness Cabinet

Custodial Supplies: Custodial closets

Fire Extinguishers: See Map

Alarms: See Map

Sprinkler System: Wet Pipe Sprinkler System with Mechanical Bell/Clapper Alarms

Hazardous Materials

The New Mexico Farm and Ranch Heritage Museum (NMFRHM) has established a communications program to ensure employees are informed of all chemicals in their work areas and the measures that should be taken to protect themselves from potential chemical hazards. The NMFRHM maintains a master set of Material Safety Data Sheets (MSDS) for each hazardous chemical in the workplace. These are kept in a policy notebook located in the main administration area along with other policy/procedure manuals. Employees may review copies of the MSDS at any time and obtain copies as desired. See also Chemical Spills Procedure on page 16 of this manual.

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OUTSIDE/SOUTH 20 Emergency Response Team

In any emergency or disaster, the following personnel will form the Outside/South 20 Response Team:

Director Mark Santiago Curator of Agricultural Operations Greg Ball Farm/Livestock Assistant Jake Montoya Farm/Livestock Assistant Ross Zuninga

Hazardous Materials

The New Mexico Farm and Ranch Heritage Museum (NMFRHM) has established a communications program to ensure employees are informed of all chemicals in their work areas and the measures that should be taken to protect themselves from potential chemical hazards. The NMFRHM maintains a master set of Material Safety Data Sheets (MSDS) for each hazardous chemical in the workplace. These are kept in a policy notebook located in the main administration area along with other policy/procedure manuals. Employees may review copies of the MSDS at any time and obtain copies as desired. See also Chemical Spills Procedure on page 16 of this manual.

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EMERGENCY EVACUATION PROCEDURES

In advance, each staff person and volunteer should: 1. Understand this evacuation plan.

2. Recognize the sound of the evacuation alarm.

3. Know at least two ways out of the building from your regular workspace.

When you hear the evacuation alarm or are told to evacuate the building: 1. Remain calm.

2. Turn off and/or lock the cash register in the area and take the key (if time permits).

3. Assist museum visitors and volunteers in leaving the museum. If applicable, shut doors behind you as you leave. Do not lock interior doors. Exit by the nearest door. You must go directly to the area designated as the recovery area. (See maps posted throughout building for closest exits.)

4. Proceed quickly, but in an orderly manner. Do not push or shove people on your way out. Remember, remain calm.

5. Remain in the recovery area until further instructions.

6. Operations manager and maintenance personnel should not leave until certain that the museum is secure. A perimeter will be set up by maintenance to insure that no unauthorized persons attempt to re-enter the museum. Museum staff will guard the doors until emergency responders arrive.

Emergency Routes and Safe Location for Lobby Area and Galleries

1. 1. If the alarm goes off and you have to evacuate any part of the building, please use the attached or posted evacuation maps.

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10

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Checklist

(To be used during the course of any disaster)

Date: _______________ Time: _______________

Nature of Incident: ______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

(Continue on back if necessary)

Injuries: ____ Yes ____ No If yes, list name(s) and dispositions on separate sheet.

____ Call Las Cruces Police Department

____ Stabilize situation/provide immediate assistance (evacuation, first aid, etc.)

____ Assess damage

____ Photograph damage of objects

____ Notify Administrative Services Division

____ Notify museum board of directors

____ Notify the secretary of the Department of Cultural Affairs

____ Evaluate artifacts

____ Notify lenders

____ Complete Accident/Injury Report (if necessary)

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MEDICAL EMERGENCIES

In The Event of a Serious Injury/Illness:

1. Once notified, call 911 immediately. To the best of your ability, answer all of the dispatcher’s questions. Give them the telephone number of the Museum, address, and location of the injured or sick. A staff member must meet the ambulance upon arrival and direct medical personnel to the sick or injured.

2. Do not attempt to move the individual before the ambulance team arrives unless the injured person’s life is in danger in the present location.

3. Limit any discussion with the injured person, family, friends, or bystanders regarding the injury. Do not discuss insurance information with members of the public.

In The Event of a Minor Injury/Illness:

1. If a staff member is injured or ill, transport them to the emergency room if requested and notify supervisor.

2. Visitors and volunteers should be advised to have an ambulance, a friend, or a relative transport them to the emergency room.

Once an accident has been responded to the following must be done:

a. Staff member must complete an accident report form for visitors (located in the staff kitchen in the “important document” tray). It is the staff member’s responsibility to locate witnesses to the accident. Provide the completed report of the accident to the safety officer.

b. The safety officer will make a follow-up contact with the visitor, volunteer, or staff member to check their status and condition.

c. A copy of the staff member injury/illness accident report will be given to the human resources manager for filing in the staff member’s personnel file.

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POWER OUTAGE

1. Assess the situation and decide whether or not to evacuate the building.

If a power outage occurs the decision to evacuate the building is based on two things:

a. Are there circumstances related to the power outage (fire, flooding) that are affecting the safety of the visitors and staff within the building?

b. Common sense—if there is foul weather (rain, lightning, severe wind, freezing temperature and snow) outside the building, and if there is not a threat to safety within the building, evacuate visitors to the lobby.

2. Use flashlights and emergency lighting in the galleries, assist visitors in evacuating the galleries, restrooms, event areas.

3. Staff members must contact the operations manager and maintenance immediately. They will determine the source of the power failure and its duration, and assist in the decision-making process to either keep the Museum open or closed.

4. Notify South 20/outdoor staff of power outage. 5. Unless otherwise directed, shut off or unplug electrical equipment, including copy machines

and computers, to prevent damage to equipment from power surge when power is restored. 6. Recheck the galleries, restrooms, and administrative areas for anyone left behind or not

informed of the evacuation.

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FLOOD/WATER DAMAGE Serious water damage can occur from a number of sources: faulty sprinkler systems, serious roof leaks, burst water pipes, and flash flood. If a water leak occurs:

1. Remain calm.

2. Notify the operations manager and maintenance personnel immediately. If there is possible danger and an evacuation is ordered, assist Museum staff and visitors in leaving the building.

3. If there are electrical appliances or electrical outlets near the leak, use extreme caution. If there is any possible danger, evacuate the area.

5. In case of large-scale water leaks, objects in close proximity to the affected area, in the galleries and/or the contents of storage vaults, are the first priority for protection.

6. Contact collections staff immediately.

7. Be prepared to assist collections staff in protecting art works and artifacts by:

a. Covering all objects with plastic sheeting.

b. Carefully moving objects from the vicinity of

leak/flood to a safer area.

c. Separate dry material from wet material.

d. Use wet vacs and mops to remove water.

e. After the problem is under control, run floor fans to reduce

humidity.

Note: See Emergency Response Steps for Museum Collections, page 24.

If members of collections staff are unavailable or off-site: cover objects or remove them from vicinity of leak/flood to a safer area.

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CHEMICAL SPILLS

If a chemical spill occurs:

1. If toxic chemicals come in contact with your skin, immediately flush the affected area with clear water for at least 15 minutes. Use emergency showers if needed.

2. Notify the receptionist or nearest available staff member immediately, by voice if within hearing distance, by intercom, or by portable radio if you have access to one.

3. Notify your supervisor of the extent and location of the spill if possible.

4. If the spill is small and you are confident of your ability to clean up the spill, in accordance with OSHA standards, then do so.

5. If there is any possible danger, evacuate the area.

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EXPLOSIONS

If an explosion occurs: 1. Remain calm.

2. Take cover immediately under tables, desks, or other objects that will give protection against flying glass and debris. Assist visitors to take cover with verbal and/or physical directions.

3. Stay away from windows, mirrors, overhead fixtures, filing cabinets, bookcases, and electrical equipment.

4. Notify the operations manager. Report all details and the exact location of the damage.

5. Evacuate the immediate area when it is safe, or when you are told to do so by someone in authority. Assist injured and disabled. Establish security around the area until police and/or fire department arrives.

6. Be alert to damage to electrical, gas, and water systems. Advise maintenance personnel at once.

7. Do not reenter the building until instructed by the operations manager and/or other authorities,

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FIRE

If a fire occurs in your area: 1. Dial 911 to notify the fire department. Be prepare to tell emergency responders the location of

the fire and the type of fire (if known) i.e., electrical, paper, chemical, etc.; when the fire started, and who is calling. A Museum staff member should meet the emergency responders and direct them to the fire source.

2. Pull the hand-activated alarm if smoke/fire detectors have not sensed the fire. Evacuate all Museum visitors and employees from the building. Notify the operations manager and maintenance at once.

3. If the fire is small, attempt to put it out with a fire extinguisher, if this can be done without jeopardizing your personal safety.

4. If someone’s clothes are on fire, have them drop to the floor and roll on the floor. Smother fire with a blanket, rug or coat.

5. Disconnect electrical equipment that is on fire if it is safe to do so. Pull the plug or throw the circuit breaker.

6. Feel all closed doors before opening them. If they are hot, do not open them. Never allow fire to come between you and the exit.

7. Take your keys if possible, but do not risk personal injury by attempting to save your possessions.

8. Check with operations manager to insure that all visitors and employees have been safely evacuated. Close doors behind you to confine the fire. Do not lock interior doors. Proceed directly to the designated recovery area. (See maps posted throughout building for closest exits.)

9. Always partner with a staff member when you evacuate the museum or its facilities. When an extra person is unavailable keep in constant radio contact with other staff if possible. Do not return to the building unless you are otherwise directed by the fire department.

Fire Emergency Routes and Safe Location for Lobby Area and Galleries

1. If the alarm goes off and you have to evacuate any part of the building, please use maps posted throughout the building for closest exit. See the attached maps for Fire Extinguisher and Pull Station locations.

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Bruce King Building

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EARTHQUAKE

During an Earthquake If you are inside:

1. Stay inside. Be observant of falling objects or other potential hazards.

2. Crawl under a table or desk, or stand in an interior doorway.

3. Stay away from windows, mirrors, overhead fixtures, filing cabinets, bookcases and electrical equipment.

If you are outside:

1. Move to an open area away from buildings, trees and power lines.

2. If forced to stand near a building, watch for falling objects.

If you are in an automobile:

1. Stop your vehicle in the nearest open area and stay in it until the shaking stops.

After an Earthquake 1. Remain calm

2. Be prepared for aftershocks.

3. If evacuation is ordered, proceed to the designated recovery area

4. Do not move seriously injured persons unless they are in obvious, immediate danger (of fire, building collapse, etc.).

5. Open doors carefully. Watch for falling objects

6. Do not use matches or lighters.

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BOMB THREATS AND SUSPICIOUS OBJECTS Most bomb threats are received over the phone. Take all bomb threats seriously until proven otherwise. Do NOT use cell phones or two-way radios during a bomb threat. They may trigger the bomb.

If a Bomb Threat is Received by Phone:

Remain calm. Keep the caller on the line for as long as possible. If you can signal a staff member either by hand signal or with a note, let them know that you have a bomb threat on the phone.

1. DO NOT HANG UP. If the caller hangs up do not hang up. Leave the phone off the hook. 2. Listen carefully. Be polite and show interest. 3. Try to keep the caller talking to learn more information. Use the “Bomb Threat Check List”

if you can and ask the questions on the list. 4. Listen for background noises, type of speech, etc. and complete the “Check List” with these

items. 5. If you haven’t been able to signal a staff member, use a different phone to call 911 when or if

the caller hangs up. 6. If you were not able to fill out the “Bomb Threat Check List” during the phone call, do so as

soon as possible. Include as much information as you can.

If a Bomb Threat is Received by a Handwritten or Typed Note:

1. Call 911 2. Notify the director and/or deputy directors. 3. Handle the note as minimally as possible. 4. Await further instructions.

If a Bomb Threat is Received by Email or Regular Mail:

1. Call 911 2. Notify the director and/or deputy directors. 3. Do NOT delete the email or destroy mail. 4. Await further instructions.

If a Suspicious Package or Envelope is Received by Mail:

1. Determine that the package is suspicious. a. No return address b. Excessive postage c. Poorly handwritten d. Misspelled words e. Stains f. Incorrect titles

g. Strange odor h. Foreign postage i. Strange sounds (ticking,

etc.) j. Restrictive Notes k. Unexpected delivery

2. Do not touch or move the package. 3. If you have already touched or moved it, handle as minimally as possible. 4. Call 911 5. Notify the director and/or deputy directors 6. Await further instructions.

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Bomb Threat Checklist

Date:________________

Time:________________

Listen carefully, remain calm, be polite and show interest. Try to keep the caller talking to learn as much information as possible.

If you receive a telephone threat ask the following questions:

1. When is the bomb going to explode? _______________________________

2. Where is the bomb located? ______________________________________

3. What does the bomb look like? ___________________________________

4. What kind of bomb is it? ________________________________________

5. What will make it explode? ______________________________________

6. Did you place the bomb? Yes_______ No_______ Why?_______________

7. Is the voice familiar? If so, who do you think it sounds like? ____________

Record the following:

Caller’s identity: Male ____ Female ____

Estimate age of caller Adult ____ Juvenile ____ Elderly ____

Voice Characteristics: Loud ____ Soft ____ High ____ Low ____ Raspy ____

Language: Excellent ____ Good ____ Fair ____ Poor ____ Accent ____

Mannerism: Calm ____ Angry ____ Laughing ____ Crying ____

Background Noise: Machines ____ Airplane ____ Street ____ Music ____

Animals ____ Kitchen Noise ____ Talking ____

After you complete the call and the 911 operator has been contacted, evacuate the building immediately following the steps in the Evacuation Policy.

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BURGLARY, THEFT & ROBBERY

Robbery at the museum and/or gift shop:

1. Remain calm; make no attempt to subdue or confront the robber.

2. Regardless of their demands for property or cash, comply and give them what they ask. Use your best judgment in cases of other demands. Avoid allowing yourself to become emotional or distraught, (this may cause the robber to panic and react in a negative manner).

3. Mentally note the characteristics of the robber, including the sex, age, height, weight, race, scars, clothing etc.

4. Make a mental note of all items taken by the robber.

5. Notify the police immediately after the robber has left the Museum. Encourage visitors and staff to remain in the building until the police arrive and secure the grounds, and take witness’s statements.

6. Notify the division director or in his/her absence, the deputy director or operations manager of the robbery.

Burglary/Theft:

1. If you discover that a burglary has taken place, and you believe that the thief is still in the Museum, dial 911. Exit the Museum, lock the door, and notify the operations manager. Do not re-enter until the police arrive on the scene.

2. If you discover that a burglary has taken place, notify the police at once. Do not allow anyone access into the affected area. If you see the suspect, do not attempt to detain him.

3. If damage has occurred, detailed photographs will be taken for insurance purposes.

4. If exhibit spaces are burglarized, the collections manager/registrar will carry out an inventory to determine the items stolen and their value.

5. If a theft occurred in the administrative area contact the operations manager to document the theft and complete the necessary forms.

Robbery or Theft in the Museum Parking Lots:

1. If you observe a theft in the parking lot, (i.e., a car break-in), do not attempt to apprehend the thief. Call 911 and report the incident to the police, giving them as accurate a description as possible.

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Tornado and High Winds Safety Rules

Seek inside shelter, preferably in a steel framed or reinforced concrete building of substantial construction. Stay away from windows. Stand in interior hallways or rooms. Workers should move quickly to the section of the building offering the greatest protection in accordance with advance plans. Take cover under heavy furniture if possible.

1. If possible, move visitors to the west end of the Heritage Gallery, behind the colonial house.

Remember: Tornado or High Wind Watch means dangerous weather is expected to develop. Tornado or High Wind Warning means dangerous weather has actually been sighted. Keep watch for dangerous weather updates if possible.

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Emergency Response Action Steps For Museum Collections

A. Disaster Alert with Advanced Warning

1. People come first. Provide assistance. Note the needs of people with disabilities. 2. Move or secure vital records and high priority items if it can be done safely. 3. Verify master switch shut-off, including water, gas, electricity, by trained staff. 4. Move items into water resistant areas. If flooding occurs, move items to higher

shelves or outside of the collections storage area. 5. Use sandbags to reduce water seepage from under roll-up door and emergency

exit in the collections storage area. 6. Wrap shelves, cabinets, and other storage units in heavy plastic sealed with

waterproof tape. 7. Move outdoor collections objects indoors or secure them outside. 8. Have on hand, lists of staff, insurance data, inventory, supplies, and emergency

plan. 9. Given the circumstances, the Museum Director or appointee will give instructions

to stay away or return to work.

B. Safety First

1. Remain calm and reassuring. Alert staff to potential hazards. 2. Look for loose or downed power lines. Avoid that area. Report problems to El

Paso Electric Company. 3. Look for electrical system damage (sparks, broken or frayed wires, smell of

burning insulation). Turn off electricity at main switch if it can be done without risk.

4. Look for broken water lines. Shut off water if warrented. 5. If it smells like gas or a blowing or hissing sound is audible, open a door to the

outside and immediately leave the building. Turn off gas at the main valve if trained to do so. Call the Physical Plan Manager and the gas company (City of Las Cruces) at once.

6. DO NOT REENTER THE MUSEUM BUILDING until declared safe by emergency management officials.

C. Getting Salvage Activities Started

1. Gather staff to assign tasks and review salvage priorities. If major portions of the Museum building have been damaged, it may be necessary to establish a salvage area off-site. Create a team big enough for the work at hand.

2. Establish a “command center” with the appropriate office equipment and communications tools.

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3. Create a secure salvage area with locks, fans, tables, shelves, plastic sheeting, drying materials and clean water.

4. Contact other museums or professional groups for help. 5. Use the Museum’s communications manager to report conditions and the

volunteer coordinator to call for help. 6. Communicate with Sate or New Mexico Risk Management Division to verify

amount and terms of insurance, government assistance, and potential outside funding.

7. Contact service providers for generator, freezing, drying or freeze-drying services and refrigerated trucking as needed.

8. Check with Physical Plant Manager to insure arrangements for repairs to security system have been made.

D. Stabilize the Building and Environment

1. Some building contents may be contaminated. Do not enter the building without protective gloves/clothing, hard hats, and NIOSH-approved respiratory masks. Purchase supplies as needed.

2. Identify structural hazards and repair if feasible. Brace shelves and remove debris from the floor.

3. Remove standing water and empty items containing water. Remove wet carpets and furnishings.

4. Cover broken windows with plastic. 5. Reduce temperature and relative humidity at once to prevent mold outbreak. Ideal

targets are less than 70⁰ Fahrenheit and 40% Relative Humidity. 6. If everything is soaked, use commercial dehumidification except in historic

buildings (RE: the Museum’s Witte Cabin) and in the museum collection storage area.

7. If it is warm outside, use the coldest air conditioning setting. 8. In cool, low-humidity weather, open windows and use circulating fans. If mold is

already present, do not circulate the air. 9. Do not turn on heat unless it is required for staff comfort.

E. Documentation

1. Once it is safe to enter the building, make a preliminary tour of all affected areas. Wear protective clothing.

2. Use a digital camera or video camera to record conditions of collections and the structure. Make sure the images clearly record the damage.

3. Make a photo log with descriptions and voice recordings to go with each image. 4. Assign staff to keep written records of contacts with insurance agents and other

investigators, and staff decisions on retrieval and salvage. 5. Make visual, written and voice records for each step of the salvage procedures.

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F. Retrieval and Protection

1. Leave undamaged items in place if the environment is stable and the area is secure. If not, move them to a secure and environmentally controlled area.

2. If no part of the collections room is dry, protect all objects with loose plastic sheeting.

3. When moving collections, give priority to undamaged items and those on loan. Separate undamaged from damaged items.

4. Until salvage begins, maintain each group of collections items in the same condition you found them. Keep wet items wet, dry items dry, and damp items damp.

5. Retrieve all pieces of broken objects and label them. 6. Check items daily for mold. If mold is found, handle objects with extreme care

and isolate them.

G. Damage Assessment

1. Notify the State of New Mexico Risk Management Division and the Museum’s insurance representative. You may need an on-site evaluation before taking action.

2. Make a rough estimate of the type of materials affected and the extent and nature of the damage. Documenting the damage is essential for insurance and will help Museum staff with the recovery.

3. Look for threats to worker safety or collections. Determine the status of the Museum’s security system.

H. Salvage Priorities

1. Establish salvage priorities by groups of materials, not item by item. In the Museum’s library, establish salvage priorities by subject areas, call numbers, or record groups.

2. Focus first protection efforts and salvage work on: a. Vital institutional information including accession/catalog records, shelf lists,

and database backups.

b. Items on loan from individuals and other institutions.

c. Collections that most directly support the NMFRHM mission

d. Collections that are vital for research, most representative of subject areas,

and those that are the least replaceable or most valuable.

e. Items that are most prone to continued damage if untreated.

f. Materials that are mostly likely to be successfully salvaged.

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I. General Tips for Historic Buildings

1. Contact architectural conservators, the State Historic Preservation Division, FEMA and/or structural engineers before cleanup, especially for buildings on the National Register of Historic Places.

2. Remove standing water. Contact a structural engineer before pumping water as pumping can collapse the foundation particularly when ground water is high.

3. Remove water soaked insulation, wallboard and non-historic wall coverings. Support loose plaster with plywood and wood “T” braces.

4. Clean historic elements first. Use nonabrasive household cleansers. 5. If you treat non-historic features, do not harm the historic elements. 6. Inventory objects, loose decorative elements, furnishings and collections objects.

Save for reuse or as restoration models. 7. Air dry with good ventilation. Never use systems that pump-in super dry air.

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Salvage Action Steps for Museum Collections

A. Basic Salvage Techniques

1. Contact a conservator as soon as possible. 2. Work on high priority collection areas first. 3. In general, freeze items that cannot dry within 48 hours. However, consult a

conservator because certain metals, plate glass, some photographs and furniture maybe exceptions to freezing.

B. Basic Salvage Terminology

1. Air drying— use a cool, low-humidity area with good air circulation. Place absorbent material (see interleaving) under objects and replace it when wet. If possible, air dry materials on plastic racks such as commercial bread trays or rust proof screens to improve evaporation. Exposure to light may reduce the threat of mold, but prolonged exposure to sunlight can cause fading.

2. Interleaving— use blotter paper, un-inked newsprint, paper toweling, or waxed or freezer paper. These materials will keep items from sticking together and prevent dye transfer or running.

3. Freezing— if objects cannot be dried within 48 hours, freeze them until action can be taken. Freezing stabilizes collections for months, it stops mold growth, ink running, dye transfer and swelling. A sub-zero commercial freezer works best but a home freezer works well also. A refrigerated truck will keep materials cool enough to slow mold growth.

4. Rinsing— rinse dirt and debris covered items under a gentle stream of clean running water or gently agitate in containers filled with water. Do not scrub as this will drive dirt in deeper. Use a sponge or soft cloth to blot off mud and debris.

5. On-site dehumidification— this is a situation in which super dry air is pumped into a building and moist air is drawn out. It is a useful method for a damp library and archival collections still in place. On-site dehumidification may be used in modern buildings to dry carpeting, wallboard and furnishings. DO NOT USE dehumidification for historic structures of wood or plaster or on most museum collections.

C. Ceramic, Stone, and Metal Objects

1. Ceramics • Identify ceramic type and consult a conservator on drying procedures. • If a ceramic is broken, cracked or has mineral deposits or old repairs,

place in clean, transparent polyethylene bag until it can be treated. Seal the bag and monitor for mold.

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2. Stone • If stone object is smooth-surfaced, blot gently, and air dry. • If stone object is rough-surfaced or has an applied finish, do not blot. Air

dry on plastic screen or clean towel.

3. Metal • Use gloves to handle. • Rinse/sponge and blot metal object and air dry. • If object has an applied finish, do not clean. Air dry and keep flaking

surfaces horizontal.

D. Organic Materials

1. Leather and rawhide • Rinse/sponge with clear water to remove mud and other debris. • Drain and blot to remove excess water. • Pad with toweling or un-inked paper to maintain shape. • Air dry. Manipulate tanned fur skins during drying and keep skins

flexible.

2. Baskets • Rinse with clean, clear water. • Drain and blot to remove excess water. • Stuff with clean paper towels or cotton sheets to retain shape and absorb

stains. Cover with clean towels. Air dry slowly. • Change blotting material regularly.

3. Bone, shell, ivory

• Rinse with clean, clear water. • Drain and blot to remove excess moisture. • Place on blotters or nonrusting screens. Air dry slowly.

E. Natural history specimens (Use a respirator and protective clothing to handle all collections of this type as they may contain toxic materials.)

4. Animal skins and taxidermy mounts — avoid direct handling. Air dry slowly or freeze.

5. Botanical specimens — Rinse with water only if necessary. Interleave and air dry herbarium sheets and use presses if possible. Open specimen boxes and air dry slowly.

6. Fluid preserved specimens — Place specimens in sealed polyethylene boxes with small amount of alcohol.

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7. Geological specimens — Rinse with water and air dry slowly. Some specimens should be dried quickly; consult with a conservator.

8. Paleontological specimens — Rinse with water and air dry slowly. Fragile specimens and those with old repairs should be held together with ties during drying. Separate ties from specimens with waxed or freezer paper.

F. Framed artwork

1. Paintings — remove from frames in a safe, dry place. Do not separate paintings from their stretchers. Keep wet paintings horizontal and paint-side up with nothing touching the surface. Avoid direct sunlight.

2. Art on paper or photographs with glass fronts — Remove artwork from their frames in a safe, dry place unless art is stuck to glass. If image sticks to the glass, leave it in the frame; dry glass-side down. Otherwise, dry artwork slowly, image-side up with nothing touching the surface.

G. Photographs

• Remove photographs from plastic/paper enclosures or frames. Save all information about the photographs.

• Carefully rinse with cool, clean water as necessary. • Do not blot or touch surfaces. • Air dry photographs. Hang with clips on non-image areas or lay flat on

absorbent paper. Keep photographs from contact with adjacent surfaces or each other.

• If there are too many photographs for immediate attention, keep the photographs, EXCEPT for historic photographs, in a container of clean water no more than 48 hours, then air dry. Another option is to freeze the photographs and interlace each photo with waxed or freezer paper. Do not freeze glass plate negatives.

H. Books

• If rinsing is necessary, hold book closed. • If book is wet or damp: stand on top or bottom edge with covers opened to

90⁰ angle and air dry. • If book is very wet: lay flat on clean surface, interleave less than 20% of

the book with absorbent material, and replace the absorbent material when damp.

• If there are too many books to air dry in 48 hours— wrap them in freezer or waxed paper, pack them spine down in sturdy containers and freeze them.

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I. Paper artifacts and documents

• Air dry flat as individual sheets or small piles up to ¼ inch thick. Interleave with absorbent material and replace this material when damp.

• Do not unfold or separate individual wet sheets of paper. • If there are too many papers for air drying— interleave papers with waxed

or freezer paper, pack them standing up, and supported, in sturdy containers about 90% full and freeze them.

J. Electronic records

1. Magnetic media • Wear gloves when handling; avoid scratching surfaces. • Do not use magnetized tools or scissors. • When copying, clean drive heads frequently to protect equipment.

2. Tapes • The casing may keep tapes clean and dry. • If the tape itself is damaged, disassemble case and remove tape. • Rinse dirty tapes, still wound on reel, in clean lukewarm water. • Support vertically on blotting material to air dry. • Reassemble and copy.

3. Diskettes/CDs • Remove diskette from casing and rinse it in clean, distilled water. • Dry with lint free towels. • Insert diskette into new casing and copy.

K. Textiles

• Provide adequate physical support when moving heavy textiles. • Do not unfold delicate wet fabrics. • Do not stack wet textiles. • Rinse with water, drain and blot items with clean towels or cotton sheets

to remove excess water. • Block and shape each damp textile to its original form. • Air dry textiles indoors using air conditioning or fans. • If items cannot be dried within 48 hours, separate them with waxed or

freezer paper to prevent dye transfer. Then pack flat and freeze.

L. Furniture

1. Wood furniture • Rinse with water and sponge surfaces gently to clean; blot; air dry slowly.

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• Inspect painted surfaces. If paint is blistered or flaking, air dry slowly without removing dirt or moisture.

• Hold veneers in place while drying with weights or clamps (separate weight from veneer with a protective layer).

• Finishes may develop a white colored haze; this does not need immediate attention.

2. Upholstered furniture • Rinse off mud and debris with water. • Remove cushions, lift-out seats and other separate pieces. • Wrap upholstered material in cloth (sheets, towels, etc.) to air dry and

replace cloth when damp. • Blot wood sections and air dry slowly.

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Livestock Disaster Policy

Fire or Flood

In the event of fire or flooding, livestock would be turned loose by Museum staff. There is a perimeter fence surrounding the Museum property so this is a feasible approach. (See building maps for location of fire extinguishers and exits.)

High Winds, Tornado, Severe Storm

In the event of high winds, tornados, severe storms, the livestock would remain in their pens where they have shelter.