Policies and Procedures Handbook

Disaster Plan

Initial Contact List

Library Director: Karen Clay x23792 963.9745
Public Services Librarian: Ken Watson x23546 963.9218
Ref. Services Librarian: Theresa Gillis x23605 963.5815
Director Facilities & Planning: Mike Rhodes x23038 663.8899

The first person reached will activate the Emergency telephone list, included in their disaster packet, calling the people on their list to mobilize the entire team.

Library Director - The director works with the campus administration on money and insurance matters. The director is the spokesperson for the library to the media and the administration.

  1. Makes financial decisions
  2. Makes insurance contacts
  3. Handles public relations
Action Who's Responsible
1. Activate the disaster team. Campus Security or Senior Library staff
2. Assess the damage. Library Disaster Team
3. Contact remaining staff and students. Communications Manager
4. Stabilize the environment by reducing the temperature and humidity. Building Recovery Mngr.
5. Gather necessary emergency supplies. Recovery Manager
6. Obtain work area for in-house salvage and restoration. Logistics Manager
7. Prepare material for freezing according to pre-established priorities. Recovery Mngr.
8. Record all materials moved from the disaster area(s). Recorder
9. Restore damaged area(s). Building Recovery Mngr
10. Determine procedures needed once materials return from freezer facility. Recovery Mngr.
11. Begin the recovery of services. Logistics Manager

Disaster Contact List

Call until you reach a live person. If you don't get a live person, leave a message and call the next person on the list. The first person contacted will call the Library Director in addition to the next person on the list. Call until you have assembled 6 people to create a team. The first team member on the scene will be the acting Library Disaster Team Leader until the designated person arrives.

      Home Work Cell Team
1. Library Director Karen 963.9745 962.3792
2. Electronic Res Librarian Sally 963.6478 962.3865   A
3. Public Services Librarian Ken 963.9218 962.3546 786.0630 B
4. Reference Librarian Theresa 963.5815 962.3605   A
5. Outreach Srvs Librarian Shirley 963.9745 962.3540 786.3013 B
6. EOU Sys. Admin. Noel 962.9301 962.3017
A
7. Sage System Admin. Beth 562.5476 962.3867 910.5175 B
8. Circ Supervisor Joy 963.9887 962.3671 910.5185 B
9. ERC Supervisor Sharon 963.6267 962.3780 786.2051 A
10. Serials Rachel 962.3734     B
11. ILL Supervisor Jeff 568.0139 962.3735   A
12. Senior Cataloger Katrina 963.0529 962.3736 910.5440 A
13. Asst. Cataloger Sally 963.6478 962.3865   B
14. Physical Plant Michael R 663.8899 962.3038   A
15. Physical Plant Steve W 562.5832 962.3617   B
16. Physical Plant Rob Y      
  Action Who's Responsible
1. Activate the disaster team. Campus Security or Senior Library staff
2. Assess the damage. Library Disaster Team
3. Contact remaining staff and students. Communications Manager
4. Stabilize the environment by reducing the temperature and humidity. Building Recovery Mngr.
5. Gather necessary emergency supplies. Recovery Manager
6. Obtain work area for in-house salvage and restoration. Logistics Manager
7. Prepare material for freezing according to pre-established priorities. Recovery Mngr.
8. Record all materials moved from the disaster area(s). Recorder
9. Restore damaged area(s). Building Recovery Mngr
10. Determine procedures needed once materials return from freezer facility. Recovery Mngr.
11. Begin the recovery of services. Logistics Manager
     
Disaster Team: A B
  Theresa Ken
Team Leader Ref. Serv. Lib. Pub. Serv. Lib.
  1. Coordinates Team
  2. Sets priorities
  3. Establishes timelines
  4. Helps with wording of contracts and the setting of specifications
  Sally Shirley
Recovery Manager Electronic Res Lib. Outreach Srvs Lib
  1. Knowledgeable of recovery procedures
  2. Develops recovery procedures
  3. Trains staff and volunteers
  4. 4. Develops work flow
  Noel Beth
Logistics Manager EOU Sys. Admin. Sage System Adm
  1. Ensures the availability of recovery supplies as needed
  2. Contracts for rental supplies as needed
  3. Works with outside contractors on scheduling of assistance
  4. Identifies work space, office space and other recovery resources
  5. Restores automated systems
  Mike Rhodes Steve Wadner
Building Recovery manager Physical Plant. Physical Plant.
  1. Assembles and coordinates work crews to secure the building
  2. Works with outside contractors as needed
  3. Stabilizes the interior building environment.
  4. Controls work flow and supplies in restoration of the building
  5. Works with outside contractors in facility repair.
  6. Maintains building system information (water, hvac, elec., etc.)
  Katrina Rachel
Recorder Senior Cat. Serials
  1. Takes pictures of the damage
  2. Keeps track of all documents created by the team
  3. Keeps inventory and tracking records of all damaged materials
  4. Responsible for data management and documentation
  5. Keeps a photographic record of the event
  Jeff Joy
Communications Manager ILL Supr. Circ. Supr.
  1. Contacts all of the staff and students not on a disaster team
  2. Commands the communication center
  3. Handles the communications to outside resources for other managers
  4. Deals with and directs all incoming and outgoing calls
  5. Coordinates the calling of different work crews, and contacting substitute workers

General Preventive Checklist

This list includes regular, routine maintenance performed by designated Physical Plant or Safety personnel and off campus personnel such as the Fire Marshall and Insurance personnel. It also includes staff training suggestions to be implemented and continued on a regular basis. The Library Building Manager has the responsibility of assuring that all items on this list are completed as specified.

  1. Alarms on exit doors should be tested semiannually to ensure that they work properly, are audible in all locations in the building. Batteries should be replaced annually or more frequently, as determined by the Safety Officer and Building Manager.
  2. Fire extinguishers and halon system should be inspected semi-annually. Inspection dates should be noted, missing extinguishers should be reported and replaced, and discharged ones should be recharged.
  3. Smoke alarms and pull stations should be tested annually for operation, sensitivity and cleanliness.
  4. Batteries for flashlights should be replaced annually.
  5. Fire Marshall should make an annual inspection.
  6. The roof and windows should be checked for leaks and weak areas, especially after heavy rains.
  7. Emergency evacuation plans should be in place, posted in conspicuous places and reviewed annually by the Safety Office and the Disaster Team. Staff members should be trained annually through the use of drill/scenarios to assume assigned roles during an emergency evacuation.
  8. Regular HVAC checks should be conducted to ensure proper levels of temperature and humidity.
  9. Regular building inspections should be conducted to ensure that:
    • shelf bracing is in place
    • emergency exits are unobstructed
    • fire doors that close automatically
    • there are no loose or broken ceiling tiles
    • there are no plumbing leaks
    • stairwells are unobstructed, lighted and treads in place
    • exit signs are clearly visible and working
    • cleaning supplies and material are stored safely
    • cleanliness is maintained in all areas of building
    • emergency lights are functioning
  10. A regular staff training and awareness program should be implemented and include:
    • fire extinguisher locations and use
    • practice in pulling the fire alarm
    • location of and function of annunciator panel
    • emergency evacuation procedure, staff roles during evacuation
    • importance of training in life saving techniques such as CPR'

Pierce Library Disaster Flow Chart

  Disaster
< 100 items Impacted 100-500 items Impacted > 500 items Impacted
Library Staff will manage the disaster Library Staff & Institution will manage the disaster Library Staff, Institution & Outside Experts will manage the disaster
Library Disaster Team
  • Leader
  • Recovery
  • Building
  • Recorder
Library Director
Library Disaster Team
Physical Plant
Administration
Local Contractors 		Library Director
Library Disaster Team
Physical Plant
Administration
Local Contractors
Regional Contractors
National Contractors

Definition

A Disaster is any event or condition that results in substantial damage or loss to the library; of materials, data, or time. A minor leak in a basement toilet would not be a disaster. A moderate leak in a toilet above a book stack would be, as it could endanger a substantial collection.

Damage to 100 or fewer items can probably be handled in house by the Library staff; 100 - 500 can probably be handled by Eastern with the help of the Physical Plant a larger number will necessitate calling on outside recovery services. Damage to more than 15-20 shelves will probably require assistance from off campus resources. Speed of response is critical in containing damage or loss.

Building Closure: We will make every effort to keep the building open and provide circulation service. If a floor needs to be closed to the public we will try to provide book retrieval for those needing materials from the closed floor.

For smaller emergencies please see the blue Campus Emergency Procedures Handbook. This gives directions and specifics for most emergencies you will encounter.

Prevention

Preparedness and preparation for all emergencies is almost entirely contingent upon regular, and routine maintenance to the library's operating and protection systems. A strict adherence to the "General Preventive Checklist" will ensure the proper operation, sensitivity and cleanliness of the fire alarm pull stations, alarms on exit doors, and smoke detectors and of the annunciator panel. Follow up responsibility for ensuring that this regular, routine and as needed maintenance takes place is the responsibility of the Building Manager in cooperation with Facilities and Planning.

Another integral component of emergency preparedness is a current and functional evacuation plan. The plan should be posted in conspicuous locations, included in the library and departmental policies and procedures manuals and it should be evaluated annually. Library staff members should be trained in general evacuation procedures and should understand their specific roles during an evacuation. Furthermore, staff members should be trained to use fire extinguishers and know when it is appropriate to do so.

Each employee is expected to be aware of conditions, which could result in a disaster and to report those conditions to their supervisor or to the building manager. Employee involvement in general disaster prevention is critical to the success of any preparedness effort and is a major component of the overall disaster planning effort. Report any hazardous conditions at once. Keep aisles and storage areas free of litter and clutter. Make regular backups of important data. Store critical and sensitive information offsite. Keep passwords secure. Make daily checks of Archives and Special Collection. Make regular checks of basement and roof mechanical areas, janitor's closets, and toilets. Install a water alarm in Archives, in Technical Services and in the Computer room in the basement - be alert for its sound. Materials for dealing with leaks and other emergencies must be kept in stock and replenished as needed. Staff must be trained in responding to emergencies. This plan should be updated on an annual basis.

Response

  1. Evacuation - General Emergency Evacuation Procedures: During the day
    • After determining an emergency situation exists requiring the building to be cleared, activate the fire alarm at the nearest pull station.
    • Evacuate the building as specified in the Disater Plan. Do not use the elevators to evacuate the building.
    • Evacuate to the quad area 50 yards west of the library and remain out of the way of emergency personnel. Staff members should meet and assist in accounting for all library personnel. If someone is unaccounted for at the staging area the senior staff member notifies the emergency personnel immediately. Once all staff and students are accounted for the Library Disaster Team should be assembled.
    • Do not return to the building after a fire alarm until instructed to do so by authorities.
  2. Evacuation - General Emergency Evacuation Procedures: During the evening
    • The student supervisor, after being informed of a fire or other evacuation emergency that threatens the building, locates the problem. If necessary activates the fire alarm at the nearest pull station.
    • Calls Fire Dept. 9911 and Campus Security 23911.
    • The student workers go to the two public exits. The ERC student and the student supervisor go to the east library entrance. The circ student to the ground floor west entrance.
    • The students should help people leaving the building and give any information they can to campus security when they arrive at the building. When Campus Security arrives the student go to the assembly are in the quad between Loso and Pierce. Let emergency personnel know approximate numbers and locations of people in the building.
    • Staff members will be called by campus security. They should assist in accounting for all library personnel. Once all personnel and students are accounted for the Library Disaster Team should be assembled.
    • Do not return to the building after a fire alarm until instructed to do so by fire officials.

Notification - Assembling the Disaster Team

  1. In the event of a disaster involving a major portion of the building, after the building has been evacuated, speed of response is vital. Staff on the scene, either library staff, security or maintenance must call the appropriate personnel (Appendix E) who will then mobilize the recovery. If the Assistant Library Director is not available, the Building Manager will be in charge followed in order by: the Reference and Instruction Librarian, and the Government Documents Librarian. The first professional library staff person reached will initiate the phone tree in convening the Library Disaster Team. The Team will immediately assemble and mobilize the available library staff and student help. The goal will be to implement the necessary parts of this plan as quickly as possible. The Library Director is responsible for notifying the Vice President for Academic Affairs, the Vice President for Finance, and the Head of Facilities and Plant Services. A major disaster may necessitate the employment of outside recovery agencies. The library has in place several pre-response profiles with recovery companies

  2. The Disaster Team members will have to contact the appropriate specialists and obtain quotes for service, relaying them immediately to the Library Director whom will communicate with the administration.

    The director is responsible for working through insurance and fiscal issues. The Library Director is also responsible for working with the administration on all communications with the media regarding a library disaster. The Library Director is in regular communication with the members of the team, principally the team leader.

    Initial Contact List (see Front page for complete staff phone list)
    Library Director: Karen Clay x23792 963.9745
    Public Services Librarian: Ken Watson x23546 963.9218
    Ref. Services Librarian: Theresa Gillis x23605 963.5815
    Director Facilities & Planning: Mike Rhodes x23038 663.8899

    The first person reached will activate the Emergency telephone list, included in their disaster packet, calling the people on their list to mobilize the entire team.

    Library Director - The director works with the campus administration on money and insurance matters. The director is the spokesperson for the library to the media and the administration.

    1. Makes financial decisions
    2. Makes insurance contacts
    3. Handles public relations

Damage Assessment: Setting priorities

It may not be possible or affordable to preserve all the items in a particular collection: replacement may be cheaper. The Disaster Team will have to decide which areas are to be preserved and in what order. In areas where currency is important, such as science and technology, older titles should be discarded rather than preserved. Attention should be given to the following areas in the order in which they appear.

Pierce Collection Priorities Location
Archives (Most materials) Room 116 First Floor
The Slide Collection Room 004 Ground Floor
The Oregon Room Room 210 Second Floor
Reference Collection (based on currency) Ref Room First Floor
Reserve Collection Circ Desk Ground Floor
Main Collection Ground, First & Second Floors
Bound Periodicals (some can be replaced with microfilm) Serials Coll. First Floor

Recovery Procedures

A brief outline of the initial steps to take by type of emergency is included in this document, with detailed procedures outlined in the appendices. Materials for dealing with most disasters are stored in the Tech Services area in the cabinet labeled Disaster Recovery and in the cabinet in the main floor staff area. Additional specific instructions are found with the Disaster Recovery materials.

Procedures for Fire Damage

The team should, photograph or videotape the damage after the area is safe to enter. Most of the damage will be from fire, water and smoke, so proceed as described below. Separate salvageable items. Smoke odors can be removed by a professional service. Some items may need to be rebound. Contact Northwest Library Bindery Inc. (Appendix C) for advice. See the Appendix B for specific instructions on recovery from water damage.

Procedures for Thunderstorms, Hailstorms

Severe thunderstorms can produce lightning, hailstones, and downbursts. A thunderstorm is considered severe when winds are more than 57 miles per hour or hail is 3/4 inch or more in diameter. A severe thunderstorm warning is issued when severe thunderstorms have been sighted or are indicated by radar.

At the discretion of the Systems staff or his/her designee, the following safety rules will be followed:

  1. Immediately turn off or disconnect all electrical or electronic equipment.
  2. Unplug all telephone lines and do not use the telephone unless there is an emergency.
  3. Stay away from windows, doors and skylights.
Procedures for Water Damage

Protect material from overhead leaks by covering stacks with plastic sheets from the disaster boxes. Disaster materials are stored on the ground floor in technical services and also in the staff area located on the west end of the main floor. Begin moving materials to a dry area as soon as possible. For rising water move books from bottom shelves. Stabilize the environment to discourage mold, turn off heat and turn on air conditioning, fans and dehumidifiers and leave them on without interruption for as long as needed. An electronic temperature /humidity meter is kept in the Archives and can be use to determine the humidity of the area. Remove water on floors or in carpets with wet-dry vacuums. Remove damp or wet curtains or carpets. Keep the temperature down and air flowing for a week or more depending on the amount of water. See Appendix B for detailed instructions.

Appendices

Appendix A

Emergency Procedures for Student Workers after hours & Weekends
  1. In the event of smoke or a fire alarm call 9911
  2. All student workers gather on the east entrance steps just outside of the library.
  3. Wait for campus security to arrive.
  4. Give security a list of names of the workers accounted for.
  5. Student workers leave the building together.
  6. If staff are present the Student workers can check out with the staff and leave the building.
Emergency Procedures for Student Workers during weekdays
  1. Leave the building and go to the staging area between Pierce Library and Loso Hall
  2. A staff member will man each of the two public entrances to assist people in leaving the building and directing them to the staging area.
  3. The remaining staff will report to the staging area by the shortest route possible.

Appendix B

Supplies

The Disaster Recovery Kits in the main floor office area and the Technical Services area contains the following materials. Please avoid using them for anything other than an emergency and replace them if any are used.

  • Newsprint (34"x500') 5 rolls [ from University Products, 1-(800) 628-1912]
  • Dry cleaning sponge for soot removal [ University Products, 1-(800) 628-1912]
  • Wiper cloths (500) [Most are available from Staples, 1-(800) 333-3330]
  • Paper towels (5 rolls, 100 sheets /roll Cellulose sponges (4)
  • Waxed paper (to wrap around the covers of books to be frozen)
  • Plastic drop cloths, 9'x12' (4)
  • Duster (20) Super extra heavy grade 40 gal can liners (150) (for books, microfilm)
  • Medium grade 40 gal. can liner, (500) (for shelf covering, light materials)
  • Orange flagging tape for marking dangerous areas
  • Orange "Danger" cone (4)
  • Six pairs of latex lined gloves
  • Powdered vinyl gloves (medium & large sizes)
  • Flashlights (4, plus one at Circulation Desk one in Director's Office and one at ERC )
  • Disposable dust masks
  • Hard-hats (1 in Director's office, 1 in Archives, 2 at circ desk)
  • Tool kit with hammer, screwdrivers, pliers, and a rubber mallet (kept in the staff area in the locked cabinet.)

Appendix C

Recovery Processes
Mold & Mildew

Mold and mildew can cause allergic reactions in some people. Dust masks and gloves are included in the disaster kit and special care must be taken to avoid exposure to the spores. Dry mildewed material should be kept in plastic bags and Fumigated. Wet material should be bagged and kept away from food if it is to be stored in any campus freezer.

Procedures for Books

Very wet books will tear if opened. Closed books should not be opened and opened wet books should not be closed. Damp books may be opened if necessary to air-dry them. Do not attempt to remove dirt or mud until the material is dry. Stand books upright, slightly open and interleave books with newsprint every ten pages. Books with coated paper interleave every page. Use waxed paper for interleaving coated papers. Turn fans on the books and change paper towels or new print as necessary. Air-drying is appropriate if only a few items are involved. If over 100 items are involved a commercial service may be needed and freeze-drying or dehumidification required. For manuscripts and personal papers do not separate papers, as they will tear. Place on toweling and fan dry, separating stacks of materials only as they become dry enough to do so.

Packing: Separate books with freezer or waxed paper to prevent sticking. Use waxed or freezer paper only for wrapping books. Use available boxes lined with trash bags or unlined plastic milk cases. For a major disaster the professional recovery team can supply milk crates. Pack books in a single row with the spine down. Do not overpack boxes.

Procedures for Computers and Computer Media

Make certain that power is off on all involved computers. Call the Computer Center x23582, for assistance. Dry immediately. Floppy disks can be washed in distilled water but may have to be removed from their jackets, washed, dried with lint free towels and put into new covers and copied. Do not touch disk surface with bare hands. Computer tapes can be cleaned by rinsing in distilled water and wiped against a felt pad. CD-ROMS can be gently cleaned and dried on paper towels.

Procedures for Microforms, Slides, Film

Microforms should be kept wet and not removed from their cartons. They must be professionally washed and dried within hours. Call for professional assistance immediately. Store in their original containers in cold water in plastic bags. Audio Tapes: air dry and copy as necessary.

Procedures for Phonodiscs

Remove the discs from their jackets, keeping the label with the disc or use a crayon to identify the item. Handle the discs by the edges and support them vertically. Consult a professional for cleaning. Records made after 1970 can be wipe clean with clean water and a soft cotton cloth. Clean with a circular motion following the grooves in the disc.

Appendix D: Disaster Recovery Services

Amigos Library Services - Preservation Services
14400 Midway Road
Dallas, TX. 75244-3509
800.843.8482; fax 972.991.6061
Assistance by phones M-F 8:30-5:00 Central Time, Referral to resources in a particular area.

American Freeze-Dry, Inc.
411 White Horse Pike
Audubon, NJ 08106
Tel.: 609-546-0777
Contact: John Magill
Services: Vacuum freeze-drying for books and paper, cleaning of materials, odor removal

Belfor USA
Portland Ore. 97230
1.800.262.9443
Recovery management and services

Conservation Center for Art and Historic Artifacts
264 South 23rd St.
Philadelphia, PA 19103
Tel.: 215-545-0613
Contact: Robert Strauss
Services: Regional Center; disaster planning advice; disaster recovery advice and assistance; restoration of photographic materials. Will answer questions over the phone, and can provide on-site assistance during an emergency. Can also help in disaster planning, and in restoration of water damaged photographic materials.

Document Reprocessors
2020 Pioneer #$
San Mateo, Ca. 94403
415.362.1290
Vacuum freeze drying

Eastman Kodak Company
Tel.: 800-242-2424
Services: Salvage and restoration of photographs.

Film Treat International Corp.
Long Island City, NY 11101
Tel.: 718-784-4040
Contact: Sam Borodinsky
Services: Rejuvenation of motion picture film.

National Library Relocations
78 Bridge Rd.
Central Isl., NY 11722
Tel.: 516-543-2821
Contact: Scott W. Miller
Services: Temporary Personnel; moving of collections; equipment rental-book trucks, vacuums, dollies, bins, ramps, cartons; vacuuming services-tank and back-pack vacuums; inventory of materials. Specialize in moving library collections, and could be of help with the shifting which is necessary after a large scale disaster, although the company does not claim any experience in handling water-damaged materials. NLR can offer packing, equipment rental, cleaning and inventory services.

Northeast Document Conservation Center
100 Brickstone
Andover, MA 01810
Tel.: 617-470-1010
Contact: Karen Motylewski
Services: Regional Conservation Center. Disaster planning advice; disaster recovery advice and assistance; restoration of photographic materials. NEDCC will provide emergency assistance over the telephone at no charge and may be reached day or night, seven days a week..

Northwest Library Bindery Inc.
121 Avery
Walla Walla, Wa. 99362
509.529.4220

Preservation Resources (formerly MAPS)
Nine S. Commerce Way

Bethlehem, PA 18017-8916
Tel.: 800-773-7222
Contact: Meg Bellinger
Services: Washing and duplicating microfilm.

Annual Review Checklist

     
Library Director   2006 2007 2008 2009
  Reviews insurance policy ____ ____ ____ ____
  Reviews campus
  communication plan ____ ____ ____ ____
  Reviews campus disaster plan
  and the library's place in it ____ ____ ____ ____
  Updates the administration
  of the Library's plan status ____ ____ ____ ____
Team Leaders
  Review plan ____ ____ ____ ____
  Coordinate review by team ____ ____ ____ ____
  Reviews recovery priorities ____ ____ ____ ____
  Review profile with contractors ____ ____ ____ ____
Recovery Managers
  Reviews recovery plan ____ ____ ____ ____
  Develops training plans ____ ____ ____ ____
  Reviews recovery priorities ____ ____ ____ ____
  Update labor hiring info. ____ ____ ____ ____
Logistics Managers
  Checks available supplies ____ ____ ____ ____
  Refreshes supplies (batteries) ____ ____ ____ ____
  Safely stores backup discs ____ ____ ____ ____
  Reviews restoration with
  Innovative Interfaces Inc. ____ ____ ____ ____
Building Recovery Managers
  Inventories recovery tools ____ ____ ____ ____
  Works with the campus plan ____ ____ ____ ____
  Informs library of campus
  response priorities ____ ____ ____ ____
Recorders
  Checks that there is a camera
  with film / batteries ____ ____ ____ ____
  Reviews data management
  Process ____ ____ ____ ____
Communications
  Check on 2 way radios ____ ____ ____ ____
  Updates phone numbers ____ ____ ____ ____
  Updates phone tree (names
  and numbers) ____ ____ ____ ____
  Makes sure security has new
  Information ____ ____ ____ ____

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